ict project igcse 2007 (employee payroll system)

Done by:Sathya

Senadheera

Sathya Senadheera Payroll System for Lanka Ads Pvt (Ltd)

Acknowledgement

This project could not have become a success without the help of my dearest teachers of the ICT section of our school, as well as my friends. I also thank the other teachers who gave their support by allowing us to look into our project during their subject periods.

I thank the Director as well as the Chief Accountant of Lanka Ads (Pvt) Ltd for providing me with all the information needed for the completion of this project.

I must also thank other employees as well as the few customers who provided in formation by filling out questionnaires or answering questions.

……………………………Sathya Senadheera

(Candidate Signature)


Contents

Acknowledgements ...........................................

Chapter I Identify1.1 Introduction ……………………………………………….

1.2 Organisation Chart ………………………………….....1.3 Real User……………………………………………………. 1.4 Existing Payroll System .....................................1.5 Problems Faced By The User ............................1.6 Problems For The Analyst .................................1.7 Solutions that You Could Apply .......................1.8 System Proposal ..................................................1.9 What is achieved by Computerising? ................1.10 Objectives of the Computerised system ............

Chapter II Analyse2.1 Dataflow Diagram ...............................................2.2 Backup and Security ............................................2.3 Choosing the Appropriate Software ..................2.4 Choosing the Hardware ......................................2.5 Collecting Data ....................................................2.6 Inputs ....................................................................2.7 Processes ...............................................................2.8 Outputs .................................................................

Chapter III Design3.1 Initial Designs ......................................................3.2 User Feedbacks .....................................................3.3 Final Designs ........................................................3.4 Table Designs .......................................................3.5 Testing Plan for System ......................................

Chapter IV Implementation4.1 Common Command Buttons ..............................4.2 Login Form ............................................................4.3 Entering Details ....................................................4.4 Performing Calculations ......................................4.5 Clearing Records ...................................................4.6 Searching Records .................................................4.7 Macro Designs ......................................................4.8 Relationships Design ...........................................4.9 Table Lists .............................................................


4.10 Form List ...............................................................

4.11 Report List .............................................................

Chapter V Evaluation5.1 Feedback ................................................................5.2 Drawbacks to the System ....................................5.3 Future Modifications ...........................................5.4 Man to Machine Interface ...................................


1.1 Introduction

Lanka Advertising (Pvt) Ltd is an advertising firm in Sri Lanka, which started six years ago. It is a medium sized organization situated in the suburbs of Colombo. This company has a manual system and it has been keeping paper-based records through the years. The owner of this firm is Mr. M. Edirisinghe. So far Lanka Advertising (Pvt) Ltd is one of the many well known advertising firms in the country, although this organization was recently started and has no branches of it’s own in other parts of the country. The main activities of the organization are making paper/television/radio advertisements, and in the field of designing, such as designing product containers for companies. In future, this organization is also interested in taking up printing jobs and later setting up their own centre for printing. At present, this firm has a lot of competitors but according to the growth of the firm observed in the near past it is soon likely that this company would be among the top of its field. The entities involved in this organization are the senior management, including the director; the members of the Art Department; Copy Department; Accounts Department; the Administrative staff; the customers and the General Public. Some other important entities are the artwork or the advertisements themselves, and the media/method used to show them to the public (ex- television, radio, paper, etc…)


1.2 Organisation Chart


1.3 Real User

The entities involved in this payroll system or the ‘real users’ of this system are as follows:

Board of DirectorsThe board of directors are involved in the system because

they can directly influence the system; most of the major features of the system depend on the decisions made by the directors. The reports at the end of the month are also generated for the evaluation by the board of directors.

Accountant – Mr. P .PereraThe Accountant has the full rights to change any

information concerning the payments and payment details of any employee. However he cannot change any information regarding the general Employee details. He also has the responsibility to prepare the final payment details for every employee as well as use the system to present Report to his higher levels of authority (the board of directors). Most importantly the accountant and his other assistants would have to use the system regularly since hey have to update certain payment details recurrently.

Assistant Accountant- Mrs. D. GamageThe assistant accountant has the duty performing tasks

assigned to him by the accountant; to have these tasks completed is the duty of the accountant.

EmployeesThe employees are involved in the system because the

system aids in preparing their wages and salaries. Their status, job performance, advances and leaves taken, number of hours they have worked overtime, etc… will affect the data in the system and their final wages/salaries.

Customer


If the customers decide that they are not satisfied by the output of the company it means that the particular employee responsible of completing that duty has not shown satisfactory job performance; this would therefore affect his wage/salary since he hasn’t done his job well. This shows that the customer’s view is also a crucial factor in deciding the details entered to the payroll system.

1.4 Existing Payroll System

The employee payroll system of Lanka Advertising (Pvt) is a fully manual system. This payroll system is responsible for allocating payments for each employee.

What happens in this system? Employee salaries and wages for workers are calculated for each month or on a regular basis. Wages for minor staff is calculated. All the details needed for calculating the payments are gathered, stored and edited throughout the month, then at the end of the month the gathered information is processed manually so that payments can be made to the employees. In order for them to search for any past record they have to do the tedious task of going through the manual records.

Some of the basic things that are taken into consideration when allocating salaries are as follows:

EPFEmployee Provident Fund is a special fund dedicated for

employees, each month a certain amount is deducted from their salary and it is saved for their future, The Employees' Provident Fund & EPF is an important piece of Labour Welfare legislation enacted by the Parliament to provide social security benefits to the workers. The employee provident fund provides benefits such as -Contributory Provident Fund, Pensionary benefits to the employees’ family members and the insurance cover to the members of the Provident Fund. Contributing to the employee provident fund for the employees’ welfare is compulsory where both the employee and the employer would contribute money.

http://www.logosoft.co.uk/images/payroll.jpg


*How is it calculated?

ETFEmployee Trust Fund is also taken into account when

calculating employee payments.*How is it calculated?

OT Over Time, the number of hours in addition to the basic

working hours is gathered and extra payments, time off, etc. are given accordingly.*How is it calculated?

No PayThe number of days where payment cannot be made for the

employee’s performances (eg- days absent) is calculated so that necessary deduction can be made from the salary.*How is it calculated?

Loans(Taking loans and loan repayment) If an employee has

taken an amount of money from the organization (an amount larger than his/her salary) on the condition of paying it back part by part through salary deductions.

3% (of employee’s salary) deducted from Employer = ETF amount

No of hrs worked * Rate per hr = OT amount

8% Deducted from

Employee (Salary)

= Total EPF amount12% (Of employee’s

salary) deducted from Employer

+

No of leave days * No pay rate = Total No pay


AdvancesIf a person requests money from his/her salary

in advance to the date of the salary payment date. Then that amount must be later deducted from the final salary.

Car AllowanceEmployees in higher levels of the organisation (eg:

Accountants) are given a company car therefore they are also given a certain amount as an allowance (eg: for fuel costs)

Car damage expensesIf the company car is damaged in any way,

the company undertakes the task of getting it repaired through a mechanic. The expenses for the repair is paid by the company to the mechanic but the employee who used the car would have to repay the amount to the company either in full amount or by payment in parts.

BonusesOn different occasions the employees are given bonus

amounts (especially during festive seasons). The bonus amount differs to each employee according to their status in the organisation.

Other AllowancesTransport- the Company pays for transport expenses in

certain situations.Cantine allowances- An allowance is given to minor staff for

the payment of certain purchases from the cantine, it is given as a benefit and does not require repayment.

Preparing Pay slipsAt the end of each month the employees receive their final

salaries or their wages, the wages are given to them as cash. Most usually to employees in the higher levels of the organisation


receive their pay directly into their bank accounts. Employees receive a pay slip which confirms the total amount they received, their additional payments and their deductions. This pay slips also contain a response slip where the employee confirms that those details are accurate. These pay slips are generated manually.

Preparing Net Salary Reports.After the end of each month the Accounts department is

responsible of generating a report showing all the details of each employee’s net salary. It includes the total wages or salary, the allowances and the deduction details for all the employees in the organisation. This completed report is then presented to the board of Directors after it is finalized. Details for this report is gathered and put together manually and it is also prepared manually.

1.5 Problems Faced by the User

1. Searching different employee details are difficult and time consuming

The main problem faced by the user is the difficulty to access the employee details for various needs. For example if the user needs to gather the employees details for all of the employees in the accounts department he/she would have to got through all of the records one by one and he would then have to copy down the selected list into another paper based copy. This is a tedious task employee feel de-motivated in repeating such tasks.

2. Time ConsumingSince all the work is done by hand, a large time is taken to

do jobs manually. The records are also manual so sorting them filing them and also retrieval takes up most of the working time.Manual calculations are also time-consuming.

3. Has to do most of the work by hand


Since the entire system is manual most of it is paper based therefore all of the inputs, processing and outputs are done by hand (manually) All of the work done in an otherwise automated system (eg- baking documents producing reports and pay slips) would have to be done manually.

4. Boring/tiringBoring things manually for lengthy hours at a

stretch or having to do certain tasks again is tiring for staff members. For example after making the payment details the assistants accountants would have to prepare and check individual pay slips for each employee whose wages and salaries have been calculated.

5. Have to check many timesData verification can become a strenuous task because data

will have to be checked manually. Checking data manually can be very time consuming as well as boring so this adds to the fact that time is wasted and employees become de-motivated. To ensure that data is as accurate as possible the employees dealing with data verification has to go over their work over again this means that it causes repetition of work.

6. Wastage of paperAll tasks have to be done in paper so they are wasted

unnecessarily due to the large scale repetition of work. If a mistake is made in any point of the existing manual system, all the work which was already done by hand has to be redone. This means that lager the amount of mistakes made larger the rate of the wastage of papers.

7. All calculation should be done manuallyThis is a hard task to do repeatedly. Manual

calculations are time consuming and there is more than a 90 percent chance of all the calculating operations to have errors. Manual calculations are also a fact that contributes to the repetition of work.

1.6 Problems for the Analyst


1. Mistakes are not always avoidableEven though work is proof read many times there is always

a possibility that the task isn't error free since human errors are unavoidable. The most obvious and major reason for this is that the existing system is a manual system.

1.Unnecessary costs are involved due to paper usageSince this is a fully paper based system a

lot of papers will be used up; therefore the wastage o paper will also be more. The more paper that the organisation uses up due to its daily activities the more costly it will be to supply the organisation with papers each month. As the employees in the organisation increases, as the organisation expands and gats more complicated each month the use and the wastage of paper is also increased which mans that the costs for the paper supply will also increase.

3. Wastage of spaceSince the manual system requires a lot of paper, storage of

data will be a problem due to the limited space available. The company authorities will have to increase the use of manual cabinets and other devices for manual storage. This means that a lot of unnecessary space is taken up for manual storage as well as for other tasks.

4. Repetition of workSince it is difficult to keep accurate track of all the tasks

done in a paper-based system and certain tasks may be done incorrectly, which means that tasks may have to be done repeatedly.

5. Information can be misplacedPapers holding data can get lost easily since there is a

greater chance of them getting lost or being shuffled out of place.

6. Replacing document that has been lost and found can be confusing

Most of the data that is stored in the system is kept in filing cabinets, employees also need to work with these data continuously and they are often taken out of these cabinets. This means that data stored manually has to be taken out of their original location very often hence causing the order in which they were placed originally to change. Therefore replacing such a


document will also be confusing as all the records may have been shuffled.

7. If a document is misplaced, then searching for it is difficult, as it will not be found in its proper place.

As explained in the previous point the records stored are almost usually out of place so searching for them is also difficult.

8. When searching for records, finding and replacing certain records as well as at the process of updating record the user will find it too difficult to locate the correct record or the position is it to be placed, this is due to the fact that the records are shuffled ( as explained previously).

1.7 Solutions That You Could Apply

Appoint assistants for the chief accountant- So that a large amount of work can be done easily and effortlessly since work can be shared among the assistants

Minimise paper use- by having keywords and shortened forms when handling data, and by creating forms where more data can be entered and displayed you can reduce paper work, thus reducing wastage of space and paper.

Keep more careful records of work done and changes made in order to prevent repetition of work

Increase Overtime rates- so that the workers will be more encouraged to stay back and make sure all their work is done accurately.

Increase the pay of all employees so that the management can make sure that each and every employee is more motivated. The better incentive to work that is produced in the employees will encourage better job performance and hence minimizing most of the problems faced by the business.Use better verification methods- Double entry method could be used where two people enter the same data and their results are checked since it is unlikely for two people to make the same mistakes.


More than one person (preferably two) can do proof reading so that possible mistakes can be identified.

They can switch to a better manual system which has a higher performance with less complicated systems. It should be capable of cutting down on the problems that appear in the existing system.

They can introduce a better automated system which runs through the aid of computers and also other devices such as printers. This should also be able to eradicate the problems found in the system.

1.8 System Proposal

There are a few factors that are to be considered when choosing the nature of the system to be used

Considering the financial status of the company, since it is a medium sized company and it gets a moderate income compared to its other larger companies, the company cannot employ a lot of new staff to run the more complex tasks in the system, neither can the company afford to loose their older staff members.So they have to opt for an automated system which is as simple as possible and it should also be less expensive so that the company can bear the costs involved in both the implementation and the maintainers of the system.

The company cannot also pay a lot of money for the training of staff. This means the at the new system should be a very simple and easy to use one, most importantly it should be very user friendly so that the user can get used to the way it’s being used very quickly, without a lot of pre-training.

Most of the problems defined previously (eg: too much paperwork) cannot be eradicated by a better manual system so it is best to use a new computerised system which facilitates higher performances in order to overcome the existing problems.


Replacing some of the furniture as well as buying new furniture has to be considered.

The company may have to redesign its environment if it is to go to a fully automated system, usually the organisation will have more space left after it has overcome the use of manual filing and calculating methods.

Networking for a fully automated system is much more expensive and complicated than a manual one, so the new system that is to be implemented has to be with a simple network and also very cost effective.

1.9 What is achieved by Computerising?

All calculations can be done automatically as you enter data.

Validation rules can be used in order to ensure better verification

Data can be saved automatically soon after it is entered so that the risk of data being lost is minimized.

Addition of new employee records would be easier.

Sorting and storing documents and other information is much easier.

All salary calculations can be summarized and displayed easily.

No wastage of paper.

Do not have to do the same task over and over again

All jobs such as calculating, sorting, creating reports and summaries, and printing can be done faster.


Forms graphs, charts and tables can be used to display data more clearly.

Searching and retrieving data is much easier. Larger varieties of search criteria can be offered by the new system so that the searches run by the user can be more in-depth and sophisticated, so that users have more ease in maintaining the system as well.

Data can be saved in magnetic disks or on CD ROMs so that you would have up to date data in case the system is damaged.

1.10 Objectives of the Computerized System

It should contain up to date information.

It should be fast and always error free.

It should minimize data repetition.

All information should be readily available.

The system should be connected to other entities involved (e.g

- the bank)

There should be alerting methods (e.g –if any mistakes have

been made and if they have to be corrected)

There should be a large storage space suitable for the storage

of all the employee records.

Backups should be kept after each month.

Searching for errors and correcting them should be easy.

Debugging the system should be easy

Searching should be fast, easy and

searches have to be accurate.

More sophisticated search criteria

should be allocated to the user.

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1.11 Questions on the System’s Success

Will the system be able to notify if the limit for the advances

taken by an employee is been passed?

Will it be able to store all the salary records for each year to

be used in future?

Will the system be completely error free?

Up to what extent will the degree of accuracy be?

How will the system deal with errors and debugging?

How will the system deal with viruses?

Will data be updated immediately?

Will reports be generated each month?

Can reports be generated anytime?

Will the system be able to calculate all functions without the

user’s guidance?

Will the system be able to give the

user custom searches, which are of

more sophistication?


2.1 Choosing the Appropriate Software

Visual Basic

A programming language and environment developed by Microsoft. Based on the BASIC language, Visual Basic was one of the first products to provide a graphical programming environment and a paint metaphor for developing user interfaces. Instead of worrying about syntax details, the Visual Basic programmer can add a substantial amount of code simply by dragging and dropping controls, such as buttons and dialog boxes, and then defining their appearance and behavior. Although not a true object-oriented programming language in the strictest sense, Visual Basic nevertheless has an object-oriented philosophy. It is sometimes called an event-driven language because each object can react to different events such as a mouse click.

Since its launch in 1990, the Visual Basic approach has become the norm for programming languages. Now there are visual environments for many programming languages, including C, C++, Pascal, and Java. Visual Basic is sometimes called a Rapid Application Development (RAD) system because it enables programmers to quickly build prototype applications.

Spreadsheet Software

Microsoft Office ExcelMicrosoft Excel is a spreadsheet tool capable of performing calculations, analyzing data and integrating information from different programs. Microsoft Excel is comprised of organizational units called workbooks. A standard workbook contains worksheets and chart sheets. Worksheets perform calculations, store and organize data, present graphics and controls; they are

Types of software available to use


extremely versatile. A worksheet in turn is comprised of millions of cells. The job of a cell is to store a formula that performs a calculation or communicates with some other application (i.e. program) such as a database. They also store and present data. A chart sheet's job is to present a chart or graph developed from data stored on a worksheet. A typical worksheet, its elements and the workbook that contains it are presented in the illustration to the right.

FileMaker Pro

FileMaker Pro is a cross-platform database application from FileMaker Inc. (a subsidiary of Apple Inc.). It is also noted for the integration of the database engine with its GUI-based interface, which allows users to modify the database by dragging new elements into the layouts/screens/forms that provide the user interface.

A defining characteristic of FileMaker is that the database engine is integrated with the forms (screen, layouts, reports etc) used to access it. Most database systems separate these tasks, concerning themselves primarily with organization and storage of the data.

Until recently, each table of a FileMaker database system was stored as a separate file (with relational links to other files) and each file had its own built-in interface capabilities. Version 7 introduced the capability to build multiple tables into one document. Compared to other RDBMS products, it is fairly easy to develop quickly and to make changes on the fly as the data structure is altered. More complex systems may introduce some separation between interface and data files and FileMaker provides the flexibility to accommodate this.

A substantial body of professional FileMaker developers has grown up around the product and provides the expertise required for complex systems and implementations.

Microsoft Office Access


Microsoft Office Access, previously known as Microsoft Access, is a relational database management system from Microsof t which combines the relational Microsoft Jet Database Engine with a graphical user interface. It is a member of the 2007 Microsoft Office system.

Access can use data stored in Access/Jet, Microsoft SQL Server, Oracle, or any ODBC-compliant data container. Skilled software developers and data architects use it to develop application software. Relatively unskilled programmers and non-programmer "power users" can use it to build simple applications. It supports some object-oriented (OO) techniques but falls short of being a fully OO development tool.

ConclusionThe most appropriate software to use is the database

software since they provide more sophisticated features then spreadsheet software.

Microsoft Office Access is much more suitable since it provides more options and facilities that this payroll system would require. Such as a way to link databases, create forms as well as the ability to create a usable/interactive menu for the system. Database package also lets you easily manipulate data into various forms, tables, queries, etc…

Most importantly Microsoft Access is the most common type of database software found in medium sized businesses (for its payroll system), it is relatively simple to use. Its very user friendly feature makes sure that employees who are subjected to a sudden change in the system (by computerising the system) would find it easy to get used to the system. I also means that the company does not have to spend a lot of time on training the staff on how to use the new software- this software does not require specialist training. The staff can go through on the job training.

Developing the system is also relatively simple because this software lets you create database that is less complicated in a very short amount of time. This also allows easy changes to be made.

Therefore I propose Microsoft Office Access as the target software package that I would use to create this database.

http://en.wikipedia.org/wiki/Image:MSAccess_2000.png


2.2 Explaining the features of the chosen software

Microsoft Office AccessMicrosoft Access (current full name Microsoft Office Access) is a relational database management system from Microsoft, packaged with Microsoft Office Professional, and as a standalone product, which combines the relational Microsoft Jet Database Engine with a graphical user interface.Microsoft Access can use data stored in Access/Jet, Microsoft SQL Server, Oracle, or any ODBC-compliant data container. Skilled software developers and data architects use it to develop application software. Relatively unskilled programmers and non-programmer "power users" can use it to build simple applications. It supports some object-oriented (OO) techniques but falls short of being a fully OO development tool.

Microsoft Access was also the name of a communications program from Microsoft, meant to compete with ProComm and other programs. This Microsoft Access proved a failure and was dropped. Years later Microsoft reused the name for its database software.

http://www.reference.com/browse/wiki/Data

http://www.reference.com/browse/wiki/Oracle_database


UsesAccess is used by small businesses, within departments of large corporations, and hobby programmers to create ad hoc customized desktop systems for handling the creation and manipulation of data. Access can also be used as the database for basic web based applications hosted on Microsoft's Internet Information Services and utilizing Microsoft Active Server Pages ASP. More complex web applications may require tools like PHP/MySQL or ASP/Microsoft SQL Server. Some professional application developers use Access for rapid application development, especially for the creation of prototypes and standalone applications that serve as tools for on-the-road salesmen. Access does not scale well if data access is via a network, so applications that are used by more than a handful of people tend to rely on a Client-Server based solution such as Oracle, DB2, Microsoft SQL Server, Windows SharePoint Services, PostgreSQL, MySQL, Alpha Five, MaxDB, or FileMaker. However, an Access "front end" (the forms, reports, queries and VB code) can be used against a host of database backends, including JET (file-based database engine, used in Access by default), Microsoft SQL Server, Oracle, and any other ODBC-compliant product.

Many developers who use Microsoft Access use the Leszynski naming convention, though this is not universal; it is a programming convention, not a DBMS-enforced rule.

FeaturesOne of the benefits of Access from a programmer's perspective is its relative compatibility with SQL—queries may be viewed and edited as SQL statements, and SQL statements can be used directly in Macros and VBA Modules to manipulate Access tables. Users may mix and use both VBA and "Macros" for programming forms and logic and offers object-oriented possibilities. MSDE (Microsoft SQL Server Desktop Engine) 2000, a mini-version of MS SQL Server 2000, is included with the developer edition of Office XP and may be used with Access as an alternative to the Jet Database Engine.

Unlike a complete RDBMS, the Jet Engine lacks database triggers and stored procedures. Starting in MS Access 2000 (Jet 4.0), there is a syntax that allows creating queries with parameters, in a way that looks like creating stored procedures, but these procedures are limited to one statement per procedure. Microsoft Access does allow forms to contain code that is triggered as changes are made to the underlying table (as long as the modifications are done only

http://www.reference.com/browse/wiki/MaxDB

http://www.reference.com/browse/wiki/Active_Server_Pages

http://www.reference.com/browse/wiki/MySQL


with that form), and it is common to use pass-through queries and other techniques in Access to run stored procedures in RDBMSs that support these.

In ADP files (supported in MS Access 2000 and later), the database-related features are entirely different, because this type of file connects to a MSDE or Microsoft SQL Server, instead of using the Jet Engine. Thus, it supports the creation of nearly all objects in the underlying server (tables with constraints and triggers, views, stored procedures and UDF-s). However, only forms, reports, macros and modules are stored in the ADP file (the other objects are stored in the back-end database).

Versions

1993 Access 2.0 for Windows (Office 4.3) 1995 Access 7 for Windows 95 (Office 95) 1997 Access 97 (Office 97) 1999 Access 2000 (Office 2000) 2001 Access 2002 (Office XP) 2003 Access 2003 (2003 Microsoft Office system) 2007 Microsoft Office Access 2007 (2007 Microsoft Office

system) There is no Access 3.0 to 6.0 because the Windows 95

version was launched with Word 7. All of the Office 95 products have OLE 2 capabilities, and Access 7 shows that it was contemporary with Word 7.

Some MS Access Icons

Access 2.0 Access 2000

Access 2003

Access 2007


A view of the appearance of Microsoft Access 2007:

http://upload.wikimedia.org/wikipedia/en/b/bc/Office_Access_2007.png


2.3 Choosing the Hardware

Standard Monitor – this would be needed to display all the data, forms, tables etc…

Standard (ergonomic) Keyboard – A key board would be needed to key in all the necessary data into the system.

Memory – A large memory would bee needed since a large storage space is needed to store all the data each year. CU: this will give out all the control signals to all components of the computer.ALU: this is where all the arithmetic and logical comparisons take place.RAM: the random access memory stores all the temporary program filesROM: the Read Only Memory stores permanent files and programs.

Mouse – this is needed in order to select and move the cursor.

Printer – (laser printer) this would be needed to print reports and other documents.

Scanner – Flatbed scanner of high quality for scanning different images needed for various advertising purposes.

CD ROMs are use to store the system of the previous months and years

Summary examples

733 MHz 128 17” Available Available

Speed RAM Monitor CD Internal Modem

Printer

Canon PIXMA iP 4200

Scanner

CanoScan LiDE 25

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2.4 Backup and Security

The main methods of security that can be used are:

The computers should have passwords that are changed periodically in case of security problems.

The computers have to be logged off at all other times when it is not in use.

The premises where the computers are put would have to have a system of security like surveillance cameras, security guards, using swipe cards to open doors, etc…

You should have the system free of computer viruses by having a virus guard and running the live update regularly.

The method of keeping backups is through a backup wizard can be used to keep backups. Shown below is a backup or restore wizard for Windows XP


You could also use CD ROMs to keep backups of files that are very important for future use. These files can be stored in the CD by using special software that allows the user to write data onto the CD, it is also called ‘burning’ details into the computer. Here is an example of a software used to burn, write or store details into the computer.

Nero Start Smart.

Security

Authorized access should be offered in the system so that there are tighter security measures as well as user-friendly procedures.

The system is accessed through a login form i.e.- The first thing that the user comes across is the login form which requests a valid user authentication. If the password is correct then the user is granted access to the system but if it is wrong then the user is not allowed to use the system ( access to the system is not granted) This is discussed in detail in the Implementation, (chapter 4) of the project.


Here is a view of a login form, which is proposed for the new system:

Here is another example of user authentication:

Another way ensuring the security of the system is to use virus guards (anti-virus software) and firewalls.

Anti-virus software ensures that the computer is protected form any incoming viruses from other sources such as from the internet, from other computers on the network or from any kind if device that you insert into the computer such as flash drives, diskette drives, etc…In other words of theay can be defined as computer programs that attempt to identify, thwart and eliminate computer viruses and other malicious software (malware).


Here are some examples of antivirus software:

Norton AntivirusProfessional

McAfee,(Antivirus Security Centre)

Firewalls are types of software that is designed to prevent unauthorized access to or from a private network. Firewalls can be implemented in both hardware and software, or a combination of both. Firewalls are frequently used to prevent unauthorized Internet users from accessing private networks connected to the Internet, especially intranets. All messages entering or leaving the intranet pass through the firewall, which examines each message and blocks those that do not meet the specified security criteria.


Below are some examples of firewalls:

Norton Internet Security 2007

Comodo Personal Firewall 2.0


2.5 Collecting Data

Collecting employee details

Employee Details Data Collection Lanka Ads (Pvt) LtdPLEASE FILL IN BLOCK CAPITOLS

Full name .......................................................................................................

Date of birth ___/___/_______ DD/MM/YYYY

Age ................................

Address ..........................................................................................................

Telephone No ................................................................................................ .................................................................................................

E-mail Address ..............................................................................................

Other ..............................................................................................................

Department ....................................................................................................

Designation ....................................................................................................

I hereby confirm that the above details are true.

.......................................... Date ............................. Employee Signature


E mployee details updating form

Employee Details Updating Form Lanka Ads (Pvt) LtdPLEASE FILL IN BLOCK CAPITOLS

Full name .......................................................................................................

Date of birth ___/___/_______ DD/MM/YYYY

Age ................................

Address ..........................................................................................................

Telephone No ................................................................................................ .................................................................................................

E-mail Address ..............................................................................................

Other ..............................................................................................................

Department ....................................................................................................

Designation ....................................................................................................

I wish to request the company to update my information indicated above as they have been changed/ there is a mistake in the existing data.

.......................................... Date ............................. Employee Signature

(Tick the boxes to be updated)


Collecting Employee Attendance and OT

February

March

January

Attendance Sheet Lanka Ads (Pvt) Ltd

Date

Employee ID

Time in Time out Signature OT hrs


2.6 Inputs

For the system’s database to be created there should be certain information that has to be in put into the system in the first place, it is based on these data that processes in the system can be done. Here are the data that is entered into the system with examples.Data that is obtained by doing a process or after a calculation within the system is also indicated.

Employee Details Table

Fields- ID no e.g A001Name Andrew JohnDate of Birth 9/9/1985Age 22Date Joined 7/8/2004Address No 10, Down StreetTelephone No 0714-266451E-mail Address [email protected] AccountsDesignation Assistant accountantBasic Salary Rs. /= 12,000Other Is an asthma patient

Allowances Table

Fields- ID No e.g A001Traveling Rs. /= 200Bonus Rs. /= 5,000Allowance for company car Rs. /= 8,000Total Allowances (obtained by calculating)

Deductions Table

Fields- ID No e.g A001EPF Rs. /= 2,000No Pay Rs. /= 500Car Damage Expenses Rs. /= 6,000Total Deductions (obtained by

calculating)


Deductions Table

Fields- ID No e.g A001No of OT hours 10Rate pre hr Rs. /= 2,000Total OT (obtained by

calculating)

2.7 Context Level Diagram

Lanka Ads

PayrollSystem

Employee Accountant

Board of Directors

Employees provide their details

Net Salary Report


2.9 Outputs

Summary

Employee Pay-slips

Fields- ID No e.g A001Name Andrew JohnBasic Salary Rs. /= 20,000Total Allowance Rs. /= 8,000Total OT Rs. /= 3,000Total Deductions Rs. /= 2,000Net Salary Rs. /= 29,000

Employee Net Salary Report

Fields- ID No e.g A001Name Andrew JohnBasic Salary Rs. /= 20,000Total Allowance Rs. /= 8,000Total OT Rs. /= 3,000Total Deductions Rs. /= 2,000Net Salary Rs. /= 29,000


3.2 User feedbacks

Lanka Ads (Pvt) LtdNo 11 1/1

Rajagiriya Rd Colombo

Dear Ms. Sathya Senadheera,

After looking at the designs of the forms and reports as well as the pay slip, the we have decided on the modification and improvement of the following points:

The system should look different to other standard or default systems, so the use of colour, different formatting of text as well as the use of the logo has to be important points to consider when finalizing the system.

We require a more user-friendly approach.We request you to make the forms eg: the Employee Allowances form more easy to understand even by a first time user, therefore some of the command button has to be modified and relabeled.

We also require the switchboard to contain repots and pay slip operations so that they can view or print a report or pay slip without having to do much. The command button which goes to the employee details form should be more highlighted and on the top and we want the form to look simple but nice.

The pay slip should contain a reply note verifying that each employee received payment or that they have not received the correct amount.

The company also requests the pays lips and most importantly, the reports to be of a very formal design as pay slips are handed to all employees and the reports presented to the directors.

....................................... M. Edirisinghe Director

Request for Modification


3.4 Table Designs

Employee Details TableField Property settings

Employee ID

Data type- Text Field size-4 Format-“A111” Validation Rule- Like “A???” Validation text- Please enter the details in the correct

format Data entry required. Display control- Text box

Name Data type- Text Field size-30 Validation Rule- Is Not Null Validation text- Please enter Employee name Data entry required. Display control- Text box

Date of Birth

Data type- Date/Time Format- Short Date Validation Rule- Is Not Null Validation text- Please enter Date of birth Data entry required. Display control- Text box

Age Data type- Number Field size-Double Format- General Number Validation Rule- Is Not Null Validation text- Please enter Employee Age Data entry required. Display control- Text box

Date joined

Data type- Date/Time Format- Short Date Validation Rule- Is Not Null Validation text- Please enter Date joined Data entry required. Display control- Text box

Address Data type- Text Field size-50 Validation Rule- Is Not Null Validation text- Please enter Address Data entry required. Display control- Text box

Telephon Data type- Text


e No Field size-20 Validation Rule- Is Not Null Validation text- Please enter the Employee Telephone

No Data entry is required. Display control- Text box

E-mail Data type- Text Field size-20 Required – No Display control- Text box

Department

Data type- Text Field size-20 Validation Rule- Is Not Null Validation text- Please enter the Employee’s

department Data entry required. Display control- Combo box Raw source type- Value List Raw source-

Art;Copy;Accounts;Marketing;AdministrationDesignation

Data type- Text Field size-4 Validation Rule- Is Not Null Validation text- Please enter the Employee’s

Designation Data entry required. Display control- Combo box Raw source type- Value List Raw source- Marketing

Representative;Accountant;Assistant Accountant;Designer;Photographer;Copywriter;Driver;Cleaner;Helper

Basic Salary

Data type- Currency Required - No Decimal places- Auto Default value- 0

Other Data type- Memo Required- No

Allowances TableField Property settings

ID No Data type- Text Field size-4 Format-“A111” Validation Rule- Like “A???”


Validation text- Please enter the details in the correct format

Data entry is required. Display control- Text box

Traveling Data type- Currency Decimal places- Auto Default value- 0

Bonus Data type- Currency Decimal places- Auto Default value- 0

Allowance for Company car Data type- Currency Decimal places- Auto Default value- 0

Total Allowances Data type- Currency Decimal places- Auto Default value- 0

Deductions TableField Property settings

ID No Data type- Text Field size-4 Format-“A111” Validation Rule- Like “A???” Validation text- Please enter the

details in the correct format Data entry is required. Display control- Text box

EPF Data type- Currency Decimal places- Auto Default value- 0

No pay Data type- Currency Decimal places- Auto Default value- 0

Car damage expenses Data type- Currency Decimal places- Auto Default value- 0

Total Deductions Data type- Currency Decimal places- Auto Default value- 0

OT TableField Property settings

ID No Data type- Text


Field size-4 Format-“A111” Validation Rule- Like “A???” Validation text- Please enter the

details in the correct format Data entry is required. Display control- Text box

No of OT hrs Data type- Number Field size-Long Integer Format- General Number Validation Rule- Is Not Null Validation text- Please enter OT hours Data entry required. Display control- Text box

Rate per hr Data type- Currency Decimal places- Auto Default value- 0

Total OT Data type- Currency Decimal places- Auto Default value- 0

3.5 Testing Plan for Tables

Test No

Field Location Test Data Expected outcome


-1-Employee details- ID No

A001 AcceptA0001 Reject- message box

appearsA001 Reject- msg box

appears. (due to data duplication)

Null value Reject- message box appears (data must be present in this field)

C001 Reject- msg box (since it doesn’t follow data format- Like “A???”)

-2-Employee details- Name


>30 characters Reject (the name has exceeded the length limit)

James Dean Accept

-3-Employee details- Date of birth

ABC Reject-(not in thee form of the data type)


101/4/2007 Reject- incorrect data11/88/2007 Reject- incorrect data1/1/2007 Accept

-4-Employee details- Age


103 Reject- (not in the correct range)


32 Accept-5- Employee

details- Date joined




101/4/2007 Reject- incorrect data11/88/2007 Reject- incorrect data2/5/2007 Accept

-6-Employee details-Address

>50 characters Reject-(the text has exceeded the length limit)


No 10, West Colombo

Accept

-7-

Employee details -Telephone number.



011-2885122 Accept

-8-Employee details- email


Null value [email protected] Accept

-9-Employee details- Department

ABC Reject- (has to be chose from the combo box)



Accounts Accept-10- Employee

details- Designation

ABC Reject- (has to be chose from the combo box)


>20 characters Reject-(the text has


exceeded the length limit)

Accountant Accept

-11-Employee details-Basic salary

ABC Reject-(not of data type)

Rs.10 000 AcceptNull value (Rs.0) Reject- message box

appears (data must be present in this field)

-12-Employee details- other

ABC acceptNull value Accept123 Accept

-13-Allowances- ID No




Null value (Rs.0) Reject- message box appears (data must be present in this field)


-14-Allowances- Traveling


Rs.20 000 AcceptNull value (Rs.0) Accept

-15-Allowances- Bonus


Rs.30 000 AcceptNull value (Rs.0) Reject- message box


-16-Allowance-allowance for company car


Rs.20 000 AcceptNull value (Rs.0) Accept

-17- Allowances- ABC Reject-(not of data


Total allowances

type)Rs.9 000 AcceptNull value (Rs.0) Reject- message box


-18-Deductions- ID No






-19-Deductions- EPF


Rs.123 AcceptABC Reject-(not of data

type)

-20-Deductions- No pay

Null value (Rs.0) AcceptRs.123 AcceptABC Reject-(not of data

type)

-21-Deductions- car damage expenses


type)

-22-Deductions- total deductions


Rs.123 AcceptABC Reject-(not of data

type)-23- OT table- ID

NoA001 AcceptA0001 Reject- message box






-24-OT table- No of OT hrs



0 Accept12 Accept

-25-OT table- Rate per hr




12 Accept

-26-OT table- Total OT


type)


3.6 Testing Plan for System

27) The Exit command buttons should always be properly visible and they should accurately carry out the task of exiting.

28) By pressing the buttons in the different sections of the Main Switchboard the relevant details allocated to each button; such as allowances, deduction etc... should be updated.

29) The command buttons should be labeled clearly.

30) Pressing the print buttons should print the appropriate reports, forms, etc...

31) Reports should be generated by the press of a button.

32) The Login form should take care of security, it should allow the user to access the system with the correct password but not with the wrong one.

33) The Main Switchboard should allow the user to get easy access to all the tasks that should be done in the system, in a summarised form.

34) The forms should have facilities to navigate through records, print, enter and delete records by pressing a button.

35) Calculations should be accurate.

36) Records should be cleared efficiently.

37) The search options should be available and accurate.

38) The search criteria should give information which is complete and relevant.


4.1 Common Command Buttons

The command buttons shown here have the same purpose; it is to exit the current form that you have opened.

The command buttons shown here have the function of opening a particular form

These command buttons are for the purpose of deleting a particular record in a form

These command buttons have the function of enabling to add a new record to the form.

These command buttons enable the user to navigate through the records in each different form

This command button enables you to undo any amendments you have made in the form

This command button has the purpose of enabling the user to search for the information he requires

This command button enables you to print any particular form that you want


4.2 Login Form

4.2.1 Null Value Given as Password

If a null value is given as the password in the login form and the Go button is pressed, a message box would appear saying “Password not given” as shown below. This means that access to the system is not granted unless a password is given.

(See picture below)

4.2.2 Incorrect Password Given

If an incorrect value is entered as the password in the Login form and the Go button is pressed, a message box would appear as shown above saying “Invalid Password” as shown below. This means that if an incorrect password is entered access to the system is not granted.

(See following picture)

Message appears

No password given


4.2.3 Correct Password Given

If the correct password is entered into the password text box in the Login form and the Go button is pressed, a message box would appear as shown above saying “Access Granted” as shown above. This means that if the correct password is entered access to the system is granted.

(See picture below)

Message appears

Correct Password given

Incorrect Password given

Message appears


4.3 Main Switchboard

4.3 Entering Details

4.3.1 Entering Employee Details

The Form for Employee Records can be use to enter the information about an employee.

(Shown in picture to the left)

After the new record has been added through the Employee Details Form It will be automatically sorted and saved in the Employee Details Table.(Shown in picture below)

The main switchboard allows the user to easily navigate through the system without any problems. The command buttons provide paths so that different processes can be done by clicking them.The “Go” button enables the user to view the Employee Details FormThe command buttons in the “Forms” section allows the user to view the Allowances, Deductions, Overtime and Employee net salary forms.The command buttons in the “Updating” section allows the user to update the Allowances, Deductions, Overtime and Employee net salary forms.The command buttons in the “Deletions” section allows the user to delete the details in the Allowances, Deduction and Overtime forms at the end of the month,The command buttons in the “Pay slip Operations” section allows the user to print, view and send Employee Pay slips by mail.The command buttons in the “Report Operations” section allows the user to print and view Employee Net Salary Reports.The “Search Employee Details” button allows the user to search the Employee details according to different criteria.The exit button allows the user ti exit the Main Switchboard.

After the new details of the employee have been entered through the form, these details are automatically stored in the Allowances Table.(Shown in the picture below)


4.3.2 Entering Allowance Details

The Form for Allowances enables you to enter the necessary details about the allowances of each particular employee


The Form for Deductions enables you to enter the necessary details about the deduction details of each particular employee



4.3.3 Entering Deduction Details

The new details have been entered into the Form for Deductions so the same details will be stored in the Deductions Table.

(Shown in picture below)


4.3.4 Entering Over Time Details

4.4 Performing Calculations

The Form for Employee OT enables the user to enter details about the over time of a particular employee.


After the necessary over time details have been entered into the Form for Employee OT, these details will be automatically stored in the Total OT table.

(Shown in picture below)


4.4.1 Calculating AllowancesView of the details stored in table:

SQL view of query:

UPDATE Allowances SET Allowances.[Total Allowances] = Allowances!Travelling+Allowances!Bonus+Allowances![Allowance for company car]+Allowances![Cantine Allowance];

Confirmation Messages:

Calculated Total:


4.4.2 Calculating Deductions

UPDATE Allowances SET Allowances.[Total Allowances] = Allowances!Travelling+Allowances!Bonus+Allowances![Allowance for company car]+Allowances![Cantine Allowance];

SQL view of query:Design view of query:

Calculated total:

View of details stored in table:



4.4.3 Calculating Over Time

4.5 Clearing Records

UPDATE [Tot OT] SET [Tot OT].[Total OT] = [Tot OT]![No of OT hrs]*[Tot OT]![Rate per hr];


Design view of query: SQL view of query:

Calculated total:



4.5.1 Clearing Allowances


Design view of query:

DELETE Allowances.[ID No], Allowances.Travelling, Allowances.Bonus, Allowances.[Allowance for company car], Allowances.[Cantine Allowance], Allowances.[Total Allowances]FROM AllowancesWHERE (((Allowances.[Total Allowances]) Is Not Null));

SQL view of query:

Records cleared after running the query:



4.5.2 Clearing Deductions

DELETE Deductions.[ID No], Deductions.EPF, Deductions.ETF AS Expr1, Deductions.[No Pay], Deductions.[Car damage expenses], Deductions.Tax AS Expr2, Deductions.[Total deductions]FROM DeductionsWHERE (((Deductions.[Total deductions]) Is Not Null));




SQL view of query:



4.5.3 Clearing OT Records




DELETE [Tot OT].[ID No], [Tot OT].[No of OT hrs], [Tot OT].[Rate per hr], [Tot OT].[Total OT]FROM [Tot OT]WHERE ((([Tot OT].[Total OT]) Is Not Null));

SQL view of query:



4.6 Searching Records

4.6.1 Search by Year Joined

Design view of the query:

SELECT [Emp Details].[ID No], [Emp Details].Name, [Emp Details].[Date of Birth], [Emp Details].Age, [Emp Details].[Date Joined], [Emp Details].Address, [Emp Details].[Telephone No], [Emp Details].[E-mail], [Emp Details].Department, [Emp Details].Designation, [Emp Details].[Basic salary], [Emp Details].OtherFROM [Emp Details]WHERE (((Year([Date Joined]))=[Forms]![Search Form]![year joined]));

SQL view of the query:

A parameter value should be given in order to find the required data:

Result query with matching records


4.6.2 Search by All(Search by Designation, Department and Basic Salary)

4.7 Macro Design

A parameter value should be given in order to find the required data:

Result query with matching records:

SELECT [Emp Details].[ID No], [Emp Details].Name, [Emp Details].[Date of Birth], [Emp Details].Age, [Emp Details].[Date Joined], [Emp Details].Address, [Emp Details].[Telephone No], [Emp Details].[E-mail], [Emp Details].Department, [Emp Details].Designation, [Emp Details].[Basic salary], [Emp Details].OtherFROM [Emp Details]WHERE ((([Emp Details].Department)=[Enter The Department]) AND (([Emp Details].Designation)=[Enter The Designation]) AND (([Emp Details].[Basic salary])=[Enter The Basic Salary]));

SQL view of the query:

Design view of the query:


4.7.1 Macro for Login form

4.7.2 Macro for Clearing Allowance Table

The picture below shows the design view for the check password macro used in the Login form, to get access to the database. .If a null value is given

ass the password then a message box requesting a password to be entered appears

If the password is incorrect then a message box appears requesting the correct password to be entered.

If the password is correct then the message box appears to say that access to the system is given. It would also open a form (main switchboard) It would also close the Login form.

This macro allows you to delete the records in the Allowance table using a button in the Switchboard (As shown in picture below)

Since a command button cannot run a query, the command button is assigned to run the macro which in turn runs the delete query.


4.7.3 Macro for Clearing Deductions Table

4.7.4 Macro for Clearing Overtime Table

This macro allows you to delete the records in the Deductions table using a button in the Switchboard (As shown in picture below)

Since a command button cannot run a query, the command button is assigned to run the macro which in turn runs the delete query.

This macro allows you to delete the records in the Deductions table using a button in the Switchboard (As shown in picture below)

Since a command button cannot run a query, the command button is assigned to run the macro, which in turn runs the delete query.


4.8 Relationships Design


4.9 Table lists

This is the list of tables that are used in the system :


4.10 Form list

This is the list of form that are made use of in the system :


4.11 Report list

This is the list of forms that are generated by the system :

4.11 Table Test Results

Test No:

1) Reject Data due to duplication


Reject due to null value

Reject data due to incorrect format

2) Reject null value

3) Reject value not of data type


Reject a null value

Reject 101/4/2007 as the date

Reject 11/88/2007 as a date

4) Reject ABC as it is of wrong data format


Reject the value not in range (too big)

Reject the value not in range (too small)

5) Same as the testing for test no 3




8) Cannot enter values more than 20 as field size


10) Same as the testing for test no 9

11) Value of wrong formats are rejected

Reject null value


12) Accept all values

13) Data not of correct format

Reject due to duplicate data

14) Reject, not of valid data type



Reject null value


17) The same as test no 15

18) Reject, data duplication

Reject null value



Reject, not of valid data type

20) Reject, not of valid data type.



22) Same as Test No 19


Reject due to duplication

24) Data not in proper range

Reject, not of valid data type


45) Same as test No 24



Test Results for the System(With Page annotations from the Implementation chapter)

27) The Exit command buttons should always be properly visible and they should accurately carry out the task of exiting.

28) By pressing the buttons in the different sections of the Main Switchboard the relevant details allocated to each button; such as allowances, deduction etc... should be updated.

29) The command buttons should be labeled clearly.

30) Pressing the print buttons should print the appropriate reports, forms, etc...

31) Reports should be generated by the press of a button.

32) The Login form should take care of security, it should allow the user to access the system with the correct password but not with the wrong one.

33) The Main Switchboard should allow the user to get easy access to all the tasks that should be done in the system, in a summarised form.

34) The forms should have facilities to navigate through records, print, enter and delete records by pressing a button.

35) Calculations should be accurate.

36) Records should be cleared efficiently.

37) The search options should be available and accurate.

38) The search criteria should give information which is complete and relevant.


5.1 Feedback

Lanka Ads (Pvt) LtdNo 11 1/1

Rajagiriya Rd Colombo

Dear Ms. Sathya Senadheera,

We are happy to inform you that our company has accepted the system that you have suggested or proposed, for the possible implementation in our organisation.

We have found that the proposed new system to be of good quality and very efficient according to our company’s needs.

This project has proved to be important and the company is now setting it’s aims to computerize the payroll system into one which resembles the model system depicted in your project.

Comment on the Proposed System

.......................................M. EdirisingheDirector


5.2 Drawbacks to the System

The system has the following drawbacks:

It is not fully automated

The searches can only be done within the limits of date joined, designation and department.

The password can easily be changed.

Easy to make change in the design of the system so someone may be able to change it.

No pay is not calculated automatically which means that the system is less effective.


5.3 Future Modifications

The system has the following modifications to be done:

It should be fully automated

The searches can only be done within the limits of date joined, designation and department. So it should have a more varied search option

The password can easily be changed. So more security measures need to be taken

Easy to make change in the design of the system so someone may be able to change it. The Designs should be made in a way that is hard to change there should also be reliable backups in case the system fails or is hacked.

No pay is not calculated automatically which means that the system is less effective. Therefore no pay should be calculated


5.4 Man to Machine Interface

The man to machine interface in this system is done through form, tables, reports, search forms and other things.

Features like the switchboard allows the system to become easier to use a more time saving as the command button help I tackling calculation problems, data entry problem or data deletion problems instantaneous.

All the command buttons are labeled so that the user knows exactly what happens when they are pushed.

Throughout the system the command button, the labels and other information make it easier for the use to navigate the controls.

The colures and simple formats also contribute into making the system user friendly.

ict project igcse 2007 (employee payroll system)

Documents