Under Guidence Of: Miss.

Kalpana Solanky 010238463 BCA, IGNOU

Developed By: Pranaw Kumar Enrl:-

This is to certify that this Project Report entitled “Payroll Management System” submitted to Indira Gandhi National Open University in partial fulfillment of the requirement for the award of the degree of BACHELOR IN COMPUTER APPLICATIONS(BCA), is an original work carried out by Mr. Pranaw Kumar Solanky Enrollment No..010238463 under the guidance of Miss. Kalpana The matter embodied in this project is a genuine work done by the student and has not been submitted whether to this University or to any other University/Institute for the fulfillment of the requirement of any course of study.

(Pranaw Kumar Solanky) (Project Guide)

Name:-Pranaw Kumar Solanky Address:-B-35,South Ganesh Nagar, Sr.Consultant Near Mother Dairy, New Delhi, park Pin-110092. Nagar,NewDelhi Enrollment No:-010238463

Name:-Kaplana Designation:Address:-H No3/116,Lalita ,Laxmi pin-110092

Objectives Project Category Tools Platform, Languages Structures of Payroll Management Analysis(DFD) Designing Modules Masters Transactions Reports Utilities Data Structures

Coding Process Logics Report Types Future Scope

“Success is to be measured not so much by the position that one has reached in life, but as by the obstacle which he has had to overcome while trying to succeed.”
In many ways it is, more difficult to acknowledge one’s but I express my deep sense of gratitude to each and everyone whose support and co-operation helped me to complete this project successfully, and without which the completion of this project would ever have been easier. I here by take the pleasure of thanking my project guide. I have truly benefited a lot from the constructive critism and suggestions given to me by Miss. Kalpana.Here is some special thanks to few special people whose co-operation made this work really special. I am thankful to my elder brother Ashok Kumar, Junior Programmer (JP Group) whose timely and important suggestions motivated me to complete my goal. If I forget the support of Ashok Kumar who helped me to complete the project on time then it will be injustice with him. I also wish to thanks my parents who always stand by me in my all decisions and without their help it was not possible for me to reach at this place.

At last but not least I am very greateful to almighty god who provide me the energy and stamina to do some creative work which can help peoples doing their work efficiently and with ease.

To assist and ease the works of the Retail Outlet of Any Type of Companies, in particular, Payroll Management System is being developed. This would comprise the features that can be operated easily. Payroll Management System would take care of the day to day Attendance of All Employee. It covers activities from keeping the details of day to day In, Out ,OD etc. The master and transaction activities are divided in modules so that the activities can be operated easily. The regular backup to the data can be taken and the backup data can be restored effectively. So, the Payroll Management System assists the employees of Company in each and every aspect of In and Out. The Payroll Management System is customized software and developed according to the needs of Any Type Company.

 Features

1. Manage the daily attendance for the employ of the company. 2. Date wise reports 3. Easily maintainable and updateable 4. Timing setter 5. Shift wise attendance manageable 6. Multi level attendance entry 7. Multi level Reports 8. One software deals with multi company attendance management. 9. Easy to handle 10. And lastly secure and reliable

Tools and Environment used

GUI Tools: RDBMS: Internet: Operating System:

Visual Basic 6.0 Oracle 8.0 Active X Windows 98, Windows 95

About Visual Basic and Oracle

Visual Basic:
Microsoft Visual Basic is the world’s most popular rapid application development tool for creating standalone software components including executable programs, ActiveX Controls and COM components. Visual Basic family is designed to offer powerful programming capabilities based on an easy to learn and

easy to use programming language. Visual Basic development system is the most productive tool for creating fast business solutions for Windows and the Web. A comprehensive, rapid application development environment helps developers quickly create and deploy client/server applications, plus easily program for the Internet using familiar Visual Basic programming tools and techniques. Visual Basic 6.0 now supports the Microsoft universal data access architecture with ActiveX Data Objects(ADO).

About Visual Basic and Oracle

Oracle is an “Object Relational Database Management System (ORDBMS). It offers capabilities of both relational and object-oriented database systems. In general, objects can be defined as reusable software codes which are location independent and perform a specific task on any application environment with little or no change to the code. Oracle products are based on “Client/Server” technology. This concept divides an application between two systems. One performs all activities related to the database (server) and the other performs activities that help the user to interact with the application (client). A client or front end database application also interacts with the database by requesting and receiving information from the ‘database server’. The commonly used front end tool of Oracle is SQL*Plus. The Database Server or back end is used to manage the database tables optimally among multiple concurrent clients. It also enforces data integrity across all client applications and controls database access and other security requirements. Oracle uses the Internet File System which is a Java based application which enables the database to become an Internet development platform. Multimedia data stored in a network-accessible database can be manipulated using the Oracle interMedia Audio, Image and Video Java Client developed applications.

I Pranaw Kumar Solanky here by declare that the project report submitted to the University has been entirely programmed by me to fulfill the requirement of the final year project CS-76 of the IGNOU(NEW DELHI). I declare that this project has been completed within given time & facilities mentioned by me in the report. I shall also declare that this project send to the university has not been produced or presented before any other

university for any kind of degree or diploma. It is genuine and my own property.

Pranaw Kumar Solanky Enrl No-010238463 BCA, IGNOU Date:

Data Flow Diagram
A data flow diagram is a graphical technique that depicts, information flow and the transforms that are applied as data move from input to output. The data flow may be partitioned into levels that represents software at any level of abstraction. In fact DFD may be partitioned into levels that represent increasing information flow and functional detail. A level zero DFD called a context model, represent the entire

software element as a single bubble with input and output data indicated by incoming and outgoing arrows respectively. Each process represented at level is sub functions of the overall system depicted in the context model. The data flow diagram is a graphical tool that can be very valuable during the software requirement analysis. However the diagram can cause confusion if its function is confused with the flow chart. A DFD depicts information flow without explicit representation of processed logic. A few simple guidelines can aide immensely during deviation of a data flow diagram: 1. 2. 3. 4. 5. The level zero DFD should depict the software as a single bubble. Primary input and output should be carefully noted. Refinement should begin isolating processes, data items stores to be represented the next level. An arrow and bubble should be labeled with meaningful names. One bubble at a time should be refined.

There is a natural tendency to over complicate the DFD. This occurs because the analyst attempts to show too much detail too early or represents procedural aspects of the software in the information flow. The refinement of DFD continues until each bubble performs a simple function that is until the processes represented by the bubbles perform a function that would be easily implemented as a program component.

Data flow diagrams for the various Modules
DFD for the Register Employee.


Employee PROCESS

Employee Data


DFD for the Edit Employee Data



Employee Table



DFD for the Register a Employee Live

Employee PROCESS

Record retrival




Live Table

DFD for the Edit a Employee Live

Employee PROCESS

Record retrival




Live Table

DFD for the Details or Search of a Employee




Record retrival


In most organizations the computer is a very valuable resource. Among the resources that a computer has are processing speed, storage space, printers and information. The management of these resources is performed largely by a type of system software called Operation System. There are two types of software System software and application software. System software is a set of programs that manage the resources of a computer system. Application software on the other hand, performs specific tasks for the computer user. Application programs such as spreadsheets are used for many general purposes, whereas applications such as the one, which is being developed by us i.e the DBMS for IGNOU is very specific in the problems it solves. Developing computer programs is expensive because the programming must be done buy humans and not by computers. These can be developed using third generation programming languages like C, Cobol and Visual Basic etc. “Database” as one single word, is an alternative terminology for data management software. “Data base” as two works, refers to the highest level of the hierarchy of data organization. As students of businesspersons, we may want to keep information on taxes, customers, inventory and personal data on the

computer system. With data management system, you can create and maintain a database and extract valuable information from the database. To use data management or database software, you first identify the format of the data, and then design a display format that will permit interactive entry and revision of the database. Once the database has been created, its records can be deleted or revised and other records can be added to the database. All commercial data management software packages permit the creation and manipulation of databases, but what the user sees on the screen may be vastly different for the various packages. However the concepts embodied in these database packages are very similar. The conceptual converge that follows is generic and can be applied to all database packages. Defining fields to store data establish the structure of database file. We use the CREATE and MODIFY commands to define a field of which consists of the name, type and width. Field names can be up to many characters long. They must begin with an alphabet and can’t contain embedded blank spaces. Letters, numbers, and underscores are permitted. The field width is the maximum number of characters or digits that are to be contained in the field. Thousands of commercially available software packages run on microcomputers, but the most popular business software is the family of productivity software packages. These programs are the foundation of personal computing in the business world. The current software being designed and implemented for IGNOU by us is also confirming to such productivity standards. It is designed to0 increase the efficiency and decrease the workload of the employees working with the university. It is a very user-friendly program, which can boast of a comprehensive user manual, and it generates easy to understand graphical outputs. Any required report can be easily generated just by the click of a button. Making software is the analysis, design construction, verification, and management of the technical entities. Before software can be built, the system in which it resides must be understood. To accomplish this the overall objective must be determined, the role of hardware, software, people, database, procedures and other system elements must be elicited, analyzed, specified, modeled, validated and managed. Computer software is the product that the software engineers design and build. It encompasses programs that execute within a computer of any size and architecture, documents that encompass hard copy and virtual

forms and data that combine numbers and text but also includes presentation of pictorial. Software’s impact on our society and culture continues to be profound. As its importance grows, the software community continually attempts to develop technologies that will make it easier, faster and less expensive to build high quality computer programs. Some of these technologies are targeted at specific application domain while some are broad based. Software may be applied in any situation for which a prespecified set of procedural set of procedural steps has been defined. Information content and determinacy are important factors in determining the nature of the software application. Content refers to meaning and form of incoming and outgoing information. For example many business applications use highly structured input data and produce formatted reports.

Complete System Analysis and Design
From the inception of an idea for a software system, until it is implemented and delivered to a customer, and even after that, the system undergoes gradual development and evolution. The software is said to have a life cycle composed of several phases. In Traditional “Waterfall model” each phases has well-defined starting and ending points, with clearly identifiable deliverables to the next phase. Here for the project being submitted I have followed “Waterfall Model”. The Waterfall Model consists of following phases.

1. Requirements analysis and specification:
Requirements analysis is usually the first phase of large-scale software development project. It is undertaken after a feasibility study has been performed to define the precise costs and benefits of a software system. The purpose of this phase is to identify and document the exact requirements for the system. The customer, the developer, a marketing organization or any combination of the three may perform such study. In cases where the requirements are not clear e.g., for a system that is never been defined, more interaction is required between the user and the developer. The requirements at this stage are in end-user terms.

2. Design and specification:
Once the requirements for a system have been documented, software engineers design a software system to meet them. This phase is sometime split into two sub-phases: architectural or high-level design. High-level design deals with overall module structure and organization, rather than the details of the modules. The high level design is refined by designing each module in detail. Separating the requirements and analysis phase from the design phase is instance of fundamental “what/how” dichotomy that we Encounter quite often in computer science. The general principle involves makings a clear distinction between what the problem is and how to solve the problem. In this case, the requirement phase attempts to specify what the problem is. There are usually many ways that the requirements may be met, including some solutions that do not involve the use of computers at all. The purpose of the design phase is to specify a particular software system that will meet the stated requirements. Again there are usually many ways to build the specified system. In the coding phase, which follows the design phase, a particular system is coded to meet the design specification.

3. Coding and module testing:
This is the phase that produces the actual code that will be delivered to the customer as the running system. The other phases of the life cycle may also develop code, such as prototypes, tests, and test drivers, but these are for use by the developer. Individual modules developed in this phase are also tested before being delivered to the next phase. • •

Integration and system testing: All the modules that have been developed and tested
individually are put together integrated-in this phase and tested as a whole system.

Delivery and maintenance: Once the system passes the entire test, is delivered to the
customer and enters the maintenance phase. Any modifications made to the system after initial deliveries are usually attributed to this phase.

Waterfall Model of Software life Cycle

Requirements Analysis and specification

Design and specification Coding and Module testing Integration and System testing

Delivery and maintenance

Analysis of existing system for retail petroleum products Introduction:
Retail Outlet of Any Type Companies are common in Indian Context. It can be seen everywhere in India either towns or rural areas. Till date working system of most outlets are manual in nature. Employees maintain account and book keeping on registers. It is cumbersome and time consuming and always there is possibility of errors. Also employees can make wrong entries in register and can take away money easily. Calculating profit or losses is a time consuming process and for checking purpose all registers have to keep in safe custody. Thus we can say that there is huge possibility for change.

Advantages of existing system:
The advantages of the current system are as follows:
It is very simple in nature & doesn’t provide much functionality, thus reducing complexity of the system. It doesn’t require employees to know about computers at all i.e. it doesn’t require training its employees any special technique except of simple bill preparation and book keeping. Because of manual work it doesn’t require any investment in computers or any other peripherals. Since there is no systems at all there is no need to keep available the facilities like 24hour power backup or other facilities.

Disadvantages of existing system:

The disadvantages of current system are all those associated with manual working systems. It is time consuming to produce bills or reports as compared to any other computerized system.

Humans are more probes to errors so always possibility of errors in producing results. As all the work done is written on registers if any register is missed or damaged it is simply very difficult to produce to present accurate figures. Employees can make fraud by writing wrong entries on register and take away the money and it is simply impossible to catch the defaulter because there is no proof.

Proposed System
With the shortcomings in the existing system at every area of work a new system has to be worked upon which may overcome all the inefficiencies that the present system has. In today’s high-tech world all the above mentioned characteristics of the system is outdated and a need for a new, powerful, stable and result oriented software is required which is why a new system based on Visual Basic & Oracle is formulated. Visual Basic is used to provide front-end application for userfriendly ambience and Oracle is used to maintain & update database for fast and reliable retrieval of data and processing of queries.

Advantages of the proposed system:
• • • • • • • • User friendly and simple in nature Compatible on all windows based systems Upgradeable with slight modification in coding Easy application maintenance due to its robustness Menu driven navigation to facilitate simple and quick access to required functionality. A central database for all the data related to ensure data consistency Easier and faster data entry with menu support Can quickly produce required reports related to Daily, Weakly, monthly, Yearly etc

Feasibility Study
• • • • • Operational Feasibility Technical Feasibility Economical Feasibility Motivational Feasibility Scheduled Feasibility

Feasibility study:
Every project is feasible for given unlimited resources and infinitive time. Feasibility study is an evaluation of the proposed system regarding its workability, impact on the organization, ability to meet the user needs and effective use of resources. Thus when a new application is proposed it normally goes through a feasibility study before it is approved for development. Feasibility and risk analysis and related in many ways. If a project risk is great and feasibility of producing software is reduced. During the feasibility analysis in this project has been discussed below in the above mentioned topics. •

Operational Feasibility: Feasibility of the working of the system after the installation in
the organization as mentioned in the feasibility analysis.

Technical Feasibility: Technical feasibility is frequently the most difficult area to ensure
at this stage. It is essential that the process of analysis and definition to be conducted parallel to

an assessment of the technical feasibility. The consideration that is normally associated with technical feasibility includes the resources availability of the

Organization where the project is to be developed and implemented. By taking these facts into consideration before developing the resource availability at Retail Outlet of Hindustan Petroleum was observed. As very limited resources are required for this project hence this project is considered feasible for development. •

Economic Feasibility: An evaluation of development cost is weighted against the
ultimate income or benefits derived from the developed system. There was no need of extra hardware and software for development of this project. Hence this project has economically justified for development in this organization.

Motivational Feasibility: An evaluation of the probability that the organization is
sufficient motivation to support the development and implementation of the application with necessary user participation, resources, training etc. The interest and support shown by the organization during the system study do not seem that the new system developed to have efficient support from the organization.

Schedule Feasibility: An evaluation of the time needed for the development of this
project. The time schedule required for the development of this project is very important, since more development time effects machine time, costs and delays in the development of the other systems. So the project should be complete with in affixed schedule time as far as the organization is concerned.

Project Schedule:
The major output of the production process is the project schedule. This is a graphic representation of the entire project related activities necessary to produce successful project. They allow the project manager to efficiently coordinate and facilitate the efforts of the entire project team for the live project. This project schedule dynamic in nature that will undoubtedly be modified as the project proceeds. Without the master schedule the effective project control would be virtually impossible. If the schedule does not exist it is impossible to accurately estimate the project status. Projects that are not complete within the time frame established by the master schedule almost invariably exceed planned costs. The most complaint is that production takes too much time and costs too much money. For schedule to be effective, it must process several major characteristics:• • • • • • Understandable by those who will use it. Sufficient detail to be provide on the basis of measurement and control of project progress. Capable of highlighting critical tasks. Flexible and easily modifiable. Confirm to available resources. Compatible with the system available in the organization.

Hardware Requirements
Hardware Primary Memory Hardware Platform Processor Secondary Memory Minimum 64 MB RAM Intel Based 32 bit 300 MHz 800 MB Recommended 128 MB RAM Same 933 MHz 1.5 GB

Software Requirements
Oracle 8.0 Visual Basic 6.0 Crystal Report 8.0

Supporting Software
MS Office 2000 Internet Explorer Outlook Express

Scope and Future Applications
 This project has many future applications like it can be used in any of the Retail Outlet of Any Type companies.

 This project was build keeping in mind all the requirements of these outlets 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 all retail outlets 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.

Limitations of the project
 Not supports web based operations  Multiprocessing not allowed.  Extensive help is not provided.  Not support in the OS lower than windows.

Tables used for this project
• • • • • • • • • • • • • • • • Absent Employee Advance AdvancePayment Attendlog Company Deptmaster DesigMasterl EmpLeaves EmployeeNominee EmployeeSalary EmployeeShift EmpPerInfo EmpSmartCard EmpTakenLeaves EmpWorks HoliDay

• • • • • • • • • • • •

InvalidAttendance LastProcessOn LoanMaster LoanPayment Pass ProcessedSalary SalaryInfo SalaryPaid SalaryIngoTime TakenAdLeaves UserLogs YearInfo

Structure of the tables
Field Name Employeeid ShiftId WorkingDate Lstatus Data Type VarChar Number Date Char Size 10 10 1

Field Name Employeeid DrawingDate AdvanceAmt Status Remarks PaidAmt Data Type VarChar Date Number Char Varchar2 Number Size 10 10 1 50 10

Field Name EmployeeId PaidAmount PaidDate PaySlipNo Data Type Char Number Date VarChar Size 10 10 10

Field Name Employeeid Shiftid Employeeid InTimeDate InTime OutTimeDate OutTime Data Type Char Char Varchar Date Date Date Date Size 10 10 10

InStatus OutStatus MinWorked Status CkeckStatus Processed WorkingDate

InStatus Varchar2 Number Char Char Char Date

10 20 10 1 1 1

Field Name CompId CompName Estno EpfNo GicNo Data Type Number Varchar2 Varchar2 Varchar2 VarChar2 Size 10 50 25 25 25

Field Name DeptNo DeptNo Data Type Number Varchar2 Size 10 25

Field Name DesigNo DesigName Data Type Number VarChar2 Size 10 25

Field Name EmpId Syear LeaveType TotalLeave Data Type Number Number Varchar VarChar Size 10 10 10 10

Field Name Data Type Size

EmployeeId NomineeName Relation Age

Varchar Varchar2 varChar VarChar

10 35 20 3

Field Name EmployeeId BasicPay Da_p Hra_p WashingP Conv Epf_p Esi_p Gic_amt Wef EndDate Status GrossSalary Data Type VarChar Char Char Number Number Number Number Number Number Number Date Char Number Size 10 20 20 10 10 10 10 10 10 10 1 10

Field Name EmployeeId ShiftId Wef WefTime EndDate Status Data Type VarChar VarChar Date Date Date Char Size 10 10


Field Name EmployeeId Fname Mname Lname FatherName Dob MaritalStatus Sex Nataionality Address TelePhone Doj Status IsTEmporary BankAccountNo EsiNo PfNo NameOfBank Data Type Varchar Varchar Varchar Varchar Varchar2 Date Char Char Varchar Varchar2 Number Date Char Char Varchar Number Number Varchar Size 10 15 15 15 50 1 1 20 50 10 1 1 15 10 10 25

ImageFile CompId DOL

Varchar Varchar Date

25 10

Field Name EmployeeId CardId Issuedate Status Data Type Varchar Varchar Date Char Size 10 10 1

Field Name EmployeeId Syear Smonth LeaveType AvailLeave TakenLeaves Data Type Varchar Number Number Varchar Number Number Size 10 10 10 10 10 10

Field Name EmployeeId DeptNo DesigNo JobStatus Wef EndDate Data Type Varchar Number Number Char Date Date Size 10 10 10 1

Field Name CurDate ReMarks AssignByCardId Cyear Data Type Date Varchar2 Varchar Number Size 50 20 10

Field Name EmployeeId CardId ShiftId InDate InTime Data Type Varchar Varchar Varchar Date Date Size 10 10 10

OutDate OutTime SwaptType SwaptDate

Date Date Char Date


Field Name LoanNo EmployeeId LoanType LoanDate LoanAmount NoofInst Status InstAmt Paidamt Data Type Vaechae Varchar Varchar Date Number Number Char Number Number Size 10 10 20 10 10 1 10 10

Field Name Employeeid LoanNo InstNo Smonth Syear AmtPaid Data Type Varchar Number Number Number Number Number Size 10 10 10 10 10 10

Field Name PassWord User Data Type Varchar Varchar2 Size 10 40

DataType FieldName ShiftId InTime OutTime CutOfOuttime CutOfInTime Varchar Date Date Date Date Size 10

GraceTime MinWorhHours ShiftName NormalWorHours

Number Number Varchar2 Number

10 10 25 10

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