On Monday morning, the Timekeeping Department sends timecards to the Payroll Office. The timecards report employee’s name, SSN, and the hours worked each day. A clerk in the Payroll Office verifies each timecard to insure that the listed person is currently employed. Once the timecards have been verified, the valid data is entered in the payroll system. On Thursday night, the payroll system computes the payroll. Using valid payroll data from the previous week retrieved from the transaction file, the computer calculates each employee’s gross pay. Withholding data stored in the employee withholding file is retrieved and used to calculate net pay. After calculating net pay, the computer updates the employee data files with the gross pay, net pay, and withholdings for each employee. The current payroll data is then used to update the payroll journal file. The computer prints paychecks which are mailed to the employees on Friday.

Key Time Card Information

Weekly Payroll

Transaction File

Compute Payroll

Employee Withholding

File

Paychecks

Weekly Payroll SystemJoe Q. CharterJanuary 19, 1999

Time Cards

Employee Payroll

Data File

Payroll Journal

File

Subscribers complete address-change forms that include the subscriber’s old address, new address and subscription umber. This information is then keyed into an online terminal. This terminal provides access to an online computer that temporarily stores these data as a file of address-change requests. This keying activity will be performed continuously, so we may characterize this processing as “daily processing.”

Once a week, the change request records are used to update the subscriber master file. This means that information about new subscribers will be added to the file and the addresses of existing subscribers will be changed. A “Master File Processing Report” is also prepared by this program to document the additions and modifications made to the file. This completes the “weekly processing.”

Once a month, postal labels must be prepared for the magazine’s monthly mailing. The subscriber master file serves as the chief input for this program and the two major outputs are the labels themselves and a processing report documenting these activities. This is “monthly processing.”

Subscriber Address Change Request Forms

Key Change Information

Subscriber File Maintenance

Change Request Records

Master File Maintenance

Subscriber Master Files

Prepare Mailing Labels

Master File Maintenance Processing

Report

Mailing Labels Processing

Report

Subscriber Nailing LabelsMailing Label System

Joe Q. CharterJanuary 19, 1999

Subscriber Address Change Request Forms

Key Change Information

Subscriber File Maintenance

Change Request Records

Master File Maintenance

Subscriber Master

File

Prepare Mailing Labels

Master File Maintenance Processing

Report

Mailing Labels Processing

Report

Subscriber Nailing Labels

Mailing Label SystemJoe Q. CharterJanuary 19, 1999

Updated Subscriber

Master File