payroll report

CHAPTER 1

INTRODUCTION

1.1 General Description

Payroll Management system is an application which provides a wide array of

functionalities, from registering or managing basic information on companies and employees

to salary processing, bonus processing and up to year-end adjustment for employees.

It comes handy in situations where large amount of manual work is being done. It gets

time consuming and costly. Our Payroll Management System deals with the various activities

related to the employee management.

What happens in this system?

Employee salaries are calculated for each month or on a regular basis. Some of the basic

things that are taken into consideration when allocating salaries are as follows:

Designation

Salary

Allowances

H.R.A

Taxes

1

Problems Faced by the User (in manual systems)

Searching different employee details are difficult and time consuming

Data verification can become a strenuous task because data will have to be checked

manually.

Wastage of paper and space.

1.2)PROPOSED COMPUTERIZED PAYROLL MANAGEMENT SYSTEM

There are mainly 2user modules in this program:

1.2.1 Client module

1.2.2 Administrator Module

1.2.1 CLIENT/EMPLOYEE

The Client/Employee has the permission to only view his/her records. Every

employee in the organization has been given a specific Employee code which will allow

him/her to access his/her record from the database. Thus the employee can get information

about his/her salary and the allowances being given to him/her.

2

Herein the Client/Employee can view his details such as:

*********************************************

EMPLOYEE CODE

NAME OF EMPLOYEE

EMPLOYEE DESIGNATION

BASIC SALARY

HOUSE RENT ALLOWANCE

TAXES

PF DETAILS

*********************************************

The employees of the organization have been categorized into:

Lecturers

Associate professor

Assistant professor

Technical staff

Non-Technical staff

And several more

3

1.2.2 ADMINISTRATOR

The Administrator has access to all records in the’ organization’s database. He/she can add new employee records, generate payslips, and view annual report.

Our Proposed System has Several Advantages::

User Friendly interface

Less prone to errors

[

Reduced redundancy

Search facility

Throughout the project the focus has been on presenting information and comments in an

easy and intelligible manner. The project has been created using Java programming language

which is a platform independent language. Some of its application domains include system

software, application software and device drivers.

.

4

CHAPTER 2

SYSTEM REQUIREMENTS

Intel® Pentium® III/M 1.4 GHz or higher

20 Mb hard disk space (for minimum install), 65Mb recommended

Windows 98/XP/VISTA/7

FRONT END

Netbeans (for program coding)

BACK END

MS-Access

METHOD OF PROGRAM DEVELOPMENT

Waterfall Model

5

Figure 2.1-Waterfall model

6

Design and

specification

Coding and

Module

Integration and

System testing

Delivery and

maintenance

Requirements and analysis phase

CHAPTER 3

FEASIBLITY STUDY

A feasibility study is an evaluation of a proposal designed to determine the difficulty in

carrying out a designated task. Generally, a feasibility study precedes technical development

and project implementation.

Five common factors (TELOS)

Technology and system feasibility

The assessment is based on an outline design of system requirements in terms of Input,

Processes, Output, Fields, Programs, and Procedures. This can be quantified in terms of

volumes of data, trends, frequency of updating, etc. in order to estimate whether the new

system will perform adequately or not this means that feasibility is the study of the based in

outline.

Economic feasibility

Economic analysis is the most frequently used method for evaluating the effectiveness of a

new system. More commonly known as cost/benefit analysis, the procedure is to determine

the benefits and savings that are expected from a candidate system and compare them with

costs. If benefits outweigh costs, then the decision is made to design and implement the

system. An entrepreneur must accurately weigh the cost versus benefits before taking an

action.

Legal feasibility

Determines whether the proposed system conflicts with legal requirements, e.g. a data

processing system must comply with the local Data Protection Acts.

7

http://en.wikipedia.org/wiki/Cost-benefit_analysis

Operational feasibility

Is a measure of how well a proposed system solves the problems, and takes advantages of the

opportunities identified during scope definition and how it satisfies the requirements

identified in the requirements analysis phase of system development.

Schedule feasibility

A project will fail if it takes too long to be completed before it is useful. Typically this means

estimating how long the system will take to develop, and if it can be completed in a given

time period using some methods like payback period.

Other feasibility factors

Market and real estate feasibility

Market Feasibility Study typically involves testing geographic locations for a real estate

development project, and usually involves parcels of real estate land. Developers often

conduct market studies to determine the best location within a jurisdiction, and to test

alternative land uses for a given parcels. Jurisdictions often require developers to complete

feasibility studies before they will approve a permit application for retail, commercial,

industrial, manufacturing, housing, office or mixed-use project. Market Feasibility takes into

account the importance of the business in the selected area.

Resource feasibility

This involves questions such as how much time is available to build the new system, when it

can be built, whether it interferes with normal business operations, type and amount of

resources required, dependencies, etc. Contingency and mitigation plans should also be stated

here.

8

Cultural feasibility

In this stage, the project's alternatives are evaluated for their impact on the local and general

culture. For example, environmental factors need to be considered and these factors are to be

well known. Further an enterprise's own culture can clash with the results of the project

9

CHAPTER 4

OVERALL DESCRIPTION

4.1 Product Perspective – product i.e. PMS comes handy in situations where large amount

of manual work is being done. It gets time consuming and costly. Our Payroll Management

System deals with the various activities and is compatible with all versions

4.2 Product Functions - The following are the product functions of the PMS:

ADMIN,EMPLOYEE Startup menu

Report generation.

Salary

Taxes

Allowances

Payslip generation.

4.3 User Characteristics – A user can only have his/her unique employee code for

generation of payslip.. This would reduce redundancy of records.

10

CHAPTER 5

FEATURES OF PROJECT

Easy to handle

Reduce manual time required for entries updation and addition.

Date wise report generation.

Secure and reliablr.

Maintain attendance record.

Maintain general details of employees of college.

Maintain and generate payslips of employee.

Security through password facility each for user and administrator.

Easily manageable and updateable.

11

CHAPTER 6

SPECIFIC REQUIREMENTS

6.1 External Interface Required

6.1.1 User Interfaces – The external users are the employees of the organization..

6.1.2 Hardware Interfaces – The external hardware interface used for accessing the UMS is

the personal computers of the organization.

6.1.3 Software Interfaces – The Operating Systems can be any version of Windows,

Netbeans as front end software. Intel® Pentium® III/M 1.4 GHz or higher

20 Mb hard disk space (for minimum install), 65Mb recommended

OPERATING SYSTEM AND LANGUAGES

Windows 98/XP

FRONT END

Netbeans (for program coding)

6.2 Performance Requirements – The PCs used must be at least Pentium 4 machines so that

they can give optimum performance of the product.

6.3 Design Constraints – product is designed in way that the product it is easily updatable.

6.4 Attributes – The following are the attributes of the product PMS:

12

It should be equipped with current and archive database.

All records can easily be updated.

It should have its personal firewall.

It should facilitate employee to access his record from anywhere.

It should do error less transactions.

6.5 Other Requirements – The software is such that as the time goes by the need of the

organization, administrator can introduce new changes.

13

CHAPTER 7

ENTITY-RELATIONSHIP DIAGRAM

Definition: An entity-relationship (ER) diagram is a specialized graphic that illustrates the

interrelationships between entities in a database. ER diagrams often use symbols to represent

three different types of information. Boxes are commonly used to represent entities.

Diamonds are normally used to represent relationships and ovals are used to represent

attributes.

Entities: specify distinct real world items in an application.

Relationships: connect different entities and represent meaningful dependencies between

them.

Attributes: specify various properties of entities and relations.

14

15

EMPLOYEEWORKS FORCOLLEGE ADMINWORKS

FOR

SALARY

EMP CODE

DESIGNATION

NAME PAYSLIP

REPORTADDING DATA

Figure 7.1 -ENTITY RELATIONSHIP DIAGRAM FOR PAYROLL MANAGEMENT

SYSTEM

CHAPTER 8

DATA FLOW DIAGRAM

Definition: A data-flow diagram (DFD) is a graphical representation of the "flow" of data

through an information system. DFDs can also be used for the visualization of data

processing (structured design).

16

The payroll system in a certain company may be described as follows:

At the end of each month salaries are given according to designations are collected and sent

to the computer centre. There, the payroll data is entered via a key-to-disc system, verified

and validated, producing a new file of valid transactions on disc and an error report. This file

is used to update the employee master file, and cheques and payslips are printed. A payroll

summary is also printed for the Accounts department.

17

Figure 8.1 –Data flow diagram level -0

18

PAYROLL MGMT SYSTEM

ADMINEMPLOYEE

VIEW RECORD

GENERATE REPORT

VIEW PAYSLIP

ADD

Figure 8.2 –DFD level -1

CHAPTER 9

CLASS & OBJECT DIAGRAMS

9.1 CLASS DIAGRAM-: Class diagrams show a set of classes,interfaces,collaborations and

their relationships.they are specially used to model the static design.

19

Figure 9.1.1 –Example of class diagram

9.2 OBJECT DIAGRAM:- They express static part of an interaction consisting of objects

that collaborate but without any of the messages passed amongst them.

20

ORGANIZATION

DEPARTMENT (EMPLOYEE)

OFFICE (ADMIN)

NAME

CODE: integer

DESIGNATION

Figure 9.2.1 Object Diagram

CHAPTER 10

USE CASE DIAGRAM

21

ORGANIZATION

EMPLOYEE college (EMPLOYEE)

NAME:JACOB

EMPLOYEE

DESIGNATION:Asst. Prof.

EMPLOYEE

CODE: 33

EMPLOYEE

SALARY:10000

Use Case Diagram :-Use case diagrams help in understanding how the elements of the

systems maybe used in the context.

Figure 10.1 –Use Case diagram

Chapter 11

SNAPSHOTS

22

11.1 Login Page

11.2 Welcome admin Page

23

11.3 Employee Attendance

24

11.4 New Employee Record

25

11.5 Allowances updation form

26

11.6 Pay Scale form

28

11.7 Employee salary form

29

11.8 Generate Payslip

30

11.9 Password Updation

31

CHAPTER 12

DESIGN OF FORMS

12.1 HomePage Form Coding

package eca;

/**

public class HomePage extends javax.swing.JFrame {

/** Creates new form HomePage */

public HomePage() {

initComponents();

setVisible(true);

}

@SuppressWarnings("unchecked")

private void initComponents() {

jPanel1 = new javax.swing.JPanel();

jLabel6 = new javax.swing.JLabel();

jButton1 = new javax.swing.JButton();







32

setDefaultCloseOperation(javax.swing.WindowConstants.EXIT_ON_CLOSE);

jLabel6.setFont(new java.awt.Font("Baskerville Old Face", 3, 36)); // NOI18N

jLabel6.setText("Govt. Engineering College Ajmer");

javax.swing.GroupLayout jPanel1Layout = new javax.swing.GroupLayout(jPanel1);

jPanel1.setLayout(jPanel1Layout);

jPanel1Layout.setHorizontalGroup(

jPanel1Layout.createParallelGroup(javax.swing.GroupLayout.Alignment.LEADING)

.addGroup(jPanel1Layout.createSequentialGroup()

.addContainerGap()

.addComponent(jLabel6)

.addContainerGap(327, Short.MAX_VALUE))

);

jPanel1Layout.setVerticalGroup(

jPanel1Layout.createParallelGroup(javax.swing.GroupLayout.Alignment.LEADING)

.addGroup(javax.swing.GroupLayout.Alignment.TRAILING,

jPanel1Layout.createSequentialGroup()

.addContainerGap(javax.swing.GroupLayout.DEFAULT_SIZE,

Short.MAX_VALUE)


.addContainerGap())

);

jButton1.setFont(new java.awt.Font("Baskerville Old Face", 3, 36)); // NOI18N

jButton1.setText("Welcome");

jButton1.addActionListener(new java.awt.event.ActionListener() {

public void actionPerformed(java.awt.event.ActionEvent evt) {

jButton1ActionPerformed(evt);

}

});

33

jLabel1.setFont(new java.awt.Font("Berlin Sans FB", 2, 36)); // NOI18N

jLabel1.setForeground(new java.awt.Color(153, 204, 0));

jLabel1.setText("Aarti Saini");

jLabel2.setFont(new java.awt.Font("Baskerville Old Face", 2, 24)); // NOI18N


jLabel2.setText("Abhishek Chandra");

jLabel3.setFont(new java.awt.Font("Berlin Sans FB", 2, 24)); // NOI18N

jLabel3.setText("Dhairya Lakhera");

jLabel4.setFont(new java.awt.Font("Bodoni MT", 2, 24)); // NOI18N


jLabel4.setText("Geetika Lilar");

jLabel5.setIcon(new javax.swing.ImageIcon(getClass().getResource("/eca/a.jpg"))); //

NOI18N

jLabel7.setFont(new java.awt.Font("Arial Unicode MS", 3, 24)); // NOI18N

jLabel7.setText("Group Members");

javax.swing.GroupLayout layout = new javax.swing.GroupLayout(getContentPane());

getContentPane().setLayout(layout);

layout.setHorizontalGroup(

layout.createParallelGroup(javax.swing.GroupLayout.Alignment.LEADING)

.addGroup(layout.createSequentialGroup()

.addContainerGap()

.addComponent(jPanel1, javax.swing.GroupLayout.PREFERRED_SIZE,

javax.swing.GroupLayout.DEFAULT_SIZE,

javax.swing.GroupLayout.PREFERRED_SIZE)

.addContainerGap(javax.swing.GroupLayout.DEFAULT_SIZE,

Short.MAX_VALUE))

34


layout.createSequentialGroup()

.addGap(24, 24, 24)

.addComponent(jLabel5, javax.swing.GroupLayout.PREFERRED_SIZE, 232,

Short.MAX_VALUE)

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignment.LEAD

ING)


.addGap(87, 87, 87)

.addComponent(jButton1))


.addGap(33, 33, 33)

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignment.T

RAILING)


.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignm

ent.LEADING)


.addComponent(jLabel7))

.addGap(10, 10, 10))

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignmen

t.LEADING)



.addComponent(jLabel2)))))

.addGap(364, 364, 364))

);

layout.setVerticalGroup(



.addContainerGap()

35

.addComponent(jPanel1, javax.swing.GroupLayout.PREFERRED_SIZE,



.addGap(82, 82, 82)


ING)


.addPreferredGap(javax.swing.LayoutStyle.ComponentPlacement.RELATED)


.addPreferredGap(javax.swing.LayoutStyle.ComponentPlacement.UNRELAT

ED)


.addGap(18, 18, 18)


.addGap(23, 23, 23)


.addGap(18, 18, 18)


.addGap(18, 18, 18)


.addComponent(jLabel5, javax.swing.GroupLayout.PREFERRED_SIZE, 183,

javax.swing.GroupLayout.PREFERRED_SIZE))

.addContainerGap(42, Short.MAX_VALUE))

);

pack();

}

private void jButton1ActionPerformed(java.awt.event.ActionEvent evt) {

new LoginPage();

setVisible(false);

}

36

public static void main(String args[]) {

java.awt.EventQueue.invokeLater(new Runnable() {

public void run() {

new HomePage().setVisible(true);

}

});

}

12.2 Deduction Form Coding

package eca;

import java.sql.PreparedStatement;

import java.sql.ResultSet;

import java.sql.SQLException;

import java.util.logging.Level;

import java.util.logging.Logger;

import javax.swing.JOptionPane;

public class Deduction extends javax.swing.JFrame {

/** Creates new form Deduction */

public Deduction() {

initComponents();

setVisible(true);

try {

Connect.getStatement().executeUpdate("create table deduction(pf varchar(20),spf

varchar(20),other varchar(20))");

Connect.getStatement().executeUpdate("insert into deduction values('0','0','0')");

} catch (SQLException ex) {

}

try {

ResultSet rs = Connect.getStatement().executeQuery("select * from deduction");37

while(rs.next())

{

pf.setText(rs.getString(1));

spf.setText(rs.getString(2));

other.setText(rs.getString(3));

}


}

}

/** This method is called from within the constructor to

* initialize the form.

* WARNING: Do NOT modify this code. The content of this method is

* always regenerated by the Form Editor.

*/

@SuppressWarnings("unchecked")

// <editor-fold defaultstate="collapsed" desc="Generated Code">

private void initComponents() {





pf = new javax.swing.JTextField();

spf = new javax.swing.JTextField();

other = new javax.swing.JTextField();







38

setDefaultCloseOperation(javax.swing.WindowConstants.EXIT_ON_CLOSE);

jLabel1.setText("Deduction");

jLabel2.setText("PF :");

jLabel3.setText("SPF :");

jLabel5.setText("OTHERS :");

pf.setEditable(false);

spf.setEditable(false);

other.setEditable(false);

jButton1.setText("Modify");




}

});

jButton2.setText("Update");




}

});

jButton3.setText("Back");


public void actionPerformed(java.awt.event.ActionEvent evt) {39


}

});

jLabel6.setText("%");



javax.swing.GroupLayout layout = new javax.swing.GroupLayout(getContentPane());

getContentPane().setLayout(layout);

layout.setHorizontalGroup(




ING)


.addGap(55, 55, 55)



.addGap(36, 36, 36)

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignment.T

RAILING)



.addComponent(jLabel5))))

.addGap(40, 40, 40)


ING)


.addComponent(jButton2)

.addPreferredGap(javax.swing.LayoutStyle.ComponentPlacement.RELATED)40

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignment.L

EADING)



ent.LEADING, false)

.addComponent(spf)

.addComponent(pf)

.addComponent(other, javax.swing.GroupLayout.PREFERRED_SIZE,

48, javax.swing.GroupLayout.PREFERRED_SIZE))

.addPreferredGap(javax.swing.LayoutStyle.ComponentPlacement.RELA

TED)


ent.LEADING)



.addComponent(jLabel6)))


layout.createSequentialGroup()

.addComponent(jButton3,

javax.swing.GroupLayout.PREFERRED_SIZE, 69,


.addGap(11, 11, 11))))


.addGap(113, 113, 113))

);

layout.setVerticalGroup(



.addGap(19, 19, 19)


.addGap(39, 39, 39)

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignment.BASE

LINE)41


.addComponent(pf, javax.swing.GroupLayout.PREFERRED_SIZE,




.addGap(18, 18, 18)


LINE)


.addComponent(spf, javax.swing.GroupLayout.PREFERRED_SIZE,




.addPreferredGap(javax.swing.LayoutStyle.ComponentPlacement.RELATED)


ING)

.addGroup(layout.createParallelGroup(javax.swing.GroupLayout.Alignment.BA

SELINE)

.addComponent(other, javax.swing.GroupLayout.PREFERRED_SIZE,





.addPreferredGap(javax.swing.LayoutStyle.ComponentPlacement.RELATED, 102,

Short.MAX_VALUE)


LINE)




.addGap(19, 19, 19))

);

42

pack();

}// </editor-fold>


try {

PreparedStatement ps=Connect.getConnect().prepareStatement("update deduction set

pf=?,spf=?,other=?");

ps.setString(1, pf.getText());

ps.setString(2, spf.getText());

ps.setString(3, other.getText());

ps.executeUpdate();

pf.setEditable(false);

spf.setEditable(false);

other.setEditable(false);

JOptionPane.showMessageDialog(this, "All Field Update");


Logger.getLogger(Deduction.class.getName()).log(Level.SEVERE, null, ex);

}

}


pf.setEditable(true);

spf.setEditable(true);

other.setEditable(true);

}


new AdminAfterLogin();

setVisible(false);

// TODO add your handling code here:

}

43

public static void main(String args[]) {

java.awt.EventQueue.invokeLater(new Runnable() {

public void run() {}

CHAPTER 13

ADVANTAGES

Save the time and frustration of working with payroll modules that are less than

intuitive and flexible.

Manage your payroll productivity with the many reports our products provide.

For accountants and payroll service providers, increase the number of clients you

service by working more efficiently.

Can enter Multi company data.

Multiple checks per employee.

Shift differentials.

Multiple security levels.

Multiple general ledger interfaces available

Debit and credit accounts tracked.

Payroll Deductions.

Year-to-date earnings.

Workers compensation.

Turnover analysis .

Benefit statements

Employee check history

44

CHAPTER 14

LIMITATIONS

Not supports web based operations

Multiprocessing not allowed.

Extensive help is not provided.

Not support in the OS lower than windows

45

CHAPTER 15

SCOPE AND FUTURE ASPECTS

This project was build keeping in mind all the requirements and they can be

implemented in any such type of organization with very few modification.

With modifications it can be possible for Employee Attendance to control other

organisation by connecting them through a network. Because of this software all they

need is a Server application and any type of connectivity to that server

46

CHAPTER 16

CONCLUSION

Payroll Management system is an application which provides a wide array of

functionalities, from registering or managing basic information on companies and employees

to salary processing, bonus processing and up to year-end adjustment for employees.

It comes handy in situations where large amount of manual work is being done. It gets

time consuming and costly. Our Payroll Management System deals with the various activities

related to the employee management.

Throughout the project the focus has been on presenting information and comments in an

easy and intelligible manner. The project has been created using Java programming language

which is a platform independent language. Some of its application domains include system

software, application software and device drivers.

47

REFERENCES & BIBLIOGRAPHY

Websites reffered:

www.wikipedia.org

www.sourcecodeonline.org

www.ittoolbox.xom

48

http://www.ittoolbox.xom/

http://www.sourcecodeonline.org/

http://www.wikipedia.org/

payroll report

Documents