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An Undergraduate Research Proposal Presented to The Computer Studies Department College of Science De La Salle University–Dasmariñas
In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science in Computer Science
Melju Fatima B. Atog Romel G. Cruz Joanna Marie R. Marce
TABLE OF CONTENTS
Table of Contents List of Appendices Acknowledgement Abstract
i iv v vi
1. 0. INTRODUCTION 1.1. Background of the Study 1.2. Statement of the Research Problem 1.3. Statement of the Objectives 1.4. Significance of the study 1.5. Scope and Limitations of the study 1.6. Methodology of the Study 2.0. RELATED LITERATURE 2.1. Local Literature 2.2. Foreign Literature 3.0. THEORETICAL FRAMEWORK 3.1. Statement of Assumptions 3.2. Operational Definition 3.2.1 Definition of Terms 3.2.2 Definition of Processes 3.3. Theories used in the study
1 1 3 4 5 6 7 10 10 14 18 18 18 18 22 23
4.0. THE EXISTING SYSTEM 4.1. Description of the System 4.2. Definition of Data Capture 4.3. Inputs 4.4 Processes 4.5. Files 4.6. Outputs 4.7. Problem Areas 5.0. THE PROPOSED SYSTEM 5.1. System Overview 5.2. System Objective 5.3. Scope 5.4. System Justification 6.0. SYSTEM DESIGN 6.1. Inputs 6.2. Processes 6.3. Files 6.4. Output 7.0. IMPLEMENTATION 7.1 Resource Requirements 7.1.1 System Requirements 7.1.2 Hardware Requirements
28 28 29 31 32 35 38 41 43 43 45 45 47 49 49 52 55 59 61 61 61 61
iii 7.2.2 Training Plans 7.1 Conclusion 18.104.22.168 Conversion Plans 7.2.4 Testing 8.2 Recommendation 62 63 63 63 64 65 67 67 68 Appendices Bibliography .0.2. CONCLUSION AND RECOMMENDATION 8. Installation Plans 7.1 System Installation 7.1.3 Human Resource Requirements 7.
Screen Shots 69 74 89 81 85 . DFD of Proposed System C.iv LIST OF APPENDICES A. Entity Relationship Diagram D. Normalization E. DFD of Existing System B.
Ms. Maryli Rosas and Ms. Marilyn Bansagan for their remarks BCS 44 for their encouragement and help. help and support them. Ms. Sherry Bautista. Their adviser. .v ACKNOWLEDGEMENT The proponents would like to express their deepest gratitude to those who helped them complete this thesis. Huge thanks to their parents for a lifetime love and support and for providing them with financial and everything they need. who has been there from the start to guide.
Because of the numerous employees working in the municipality. The proposed system was developed using Microsoft Visual Basic. They use manual system for their payroll. It provides security and easy file maintenance. Currently. Cavite. It also generates necessary reports. . Microsoft SQL Server 2005 for the Database. they have difficulty computing the salary for every pay period. Thus.net programming language. an automated payroll system was proposed to improve their manual payroll process.vi ABSTRACT Noveleta Municipal Office is located at Noveleta. the Municipal Office has 200 employees who are categorized into two types: Regular Employee and Employee with Job Order.9 for the report generation. and Crystal Reports v. It aimed to lessen the work done and time allotted in doing the payroll. Network-based Payroll System for Noveleta Municipal Office was developed to provide accurate and efficient salary computation.
amiable people had both attracted vacationers from all places. Noveleta’s population increased considerably.1 Background of the Study Technology nowadays is rapidly developing. maternity leave. Travel Allowance and Cash Gift are given only to the Office Heads. Regular Employees are those included in the Plantilla Positions and receive benefits. the Municipal Office has 210 employees who are categorized into two types: Regular Employee and Employee with Job Order (EJO). Added benefits such as the RATA. Noveleta was a barrio of Kawit. Regular employees are given different kinds of leave. Gen. Regular employees receive PERA. Jose Gandara to have it separated from Kawit to become an independent town. hospitable. Its restful atmosphere. One of the systems that are being developed is the payroll system which involves the process of salary computation. force leave and sick leave. computerized systems with different purposes are used to cope up with the modern world. Through the years. ADCOM. wind and beautiful sunset. This prompted Gov. and MHO are also regular employees but they have different computation because their salary is specified by their National Office. Subsistence and Laundry. Employees under the offices of Department of Agriculture. namely: vacation leave. They are allotted with 1. while EJO such as the Street Sweepers and Office Clerks are those who do not receive benefits. clothing allowance and Productivity Allowance. MHO receives additional benefits such as Hazard Pay. During the early years. MSWD.CHAPTER 1 Introduction 1. Currently. and complemented by its warm. .25 days of allowable leave per month. brought by the sea. 13 month pay. In business.
a computerized system is needed. As one of the government offices. They compute for the absences. namely. It passes through different offices. Withholding tax. The current payroll system is done manually. The treasury office handles the computation of salary and uses MS Excel to compute and stored data. Noveleta Municipal Office should offer good service for their constituent. tardiness. GSIS. The deductions from the salary of each employee are Philhealth. Salary is distributed every 15th and last day of the month. it is added to points allotted for the succeeding months. The accounting office computes for the deduction of each employee and produces copies which are given to the treasury office. For the Employee with Job Order. The working days counted for the computation of salary every 15th day start from the 26th day of the previous month until the 10th day of the current month. HRMO is in charge of the attendance record of employees. . Pag-ibig contribution. For the regular employee. In order to provide this kind of service.2 If the point is not fully consumed within the month. there is a corresponding rate per position. Treasury and Accounting. the Mayor approves the submitted proposal of salary rate given to them. over time. and under time of each employee. The basic salary given to the regular employees depends on their position. HRMO. and other loans.
data redundancy. Different offices hold copies of the documents. which leads to errors and inaccurate financial transactions.3 1. Problem arises when employees ask their co-worker to log their name even if they are not yet really in the office. The current payroll system is done manually. so that when the documents have to be updated. HRMO uses DTR for attendance to log in and out of work. which means 210 salary computations. data redundancy is committed. miscalculation of salary. This particular problem results to slow payroll process. there is a need for more paper works.2 Statement of the Research Problem Using the current Payroll System. Calculating all the employees' salary is not easy. It takes the office 5 days to finish the computation. Data redundancy. There are times when the person in charge of the computation gets confused with the numbers or inputs wrong amount. The complicated interface of the application plus the large number of data to be inputted makes it hard for the person in charge to do the work faster. in effect. Printed copies of documents are sent to offices involved. maintenance. and security of files. It is where they input necessary data for the computation of the salary. As a result. All of their salary has to be manually calculated first using the calculator. before inputting and saving the data to MS Excel. Attendance monitoring. Noveleta Municipal Office encounters problems such as attendance monitoring. Miscalculations. complicated Interface. The establishment has 210 employees. The Treasury Office uses MS Excel Application in their payroll system. It takes a lot of time and effort. There is no way to know if employees really work that day and time. Complicated interface. all the copies should also be updated. .
Confidentiality and security. unauthorized persons can easily view important files from the computer and alter some data without others noticing it. 3. To determine the problems of the company regarding their current payroll system. 7. 4. All computations are saved in that computer without other back up.4 Maintenance. To provide possible solutions for problems identified. .3 Statement of Objectives General Objective: The main objective of this study is to develop and implement Network-based Payroll System for Noveleta Municipal Office. 1. The problem is. 6. To apply the theories of DFD. Specific Objectives 1. To gather information and necessary materials needed to develop the system. The treasury office uses only one computer only for data storage. To help the municipality become updated to the modern world using the system. To develop prototype of the system and gather feedback from prospective users about the proposed system. 2. ERD. 5. there will be no other means to retrieve the files. To conduct interviews from the persons involved and observations from the company. Since the Municipality is a public area. when the computer fails. Normalization and Networking in order to provide solutions and improve the current system.
with this. It will impose good and high technology.5 2 1. The researchers will gain knowledge about the business system existing inside a municipal office. It will also help them by saving time and effort. Proponents. the office will lessen its expenses. Also. It would help the office in monitoring the salary records of all the employees. this study would serve as reference for other students and researchers. Theories learned inside the classroom such as DFD. and generate reports easily. They would be aware of the recent process in payroll system. It would lessen the work load of the HRMO. skills in system analysis will be improved. This system would help employees in monitoring their salary records. Treasury Office. .4 Significance of the Study The proposed system would be beneficial to the following: Municipality. Using the proposed Payroll System with Online Viewing. they do not have to worry with misplaced pay slip. compute salary. Normalization and Networking will be applied in real setting/ situation. Employees. Manual computation of rendered hours is no longer required because data will be directly inputted into the system. HRMO. They could easily view their record online. update records. they can access records. Due to this. Future researchers. The system would help the municipality in coping up with the rapid advancement and development of technology. Through the use of this system.
Accurate calculations would be done in order to come up with the correct amount of salary. data inputs for new employees will come from the HRMO. The scanner would be connected to the system. clothing allowance.6 2 1. The system that the proponents has to developed does include the hiring of the applicants. which would be used for the computation of salary. Biometrics would be used for recording attendance.5 Scope and Limitations of the Study This study deals with the Payroll Processing. and salary distribution through ATM is not included. Computations of salary includes Basic Pay and allowances (ADCOM. back-up and recovery would also be included. through this. cash gift. productivity allowance. Laundry allowance. Hazard Pay. maintenance. Instead of DTR. The proposed system can not be accessed online. Application and computation for external loan are also not included in the system. PERA. subsistence). Reports given to accredited agencies such as Unlad Bank. . attendance can be monitored by the system. Employees would place their index finger on the scanner to record the time they start and finish work. BIR. Generation of reports. It covers up all the transactions for all types of employees. GSIS. Each access level has its own access rights. Though. The computation of salary would be included in the system. Philhealth and Pag-Ibig are incorporated in the system. to access the attendance record. There will be access level that caters different types of user. RATA.
The V-Model demonstrates the relationships between each phase of the development life cycle and its associated phase of testing.wikipedia. Testing activities like test designing start at the beginning of the project well before coding and therefore saves a huge amount of the project time. which can be presumed to be the extension of the waterfall model. the process steps are bent upwards after the coding phase. (http://en.1 V-Model Requirements Analysis Validate requirements Operation & Maintenance Systems Design Acceptance Testing Program Design Verify Design System Testing Unit and Integration System Coding . Instead of moving down in a linear way. The phases of the VModel include: Figure 1. Techniques and tools were used in each step for the development of the system. The proponents used the V-Model as guideline to develop the system. The V-model deploys a well-structured method in which each phase can be implemented by the detailed documentation of the previous phase.6 Methodology of the Study The system follows a series of step-by-step process in order to finish the system and attain its objectives. to form the typical V shape.7 2 1.org/wiki/V-Model_(software_development)). The V-model is a software development model.
In attendance monitoring. This includes the detailed description of what the system can do. In this phase. Unit and Integration Testing. The proponents determined what modules must be included in the system. Then ASP. The proponents used VB.net will be used by the employees to view their account online. In this phase. They tested each module on its own and see if the modules could work on its own. Program Design. the proponents made sure that there were no conflicting modules and it ran as one system. ERD and Normalization in order to visual the flow of data and processes. . the proponents made an independently working system module. the module was created showing specific purpose. One by one. Coding. problems encountered using their present system were identified and possible solutions were proposed. biometrics using finger print scanner would be used. In this phase.8 2 Requirement Analysis. This phase is concerned about understanding the situation of the company and identifying its problems that had been the cause for the proposal of a new system. They followed the concept that the program and data are intimately tied to each other.net to create a program that would access the database locally. SQL was used as the database. the proponents conducted interviews and observations from the company persons involved. In this phase. In doing this. the proponents created a system design that would provide solutions to the problems encountered by the current system of the municipality. System Testing. Next phase would be the program coding. System Design. They entered sample data and checked if every module worked as expected. It is also in this phase where proponents used DFD.
In this phase. The system is in full operations. the proposed system is implemented to the company.9 2 Acceptance Testing. Operation and Maintenance. In this phase. Transactions and maintenance module is in function. They will let them try the system and ask their comments and feedbacks. . the proponents will demonstrate to the company how the proposed system works.
This automatically computes the basic pay of each employee. This proposed system will help in the work of the users in an easier process.1 Local Literature AHNEX Builders Network – Based Payroll System Dayrit. Keeping track of record of employees. Contributions like PAG-IBIG. The main objective of the proposed system . Microsoft Access. Philhealth. The related literatures are as follow. withholding taxes were also included in computing the payroll. This was designed to meet the requirements of the company for a better and more enhanced system. The company is currently using Microsoft Excel in computing net pay which is time consuming. The proponents worked on a custom-made payroll system done for the specific need of the company. 2. Payroll system is one of the many transactions that are being worked on computer. Visual basic 6.CHAPTER 2 Related Literature Computers nowadays are widely used in every transaction processes. computing the salary and wages of each employee and generating reports were included in the proposed system. The proponents searched on related literature that would aid in developing an effective payroll system as one of the research processes followed. Computerization make it easy for a company to do their internal and external transactions and it can be linked to other computers. 2007 AHNEX Builder Network – Based Payroll System was designed for the newly set-up AHNEX Builders. and Crystal Report 9 were used for designing and creating the system.
The proponents are to design a system that generates report. This also helps them track of the progress of an employee. The proponents were able to modernize their system by computerizing their manual tasks such as record keeping and computing their payroll. The related literature about AHNEX Builders’ payroll showed a common problem. The proponents would like to help the management and accountant for well-organized and efficient payroll.11 was to develop a system in a more accurate efficient and secured data. keeps track of files and information. JBC Engineering specialist’s Payroll System A. update and retrieve data items from a database organized as single logical and physical unit. Another advantage of the new payroll system is in generating the payroll slips. The system also boasts of security maintenance so that only limited people is given access to the files. 2000 JBC Engineering specialist’s Payroll System was created by the proponents in order for the company to have a better way in computing their payroll. which is printed out by the computer. The database system interfaces with an operating system to set-up. The proposed system includes the deductions of withholding tax and GSIS contributions/remittances. A database was added to the system so that the company would not have to rely on papers to store valuable information about an employee. The payroll slip contains all the information on how the computation arrives on the Net Pay amount an employee receives. Reyes. They use Microsoft Excel in computing net pay that makes the computations time consuming. The proponents’ . and computes employees’ monthly salary. The proponents found out that computerization of the payroll process of all payroll transactions in the company including the maintenance module is feasible.
Noticeably. and the Accounting Office so that it will be easy for the 3 offices to transfer information and files. But it boasts of security maintenance that ensures limited and regulated accessibility. They added a print friendly reports generated through the system like pay slip for example. updated and deleted. so maintaining their system will be a breeze.12 main objective in developing the system is to make the company’s current manual system better and more efficient with the use of computer. Gawaran. it has an array of disadvantages. The proponents created a database the can easily be selected. easy to understand. Furthermore. the proposed system is a . Gawaran. That is why a Network-Based payroll system for the Citimotors Las Piñas was proposed to facilitate fast and easy preparation of its payroll. the proponents’ objective is to make the company’s current system more efficient with the aid of the computer technology. The proponents made sure that the system would be user friendly. Included in the system is the security module that gives access to the priority user of the system and that a certain user will have feature designated to him. The system lessens the use of paper outputs and paper filings. Network Based Payroll for Citimotors Las Piñas L. It assures that its features and functions are simple hence. 2007 The current payroll system of Citimotors Las Piñas is prepared manually. The proponents developed a system that is a network based payroll system that will link/network 3 offices that handle the whole payroll processes namely the HRMO. “ The proponents created a computerized payroll system that will add a database into the system which is likely the same as with JBC Engineering specialist’s Payroll System. inserted. In comparison with the system done by J. Treasury Office.
Accessing the system will be easy to give an efficient help. The system also boasts of security maintenance so that authorized people will only be given access to the files. difficulty in retrieving and maintaining of records. slow process of salary computation. making the municipality’s current system better and more efficient with the use of the computer. storing. Lardizabal . which will be printed out by the computer. The proponents’ study focuses on Noveleta Municipality payroll system. the system created was from manual to computerized system. Another advantage of the new payroll system is generating the payroll report slips and other forms included in the system. The language used in making the system was Visual Basic 6. The proponents created a reliable. vulnerability of the data to be lost or misused. secured and convenient payroll system . 2005 The Dasmariñas Municipality Payroll System (DMPS) was designed to address the existing inefficiency and inaccuracy of its present system. Dasmariñas Municipality Payroll System L.13 networkbased feature and its design is developed with a user-friendly interfaces and has all the features that meet the specific need of the company. In comparison with Dasmariñas Municipality Payroll system. and overall security of the payroll process. The advantage of the system is to set up. update and retrieve data items from organized database. The proponents made sure that the system would be user-friendly. The main objective of the DMPS was to provide the municipality with a more convenient and more reliable system of recording. There are problems encountered like loss of files and data.0. and retrieval of data needed to efficiently run the payroll of the employees correctly and accurately.
Track employee attendance from any location.14 from a manual system for a government office need to have this kind of system so that they can give additional focus on more important activities to be transacted. 2007 TimeTrax is a comprehensive. . Security is a main function because the information in the system should be kept in its confidentiality.pk/#. Centralized payroll processing is for multiple branches. slow process of salary computation and difficulty in retrieving and maintaining records. shift scheduling & rule based penalties are the features included. Biometric devices or keyboard. and overall security of the payroll process. absenteeism. Overtime.2 Foreign Literature Biometric Time Management & Payroll Software http://www. RFID and Magnetic swipe card devices integration. taxes and deductions to generate payroll.com. Following are some of the advanced features that TimeTrax has to offer: Hand geometry. leaves. vulnerability of the data to be lost or misused. late arrivals & early departure reports. even from the convenience of your home. depending upon environment and working practices. 2. anytime. Each individual's arrival and departure time is recorded automatically via input devices such as Card Readers.timetrax. overtime etc. integrated yet easy to use employee's Time Management SoftwareSuite that enables employees to record their arrival and departure providing managers with detailed information about attendance records. Fingerprint. automatic calculation of hours. The system created by Lardizabal shows common problems with the proposed system that are normally experienced from a manual system such as loss of files and data.
C.. and generating all reports. the computation of absences and tardiness will be computerized.. The employee will time in on a finger print scanner as their Bundy clock and their time will be recorded. flexible and user-friendly Payroll Management software especially for INDIA that takes care of all the requirements relating to accounting and management of employees’ payroll. generates Pay-slips and Attendance Register.I. for the employees and all formula for P. Profession Tax.4.. deductions. After analyzing Spine Payroll.F. It offers very high flexibility in defining various allowances. Income Tax.spinetechnologies.S.htm. leave rules etc.P.15 Just like Biometrics Time Management and Payroll system. The proponents had an idea in the computerization of the payroll. Spine Payroll stores complete records of the employees. F.F. Spine Payroll is only salary processing software with good no and wide-industry range of client based in Mumbai. E. The use of DTR is not applicable anymore. PF TRUST. the proponents developed a system with a biometrics time management. are definable and changeable at User's end. 2004 Spine Payroll is very simple.0) Payroll Management Software http://www. etc. Because the daily time management is already computerized the transferring of data is easy to access and compute which provesits feasibility from the Biometric Time Management & Payroll Software.com/products/payrollindex. In the system. generating Pay-slips and Attendance Register. . computing all allowances and deductions. they considered adding complete records of the employees. INDIA. Spine Payroll (ver9. computes all allowances and deductions and generates all Statutory and MIS reports.
and we provide a SIMPLE. Simple. As the nation's leading supplier of online payroll services. Convenient. Do you have between 1 and 100 employees? Let us prove our passion for payroll to you! Add your payroll to the more than 30. there are more than a few payroll systems in the market already. anywhere and you'll be done with payroll in minutes. Agile Payroll Systems http://www. you can log on to our payroll system anytime. CONVENIENT and SMART way to process payroll and file taxes.com/default. efficiency and .16 Sure Payroll http://www. SurePayroll is the national leader in online payroll processing.html. Let's face it. helping you to provide the highest level of customer service. We focus exclusively on small business payroll solutions. If you'd prefer to focus on growing your small business rather than on the tedious tasks of payroll. 2000 SurePayroll is the best way to eliminate payroll worries. Payroll systems have changed for the better. we can help you save time.agilepayroll. Smart. But few were built to address your business needs for scale.surepayroll. The proponents focused on simple and convenient process of computing deduction such as taxes and more. consider outsourcing payroll to SurePayroll's online service. The system also generates Pay slip and attendance Register. 2007 We are building the finest payroll system using state-of-the-art. save money and stay in control of your payroll.asp.000 we process each month. This system has a commonality with the proponents proposed system in storing employee’s record and ways in processing payroll and deductions. proven Microsoft technologies. The Agile Payroll System will change your business. like SurePayroll. With online payroll systems.com/products.
a team with years of payroll operations. meet our clients' requirements and are of the highest quality. Our system design and development are client and test driven to ensure that the resulting applications are flexible. These just proved that the feasibility of the computerized and network based payroll system is true. efficiency in design that allows you to be more effective in your business. the highest level of quality based on multi-level testing. front and center in the development process. These related literature reviewed by the proponents helped greatly in the long development of the system. net pay and deductions. support and development experience and we work with you. and for Microsoft's latest . .Net application of Microsoft SQL database will address efficiency and reliability. The proponents created a network based payroll system with an effective design for business that is developed in Microsoft . scalable and secure Microsoft SQL database systems. Agile Payroll Systems has similarity with the proposed system in terms of its features. as partners to help you succeed. We are building our products using the agile software development process that puts both clients and testing. This will be convenient for employee to view their salary particulars including from gross pay. reliable.17 reliability.Net technologies. Here are some of the advantages we offer: An interface designed by users. developed in.
• Cash Gift – An incentive given to an employee during the last week of November or first week of December. .2 Operational Definitions 3. • Basic Pay – Monthly rate divided by the number of working days multiplied by the number of days worked. 3.CHAPTER 3 Theoretical Framework 3. The salary of employees is the same according to their rank and position. The employees usually have no overtime.1 Statement of Assumptions • The documents and all the information given to us will reflect the payroll data needs of the municipality and the problems in their data capture mechanisms. Allowance – Additional money given to an employee to compensate the cost of their necessities. regardless of the municipality’s confidentiality issues are assumed to be correct. • • • • The development of the system will be supported by the municipality of Noveleta. • The detailed computations.1 Definition of terms • • ADCOM – (Additional Compensation) it is also included in the pay slip. There are no employees hired from agencies.2.
It is an additional payment given to employees who are working hazardously in the environments. clerk and utility worker. Health workers are the major consumers of this benefit because of the risk that they take when they are working in the community.indicates the percentage of deduction to the employee’s salary as defined by the said insurance company.19 • Clothing Allowance – Given every first month of the year to compensate clothing cost. it also shows their monthly salary as defined by the plantilla and Mayor for regular and EJO respectively. they are usually non office workers (except for some clerks). • Employee – An elected official or a person hired by the municipality to render his/ her professional services. GPR – (General Payroll Report) This summarizes all the details of every employee’s salary computation • GSIS deduction File . driver. • DTR File – A file that holds the DTR of each employee for the computation of tardiness and absences • EJO – (Employees with Job Order)The employees who do not have benefits.File about employee information. • • General Payroll File – file of all payroll computations of all employee. • • Cut off period .The span of working days where an employee is paid. • Hazard Pay – Given every 2nd half of the month and included in the pay slip. . DTR – Stands for Daily Time Record. a document where the employee’s daily time in and time out is recorded. • Employee File . Examples of job order employee are traffic enforcer.
25 points a month • Loan File – Stores all the loan information from lending companies and insurance companies. Department heads evaluate their employee once in every half of the . its budget and signatories are different from departments that are solely handled by the municipal office. • Pag-Ibig Deduction Table – Indicates PAG-IBIG’s percentage of deduction to the employee’s salary. • Pay slip – A detailed breakdown on how much an employee is paid during a specific period. • • Monthly Salary – Employee’s rate of payment stated in the plantilla. • MHO – (Municipal Health Office) – The MHO is under the supervision of the Department of Health. It includes bonuses and deductions made to every employee’s salary. Each employee earns 1. • Leave points – It is the amount of leave that an employee can consume without causing salary deduction. Due to this. • PEF – (Performance Evaluation Form) It is a form sent by the HRMO to every department. MSWD – Municipal Social Welfare and Development – This department have separate general payroll report because it has a separate budget and different signatory. It is intended to compensate the cost of disinfecting the clothes of health workers. Its purpose is to evaluate the performance of employees in every department. • Payroll – It is a detailed computation of salary’s financial record.20 • Laundry Allowance– Mandated by the Department of Health to be given to health workers.
• RATA – (Representation and Traveling Allowance)It is included in the pay slip and given to department heads and elected officials every first half of the month to compensate necessities in representing their office.21 year. Two PEF with a minimum of very satisfactory rating entitles them for a Productivity Allowance. It is given together with the first half of the monthly salary. • Productivity Allowance – Productivity allowances are incentives given to employees every February. . For non-Department Head. • PhilHealth Deduction table – Indicates the amount to be deducted to the employee’s salary as defined by the said insurance company. These necessities include clothing and the cost of transportation. department heads and executives. RATA is only given when a request and travel order is approved by the mayor. it is understood that the position is vacant. • PERA – (Personnel Economic Relief Allowance) This allowance requires that the employee is at least one year in office. When the position has no employee name. It is only granted to employees who get two performance evaluation forms with a minimum of satisfactory rating. • Plantilla – It is a document which states the names of the employees occupying a position in the office and the rate by which the employee is paid. It is intended to encourage employees to work hard. • Regular Employee – Regular employees are those who are included in the plantilla. Regular Employee includes the elected officials.
• Tax table – Shows the deduction to be deducted from the monthly salary as defined by the BIR 3. Record Daily time – Records the daily time of employees into the DTR .22 • Remittance – The amount given to external entities such as BIR and other insurance companies. • • Calculate net pay – Subtracts all the deduction to the gross pay. Generate Report – Generates a detailed report which summarizes the gross amount of salary. • Subsistence pay – Additional pay given to employees to compensate their expenses. • Generate Certificate of Tardiness/Absences – The HRMO generates a certificate of tardiness and absences from DTR of employee • Compute Gross pay – Computes the gross pay of the employees by multiplying the number of days worked and monthly salary. deductions and contributions to insurance companies. • file. • Calculate deduction – Gets the deduction of the employees by summing loans. It includes a paper that documents the amount of money given.2 Definition of Processes • Update employee information – The employee information coming from the HRMO in the form of papers is in stored.2. taxes and contribution to insurance companies.
2 Biometrics Biometrics comes from the word “bios” which means life and “metron” which means to measure (http://en. This theory waas used in the proposed Payroll system of Noveleta’s municipal office. At first the proponents were confused with the term because it typically implies the measure of life. As an output. Data inputs in the form of hours and days worked and corresponding deductions such as tax and individual insurance shares will be introduced to the computers. the machine will print pay slips and reports that are ready to be delivered to external entities outside the system. Automation of systems nowadays is dramatically increasing because of the need for speed and reliable information system wherein the desired information can be obtained without tumbling out files in large data cabinets and archives. less work will be done by the accounting department because the reports for the computation of deduction will now be internal to the computerized payroll system.org/wiki/Biometrics. This technique will greatly increase the speed of calculating each employee’s salary with utmost minimal human intervention. By using this theory. 2008). Minimizing human intervention will most likely reduce the instances of errors in the computation of salary. It may be the population density of biological elements within an ecosystem or it may imply the biodiversity of our planet. 3.3.wikipedia.3.3 Theories used in the study 3.23 3. .1 Automation Automation is the utilization of computing machines or computers to automatically compute data that are fed to it by programming those machines.
When the system has a biometric strategy of identification. The most popular biometric gadgets are fingerprint and iris scanners because the fingerprint and iris are unique for all human beings that even identical twins do not have the same fingerprint or iris structures. The system will be using fingerprint scanner. and doing such things will ensure that no employee will be able to cheat. thus allowing a systematic approach in the analysis of the problem (Kendall. an employee can mark a time in to other employee who comes late. It is very useful because it allows the analyst to visualize the flow of data and track the very details of the problems being solved. Through this theory. During the analysis of a proposed system. the meaning of biometrics evolved with the technology. Having a data flow diagram will prevent the analyst from committing to the technical implementation of his proposed system at an early stage. Biometrics today refers to gadgets that are used to identify humans physiologically. no employees can time themselves in without their physiological identity being verified. For example.3. the proponents can use biometric gadgets to identify the employees in the municipal office. 3. It will also help the system analyst to further understand the relation of the studied system to its subsystem and other external systems. 2004). it will also help to determine whether the necessary data and processes have been defined. The system analyst will free himself from thinking too much because all of his efforts will be focused on understanding the flow of information within the organization that he/she is analyzing. . a biometric gadget that scans fingerprint.3 Data Flow Diagram Data flow diagrams are used to graphically depict flow of data within an organization. Employees are going to time themselves in or out by scanning their index finger into the fingerprint scanner.24 Nowadays.
Eliminating anomalies will also protect the database from errors that may result in inaccurate queries and data loss. All the information about an employee will be saved in a database. All the information that the proponents had gathered through interviews were compiled to help determine the necessary business activities within the existing payroll system.5 Normalization Normalization is the process of designing relational database wherein complex database tables are divided into a set of simpler tables to eliminate anomalies.3. 3. With this.25 The proponents used data flow diagram to fully understand the flow of data which would give them a bird’s eye view of the problem. The proposed system used this theory to eliminate data redundancy within the organization. some issues of confidentiality and data security can be solved. Departments within an organization can share the same information and can manipulate that information according to their access rights. Through the use of database. thus strengthening the integrity of data. These databases are used to store valuable information that can be accessed or queried by multiple software applications that are used by an organization. normalized databases are more stable and easily maintained than the complement. they were able to see where the data would go and planned necessary automations and made simplification. the proponents started drawing the data flow diagram. 3. .3. When all the business activities had been identified. It can also take part in minimizing data redundancy and maximizing data integrity. Their log in and log out time will also be saved on it making it available to programs that need to access those data. In addition to strengthening data integrity.4 Database Databases are electronic files saved in the hard disk of computers which holds tables that are logically associated with each other.
3.wikipedia. Repeating groups are removed by separating it as another table. The proponents used the theory to identify the entities and the kind of relationship that occur between these entities.3. All other partially dependent attributes are separated from the original table. A normalized relation is in its third normal form when all of the non-key attributes are fully functionally dependent on the primary key and there are no transitive dependencies (Kendall.org/wiki/Entity-relationship_model. Doing this systematic approach gave a solid foundation of the information requirements of the municipal office. Next to it is to convert it to the third normal form.26 The proposed system used this theory to create a structured data storage method. 2004). They can be thought of as verbs that links two or more nouns. all the attributes are functionally dependent on the primary key.6 ERD An Entity-relationship diagram is a relational schema database modeling method used to model a system and its requirements in a top-down approach. This approach is commonly used in relational database design. (http://en. An ERD is easy to transform to a database table and only uses minimal normalization procedures. All the information requirements of the system are collected first. Relationship tells how two or more objects are related to one another. Second. 2008). place or things which you need to collect data or attributes. Entities in an Entity-relationship diagram are discrete objects. Examples of these are person. . the gathered requirements or fields are converted to its first normal form. In the second normal form.
therefore. a network is a series of points or nodes interconnected by communication paths.27 3. . It is an interconnection of usually passive electronic components that perform a specific function to simulate a transmission line or to perform a mathematical function such as integration or differentiation.3. The proponents used the theory of network to let computers within the municipal office communicate with each other and.7 Network A network is the interconnection of two or more computers. 2008) In information technology.wikipedia.org/wiki/Computer_network. (http://en. Networks can interconnect with other networks and contain sub networks. minimize the use of printed reports that is only internal to the organization.
and MPS Lending Company. GSIS.1 Description of the System The Municipal Office of Noveleta is currently using a manual system on their payroll. During cut-off period every 10 and 25 of each month. Manual computations used in calculating are calculator and MS Excel. PAG-IBIG. The deductions of Withholding Tax. They also use MS Excel for storing their database/master list. The Treasury is in charge of all payroll computations. Employees record on the Bundy Clock using their DTR. Phil Health. The salary of the employees is based on the Plantilla that comes from the CSC and DBM which state the monthly salary and position to be given to the regular employee and to the EJO which is based on the mayor’s specification. Insurances and the like are sent to Accounting Office by the agencies handling these deductions: BIR. The Treasury Office (TO). PHILHEALTH. . the HRMO computes the tardiness and absences of each employee and then makes a certificate of absences and late and pass it to the TO.CHAPTER 4 The Existing System 4. GSIS. Accounting Office (AO) and Human Resource Management Office (HRMO) are the three offices that handle the payroll process. and other Lending Companies like UNLAD Bank. The TO generates pay slip and gives it to the employee. The office computes the gross pay from the basic pay of each employee and the number of late and absences whatever type of employee he is ( Regular or Employee with Job Order).
2 Daily Time Record Data Entry Pay Ending Name Position Age Department Field name Pend Ename Pos Age Dept Field Type date/time text text number text .2 Definition of Data Capture 4.29 27 4.2.2. TIN Gid Pid Philno Tin 4. PHILHEALTH no. PAG-IBIG ID no.1 CS Form 212(Revised 2005) Employee Information Data Entry Surname First Name Middle Name Date of Birth Sex Civil Status Citizenship Field name Lname Fname Mname Bdate Sex Cstatus Citizen Field Type text text text date/time text text text text text text text text Residential Address Radd GSIS ID no.
Month Salary Field name Empname Polno Msalary Field Type text text number .3 CSC Form no.2. 6 Data Entry Office/Agency Last Name First Name Middle Name Date of Filing Position Number of working Days Type of leave Dwork Ltype number text Field name Office Lname Fname Mname Dfiling Pos Field Type text text text text date/time text 4.30 27 Time in Time out Timein Timeout date/time date/time 4.4 Pay Slip Data Entry Name Pol No.2.
2.6 General Payroll Data Entry Number Name Position Monthly Salary Gross Salary Adcom Net pay Field name Num Name Pos Msal Gsal Adcom Net Field Type text text text number number number number 4.2. Of Absences Field name Lname Fname Mname late Absences Field Type Text Text Text number number 4.3 Inputs Name of Reports: Number of Copies: Frequency of Distribution: Purpose: DTR 1 daily Absences and Tardiness .5 Certificate of absences and tardiness Data Entry Last name First name Middle name No. Of late No.31 27 4.
Name of Reports: Number of Copies: Frequency of Distribution: Purpose:
PEF 2 every December and June Employees’ Performance
Name of Reports: Number of Copies: Frequency of Distribution: Purpose:
Personal Data Sheet 1 Hiring for Employment
Name of Reports: Number of Copies: Frequency of Distribution: Purpose:
Certificate of Tardiness and Absences 1 Cut off period computation of no. Of late and absences
4.4 Processes 4.4.1 Update_employee_information Begin If June or December then HRMO give PEF End if Store employee info to Employee File End
4.4.2 Record_daily_time Begin Employee DTR record time Store DTR to DTR file End 4.4.3 Generate_Cerificate_of_Tardiness/Absences Begin Compute Tardiness and Absences Generate Certificate of Tardiness and Absences End 4.4.4 Compute_gross_pay Begin If cut off period then Give certificate of Tardiness and Absences from DTR file Get total no. of tardiness and absences Check for available leave points If leave points is available then Deduct tardiness and absences to equivalent leave points End if Calculate gross pay from monthly salary and total no. of tardiness & absences End if End
4.4.5 Calculate_deduction Begin Get gross pay Get tax contribution Compute withholding tax from gross pay Get PAG-IBIG contribution Compute PAG-IBIG deduction from gross pay Get PhilHealth contribution Compute PhilHealth deduction from gross pay Get GSIS contribution Compute GSIS deduction from gross pay Get loan contribution Compute loan deduction Compute total deduction End
4.4.6 Calculate_netpay Begin Get gross pay Get total deductions Calculate net pay End
Last name First name Middle Initial Monthly Salary Tardiness and Absences Net Pay Loan Balance GSIS contribution .35 4.5 Files Name of File: Employee File Data Needed: Employee Id no.4.7 Generate _report Begin If pay period then Print pay slip End if Print BIR remittance Print GSIS remittance Print Pag-Ibig remittance Print Philhealth remittance Print Loan remitance End 4.
36 Withholding tax Dependents Pag-ibig contribution GSIS ID no. PAG-IBIG ID no. Employee name Cut off period Time in Time out Absences Tardiness Name of File: General Payroll File Data Needed: Employee name Employee ID Position Monthly Salary Number of days absent . PHILHEALTH no. TIN Name of File: DTR File Data Needed: Employee Id no.
37 Number of days late Gross salary Adcom Net pay Deductions Name of File: Tax table Data Needed: Employee id no. Employee name Civil Status Dependents Exemption Withholding tax Percentage Name of File: Pag-Ibig Deduction Table Data Needed: Employee Id Employee name Contribution Name of File: PhilHealth Deduction table Data Needed: Employee Id Employee name Contribution .
6 Outputs Name of Report: Prepared By: Number of Copies: Pay Slip Treasury Office 2 .38 Name of File: GSIS deduction File Data Needed: Employee Id Position Range Contribution Name of File: Loan File Data Needed: Employee name Loan amount Loan history Loan Balance Name of File: Tax Table Data Needed: Status Range Base Tax Bracket Percent Over 4.
39 Frequency of distribution: Purpose: Source Document: Pay Period Pay Period DTR. Total Deduction. Total deduction Name of Report: Prepared By: Number of Copies: Frequency of distribution: Purpose: Source Document: Electronic BIR Remittance Accounting Office 3 Cut off period Deduction Remittance Tax deduction Name of Report: Prepared By: Number of Copies: Frequency of distribution: Purpose: RF-1 Accounting Office 3 Cut off period Deduction Remittance . General Payroll Name of Report: Prepared By: Number of Copies: Frequency of distribution: Purpose: Source Document: General Payroll Treasury Office 2 Pay Period Pay Period DTR.
40 Source Document: PhilHealth deduction Name of Report: Prepared By: Number of Copies: Frequency of distribution: Purpose: Source Document: Loan Remittance Accounting Office 3 Cut off period Deduction Remittance Loan deduction Name of Report: Prepared By: Number of Copies: Frequency of distribution: Purpose: Source Document: GSIS Remittance Accounting Office 3 Cut off period Deduction Remittance Loan deduction Name of Report: Prepared By: Number of Copies: Frequency of distribution: Purpose: Source Document: Pag-ibig Remittance Accounting Office 3 Cut off period Deduction Remittance Pag-ibig deduction .
This is a problem because employees can just ask their co-worker to log their name even if they are not yet really in the office. all the copies should also be updated. Calculating all the employees' salary is not easy. which means around 200 salary computations. Different departments hold copies of the documents so that when the documents have to be updated. There are times when the . All of their salary has to be manually calculated using the calculator. before inputting and saving the data to MS Excel. Due to this manual system. data redundancy. They use DTR for attendance to log in and out of work. there are more paper works. data redundancy is committed.41 4. complicated interface. file retrieval and back-up. It takes a lot of time and effort. Next is the data redundancy. It is where they input necessary data for the computation of the salary. The Treasury Department uses MS Excel Application in their payroll system. This establishment has around 200 employees. they encounter problem in attendance monitoring. First. Another problem is the error in calculations. The complicated interface of the application plus the large number of data to be inputted makes it hard for the person in charge to do the work faster. There is no way to know if employees really work on time. Noveleta Municipal Office encounters problems such as problems with attendance monitoring. It takes the department 5 days to finish the computation. error in calculations. and unsecured files. As a result. The current payroll system of the municipality is done manually. Printed copies of documents are sent to departments involved. This particular problem results to slow payroll process.7 Problem Areas In using their current Payroll System.
. when the computer fails. The treasury department uses only one computer only for data storage. Retrieval and back up of file is another problem. All computations are saved in that computer without other back up.42 person in charge of the computation gets confused with the numbers or inputs of wrong amount. which leads to errors and inaccurate financial transactions. there will be no other means to retrieve the files. Another thing is that there is no CD driver installed and the floppy disk is not working. Since the Municipality is a public area. unauthorized persons can easily view important files from the computer and alter some data without others noticing it. The problem is. Lastly is confidentiality and security of data. They are not able to get a softcopy of the data.
instead of the usual DTR. A biometrics system is used to record the hours worked. the system automatically computes salary for the given pay period. It provides accurate and efficient computation of employees’ salary. which is done by the Treasury Office. The HRMO will be responsible for the Daily Time Record. The treasury office is in-charge of the salary computation and maintenance modules. and Absences Modules. After getting the hours worked. The attendance record is updated every time an employee logs-in and out of work.CHAPTER 5 The Proposed System 5. Attendance recording and monitoring is included in the system which makes getting the total number of hours worked fast and easy.1 System Overview The proposed Network-based payroll system for Noveleta Municipal Office is the solution to the problems encountered using their current manual process. The salary of the regular employees is based on the plantilla while the salary of the . Important files are secured and can be accessed only by authorized persons. Leave. The payroll process starts by getting the hours worked by the employees within the cutoff period. The departments that will be given access to the system are the Treasury Office and Human Resource Management Office. so that only authorized users may be able to access the file. Files can be easily manipulated and organized. The computation which includes deductions is error free and takes less time to accomplish. Files are protected using passwords. Employees have to scan their finger print on the scanner to record the time they start and finish working.
If approved. General payroll contains payroll information such as the name. deleting or editing records are easily done. The proposed system is network-based. by just clicking the labeled button for the desired function. for them to know the amount deducted from their salary and the total amount of salary they will get. ADCOM. The system generates necessary reports such as pay slip. which is 1. Regular employees receive PERA. the users may just access data they need via the computer/ system. BIR. users save time and effort in performing tasks. Travel Allowance and Cash Gift are given only to the office heads. Withholding tax and loans. A module for File maintenance is included.44 employees with job order is based on the mayor’s specification. The computation of salary also includes deductions such as GSIS. clothing allowance and productivity allowance. When gathering data. The pay slips are produced by the system and are given to employees. 13month pay. remittance report and general payroll. absences of regular employees are deducted from the leave points. It is printed and given to the accounting office for record keeping. Through this. Pag-ibig. Remittance report is given to the Accredited Agencies such as GSIS.25 days per month. it allows sharing of information among different users of the system. . position and address of employees who receive payroll and the amount of salary they receive for each pay period. It will ease updating and sorting of records. Transactions for maintenance such as adding. Pag-ibig and Philhealth. Added benefits such as the RATA. instead of personally going from one department to another. Back-up and recovery of files are also provided so that copies of files may be reproduced when needed or be restored when accidentally deleted.
Biometrics is used for record attendance. 8. 5. To provide a user-friendly and easy access system. It covers all the transactions for all types of employees. 4. . attendance can be monitored by the system. 3. and Maintenance.45 5. 6. Log-in Log-out. Instead of DTR. Through this. To provide backup and recovery. 2. attendance information and maintenance module. Leave and Absences. 7. The scanner is connected to the system. To ensure an accurate computation of employees salary. Benefits and Allowances. Daily Attendance Record. To provide modules such as salary computation. To offer a biometric system using finger print scanner for the Time Management System of the municipal. It has modules for Salary Computation. To provide security through the use of passwords and access level .2 System Objectives The proposed Network-based Payroll System for Noveleta Municipal Office has the following objectives: 1. to access the attendance record which would be used for the computation of salary. To generate necessary reports. 5. To computerize the municipal’s manual payroll system in a network-based environment.3 Scope The proposed system focuses on the payroll of Noveleta Municipal Office.
The system automatically computes for the salary for a given pay period. The system is network-based which allows sharing of information in less time. General Payroll and Remittance Report. Back up and recovery is also provided. The computation includes deduction from GSIS. Remittance report is given to the Accredited Agencies such as GSIS. It is printed and given to the accounting office for record keeping. 13month pay. Accurate calculations are done in order to come up with the correct amount of salary. ADCOM. loan and withholding tax. For security. These benefits and allowances are given to regular employees in certain time of year.46 The computation of salary is included in the system. position and address of employees who receive payroll and the amount of salary they receive for each pay period. File maintenance is included in the system. Pag-ibig. The pay slips are produced by the system and are given to employees. . Philhealth. the system includes level of access and passwords so that authorized users are only given permission to access the system. Computation for the Benefit and Allowance is also included in the payroll. BIR. clothing allowance and productivity allowance. Adding. and editing of records are easily done using the system. deleting. Added benefits such as the RATA. General payroll contains payroll information such as the name. Travel Allowance and Cash Gift are given only to the office heads. The system also produces pay slips. Regular employees receive PERA. Pag-ibig and Philhealth.
HRMO will not be having trouble manually computing the attendance. which allows sharing of information in less time. The system includes provided passwords and access level. only authorized users are given permission to access the system. The hardware is already connected to the system which updates the attendance. files can be copied or restored. It is designed with buttons and labels so that functions are easy to know and understand. This makes files and other important documents protected. Features and benefits are offered to improve their manual system. The use of finger print scanner can also prevent employees from cheating their daily attendance records. Firstly. It is network-based.47 7 5. which lessens human errors.4 System Justification The proposed payroll system is needed to solve the problems encountered by the current payroll process of the municipal. Data they need could be acquired through the system. it provides accurate computation. employees can ask their co-employee to log in their time card when they can’t get to work on time. The scanner verifies the finger print and saves it to the database. payroll process takes less time using the proposed system. they lose no time in performing tasks. Users are more productive. The system is also user-friendly. When using the DTR. The formula for salary and for other inputs is acquired and already programmed in the system. A finger print scanner is provided to record the attendance of employees. which means they do not . File maintenance is included so that record can be added. Lastly. The system automatically computes the salary of employees in every pay period. edited and deleted in less time. This will now be avoided using the finger print scanner. Records can easily be updated. Through backup and recovery. Attendance monitoring is easy. For security.
They access information through the system.48 need to get inputs or information personally from another office. .
of Copies: Purpose: Loan Monthly Amortization LOAN Table 1 For deduction computation .CHAPTER 6 System Design 6. of Copies: Purpose: Allowance Amount ALLOWANCEGRANTS Table 1 For additional compensation on the payroll computation Name of Document: Origin: No. of Copies: Purpose: Time in / Time out Employee 1 For recording time in and out of the Employee Name of Document: Origin: No. of Copies: Purpose: Employee Information HRMO 1 for the information that will be used for the payroll system Name of Document: Origin: No.1 Inputs Name of Document: Origin: No.
of Copies: Purpose: Base Tax and Percent Over TAX Table 1 For deduction computation Name of Document: Origin: No. of Copies: Purpose: PAG-IBIG Amount PAGIBIG Table 1 For deduction computation Name of Document: Origin: No.50 Name of Document: Origin: No. of Copies: Purpose: PHILHEALTH Contribution PHILHEALTH Table 1 For deduction computation . of Copies: Purpose: GSIS share Percent GSIS Table 1 For deduction computation Name of Document: Origin: No.
51 Name of Document: Origin: No. of Copies: Purpose: No. of Copies: Purpose: Rendered Hours DTR Table 1 For computation of total hours worked Name of Document: Origin: No. of Copies: Purpose: Leave Inclusive Dates LEAVE Table 1 For computation of total hours worked Name of Document: Origin: No. of Copies: Purpose: Monthly Rate EMPLOYEE Table 1 For payroll computation Name of Document: Origin: No. of dependent DEPENDENT Table 1 For Deduction .
1 Processes Update Employee Information Begin If New employee Add information to Employee File Else Edit information Save Employee Information End 6.2.52 6.2.2 6.2 Record DTR Begin If status is out Record Time in Else if status is in Record Time out End if End 6.3 Get Absent Begin If Employee not in DTR now Note as Absent .2.
5 Compute Basic Salary Begin Get Monthly Rate. Allowance Grants Amount and Total Hours Worked Compute Basic Salary .53 Else If Employee Rendered Hours is less than 4 Note Half Day End If End If End 6. of leaves End If If Leaves point is available Get hours added from the Leave points End IF Compute Total Hours worked as rendered hours plus hours added End 22.214.171.124 Compute Total Hours Worked Begin Compute Absences If Leave is applied Compute no.
of Employee Dependent. Tax Percent Over Compute Withholding Tax Get PHILHEALTH Contribution Compute PHILHEALTH Deduction Get GSIS percent Compute GSIS Contribution Get PAGIBIG amount Get LOAN Monthly Amortization Compute Loan Deduction Compute Total Deduction End 6.2. Compute Net Pay End .2.7 Compute Net Pay Begin Get Allowance Grants Amount.54 End 6.6 Compute Total Deduction Begin Get Basic Salary Loan Monthly Amortization Get No. Base Tax.
3 Files Filename: EMPLOYEE BIGINT VARCHAR VARCHAR VARCHAR DATETIME VARCHAR VARCHAR VARCHAR CHAR CHAR VARCHAR MONEY VARCHAR Data needed: Employee ID Last Name First Name Middle Name Date of Birth Sex Civil status Address Phone Cell phone No Position Monthly Rate Employee type .2. Payroll End 6.8 Generate Report Begin Generate Remittance.55 6. Pay slip.
Filename: REGULAR VARCHAR VARCHAR VARCHAR VARCHAR VARCHAR FLOAT Data needed: PAGIBIG no.56 46 Filename: EJO VARCHAR DATETIME VARCHAR Data needed: Place Date CTC No. PHILHEALTH No. TIN GSIS No. ID NO. Leave Points Filename: DTR BIGINT DATETIME DATETIME DATETIME VARCHAR FLOAT Data needed: DTRID Time In Time Out Date Status Rendered hours .
57 Filename: ALLOWANCE GRANTS VARCHAR MONEY VARCHAR Data needed: Description Amount Allowance Type Filename: LEAVE BIGINT DATETIME VARCHAR DATETIME DATETIME Data needed: Leave ID Date of Filing Type Date TO Date From Filename: PHILHEALTH INT MONEY MONEY MONEY Data needed: Bracket Range from Range to Contribution Filename: TAX VARCHAR INT Data needed: Status Bracket .
58 Basic Tax Range Percent over Filename: DEDUCTIONS SMALLMONEY MONEY FLOAT Data needed: Deduction ID Total Deduction BIGINT MONEY Filename: LOAN BIGINT VARCHAR MONEY INT NCHAR Data needed: Loan ID Description Principal Term Interest Rate Monthlyamortization MONEY Balance Start Date MONEY DATETIME Filename: WAGE MONEY Data needed: Net Filename: PAYPERIOD BIGINT MONEY Data needed: Pay ID Basic Salary .
4 Outputs 6.59 Total Hours Worked FLOAT ADCOM MONEY Allowance Description VARCHAR Allowance Amount Date From Date To MONEY DATETIME DATETIME 6.4.1 Name of Report: Prepared By: No. of Copies: Purpose: Frequency: Recipient: Pay Slip Treasury 1 show the payroll details every 15th day employee 6.3 Name of Report: Prepared By: No.4. of Copies: Purpose: Frequency: Recipient: Updated Employee Information HRMO 1 show detail information of the employee once HRMO 6.4.4 Name of Report: Remittances .
5 Name of Report: Prepared By: No.4. of Copies: Purpose: Frequency: Recipient: Login Username HRMO 1 to be able to manually login to the system according to access level when needed employee .60 Prepared By: No. of Copies: Purpose: Frequency: Recipient: Treasury 1 show the total remittances to external entity every 15th day employee 6.
1. These requirements are Software.CHAPTER 7 Implementation 7. human resources are the persons who will use the system. Lastly. Hardware and Human Resources.1. Hardware requirements are materials necessary to be able to use the system. Microsoft Visual Studio 2005.2 • • • • • Hardware Requirements Finger Print Scanner Pentium 4 or higher CD – Rom Keyboard Mouse . Software requirements are programs and applications that the computers should have in order to install the system. Crystal report 7. These requirements are all needed when implementing the system.1 Software Requirements Operating System: Application: Microsoft XP or higher version Microsoft SQL.1 Resource Requirement Resource Requirements are things that must be provided in order to successfully implement the system. so it will work properly. 7.
Direct users are the persons who will operate and maintain the system. the direct and indirect users.1 Direct User • • HRMO will operate the employee update information and the attendance information.3. 7.3. There will be 2 users.1. Indirect users are the beneficiary of the system. Treasury will take charge of the payroll computation modules.1. These direct users are the HRMO and Treasury Office.2 Indirect User • Regular and EJO Employees working in the municipality .3 Human Resources Human Resources are the persons who will be using the proposed system. 7.1.62 • • • • • Printer Monitor AVR LAN Connection Router 7. They are the regular and EJO employees working at Noveleta Municipal Office.
This aids the direct users to understand the flow of the system and to properly use each transaction they will encounter. the proponents would provide all necessary information regarding the proposed system such as troubleshooting procedure. . The system will be installed in two computers located at the Treasury Office (first floor) and HRMO Office (second floor). There will be scheduled dates for these activities. and other requirements.2. reinstallation process.2 Training Plans The proponents will conduct training for the direct users to familiarize them with the proposed system. They will be taught enough information regarding the system.2 Installation Plans 7. and the Training proper. Activities for the training plans are Preparation for training.63 7.2. Demonstration on how the system works. In the installation process.1 System Installation The proposed system should be installed as the training is being conducted. 7. maintenance. Installation of the system. The finger print scanner will be placed near the main entrance of the municipal office so that employees may log in as they enter the building before going to their respective offices. Direct and indirect users will be taught on the proper usage and maintenance of the finger print scanner.
Atog HRMO/Treasury Ms.2. giving them time to accomplish other tasks . Marce HRMO/Treasury Mr. They will be able to learn the flow of processes of the payroll little by little.64 Activity Preparation for training Installation of the system Demonstration on how the system woks Training proper Materials Computers Installation CD Software Application Software Application Date Oct 13. Atog Ms. 2008 Oct 14. Training Plans 7. users will slowly become accustomed to the new system. They can compare if the new system is more helpful and convenient to use than the older version. Cruz Figure 1. 2008 User HRMO/Treasury HRMO/Treasury Person/s in charge Mr. It will help them get familiar and adjust to their new working environment. 2008 Oct 15-17. Another reason is that users will be able to compare and evaluate results obtained from both systems.1.3 Conversion Plans The proponents will use the parallel conversion in replacing the proposed system from the manual system. The following are the reasons why the proponents chose this type of conversion: With parallel conversion. Marce Ms. 2008 Oct 20-24. Cruz Ms. They can check if the new system really lessens their workload.
System testing. The transactions and processes should perform according to the requirements and should come up with the desired output.65 7. It will demonstrate the accuracy of the transactions and outputs. Then all the modules were combined as a whole system. and was run again. These modules are tested to make sure that each performs right functions individually and as a whole when connected to each other. making sure that all processes are complete. They used Bottom-up Approach of Integration. Individual modules were run and checked if functions were working correctly. They will check if the proposed system works better than the old system.4 Testing The efficiency of the system will be tested by the proponents. . Salary Computation. Modules are checked. This testing is done to ensure that all aspects of the program design have been implemented in the code. Incorrect were inputted to know if the system could really handle errors and faults.2. This was done by running the whole system. System testing is done to ensure that the system does what the customer wants it to do. The payroll process was performed by running the modules starting from the DTR. The functionality of the system is tested. Unit and integration Testing. Maintenance and Report Generation. The interface was also checked if all buttons were named appropriately and according to its name. This was done by the proponents. All lower level modules were tested first until the top level modules were reached. The proponents will test each module if it works properly and show appropriate output. They will also check if the system and hardware requirements are met.
The customer will test it by running the system.66 Acceptance Testing. Customers will input real data to test the system and make sure that it works properly. . The system’s function and processes are checked if it satisfies the requirements. This is the phase when the system is already complete and ready for customers’ evaluation. The proponents will present the system to the customer.
It takes less time. in the salary computation. and users are able to maximize their time in accomplishing tasks. Computing of the total number of hours worked is also accurate and takes less time. The system automatically adds up the number of hours worked when the employee logs in and out of work through the scanner. maintenance module. 13month pay. The modules are designed to be easily used and understood by users. Compuation of deductions for Philhealth. Withholding Tax and loan is included in the computation. module ensures an accurate computation of employees’ salary. and networking also helps in making tasks easier. Security is provided through the use of passwords and access level. fast and easy. Pag-ibig. The use of salary computation module.1 Conclusion The use of the proposed Network-based Payroll System would make the municipal’s payroll process accurate. It makes maintaining of attendance information easy. Benefits and allowances like PERA. clothing allowance. It lessens human error and saves lot of time. Networking also allows users to share information through the computer. It only takes one click of button to do transactions. The system can be accessed only by direct users such as the HRMO and Treasury Office. ADCOM. productivity allowance and added benefits such as the RATA.CHAPTER 8 Conclusion and Recommendation 8. The use of innovative products such as the Biometrics helps in attendance monitoring. Travel Allowance and Cash Gift are automatically added to their salary. They are the only ones .
users could work on their tasks at home and even on weekends. In making the system online. remittance report and other needed documents. Salary distributed through an Automated Teller Machine (ATM) is another way of advancement for salary distribution. The use of this high-tech device will impose high technology advancement to the municipal office. the proponents recommend that they develop not only a network-based but online payroll system. 8.68 given passwords to the system. Generating of reports is accommodated by the system. . In this method. The use of optical scanner is also recommended for attendance monitoring. The proponents recommend the computation of loans to be included in the future studies. this will keep important files hidden to unauthorized persons. The users can easily print reports such as general payroll.2 Recommendation For the future researchers who will choose payroll as system study. making these files secured and protected. acquisition of salaries is more convenient and safe for employees. pay slip.
APPENDIX A Data Flow Diagram of the Existing System .
70 Context Diagram of the Existing System HRMO PEF Employee Information BIR Tax Remittances BIR 0 GSIS Remittances Pay Slip GSIS Noveleta Municipal Payroll System Employee DTR Philhealth Philhealth Remittances Lending Company Loan Remittances Pag-Ibig Remittances PAG-IBIG .
0 GSIS Calculate Net Pay Net Pay Loan remittance 7.0 Gross Pay Compute Gross Pay 5.0 Recorded DTR Record Daily Time Loan Contribution Tax Contribution D6 Pag-Ibig Deduction Pag-Ibig Contribution 4.71 Level O of Existing System Employee Information 1.0 D1 Employee File Generate Certificate of Tardiness/Absence Tardiness Absences Employee DTR Monthly Salary Certificate of Tardiness and Absences D2 DTR File D8 2.0 Update Employee Information Verified Employee Information Verified Employee Information D1 PEF Employee File HRMO 3.0 D7 Loan File Calculate Deduction Philhealth deduction GSIS Contribution D5 GSIS deduction PAG-IBIG deductions Loan deductions Tax Contribution D4 Tax Table Gross Pay Tax deductions Electronic BIR Remittance Pag-ibig Remittance Total Deductions GSIS Deductions RF-1 Philhealth deductions Remittance GSIS remittance BIR PAG-IBIG Philhealth 6.0 Lending Company Gross Pay Generate Report Pay Slip Employee General Payroll D3 General Payroll File .
2 Get no.0 of Existing System Certificate of Tardiness and Absences 4. of Tardiness and Absences 4.72 Child of Process 4.3 4.4 Net of Tardiness and Absences Deduct Absences and Tardiness from Equivalent Leave Points Gross Pay Calculate Gross Pay . of Total Tardiness and Absences Check for Available leave Points Leave Points Monthly Salary 4.1 Total no.
0 of Existing System Tax deduction 5.73 Child of Process 5.4 Compute GSIS Deduction GSIS deduction GSIS deduction Gross Pay Loan contribution 5.5 Compute Loan Deduction Loan deduction Loan deduction .3 Compute philhealth deduction Philhealth deduction Philhealth deduction 5.1 Compute W/ holding tax Tax deduction Gross Pay Tax Contribution Gross Pay PAG-IBIG contribution 5.6 Compute Total deductions Total Deductions Gross Pay GSIS contribution 5.2 Compute PAG-IBIG deduction PAG-IBIG deduction PAG-IBIG deduction Gross Pay Philhealth contribution 5.
APPENDIX B Data Flow Diagram of the Proposed System .
76 Level 0 of the Proposed System .
0 of the Proposed System .77 Child Process of 4.
78 Child Process of 6.0 of the Proposed System .
APPENDIX C Entity Relationship Diagram .
80 Entity Relationship Diagram of the Proposed System .
APPENDIX D Normalization .
APPENDIX E Screen Shots .
86 DTR Module Salary Computation Module .
Employee Maintenance Module
Regular Employee Maintenance Module
EJO/Casual Employee Maintenance Module
Tax Table Module
Tax Table Module with Maintenance
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