Ruman SRS

Software Requirement Specification
Payroll Management System
Presented by:
Group
Student Name Student Roll no#
Ruman Alyas Info.tech-17001
Momna Ashiq Info.tech-17002
Govt. College Women University, Sialkot
1
Contents Pg
Introduction 3
Purpose 3
Scope 3
Objectives 3
Benefits 4
Acronyms 4
Overall Description 4
1.Product function 4
2.Platform for system 4
3.Assumptions and Dependencies 4
4.Limitations 5
Product perspective 5
Functional Requirements 5
1.Authentication 5
2.Process data 9
3.Recuritmnt 17
Nonfunctional Requirement 24
Performance Requirement 24
Attributes 24
Other Requirements 25
Use case diagram 25
Data flow diagram 26
Conclusion 27
Table of Content
2
SOFTWARE REQUIREMENT SPECIFICATIONS:
INTRODUCTON:
Payroll system is the heart of any Human Resource System of an organization. The solution has
to take care of the calculation of salary as per rules of the university, income tax calculation and
various deductions to be done from the salary including statutory deductions like Income tax and
loan deductions. It has to generate pay-slip after all deductions.
As, we are tired of managing thousands of odd papers, pay slips, and salary details and so on.
Imagine that we have a payroll processing system which will generate our pay slips and payroll
reports within seconds.
PURPOSE:
Main aim of developing Employee Payroll Management is to provide an easy way not only
to automate all functionalities involved managing leaves and Payroll for the employees of
Company, but also to provide full functional reports to management of University with the
details about usage of leave facility.
We are committed to bring the best way of management in the various forms of EPM. We
understand that EPM in not a product to be sold, it is a tool to manage the inner operation of
University related to employee leave and Payroll.
SCOPE:
Generating ID’S and pay slips for employees. This Application works in Multiple PC’s
installed on multiple Computers but sharing same database by which users of different
department can use it sitting at different locations simultaneously.
But in future we can make the Application where the database will be hosted in order to
manage the all departments which will be located in different places and by keeping domain
of Application as Online.
Objectives:
 Improve the efficiency of company or institution administration.
 Company can hold record of employee like he living address in case of any fraud.
 You will be able to hold monthly attendance record of employees.
 Correct distribution of salaries and bonuses among employees according to their working
hours.
3
BENEFITS:
 To improve the efficiency.
 To provide easy and faster access to information.
 To provide user friendly environment.
ACRONYMS:
 SRS (software requirements specifications)

 EMP (employee payroll management)
 HRS (human resource system)
OVERALL DESCRIPTION:
1. PRODUCT FUNCTIONS:
 Employee module
 Department module
 Salary module
 Deduction module
 Allowance module
2. Platforms for System
Payroll can be managed using the MySQL, Php and so other platforms. The database of this
system will be designed using MySQL and front-end will be generated using Php.
3. ASSUMPTIONS AND DEPENDENCIES:
i. Assumptions:
 The code should be free with compilation errors/syntax errors.
 The product must have an interface which is simple enough to understand.
ii. Dependencies:
 All necessary hardware and software are available for implementing and use of the
tool.
 The proposed system would be designed, developed and implemented based on the
software requirements specifications document.
4
 End users should have basic knowledge of computer and we also assure that the
users will be given software training documentation and reference material.
4.Limitations
This software is able to provide following services like Manage time, attendance,
benefits, salaries, but this is not able to provide following services like age calculation,
cannot hold record which is 6 month old etc.
PRODUCT PRESPECTIVE:
This software provides simple database rather than complex ones for high requirements and it
provides good and easy graphical user interface to both new as well as experienced user of the
computer.
FUNCTIONAL REQUIREMENTS:
Functional requirements specifies a function that a system or system component must be able to
perform.
1. Authentication:
 Login (user can login to system by his/her username and password)
FR.01 )Login (Employee)

Purpose Login
Priority High
User must have a valid ID and Password to login to
Pre-conditions
the system
Post-conditions User successfully login
Primary Actor Employee
Secondary
Actor(Optional)
Typical Course of Action
5
S# Actor Action System Response
System will ask for user ID and
1 Employee open the system
Password
Employee will enter a valid ID System will allow access to the
2
and Password user
Alternate Course of Action
1 N/A N/A
FR.02)Login (Administrator)
Purpose Login
Priority High
User must have a valid ID and Password to login to
Pre-conditions
the system
Post-conditions User successfully login
Primary Actor Administrator
Secondary
Actor(Optional)
System will ask for user ID and
1 Administrator open the system
Password
Administrator will enter a valid System will allow access to the
2
ID and Password user
1 N/A N/A
 Logout (user can logout from the system)
6
FR.03)Logout (Employee)
Purpose Logout
Priority High
Pre-conditions User must have login to the system
Post-conditions User successfully logout
Secondary
Actor(Optional)
Employee click on the log out System will provide the log
1
button. out button to chef manager.
Employee select the log out
2 Provide successful log out
option
1 N/A N/A
FR.04) Logout (Administrator)

Purpose Logout
Priority High
Pre-conditions User must have login to the system
Post-conditions User successfully logout
Secondary
Actor(Optional)
1 Administrator click on the log System will provide the log
7
out button. out button to chef manager.
Administrator select the log
2 Provide successful log out
out option
1 N/A N/A
 Login failure (if the user doesnot exists in the system)
FR.05) Login Failure

Purpose Login
Priority Medium
Pre-conditions User must have open the system
Post-conditions Login failed
Primary Actor Employee/administrator
Secondary
Actor(Optional)
Administrator/employee open the System will ask for user ID and
1
system Password
Administrator/employee enter invalid
2 Login failed
id or password
1 N/A N/A
2. Process data:
 Display
8
FR.06) Display Salary(Employee)
Purpose Viewing salary to employee
Priority Medium
Pre-conditions User must have login the system
Post-conditions Successfully see the salary
Secondary
Actor(Optional)
1 Employee login the system Successfully login.
Employee open his profile to see his
2 Successfully open his profile.
salary.
3 Employee logout the system. Successfully logout.
1 N/A N/A
FR.07) Display Personal information(Employee)

Purpose Viewing personal information to employee
Priority Medium
Post-conditions Successfully shown personal information
Secondary
Actor(Optional)
9
Employee open his profile to see his
personal information.
1 N/A N/A
FR.08) Display Personal information(Administrator)

Purpose Viewing personal information to administrator
Priority Medium
Post-conditions Successfully shown personal information
Secondary
Actor(Optional)
1 Administrator login the system Successfully login.
Administrator open the profile whose
personal information he wants to see.
3 Adminidtrator logout the system. Successfully logout.
1 N/A N/A
FR.09) Online Attendence

Purpose Online attendance of employee
Priority High
10
Post-conditions Successfully mark his attendance
Secondary
Actor(Optional)
2 Employee mark his attendence. Successfully marked attendence.
1 N/A N/A
FR.10) Recording leaves

Purpose Record of leaves of employees
Priority High
Pre-conditions User must have open attendance page of system
Post-conditions Successfully recorded leaves of employees
Secondary
Actor(Optional)
Administrator record leaves of
2 Successfully recorded.
employees
1 N/A N/A
11
FR.11) Paying Salaries
Purpose Payment of salaries
Priority High
Pre-conditions User must have seen leave record
Post-conditions Successfully paid salaries to employees
Secondary
Actor(Optional)
Administrator pay salaries to
2 Successfully paid.
employees
3 Administrator logout the system. Successfully logout.
1 N/A N/A
FR.12) Deduction
Purpose Deduction of salaries
Priority High
Pre-conditions User must have seen leave record
Post-conditions Successfully deduct salaries of employees
Secondary
Actor(Optional)
12
Administrator deduct salaries of
2 Successfully deducted.
employees according to leaves
3 Administrator logout the system. Successfully logout.
1 N/A N/A
FR.13) Preparing Payslips

Purpose Preparation of payslips
Priority Medium
Pre-conditions Employee must have received salaries
Post-conditions Successfully payslips are prepared.
Secondary
Actor(Optional)
2 Administrator prepare payslips Successfully prepared.
1 N/A N/A
FR.14) Sending Payslips
13
Purpose Sending payslips to employees
Priority Medium
Post-conditions Successfully payslips are sended.
Secondary
Actor(Optional)
Administrator send payslips to
2 Successfully sended.
employees.
1 N/A N/A
FR.15) Receiving Payslips

Purpose Receiving payslips by employees
Priority Medium
Post-conditions Successfully payslips are received.
Secondary
Actor(Optional)
2 Employee receive the playslips Successfully received.
1 N/A N/A
14
 Update.
FR.16) Updating Salary

Purpose Updating salaries of employees
Priority Medium
Post-conditions Successfully updated.
Secondary
Actor(Optional)
2 Administrator update salary. Successfully updated.
1 N/A N/A
FR.17) Updating Scale

Purpose Updating scale of employees
Priority Medium
Secondary
Actor(Optional)
15
2 Administrator update scale. Successfully updated.
1 N/A N/A
FR.18) Updating Personal information

Purpose Updating personal information of employees
Priority Medium
Pre-conditions Employee must have some changing in biodata.
Secondary
Actor(Optional)
Administrator update personal
2 Successfully updated.
information (i.e address).
1 N/A N/A
FR.19) Receiving Salary methods

Purpose Salary receiving method
Priority Medium
Pre-conditions Employee must have done his work
16
Post-conditions Successfully selected.
Secondary
Actor(Optional)
1 Employee selected cash option. Successfully selected.
1 Employee selected by check option Successfully selected.
3.Recuritment:
 Add new employees
FR.20) Opening Registration Form

Purpose Opening registration form
Priority Medium
Pre-conditions Must have open the system.
Post-conditions Successfully opened.
Primary Actor New employee.
Secondary
Actor(Optional)
System registration page is
1
opened.
New registration form successfully
2 Select new form.
opened.
17
1 N/A N/A
FR.21) Filling Registration Form

Purpose Filling registration form
Priority Medium
Pre-conditions Must have open the registration form.
Post-conditions Successfully opened.
Primary Actor New employee.
Secondary
Actor(Optional)
1
opened.
2 User enter his name in name column. Successfully entered.
3 User enter his age and qualification. Successfully entered.
User enter his CNIC and working
4 Successfully entered.
experience.
5 Press submit. Successfully submitted.
1 N/A N/A
FR.22) Checking and Selecting Registration Form

Purpose Checking and selecting registration form
Priority Medium
Post-conditions Successfully checked and selected.
18
Primary Actor Administrator.
Secondary
Actor(Optional)
1
opened.
2 Check his name in name column. Successfully checked.
3 Check his age and qualification. Successfully checked.
Check his CNIC and working
4 Successfully checked.
experience.
5 Eligible employee is selected. Successfully selected.
1 N/A N/A
FR.23) Checking and Rejecting Registration Form

Purpose Checking and rejecting registration form
Priority Medium
Post-conditions Successfully checked and rejected.
Secondary
Actor(Optional)
1
opened.
2 Check his name in name column. Successfully checked.
3 Check his age and qualification. Successfully checked.
4 Check his CNIC and working Successfully checked.
19
experience.
5 Not eligible for job. Not selected/rejected.
1 N/A N/A
FR.24) Sending notification

Purpose Sending notification to selected employee
Priority Medium
Pre-conditions Must have selected for job.
Post-conditions Successfully send notification.
Secondary
Actor(Optional)
Send notification to employee for
1 Sended successfully.
selection.
1 N/A N/A
FR.25) Receiving notification

Purpose Receiving notification by selected employee
Priority Medium
Pre-conditions Must have selected for job.
Post-conditions Successfully received notification.
Secondary
20
Actor(Optional)
Receive notification by employee for
1 received successfully.
selection.
1 N/A N/A
 Add new users
FR.26) Adding new employee

Purpose Adding new employee in system
Priority Medium
Pre-conditions Must have login to system.
Post-conditions Successfully added.
Secondary
Actor(Optional)
1 Open entry list of employees. Successfully opened.
Enter necessary information about
2 Successfully entered.
employee.
3 Press button of add. Added successfully.
1 Create profile of new employee. Successfully created.
FR.27) Sending password and ID

21
Purpose Sending password and ID to employee
Priority Medium
Pre-conditions Must have added to system.
Post-conditions Successfully sended password and ID.
Secondary
Actor(Optional)
1 Send password and ID to employee. Sended successfully.
1 N/A N/A
FR.28) Receiving password and ID

Purpose Receiving password and ID by employee
Priority Medium
Pre-conditions Must have added to system.
Post-conditions Successfully received password and ID.
Secondary
Actor(Optional)
5 Receive password and ID received successfully.
22
1 N/A N/A
FR.29) Removing employee

Purpose Removingemployee from system
Priority Medium
Pre-conditions Must have login to system.
Post-conditions Successfully removed.
Secondary
Actor(Optional)
1 Login to system. Successfully login.
Remove his name from current
2 Removed suucessfully.
employee list.
3 Enter “left” in his status Successfully entered.
4 Press button of ok. Removed successfully.
1 Create profile of new employee. Successfully created.
NON FUNCTIONAL REQUIREMENTS:
1. Cost:
The costs of creating and maintaining a new system are common nonfunctional issues that
have an impact on the creation and development of a payroll program. Most firms have
budgets, and project costs must be within the budgeting constraints.
23
2. Network bandwidth:
You can have the best payroll program, but unless you have proper bandwidth, the system
will not work well. Depending on how many people access the system at the same time and
on functions the program offers, it can become a burden to the existing network, slowing
down processes to a halt. Bandwidth is different from storage you may have enough storage
in your hard drive, yet the communications between the server and payroll users may not be
sufficient.
3. Flexibility:
Flexibility is an important nonfunctional requirement of a payroll program. As laws and
regulations change, the system must be updated as well.
4. Reliability:
Users expect the payroll system to be reliable, a common nonfunctional
requirement for most systems. Information entered yesterday in the system should be there
today. Another issue related to reliability is security. Users assume that the system will be
secured and the information will be kept safe .
Performance Requirement:
 Software should be fast and free of errors.
 It should have error checking and correction facilities.
 It should handle a large amount of data comfortably.
ATTRIBUTES:
 Reliability:
In order to ensure reliability, this system is being designed using software that I
established to be stable and easy to use.
 Security:
Sensitive data is protected from unwanted access by users appropriate technology.
 Maintainability:
Backup mechanisms are considered for maintainability of software as well as database.

Software should be written in such a way that it may evolve to meet the changing needs of
customers.
 Efficiency:
24
Software should not make wasteful use of system resources such as memory and processor
cycles.
Other Requirements:
System require two PCs. One for administrator and other for employee.
HARDWARE INTERFACE:
 CPU
 RAM 1GB (Minimun)
 Hard disk 160 GB
SOTWARE INTERFACE:
 Operating system Windows

 Application is developed on SQL server in its backend.
 Database tool MS Access.
Figure : Use Case Diagram
25
Data Flow Diagram :
Employee
salary
processing
Maintain Employee
pay slips and monthly
pay sheets report
Payroll Management
Employee Salary
pay scale and calculation
increments and
deductions
Salary deduction
on leave info Login
26
CONCLUSION
After complete review of this project development we have concluded that payroll software is very
important in business without this no one will be able to perform his tasks quickly and in an accurate way.
A Computerized Payroll System performs the same functions as manual method of payroll do.
The proponent has upgraded the Manual Payroll Software to Computerized Payroll Software.
In manual Payroll Software computation one used the Microsoft Excel and used formulas to perform
following task like salaries computation, timing management, attendance etc. But this take a lot of time to
thing and maybe it’s not accurate. Now by the enhancement of computerized payroll accounting person
has quick access to all functions in accurate way. One can perform following tasks by using this Payroll
like total hour of work of every employee, Deduction, Gross pay, Net pay of the employees. It can
generate daily attendance report of every employee. It can generate attendance and pay slip report and
employee has capability to view these records.
27

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Software Requirement Specification

Payroll Management System

Student Name Student Roll no#

Ruman Alyas Info.tech-17001

Momna Ashiq Info.tech-17002

Govt. College Women University, Sialkot

 Improve the efficiency of company or institution administration.

 You will be able to hold monthly attendance record of employees.

 SRS (software requirements specifications)

2. Platforms for System

3. ASSUMPTIONS AND DEPENDENCIES:

 The product must have an interface which is simple enough to understand.

cannot hold record which is 6 month old etc.

FR.01 )Login (Employee)

 Logout (user can logout from the system)

FR.04) Logout (Administrator)

 Login failure (if the user doesnot exists in the system)

FR.05) Login Failure

FR.07) Display Personal information(Employee)

FR.08) Display Personal information(Administrator)

FR.09) Online Attendence

FR.10) Recording leaves

FR.13) Preparing Payslips

FR.14) Sending Payslips

FR.15) Receiving Payslips

FR.16) Updating Salary

FR.17) Updating Scale

FR.18) Updating Personal information

FR.19) Receiving Salary methods

 Add new employees

FR.20) Opening Registration Form

FR.21) Filling Registration Form

FR.22) Checking and Selecting Registration Form

FR.23) Checking and Rejecting Registration Form

FR.24) Sending notification

FR.25) Receiving notification

 Add new users

FR.26) Adding new employee

FR.27) Sending password and ID

FR.28) Receiving password and ID

FR.29) Removing employee

NON FUNCTIONAL REQUIREMENTS:

 It should have error checking and correction facilities.

 It should handle a large amount of data comfortably.

Sensitive data is protected from unwanted access by users appropriate technology.

Backup mechanisms are considered for maintainability of software as well as database.

 Operating system Windows

 Database tool MS Access.

Figure : Use Case Diagram

employee has capability to view these records.

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