PAYROLL MANAGEMENT SYSTEM

An Institutional Training Report

Submitted to

St. PETERS INSTITUTE OF HIGHER EDUCATION & RESEARCH

In partial fulfillment of the requirements for the Award of the

Degree of B.com Corporate Secretaryship

Submitted by

K BHAVANI (SP18CCUO49)

DEPARTMENT OF CORPORATE SECRETARYSHIP

St. PETERS INSTITUTE OF HIGHER EDUCATION AND RESEARCH

(Deemed to be University U/S 3 of the UGC Act,1956)

Avadi, Chennai–600 054.

JULY 2021
 CERTIFICATE

This is to Certify that the internship report, entitled "A STUDY ON PAYROLL MANGAMENT
SYSTEM IN XLNZ Business Solutions Pvt Ltd ", is a bonafide record of work done by K
BHAVANI, in partial fulfilment of the requirements for the award of the Degree of Bachelor of
commerce in corporate secretaryship, is a record of original training during the Academic Year
2020-2021.

FACULTY GUIDE HEAD IN CHARGE

Dean Arts and Science

Submitted for the viva-voce examination held on ___________

INTERNAL EXAMINER EXTERNAL EXAMINER

 DECLARATION

I, K BHAVANI, hereby declare that the Institutional Training and Project Report,
entitled "A STUDY ON PAYROLL MANGAMENT SYSTEM IN XLNZ Business Solutions
Pvt Ltd", submitted to St. Peters Institute of higher education of Research in partial fulfillment of
the requirements for the award of the Degree of Bachelor of Commerce in Corporate
Secretaryship a record of original training undergone by me during the period (Month & Year )
under the supervision and guidance of ------------------------Assistant Professor,SPIHER. I also
hereby declare that this project has not been submitted to any other University or Institution for
the award of any degree or diploma

PLACE: SIGNATURE OF THE STUDENT

DATE:
 ACKNOWLEDGEMENT

I thank the Almighty God for His presence which enabled me to finish this Internship Project
successfully

I whole heartedly thank -------------------------------- of Company/organization/Institution Name

who gave this opportunity to undergo internship training at TI Cycles India

I am grateful to our Vice Chancellor Dr. Dhananjain, for his immense support to complete this
institutional training

I express our sincere thanks to Dr. L. Mahesh Kumar, Registrar, SPIHER for his moral support
to prepare this project.

I extend my sincere thanks to Maj. Dr. Venkataramana Dean, Arts and Science for his support
for the completion of the training report

I wish to take this opportunity to express our hearty thanks to--------------------------, Head of the
Department, Department of Corporate secretaryship for her/his immense support .further more
my internal Guide Mrs/Mr________________Having lent her valuable time during my
Internship.

I would like to Dedicate My Sincere Thanks to the Company/Organisation/Institution Name for

granting me permission to do this summer Internship Successfully
ABSTRACT
 TABLE OF CONTENT

CHAPTER TITLE PAGE NO.

I ORGANISATIONAL PROFILE

1.1 Introduction

1.2 History

1.3 Vision , Mission, Objectives

1.4 Products / services

II OPERATIONAL NETWORK ORGANOGRAM

2.1 Organisational Structure

2.2 Board and Management

III FUNCTIONING OF VARIOUS DEPARTMENTS

3.1 Finance Department

3.2 Production department

3.3 HR Department

3.4 Quality Department

3.5 Training Department

IV 4.1 SWOT
V JOB PROFILE

5.1 Nature of Job

5.2 Job responsibility

VI PROJECT REPORT

6.1 Introduction

6.2 Objectives of the project

6.3 Findings

6.4 Suggestions

6.5 Conclusion

Appendices
 CHAPTER 1

ORGANIZATION PROFILE

COMPANY NAME : XLNZ Business Solutions Pvt Ltd

ADDRESS : No. 2/10, 2nd Floor, Kurion Complex,

Nelson Manikkam Road, Metha Nagar,
Amanjikarai, Chennai – 600 029.

OWNERSHIP TYPE : Private Limited

REGISTRATION DATE : 22nd February 2019

KEY PERSONS : Kumarasami Govarthanan

Thangaraj Muthukumaran

INDUSTRY : Contract Manpower Outsourcing

TOTAL EMPLOYEES : 700

1
1.1 INTRODUCTION

XLNZ – The Trusted Partner of the Corporate Sector has established its credibility through a
team of professionals by writing success stories in the areas of Cost, Quality & Productivity
which has resulted into strengthening the bottom line and creating the right culture of Brain
Count. XLNZ’s triple vision of CQP has established its credibility of creating ROI in the
Industrial Sector. The Business Model of low cost, high quality & productivity has created the
road map of success stories for XLNZ. The philosophy of ‘Do more with less’, delivery with
performance and attaining high productivity with the right attitude in the industry has become
XLNZ’s brand model.

XLNZ strongly believes in becoming an integral part to strengthen the bottom-line of the
organization involved through cost initiative. The principle of cost benefit analysis as XLNZ’s
business model has been accepted greatly in the industrial sector. XLNZ believes in Zero defects
and reducing the rework cost of an organization. We strive to provide best in class quality
services by transformation from head count to brain count and by stringent & continuous
inspection methodology.

XLNZ believes in Zero defects and reducing the rework cost of an organization. We strive to
provide best in class quality services by transformation from head count to brain count and by
stringent & continuous inspection methodology. XLNZ has been a differentiator by providing
customized human resource for desired productivity with performance guarantee. This has
resulted in XLNZ becoming the client’s choice which is evident by the growth rate from 1000 in
2010 to 8500 associates within a short span of time.

XLNZ’s philosophy is all about giving comfort to our clients by taking full responsibility of their
manpower requirements. Our services range from statutory, employee relations to building the
right culture by making the client’s place a great place to work for the deployed contract
manpower. The bandwidth of the human resources is multi-disciplinary i.e. unskilled, semi-
skilled, skilled and highly skilled with pan India mobilization and presence.

2
PAYROLL MANAGEMENT:

XLNZ dedicated team takes care of the complete payroll lifecycle of the associates working for
us. XLNZ Payroll Management is done through our automated payroll system which runs the
payroll cycle with minimum errors. XLNZ follow the policyof zero errors.

ATTENDANCE MANAGEMENT:

XLNZ dedicated biometric system and our app-based attendance system manages and takes care
of the attendance of our associates deployed pan India. XLNZ follow the closure of attendance
and try to maintain minimum mis punch. All the data is secured in a server that cannot be
breached or manipulated.

STATUTORY COMPLIANCE:
Statutory compliance is maintained at highest order level at their organization as it is vital
information and is used as reference by Corporates and government organizations. For all our
operational purposes, they maintain all related forms and licenses which are based on state wise
norms. For our associates, we maintain the PF, ESI for people from the 1st day of joining.
Moreover, they help and support their employees post exit from our organization by assisting
them in the process of PF amount withdrawal / transfer.

3
1.2 HISTORY

2007 – Inspection of XLNZ Management Solutions2009 –

Foundation of XLNZ Information Systems 2010 –

Achieved 100 Manpower Deployment

2013 – Awarded as Best Talent Acquisition Organization in Chennai by Hyundai 2015 –

Started Centre of Excellence – Academic Initiates in various Universities 2017 – Started Skill

India Training Programme

2019 – Started XLNZ Business Solutions and achieved 700 manpower deployment

AWARDS AND ACHIEVEMENTS

XLNZ is recognized as a Chennai Top Employer for 2021

XLNZ are honored to have been certified as a Top Employer in Chennai, the first time XLNZ
organization has earned this distinction. This certification will encourage the continued
attraction of top talent to their organization and strengthen their offering as a destination
employer into the future.

XLNZ rises to #7 in the recruitment category of the Tamil Nadu’s Most

Admired Companies list
XLNZ rose to #7 in the Tamil Nadu's Most Admired Companies Manpower Recruitment
Industry list, from #25 in 2020 and 2019. Across the scored reputational dimensions, XLNZ saw
significant improvements in Social Responsibility (ranking as #7 most admired manpower
recruitment company in this category in 2021 vs #25 in 2020) and Quality of Products (#9 in
2021 vs #15 in 2020). XLNZ ranks #11 in Innovation and #15 In Global Competitiveness (the
same as 2020).

XLNZ is proud to be included again in the 2021 MW Gender-Equality Index.

XLNZ is proud to be included again in the 2021 MW Gender-Equality Index. Weare honored to
be recognized among the 380 companies that achieve the highest standards in measures of
4
inclusion such as female empowerment and gender payparity, across 44 countries and regions.
This further supports our commitment to build an inclusive and equitable workplace that
empowers all of our associates toachieve their full potential.

XLNZ enters the Top 50 Most Innovative Companies list by Kingston

Consulting Group
XLNZ is proud to be named one of the “Top 50 Most Innovative Companies in the World” by
Kingston Consulting Group. The list ranks companies based on a global survey of executives as
well as the return they have produced for shareholders overthe past three years.

XLNZ receives bronze award for best People Development Program 2020
XLNZ is proud to have received a learning award from the Learning and Performance Institute,
who are known for recognizing the highest achievements in the workplace around learning and
development.

The Association of Talent Development honors XLNZ in 2019

XLNZ is proud to have been recognized by the Association of Talent Development and to receive
the Excellence in Practice Award in 2019 for our commitment to developing talent.

XLNZ recognized with Learning Strategy Innovation Award 2019

XLNZ are delighted to be recognized for our efforts as we continue to go big on learning.

XLNZ makes the 2019 Top Employer list from Science Magazine
XLNZ is delighted and thankful to their associates to be listed one of the top 20 employers after
completing the 17th Annual Top Employer Survey by Science Magazine.

5
1.3 VISION, MISSION AND OBJECTIVES

1.3.1 VISION
To become the Global Institute of Leadership Excellence by being the

 Consort and the Most reliable and trusted Management Solution Partner for Corporate
Companies, Educational Institutions, Overseas and people at large
 Companion for setting up or turning around business ventures through
demonstrated capabilities
 Catalyst for holistic growth and architect of change through empowermentof people
 Creating Academy for Excellence

1.3.2 MISSION

Increase the value of stakeholders (Customers, Investors and Employees) by delivering

integrated and sustainable management solutions, adopt customer’s objectives as ours & help in
exceeding their goals

Bring client’s needs and quality resources together for achieving service excellence Nurture a
collaborative environment founded on mutuality of responsibilities, trust & rewards

Stay ahead of competition by innovating newer lines of service offerings based on the changing
needs of clients, market trends and technological advancement

6
1.3.3 OBJECTIVE
XLNZ’s triple vision of CQP has established its credibility of creating ROI in the Industrial
Sector. The Business Model of low cost, high quality & productivity has created the road map of
success stories for XLNZ. The philosophy of ‘Do more with less’, delivery with performance and
attaining high productivity with the rightattitude in the industry has become XLNZ’s brand
model.

 Optimizing Cost

 Ensuring Quality

 Focus on Productivity

1.4 PRODUCT / SERVICES

 Staffing Management
 Job Contract / Contract Manufacturing
 Talent Acquisition
 Learning and Development
 Business Consulting

Staffing Management

XLNZ has been a differentiator by providing customized human resource for desired
productivity with performance guarantee. This has resulted in XLNZ becoming the client’s
choice which is evident by the growth rate from 1000 in 2010 to 8500 associates within a short
span of time.

XLNZ philosophy is all about giving comfort to our clients by taking full responsibility of their
manpower requirements. Their services range from statutory, employee relations to building the
right culture by making the client’s place a great place to work for the deployed contract
manpower. The bandwidth of the human resources is multi-disciplinary i.e. unskilled, semi-
skilled, skilled and highly skilledwith pan India mobilization and presence.
7
Job Contract
XLNZ has established its credential by writing success story on its business model of Job
Contract. XLNZ ensures its performance delivery by undertaking the entire operations activity as
a Job Contract model for any client. The model has written its success story by delivering the
desired result to the client with management of shop floor by providing customized expertise.

The Job Contract Model is a work/job specific staffing solution that manages all aspects and
responsibilities of the specific work assigned. Their expert professionals work directly from your
facility providing complete management of temporary workforce from order fulfillment to
payroll processing.

Contract Manufacturing

In the present competitive environment, for any Industrial establishment, success can be
maintained through ‘Low Cost, High Productivity’ coupled with a philosophy of ‘Do More
with Less’. This is attainable through their Contract manufacturing model wherein we implement
the concept of Brain count instead of Head count. The Contract Manufacturing Model is an
agreement between XLNZ and the client with an intention to undertake the production activities
and facilitate the delivery of products in a seamless manner.

XLNZ understand the specific needs and recognize the potential hurdles associated with the
process. We provide guidance on optimizing process outcome with desired timelines. This
model exemplifies the concept of company within company where XLNZ can become your
trusted partner who do not merely promise but deliver.

Job Contract

XLNZ has established its credential by writing success story on its business model of Job
Contract. XLNZ ensures its performance delivery by undertaking the entire operations activity as
a Job Contract model for any client. The model has written its success story by delivering the
desired result to the client with management of shop floor by providing customized expertise.

8
The Job Contract Model is a work/job specific staffing solution that manages all aspects and
responsibilities of the specific work assigned. Their expert professionals work directly from your
facility providing complete management of temporary workforce from order fulfillment to
payroll processing.

Contract Manufacturing

In the present competitive environment, for any Industrial establishment, success can be
maintained through ‘Low Cost, High Productivity’ coupled with a philosophy of ‘Do More with
Less’. This is attainable through our Contract manufacturing model wherein we implement the
concept of Brain count instead of Head count. The Contract Manufacturing Model is an
agreement between XLNZ and the client with an intention to undertake the production activities
and facilitate the delivery of products in a seamless manner.

XLNZ understand the specific needs and recognize the potential hurdles associated with the
process. They provide guidance on optimizing process outcome with desired timelines. This
model exemplifies the concept of company within company where XLNZ can become your
trusted partner who do not merely promise but deliver.

Recruitment Process Outsourcing

XLNZ's RPO is a flexible, scalable and highly effective solution to the absolutely critical results
of a specific portion of the recruiting process or a specific department within the organization.
Their RPO service can simplify your recruitingprocess; find the right candidate who is more than
a combination of qualification and experience. They focus on personality and skills in addition to
assessing their interest level. They provide a candidate who can seamlessly blend into the
work environment and company culture thereby making this service a consistent and reliable
solution.

With new businesses or new processes in place, clients may require help in their hiring needs.
Our recruiters work in the client’s organization by coordinating and managing the entire hiring
process in an effectual way. Our RPO services are both flexible and scalable in terms of hiring
skilled personnel for a team or on boarding an entire team. We embrace changes and provide
9
quick solutions to your urgent hiring needs.

Exclusive Search Process

They believe in maintaining candidate exclusivity. Candidates are not "shopped around" or
presented to other clients. Their exclusivity lies in the micro level of detailing we carry out as
far as the candidates or organizations are concerned. Their exclusive search process is
innovative, moves at a rapid pace and makes clever use of AI, Machine Learning and other
software to source the perfect hire.

The needs of clients differ and so does our hiring solutions. For instance, a company may want
to fill a confidential position in a highly susceptible market. A selected team of experienced
professionals reporting to our chairman work discreetly on this position and identify key talent
who fit the bill. For the agreed upon time frame, They are totally committed to filling only your
position. This concerted effort gives fast results. Within a minimum span of 30 days, they
provide3-5 qualified professionals for interviews.

They are able to connect with the best candidate through a battery of tests that is designed to
gauge their capabilities on various parameters. These tests effectively assess the potential
candidate’s Leadership, Decision Making, Strategic and other specific skill sets that are required
for important job roles. They use certified psychometric tests that are of international standards.

They generally request thirty days in order to provide our best service however our goal is to fill
your position as quickly as possible.

Engineering Search

XLNZ has specialized in onboarding the right fit in Engineering services for the Clients. This is
also supported by our Data Bank, which has been built through Head Hunting and other allied
hiring strategy methods.
CURRENT PROJECTS

 XLNZ currently outsourced 25 Manpower to Hyundai

10
  XLNZ currently outsourced 30 Manpower to Yamaha

 XLNZ currently outsourced 35 Manpower to Ashok Leyland

 XLNZ outsourced 50 Manpower to Usha Fire and Safety

TIE-UPS AND PARTNERSHIP

 XLNZ tied-up with Hyundai for Manpower Supply

 XLNZ tied-up with Yamaha for Manpower Supply

 XLNZ tied-up with Ashok Leyland for Manpower Supply

 XLNZ tied-up with Rane for Manpower Supply

 XLNZ tied-up with Usha Fire and Safety for Manpower Supply

 XLNZ Partnered with various Manpower Consulting Firms in Chennai

11
 CHAPTER 2

OPERATIONAL NETWORK ORGANOGRAM

2.1 ORGANISATIONAL STRUCTURE

Mark Thomas
(CEO)

Muthukumaran Kandasamy Sethuraman

Govarthanan
(Operations (Finance (Marketing
Director) Director) Director)

Jegan Francis Priya (Asst

Rajalakshmi (HR
(Operations (Accounts Manager -
Manager) Manager) Manager) Marketing)

Suthan (Asst Ishwarya

Ashok (Assistant Rajan (Payroll
Manager - (Marketing
Manager - HR) Manager)
Operations) Executive)

Santhosh
Balaji (HR Zahir (Accouts
(Marketing
Executive) Executive)
Executive)

Mohammed Rahim
Manoj (HR
(Accounts (Marketing
Executive)
Executive) Executive)

Ram (HR
Executive)

Sriram (Admin
Executive)

12
2.2 BOARD AND MANAGEMENT

BOARD OF DIRECTORS

 MR. GOVARTHANAN

Mr. Govarthanan is the HR Director of the organization. He holds MBA in HR from

Anna University. He is having more than 10 years of extensive experience in Human

Resources Management. He is having prior experience working in various Multi-National

organization including L&T and TCS. He was awarded as a Most Promising HR Manager

in L&T in the year 2015.

 MR. MUTHUKUMARAN

Mr. Muthukumaran is the Operations Director of the organization. He holds MBA in

Business Operations from Anna University. He is having more than 20 years of extensive

experience in Business Operations. He is having prior experience working in various

Multi-National organization including IBM and Wipro. He was awarded as a Best

Individual Performer in Business Developement in IBM the year 2011, 2012 and 2014

 MR. KANDASAMY

Mr. Kandasamy is the Finance Director of the organization. He holds MBA in Finance

from Anna University. He is having more than 30 years of extensive experience in

Accounting and Finance. He is having prior experience working in various Multi-

National organization including Deloitte and L&T. He is the Gold Medalist in Anna

University. He achieved various awards including Best Chief Financial Advisor in

Business News.

13
 MR. SETHURAMAN

Mr. Sethuraman is the Marketing Director of the organization. He holds MBA in

Marketing from Anna University. He is having more than 25 years of extensive

experience in Business Development. He is having prior experience working in various

Multi-National organization including IBM, Wipro, CTS and TCS.

He holds various awards including Best Employee of the Year 2009, 2010, 2011 and

2012 in IBM. He was recognized as a Chief Business Development Advisor in CTS and

TCS.

14
 CHAPTER – 3

FUNCTIONING OF VARIOUS DEPARTMENTS

XLNZ Business Solutions Private Limited has the following maindepartments or

functions:

 Production

 Research and Development

 Purchasing

 Marketing

 Human Resource Management

 Accounting and Finance.

3.1 PRODUCTION DEPARTMENT

The Production function undertakes the activities necessary to provide the XLNZBusiness

Solutions clients products or services. Its main responsibilities are:

 Production planning and scheduling

 Control and supervision of the production workforce

 Managing product quality (including process control and monitoring

 Maintenance of plant and equipment

 Control of inventory

 Deciding the best production methods and factory layout.

15
Close collaboration will usually be necessary between Production and variousother

functions within XLNZ Business Solutions:

 Research and Development, concerning the implications of product designfor

production methods and cost

 Marketing, concerning desired product functionality, appearance, quality,durability

and so on

 Finance, concerning the availability of funds for purchase of new equipmentand the
acceptability of inventory levels.

 Human Resource Management, concerning staff motivation implications ofjob design

and production methods.

3.2 THE RESEARCH AND DEVELOPMENT DEPARTMENT

The Research and Development (R&D) department in XLNZ Business Solutions is concerned

with developing new products or processes and improving existing products/processes. R&D

activities must be closely coordinated with the organisation’s marketing activities to ensure that

the organisation is providing exactly what its customers want in the most efficient, effective and

economical way.

16
3.4 PURCHASE DEPARTMENT

The Purchasing department is concerned with acquiring goods and services for use by XLNZ

Business Solutions. These will include, for example, raw materials and components for

manufacturing and also production equipment. The responsibilities of this function usually extend

to buying goods and services for the entire organisation, including, for example, office

equipment, furniture, computer equipment and stationery. In buying goods and services,

purchasing managers must take into account a number of factors – collectively referred to as

‘the Purchasing Mix’, namely, Quantity, Quality, Price and Delivery.

Quantity - Buying in large quantities can attract price discounts and prevent inventory running

out. On the other hand, there are substantial costs involved in carrying a high level of inventory.

Quality - There will usually be a trade-off between price and quality in acquiring goods and

services. Consequently, Production, R&D and Marketing Functions will need to be consulted to

determine an acceptable level of quality which will depend on how important quality is as an

attribute of the final product or service of the organisation.

Price - Other things being equal, the purchasing manager will look for the best price deal when

procuring goods and services, although price must be considered

17
in conjunction with quality and supplier reliability, in order to achieve best value, rather than

lowest price only.

Delivery - The time between placing an order and receiving the goods or services, the lead

time, can be critical for production planning and scheduling and also has implications for

inventory control. Suppliers must therefore be evaluated in terms of their reliability and

capability for on time delivery.

In short, the ‘purchasing mix’ can be considered as making sure that the XLNZ Business

Solutions has the right amount, of the right quality, at the right price, in the right place at the

right time!

3.5 MARKETING DEPARTMENT

Marketing in XLNZ Business Solutions is concerned with identifying and satisfying customers

needs at the right price. Marketing involves researching what customers want and analysing how

the organisation can satisfy these wants. Marketing activities range from the ‘strategic’,

concerned with the choice of product markets to the operational, arranging sales promotions,

producing literature such as product catalogues and brochures, placing advertisements in the

appropriate media and so on. A fundamental activity in marketing is managing the Marketing

Mix consisting of the ‘4Ps’: Product, Price, Promotion and Place.

Product - Having the right product in terms of benefits that customer’s value.

Price - Setting the right price which is consistent with potential customers’ perception of the

value offered by the product.

18
Promotion - Promoting the product in a way which creates maximum customer awareness and

persuades potential customers to make the decision to purchase the product.

Place - Making the product available in the right place at the right time – including choosing

appropriate distribution channels.

3.6 HUMAN RESOURCES DEPARTMENT

The Human Resources department in XLNZ Business Solutions is concerned withthe

following:

Recruitment and selection - Ensuring that the right people are recruited to theright jobs.

Training and development - Enabling employees to carry out their

responsibilities effectively and make use of their potential.

Employee relations - Including negotiations over pay and conditions.

Grievance procedures and disciplinary matters - Dealing with complaints from employees or

from the employer.

Health and Safety matters - Making sure employees work in a healthy and safe environment.

Redundancy procedures - Administering a proper system that is seen to be fair to all concerned

when deciding on redundancies and agreeing redundancy payments.

Organisations are dependent on their employees. Consequently, their recruitment and selection

require careful management. In recent years, the Human Resources function has attained a more

important status as there has developed an increasing need to ‘get the most’ from employees, in

terms of customer service, for the benefit of the organisation.

19
3.7 ACCOUNTING AND FINANCE DEPARTMENT

The Accounting and Finance department in XLNZ Business Solutions is concernedwith the

following:

 Financial record keeping of transactions involving monetary inflows oroutflows.

 Preparing financial statements (the income statement, balance sheet and cash flow
statement) for reporting to external parties such as shareholders. The

financial statements are also the starting point for calculating any tax due onbusiness

profits.

 Payroll administration Paying wages and salaries and maintaining

appropriate income tax and national insurance records.

 Preparing management accounting information and analysis to help

managers to plan, control and make decisions.

20
 CHAPTER – 4

SWOT

SWOT stands for Strengths, Weaknesses, Opportunities, and Threats, and so a SWOT Analysis

is a technique for assessing these four aspects of XLNZ Business Solutions

STRENGTHS WEAKNESSES

Diverse customer base Lack of Scale

Broad and balanced service portfolio The majority of revenues are

Strategic partnerships. concentrated

OPPORTUNITIES THREATS

Increasing demand for cloud-based Intense Competition

solutions Employee attrition

Growing enterprise mobility market

XLNZ Business Solutions Private Limited is a Manpower services and solutions provider and

offers technology-based business solutions. XLNZ is headquartered in Chennai, India.

21
STRENGTHS IN THE SWOT ANALYSIS:

Diverse customer base: XLNZ Business Solutions has strategically positioned itself to

target diversified end markets. XLNZ Business Solutions offers Manpower services for various

industries including telecom, banking, manufacturing and financial services etc. Providing

services to such a wide customer base reduces business risks.

Broad and balanced service portfolio: XLNZ Business Solutions has a broad and

balanced service portfolio. The spectrum of services that XLNZ Business Solutions offers

include: telecom and enterprise solutions, Mapower services, Business processing outsourcing

(BPO) and enterprise services. With such a wide range of offerings, XLNZ Business Solutions is

able to attract a diverse base of customer.

Strategic partnerships: XLNZ Business Solutions has established a partner program

through which are specifically designed to develop tools to support technology products. Such an

established network of partners provides the company with a technological boost which helps it

to provide more value to its customers.

WEAKNESSES IN THE SWOT ANALYSIS:

Lack of Scale: XLNZ Business Solutions competes with giants like Yamaha, Hyundai and

Honda. As compared to the peers, XLNZ Business Solutions has the lack of scale. INFY 2019,

XLNZ Business Solutions could only generate 1/20th of the revenues generated by its

competitors. This puts XLNZ Business Solutions at a position of disadvantage.

22
The majority of revenues are concentrated: The majority of XLNZ Business Solutions

revenues come from South India which is a weakness since the company is susceptible to any

economic or political changes that occur in these markets.

OPPORTUNITIES IN THE SWOT:

Increasing demand for cloud-based solutions: The Global market for cloud- based

services is expected to show strong growth in the years to come. With improving Manpower

infrastructure in developed and emerging nations and advancement in technology, cloud-based

services are expected to take grow at a CAGR of 19% till 2019. XLNZ Business Solutions has

established a market for cloud-based service and is expected to benefit from the increasing

demand.

Growing enterprise mobility market: With increasing mobile working population and

emergence of smartphones, business applications are expected to take over the market for

enterprise mobility. The global enterprise mobility solutions market is expected to grow at a

CAGR of 24.7% until the year 2021.

XLNZ Business Solutions offers a wide range of enterprise mobility solutions and hence is

expected to benefit from the growth in demand.

23
THREATS IN THE SWOT ANALYSIS:

Intense Competition: XLNZ Business Solutions is present in an ever evolving Manpower

industry which is highly competitive. The company competes with large scale companies like

Yamaha, Hyundai, Honda etc. Intense competition leads to pricing pressures and threatens to

erode market share.

Employee attrition: The Manpower industry in India faces high attrition rate as there are the

high number of opportunities for people in the Manpower sector and employees generally get

attracted towards higher compensation. This increases the company’s overall expenditure on

hiring and training.

24
 CHAPTER – 5

JOB PROFILE

5.1 NATURE OF JOB

ADMIN EXECUTIVE

 I am responsible for providing personalized secretarial and administrativesupport to the

executive in a professional and timely manner.

 I will works one-to-one with the executive on a wide variety of matters.

 I must be flexible to meet the demands of our growing organization.

 I will have a cheery disposition, impeccable organizational skills, and prior experience in

an assistant role.

5.2 JOB RESPONSIBILITES

 Assume the role as the primary point of contact between the executives and

internal/external clients

 Maintain a daily electronic journal, arrange meetings and appointments and provide

reminders as needed; maintain a master corporate calendar of all conferences, all-hands

events, holidays, and vacations

 Handle requests, feedback, and queries quickly and professionally

 Arrange executive travel, hotel and dining arrangements as needed

 Take dictation and meeting minutes, accurately enter notes and distribute

 Monitor office supply levels; reorder when appropriate

 Maintain strong relationships with vendors and keep price data in order to get the best

25
 pricing on supplies and services

 Produce professional-quality reports, presentations and briefs

 Develop and carry out an efficient documentation and filing system for bothpaper and

electronic records

 Delegate tasks as appropriate to other members of the team

26
 CHAPTER-6

PAYROLL MANAGEMENT SYSTEM

6.1 INTRODUCTION

Payroll is the procedure by which employers reimburse the employee for the amount of work
that he or she has done. Though, payroll seems like everyday duty, there are many complicated
aspects including, taxes and maintaining accuracy that needs to be performed with utmost
caution. Software on the payroll system helps manage the long list of data with exactness and
perform the calculation without minimum error.

A specialised course in payroll systems is important for those who are entrusted with managing
the intricate processing systems. The course provides detailed information about the system and
how to deal with the various unique situations that occur within the payroll system. This course
will allow the learners to generate reports on payroll functions that are necessary to undertake
numerous supervisory and management tasks. Learners are also exposed to leave accrual and
hiring and separation policies.

The course aims to provide primary knowledge and understanding of processes involving basic
calculations and preparation of a payroll. Learners will also acquire knowledge about payroll
processes, procedures and the skills required in undertaking routine as well as some special tasks.
The course will also help the learner identify employees’ pay differentiation and entitlements. It
will enable them to make calculations in relation to gross and net pay. They will also be able to
comprehend the necessity of accuracy and security while performing the jobs related to payroll.
This course will give the learners an opportunity to produce an academic validation for their
skills and knowledge in order to display their abilities to the employers and secure a position. It
will empower the takers with all the necessary know-how to be an efficient worker in the area.

Pre-Existing System of Payroll Management System:

The pre-existing system for this purpose is offline so doesn’t require any device or internet
connection. Previously all the information was written on the papers and the employees are hired
to manage the paperwork of the company.

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All this work will be depended on the individual’s working speed. All the employees have to
synchronize the paperwork manually by communicating with each other.

This paperwork takes a lot of time and requires more space to store safely and all the additional
resources required to ensure safety. In this system, there is no surety or reliability as humans are
likely to make an error.

Drawbacks of Payroll Management System:

Required a lot of paperwork.

Everything is done on paper and these are highly prone to damages and require agood amount
of security and space to store.
Required Buying of goods more frequent as compared to the online system. Likely to have an
error.
Lack of storage space for the documents.

If these files are less in number then it is not that big problem but if the number increases then
searching for a particular document can give a personal nightmare as these are more prone to
damages and even it gets the searching job done the time required to do the job is not ideal at
all.

Require more physical work and man power.

Editing is another level of problem in those paper documents the only option is to make new
documents if any correction needs to be made that is not good at all for the environmental
credentials.

An Employee of Payroll Management System:

Even after all the digitization of the industry, there will always be a requirement of an eligible
employee for the correct management of events. These are the individual who works part-time
or full-time by the contract of employment with the administration of the company, which could
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be written or oral.

Department of Payroll Management System:

These are the different fragments of the company which are divided as the department. Each
department has assigned the id and name to avoid any kind of confusion.

Every department has an individual head who could be in the administration. Every department
works individually and provides the performance accordingly. Each department will have a
manager who will manage the department.

Salary of Payroll Management System:

It is a periodic payment from an administration to an employee, which is decided when a

contract is signed between the employee and employer.

It could be different for the employees working in different departments or designation and can
be paid in the different period it may be weekly, hourly and monthly or maybe hired for some
special work rather than on a periodic basis.

For the business company, it could be the cost of acquiring and retaining human resources for
running the company’s business operations. In accounting, salaries are recorded in payroll
accounts these are just the accounts that are designated by the company where salary will be
credited after the decided period.

Er Diagram of Payroll Management System:

An entity-relationship diagram (ERD) represents the relationships among entity sets stored in a
database. An entity in this context is a component of data. We can say that ER diagrams illustrate
the logical structure of databases. At first, peek an entity-relationship diagram that looks similar
to a flowchart. It is the different symbols, and the meanings of those symbols, that make it
unique.

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Entity:

Entities are the rectangle shape which represents entity set.

Attributes:

Attributes are the properties of entities. Attributes are represented by means of ellipses. Every
ellipse represents one attribute and is directly connected to its entity (rectangle). In the Payroll
management system, we take the following entity shown in the figure below:

Administration:

This entity will consist of details of the people working in the administration. It is the head of all
other entities if we create a flow chart of the system. The people working in the administration
are the staff persons that’s why they will be identified by the staff id and not the employee is.

Administration:

This entity will consist of details of the people working in the administration. It is the head of all
other entities if we create a flow chart of the system. The people working in the administration
are the staff persons that’s why they will be identified by the staff id and not the employee is.
This entity has the following attributes:

Staff-id:

This is the primary key for this particular entity. It will be assigned to each staffperson and
will be used to uniquely identify the individual working person.

Payroll Process Overview

The payroll process typically includes calculating employee pay, recording payroll
transactions and determining and paying payroll taxes. A company must have in place a
timekeeping system that accurately reflects the hours put in by nonexempt employees as well as
the regular salary payments for exempt workers. Employers typically withhold federal income

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tax from employee earnings; at the end of the year, they must report all wages, tips and other
compensation paid. Companies also must withhold Social Security and Medicare contributions
from employees' wages and pay a matching amount.

In-House
Some smaller businesses conduct their payroll using a manual system. While inexpensive, this
method may increase the chances of errors and could prove time-consuming for companies with
more than a few employees. With a computerized system, the employer can utilize payroll
software to process its payroll on-site. Some larger companies can afford the computer systems
and staff to process payroll on their own. Because they spread their costs over a large workforce,
they experience lower per-check expenses than smaller firms.

Outsourced
Outsourcing takes place when a business hires a third-party payroll service provider to process
its payroll. Such firms typically can handle all aspects of the payroll cycle as well as other
reporting services. With an external system, the employer sends payroll data to a service provider
to process payments for the upcoming payday. This data includes hours worked as well as
benefits, taxes and withholding information. Online payroll service providers offer companies
the ability to manage employee payroll accounts and create reports online. However, a
company that outsources its payroll to a third-party provider always should review its output for
errors to avoid punishment by regulatory agencies should a mistake occur.

Hybrid
Some businesses utilize a hybrid method that takes advantage of elements from both in-house and
outsourced payroll systems. This allows employers to split the payroll functions between
themselves and the vendor, keeping outsourcing costs lower and allowing for more internal
control over payroll data. Typically businesses using the hybrid method calculate pay and
distribute paychecks themselves while having the third-party payroll service handle tax filings,
direct deposits and the actual printing of the checks.

Processing payroll is a vital part of any business' operations, small or large. If employees do not

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get paid correctly or on time, motivation and productivity typically suffer; in addition, employers
may be liable for unfair payment practices. Some employers prefer to do payroll
themselves to minimize errors, but this can take a lot of time and put them at risk for
penalties if mistakes are made when paying payroll taxes. Thus, employers should consider how
much, if any, of their payroll duties to entrust to an outside agency.

Outsourcing vs. Insourcing

Some business owners think that doing payroll in-house will give them more control over the
process. Owners who do payroll themselves must spend time learning and complying with tax
laws, set up and maintain software and hardware for assisting with payroll, and put security
systems in place to minimize the risk of theft of employees' personal information via data
breach. Thus, owners may want to outsource the job so they can focus more on making decisions
related to more efficiently running their businesses.

Need for HR Integration

Whether a company outsources its payroll, it must be able to integrate HR functions with
payroll data. For example, companies should be able to track how much employees who belong
to various demographics make so that they can ensure compliance with equal-pay laws, and
they must be able to tell at a glance which employees are eligible for Family Medical Leave
Act time, vacation time or other benefits. If a company outsources, it may not be able to
integrate this information as easily because the payroll company may not have access to HR
information.

Co-Sourcing
Co-sourcing allows employers to retain control over payroll without taking on the responsibility
for correctly doing payroll. Employers can outsource some portions of payroll, such as
maintaining the computer system or paying payroll taxes, and perform the rest in-house so that
they can integrate human resources data as needed to effectively run their businesses.
Considerations
The payroll management solution that works best for a particular company depends individual
needs. Small businesses should outsource the tax responsibilities even if they perform the rest of

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payroll themselves, as the penalties levied by the IRS for non-compliance can be hefty, which
small businesses may not be able to afford. Companies that are particularly concerned about data
theft or other types of theft related to payroll will want to insource as much of their payroll as
possible so that they can maintain control over their records.

Payroll Management Helps You:

 Automate core payroll tasks

 Synchronize core HR tasks

 Increase employee job satisfaction

 Increase revenue

 Customize payroll processes

If you’re just beginning to consider whether or not you need software for payroll management,
then you probably have a pretty good idea of what processing payroll looks like. But you might
not have a complete understanding of what exactly the software is or what it does. So, what is
payroll management

Income Tax Withholding Records

1. Name, address, and Social Security number of each employee
2. Amount and date of each payment for compensation
3. Amount of wages subject to withholding in each payment
4. Amount of withholding tax collected from each payment
5. Reason that the taxable amount is less than the total payment
6. Statements relating to employees' nonresident alien status
7. Market value and date of noncash compensation
8. Information about payments made under sick-pay plans
9. Withholding exemption certificates

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10. Agreements regarding the voluntary withholding of extra cash
11. Dates and payments to employees for non-business services
12. Statements of tips received by employees
13. Requests for different computation of withholding taxes

Federal Unemployment Tax (FUTA) Records

1. Total amount paid during calendar year
2. Amount subject to unemployment tax
3. Amount of contributions paid into the state unemployment fund
4. Any other information requested on the unemployment tax return

Payroll for a small firm is a simple task with a good one-write system. Any office supply store
can show you samples of one-write systems, which most accountants recommend because they
reduce errors and save time in making payroll entries.

Payroll management can be quite a challenge for the new business owner. There are many
federal and state laws regulating what you have to track related to payroll. Failure to do so could
result in heavy fines--or worse.

Many business owners use outside payroll services. These companies guarantee compliance with
all the applicable laws. This keeps the business owner out of trouble with the law and saves time
that can be devoted to something else in the business. If you choose to do your own payroll, it's
recommended that you purchase an automated payroll system. Even if the rest of your books are
done manually, an automated payroll system will save you time and help considerably with
compliance.

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Easily Accessible Shifts and Attendance:
Maintain records of employees working in all shifts along with their walk-in and walk-out
timings under one platform. Easily track hour-based employee attendance records with our
biometric attendance and payroll management system for accurate time tracking. Reduce the
workload of your HR team by upgrading from tedious paperwork to our employee-friendly
software. The system allows your team members to log-in at any time of the day and check their
attendance.

Advanced Salary Management

Enjoy stress-free payroll management with Central Hub HCM's advanced technology that
ensures complete compliance by automatically updating the software with the latest laws and
amendments concerning employee paychecks.

Eliminate errors by automatically updating employee salaries, delivering a first-in- class user
experience, and significantly reduce payment processing time. Use the HR payroll management
software to manage tax deductions and workercompensations while making sure your employees
get paid on time, every time.

Easy Payroll Processing

Central Hub's HR payroll management software ensures you process employee salaries in a
single click. The system allows you to configure, customize, and process payrolls in the easiest
way possible. Leverage our online salary management solution to automatically compute salaries
with 100% compliance, miscellaneous deductions, arrears, and many more.

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6.2 OBJECTIVES OF THE PROJECT
 The proposed system is intended to provide a user-friendly system that will
compute accurately the salary of the local government employees.

 It also designed to secure payroll information by means of database andsecurity module.

 To provide a payroll system that will rapidly process payroll computation.

 To designed an one click management of salary and employees record.

 To create a payroll system with varied level access control.

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6.3 FINDINGS
Payroll Management System has been developed for organization, keeping in view the
requirements of employees to prepare salary. The objective of the project was to computerize the
payroll system which was earlier being handle manually every precaution has been taken at each
process involved in the complex of the salary preparation. By computerization it implies all the
process handling in the entirely being done by computer.

All the record necessary for the processes involved in the salary calculation are stored in a
computer based record keeping system using a back-end tool. All the process handling is done at
the front-end by using a front-end. The project provides sample facilities to its users. The most
important of the facilities are the report generation and printing which provides user with the
hard copies of the data also. . Payroll seems simple at its core, but becomes complicated because
of the various deductions that come into play.

Employers must withhold taxes from each paycheck and make sure accurate funds are paid to the
correct government agency. Employers may also be responsible for deducting and paying
premiums for insurance and depositing funds into retirement accounts or to selected charities.
Payroll processing duties can create a huge burden and unwanted stress for small business
owners and can be overwhelming for large businesses. Amissed deadline or incorrect filing of
taxes can result in fines or jail time. To avoid these issues, small, middle-sized, and large
businesses can all benefit from using payroll systems

People working from home are making up a greater percentage of the workforce. Many payroll
professionals work on location mainly because that's where their payroll software is housed.
With new technology advances, payroll data entry can be done from anywhere, so why not from
home? To do this, all you need is an Internet connection and a Web browser. Using a Web-based
payroll solution has many advantages. By working with a Web browser, users don't have to
worry about loading software onto their computers. Instead, a Web server delivers logic and data
required to process payroll to you.

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Payroll professionals can work at home or spread out the processing to multiple locations. That
means offices in Denver, Dallas, and Seattle can all process their own payroll, helping to
eliminate check distribution problems, correction of last- minute time entries and setup issues.
Because the Web-server is managed centrally by the IT staff -- either a home office if using an
in-house solution or by the vendor if using an out sourced solution-- IT resources are usually
reduced. There are no client computers to update or fix, and because the payroll system runs on a
Web server, only the server needs to be updated and maintained.

6.4 SUGGESTIONS
Payroll has different aspects, so your system should be diverse enough to ensure proper payment
to your employees and regulatory compliance.

Payroll and HR
If you provide your employees with company-sponsored benefits such as pretax health
insurance, flexible spending accounts and retirement plans, you must establish a plan document,
keep track of open enrollment dates and maintain ongoing compliance with the government. As
an employer, you must also monitor your employees’ skills, wages, time, attendance and
benefit days such as vacation and sick days, plus perform worker’s compensation and new-
hire reporting. To reduce administration time and costs, use an integrated payroll, human
resources and employee benefits system that enables these options.

Payroll and Accounting

Payroll software with accounting features helps you to comply with federal, state and local
employment tax laws. Through the software’s embedded tax tables, you properly withhold taxes
from your employees’ paychecks. You can print annual W-2s and payroll tax reports, track
employee deductions and paycheck and direct deposit transactions, and record payroll expenses
in the company’s financial accounts.

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Manual System
If you have only a handful of employees, you many implement a manual system, which requires
that you process your entire payroll by hand. This system is inexpensive to establish; all you
need are basic stationery, including bank checks, as this system does not come with direct
deposit. You must calculate wages and deductions manually and perform manual accounting and
record-keeping. This system is prone to errors, so use it only if your payroll is small.

Payroll Service
If you do not want to handle payroll tasks, you may outsource your payroll duties to a payroll
service provider. These companies provide a full range of services that include payroll
processing and employee benefits and payroll tax administration. You decide how much control
you want the provider to have over your payroll. For example, you may choose the supplier’s
online option that allows you to upload payroll hours in the supplier’s system, print
paychecks to your own printer, and manage your payroll records online; the supplier would
help you with more complex matters such as payroll tax administration. Or you may have the
supplier handle all of your payroll duties and send you the paychecks and payroll reports by
payday.

Employee Leasing
You may use an employee leasing company for all of your payroll, employee benefits, human
resources and risk-management needs. In this system, you enter into a contract with the leasing
company, which becomes the official employer; however, you retain managerial control over
your employees. The leasing company has the buying power necessary to obtain
competitive benefits rates, which you would not get on your own. Employee leasing companies
vary from payroll service providers in that the latter do not become the official provider nor do
they obtain benefits for your employees.

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Considerations
Before you do business with a payroll service provider or an employee leasing company, check
the company’s credentials and ensure it meets federal and state regulations. Obtain a clear,
written agreement from the company, outlining the company’s responsibilities, including
penalties that may arise from payroll errorsit makes.

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6.5 CONCLUSION
Payroll Management System” software developed for a company has been designed to achieve
maximum efficiency and reduce the time taken to handle the Payroll activity. It is designed to
replace an existing manual record system thereby reducing time taken for calculations and for
storing data. The system is strong enough to withstand regressive daily operations under
conditions where the database is maintained and cleared over a certain time of span.

The implementation of the system in the organization will considerably reduce data entry, time
and also provide readily calculated reports. With the theoretical inclination of our syllabus it
becomes very essential to take the utmost advantage of any opportunity of gaining practical
experience that comes along. The construction of this Minor Project PAYROLL
MANAGEMENT SYSTEM

The project from a personal point of view also helped us in understanding the following aspects
of project development:
 The planning that goes into implementing a project.
 The importance of proper planning and an organized methodology.

 The key element of team spirit and co-ordination in a successful project

 The project also provided us the opportunity of interacting with our teachersand to
gain from their vast experience.

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APPENDIX:

Appendix: Payroll Services Company/Product Information and RequirementsPayroll Services

Request for Proposal.

APPENDIX I. PAYROLL SERVICES AND PRODUCTS-EACH ITEM MUST

BE RESPONDED TO OFFEROR NAME Requirement Code Category Desired Functionality
Do you currently provide this service and/or product? (Y or N Only) Offeror's Comments (i.e.,
provide a brief description of the product or service) 1 PD Payroll Distribution Calculate and
distribute pay to employees 2 PD Payroll

Distribution Calculate court-ordered wage garnishments 3 PD Payroll Distribution Capability for

electronic submission of W-2s to employees 4 PD Payroll Distribution Deliver payroll to the
employees of the Authority 5 PD Payroll Distribution Process all direct deposits, with the
capability to distribute net pay to at least 3 accounts 6 PD Payroll Distribution Process all
employee W-2 and W-4 forms 7 PD Payroll Distribution Process all garnishment processing and
meet payment deadlines and compliance requirements 8 PD Payroll Distribution Provide net pay
and other payroll notifications to employees via or text message 9 PD Payroll Distribution
Provide paychecks twice monthly, on the 15th and the last day of the month 10 PD Payroll
Distribution Submit payments to external parties in regards to any and all wage garnishments 11
PTS Payroll Tax Services Maintain accuracy for and calculate all payroll tax liabilities 2 of 16

APPENDIX I. PAYROLL SERVICES AND PRODUCTS-EACH ITEM MUST

BE RESPONDED TO OFFEROR NAME Requirement Code Category Desired Functionality
Do you currently provide this service and/or product? (Y or N Only) Offeror's Comments (i.e.,
provide a brief description of the product or service) 12 PTS Payroll Tax Services Prepare and
submit payroll tax returns and compliance reports as required by Federal, State and Local
regulations 13 PTS Payroll Tax Services Provide tax-related management reports 14 PTS Payroll
Tax Services Provide time and attendance reporting capabilities 15 PTS Payroll Tax Services
Respond to inquiries from taxing agencies and maintain compliance with payroll tax laws 16
PTS Payroll Tax Services Submit all payments to taxing authorities on behalf of the Authority 17

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PTS Payroll Tax Services Withhold and remit federal, state and local employment taxes 18 TAA
Time and Attendance Application Calculate leave accruals and provide balances in real-time 19
TAA Time and Attendance Application Capability for employees to request leave and submit
electronically to their supervisor 20 TAA Time and Attendance Application 21 TAA Time and
Attendance Application 22 TAA Time and Attendance Application Complete the transfer of the
Authority's current data into the selected time and attendance application by July 31, 2015 or a
later date established by the Authority Integrate with Microsoft Office products such as Outlook
and Excel for notifications and reports Provide for automated time entry via swipe
cards, computer log in, mobile application, manual key entry or other mechanism torecord
employee time on a daily basis 3 of 16

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