Group 7 - Chapter 1 - 5

Republic of the Philippines
Technological University of the Philippines – Manila

Ayala Blvd., Ermita, Manila 1000, Philippines
COLLEGE OF SCIENCE
In Partial Fulfillment of the Requirements

for the Course Subject CC323
“Business Intelligence”
Business Intelligence Behind Payroll System: A Case Study on the Impact of Using Excel
for Al Dawah Producers Cooperative’s Payroll Management
Presented to the Faculty of

Department of Computer Studies
Undergraduate Programs
By
Arcilla, Bell Marie C.
Busa, Richer Von E.
Fernandez, John Marvin D.
Florendo, Edrian E.
Loreto, Angela Sophia S.
Orapa, Marynel
BSIS-NS-3C
2nd Semester, SY 2022-2023
To
Prof. Pastor Jr. Arguelles
Faculty
June 2023
TECHNOLOGICAL UNIVERSITY OF THE PHILIPPINES - MANILA
TABLE OF CONTENTS
Page
Title Page i
Chapter 1 INTRODUCTION
Background of the Study
Statement of Objectives
General Objectives
Specific Objectives
Significance of the Study
Scope and Limitation
Chapter 2 METHODOLOGY OF THE STUDY
Methodology
Chapter 3 DATA GATHERING PROCEDURES AND APPLICATION
Data Gathering Instruments
Chapter 4 THE EXISTING SYSTEM
Company Background
Description of the System
Data Flow Diagram
Data Dictionary
Problem Areas
Business Intelligence Behind Payroll System: A Case Study on the Impact of Using Excel for Al
Dawah Producers Cooperative’s Payroll Management
TECHNOLOGICAL UNIVERSITY OF THE PHILIPPINES – MANILA
Chapter 5 THE PROPOSED SYSTEM

System Overview
Process Specification
Data Flow Diagram
Data Dictionary
Data Specifications
Entity Relationship Diagram
Data Dictionary
Screen Layout/Specifications
Report / Form Specifications
Program/Module Specifications
Chapter 6 COST BENEFITS ANALYSIS
Cost Benefits Analysis
Chapter 7 SYSTEM IMPLEMENTATION PLAN
Resource Requirements
Hardware Requirements
Software Requirements
Human Resource Requirements
Implementation Plan
Site Preparation
Personnel Training
System Conversion
Data Conversion
Implementation Schedule
CHAPTER 8 SYSTEM MAINTENANCE PLAN
System Maintenance Plan
Appendices
Bibliography
Resource Persons
Resume
List of Figures
List of Figures
List of Figures
List of Tables
CHAPTER ONE
INTRODUCTION
BACKGROUND OF THE STUDY
The management of payroll is a crucial aspect of any organization's operations, as it directly
affects employee satisfaction, productivity, and overall organizational performance. With the
advancement of technology, businesses are leveraging business intelligence tools to streamline
their payroll processes and enhance efficiency. Payroll management is an essential function of any
organization, and the use of technology can help streamline the process, reduce errors, and improve
overall efficiency.
A payroll system may be a computer program application or framework utilized by
businesses to oversee and prepare worker remuneration, counting wages, salaries, rewards, and
findings. It mechanizes the method of calculating representative pay, withholding charges, and
other benefits such as excursion time, wiped-out take-off, and retirement commitments. It is
responsible for guaranteeing that representatives get their rectify pay on time, and that charges and
other findings are withheld accurately. It moreover creates different reports that aid directors and
employees to screen the monetary well-being of the organization, such as financial cost reports,
assessment filings, and benefits outlines. A great payroll system can offer assistance to businesses
that streamline their finance forms, decrease blunders, and make strides in compliance with
assessment and labor laws. It can moreover progress representative fulfillment by guaranteeing
that they are paid precisely and on time.

The use of payroll systems by businesses is crucial, particularly in regions like Quezon
Province, where Al Dawah Producers Cooperative is a company farm. This firm is headquartered
in the province where payroll systems are utilized. The system's core functionality will assist
businesses in streamlining their payroll procedures, reducing errors, improving compliance with
labor laws and regulations, and paying employees accurately and on time. This can enhance worker
happiness and lower turnover, both of which are positive corporate outcomes. Therefore, this study
aims to explore the impact of using Microsoft Excel as a business intelligence tool for Al Dawah
Producers Cooperative's payroll management and investigate how the use of Excel, a commonly
used spreadsheet software, can be used to manage payroll at the cooperative.
Al Dawah Producers Cooperative started on September 20, 2021. This business is one of
the leading cooperatives in the Philippines and one of the leading suppliers and produces essential
oils like citronella essential oils and elemi essential oils. They focus on the production and
distribution of agricultural goods. As the cooperative grew and its workforce expanded, managing
payroll became a complex and time-consuming task. Traditionally, the organization relied on
manual calculations and paper-based systems, which often led to errors, delays, and inefficiencies.
To address these challenges, the cooperative decided to implement Microsoft Excel as a business
intelligence tool for their payroll management.
STATEMENT OF OBJECTIVES
This study aims to develop a reliable and manageable computerized and manual payroll
system for Al Dawah Producers Cooperative, Brgy. Burgos (Poblacion) Lopez, Quezon for a
better manageable business. The said study will give a big relief to the employees and employers
as well.
GENERAL OBJECTIVES
The objective of the study is to access the present payroll system of Al Dawah
Producers Cooperative, Brgy. Burgos (Poblacion) Lopez, Quezon.
1) To identify the profile of the employees in terms of their:
a.) Age
b.) Gender
c.) Civil Status
2.) To find out the underlying problems in the present system.
3.) To find out the procedure of the present system.
4.) To find out the accuracy and effectiveness of the present system.
5.) To determine the possible benefits of the proposed payroll system.
SPECIFIC OBJECTIVES
Understanding the components of an Excel payroll system: Learn about the different
elements of an Excel payroll system, such as employee information, pay rates, deductions,
taxes, and benefits.

SIGNIFICANCE OF THE STUDY
The following will greatly benefit from the study's findings:
Al Dawah Producers Cooperative - The study aims to look into the payroll system used by
the said company, with the purpose of analyzing their process, finding areas of improvement,
providing solutions, that will help the company have a more efficient and comprehensive
means of utilizing their payroll system.
Future Researcher - This study aims to give insight into how a framework of a payroll system
for a cooperative such as the company we have worked with. This will serve as a guide for
researchers to refer to.
Professors – This study aims to provide fruitful findings that professors can use for
discussions that may be relevant to this study. This paper may be a basis to find it simpler to
approach related subjects in regards payroll system.
Researchers – this study will contribute to our future related studies and will help us be more
knowledgeable about our degree and how we can apply this to our future jobs. In addition,
this could benefit us to understand the business intelligence behind the payroll management
system.
SCOPE AND LIMITATION
SCOPE OF THE STUDY
This study is focusing on how Excel impacts the payroll management of Al Dawah
Producers Cooperative. This study will be done by conducting an interview with the company
in order to gather information about their system. It also covers the time-in and time-out of
employees through the use of biometrics, the process of preparing the pay slip of each
employee such as cash advances, computations of basic pay, holiday pays, overtime pay, and
government contribution like SSS and Philhealth.
LIMITATIONS OF THE STUDY
This study will not cover the other problems that are not necessarily connected to the
payroll system of Al Dawah Producers Cooperative. The payroll system that will be proposed
by the researchers will only be used for the payroll management of the company , specifically
the Al Dawah Producers Cooperative, and not be employed in any other company.
CHAPTER 2
METHODOLOGY OF THE STUDY
Figure 1 Agile-Waterfall Hybrid Method
The methodology we used for this study is an Agile-Waterfall Hybrid Method.
This model focuses on using the waterfall method in the planning and design process.
Continuing step by step, the team applies agile execution methods aimed at speeding up the entire
process. Since the deliverables only appear at the end of the development cycle, it may take some
time before the client sees the result. Agile methodologies shorten delivery times and make it easier
to get early feedback to better meet the client’s requirement. The model is intended to speed up
the process of creating a proposed system, and progress up the system design process, analysis
along with planning, while allowing the team to establish a project scope including budget and
delivery date. This model is intended to help teams maintain standards compliance and improve
team collaboration.
Beginning with the first phase, research, the team conducted an interview with the client
to collect data and information. The requirements for the proposed system are obtained by
analyzing the payroll needs, especially with the client’s business processes. The next step is to
strategize how to work upon and to be able to decide for the flow of the proposed system based on
the documents collected during the research phase. The problems and limitations of the current
system are analyzed by the researchers, and it is all under the means of ns of strategizing. This is
a step-by-step plan of action that shall give direction to the ideas and efforts, enabling the team to
systematically and timely analyze the requirements to produce high-quality results and detailed
reports and documentation.
The third phase is the Document Requirements phase. In this step, documentation that
describes the layout, features, and functionality of the Excel payroll system must be created.
This covers user guides, technical specs, and other materials that can aid u sers in
understanding how to operate the system efficiently. To guarantee that users can make
efficient use of the system, the documentation needs to be concise and simple.
The fourth phase System Design phase. The requirements obtained throughout the
earlier stages of the development process are used to establish the detailed design of the Excel
payroll system at this phase. In order to automate the payroll process, this involves developing
the Excel spreadsheets, specifying the formulas and functions to be used, and writing the
necessary VBA code. The system design needs to be sufficiently complicated to make
implementation and testing simple.
The fifth phase is the Develop phase. To make sure that the Excel payroll system
performs as planned and satisfies the needs of the stakeholders, it is important that the
Develop phase of the software development process be followed. The development team may
make sure the system is precise, effective, and user-friendly by using an organized and clearly
defined development approach.
Integration and testing are the prominent steps in the Agile methodology. These two
procedures are essential to the creation of the proposed system. Integration is the process of
connecting separate elements or subsystems into a larger system. For instance, a subsystem in a
developing and advanced in making payroll system can comprise elements like accounting data
and a human resource information system. The process of assessing a system's usability to make
sure it complies with the required specifications is known as testing.
The deployment phase is an extension of continuous integration and testing. In this phase,
we can get feedback from our client which is the Al Dawah Producers Cooperative, with end-user
representatives like the Human Resources team who can test the system and provide more reliable
feedback. In this way, we can use their feedback on the system if there is in need for improvement
or a few changes in the system or send it back for more iterations in development. Furthermore,
the problem that could be seen during the deployment could be used as a way to improve the
system and make it a better version.
Lastly, support or maintenance. This phase is more on making minor modifications to the
system before it will release to the users. We provide ongoing support to make sure that the system
is still functioning well and accommodate fixing inconsistencies and bugs when they are found.
CHAPTER 3
DATA GATHERING PROCEDURES AND APPLICATION
DATA GATHERING INSTRUMENTS
An instrument refers to any tool or technique that is used to collect data or information.
Instruments can take many forms, such as surveys, questionnaires, interviews, observations, tests,
or any other means of data collection. The choice of instrument depends on the research question
being asked and the type of data that needs to be collected. The primary instrument of gathering
data for this study is via conducting an online interview using open-ended questions. An online
interview is a type of interview conducted over the Internet or other digital communication
platforms rather than in person. Interviews are a qualitative research method used to collect rich,
detailed data from participants or clients in a study.
Google Meet was chosen to be the platform for where the online interview will be taken
place. One of the group members got in touch with the client through email. The email was the
group's way to communicate with the client to gain approval for interviewing about their company
since the client is from the province of Quezon. The client's representative serves as an area
manager or operational manager for the company. All the information gathered during the
interview was regarding the company's payroll management and how it works therein. The
interview provides in-depth insights into the current payroll management system and the impact
of using Excel.
The study will be conducted during the second semester of the school year 2022-2023. The
researchers create interview questions that are validated by their professor. A letter of request was
sent to the operational manager of the said company. It is signed and approved by the professor
and department head. After the permission was granted, the researchers created a meeting via
Google Meet to interview the operational manager of the company. This interview method will
acquire extremely important data, such as the necessary payroll process, and be valuable in creating
an efficient and practical payroll system. With all the data gathered, the researchers know what the
client wants in its system.
The data gathered on the successful interview held on the 27th of April 2023 was all the
essential information about the Al Dawah Producers Cooperative's payroll management and
processes. In the interview, this kind of information was collected, including the advantages of
using Excel as a system and the issues the company faced by using it. As well as gain a
comprehensive understanding of the impacts of using Excel for payroll management with the help
of Mr. Benedict Villaos, the Al Dawah Producers Cooperative's representative that serves as an
area manager or operational manager. Mr. Villaos also provides information about the company's
background and what products the company produces. He made it possible for the group to gather
all of this information by coordinating and politely answering all the questions asked him during
the interview.
CHAPTER FOUR
THE EXISTING SYSTEM
COMPANY BACKGROUND
Figure 2. Al Dawah Producers Cooperative Logo
Al Dawah Producers Cooperative is one of the leading cooperatives in the Philippines that
produces essential oils like citronella essential oils and elemi essential oils. The company is an
agricultural-based industry, and the main office is located in Lopez, Quezon. The company’s goal
is to offer local agricultural producers and fellow Filipinos high-quality goods and services,
including a means of subsistence. The company started as an agricultural farm and evolved into a
cooperative on September 20, 2021, founded by Ibrahim Barreno one of the co-founders of the
cooperative. According to Mr. Barreno, the word Al dawah means “to s or “to invite” knowledge
to people. On their company objective to help people, they employed more than 200 employees
who are farmers within the field and 20 employees in their office.
As of 2023, the cooperative is currently producing only two types of oils, yet Al dawah
farmers undertake plant selection throughout production, selecting plant species recognized for
their high essential oil content. When it came to selecting its main product, the company went
through several trials and mistakes until it realized how efficient and effective the citronella plant
was as an essential oil. the company’s objective is to offer a range of essential oils such as Ylang-
Ylang, ginger oil, and others in the future. Furthermore, Al Dawah Farm is now building its largest
distillery plant to better serve its consumers.
A suitable geographical size, climate, and sprouting conditions for the selected plants are
required for essential oil farms. Ensuring that the soil quality, drainage, sunshine exposure, and
water availability are appropriate for each plant type. AL Dawah cultivated 3 hectares of land
and owns four farms including inside their cultivated land also a farm in Calauag, Quezon. To
enhance the production of citronella and other essential oils, the cooperative also collaborated
with farms in nearby provinces such as Batangas.
https://www.facebook.com/aldawahcoop/posts/pfbid025xVhhzsYFajdU2m7J74v2DNtzu6Fziq74694anMDoHpU1D6HJr7S6JdRdanifkAl
Photo source: Al Dawah Coop Facebook
Figure 3. Pictures from Al Dawah Producers Cooperative’s Farm
As explained by Benedict Villaos the operational manager and a researcher of the

company, the cooperative Microsoft Excel serves as the software for the company’s payroll
system. Al Dawah office uses a combination of spreadsheets and manual payroll system processes,
and it typically handles their employee’s payroll calculations and record-keeping.
DESCRIPTION OF THE SYSTEM

Procedures in a payroll system outline the processes and tasks involved in managing and
administering payroll. These procedures ensure that payroll activities are carried out accurately,
efficiently, and in compliance with relevant policies and regulations. The purpose of this payroll
system policy and procedure document is to outline the guidelines and standards for the effective
and efficient operation of the AL DAWAH PRODUCERS COOPERATIVE System.
Al Dawah Producers Cooperative has chosen Excel Visual Basic (VBA) as their current
payroll system, indicating their reliance on spreadsheet-based tools for managing payroll
processes. It became clear throughout the discussion that the cooperative is actively working to
create a more complex and complete payroll system to satisfy their changing needs. Their
responsible general manager has taken control of this project and started working on the payroll
system.
Al Dawah Producers Cooperative has combined biometric technology with manual time-
in and time-out methods to accurately record employee attendance. This dual approach ensures
reliable and secure attendance tracking, minimizing errors and enhancing overall accountability.
By utilizing biometric devices, such as fingerprint, alongside manual inputs, they can capture
attendance data with a higher level of accuracy.
In a commitment to transparency and providing employees with a comprehensive overview
of their earnings, Al Dawah Producers Cooperative issues payslips to each employee. These
payslips serve as detailed records, displaying the breakdown of salary components, including basic
pay, allowances, deductions, and any additional benefits or incentives. By providing this
information, employees gain visibility into how their salary is calculated and can verify the
accuracy of their compensation.
As they progress with the development of their payroll system, Al Dawah Producers
Cooperative remains committed to continually improving their payroll processes to better serve
their employees and ensure accurate and timely compensation.
ORGANIZATIONAL STRUCTURE AND RESPONSIBILITIES
Figure 4. Organizational Chart
Benjamin Villaos
General Manager
The General Manager is in charge of the cooperative's operations, financial performance,
and expansion plans in addition to providing overall leadership and strategic direction. In order
to ensure alignment with the cooperative's mission, vision, and goals, the general manager
collaborates closely with department managers.
Benedict Villaos
Area and Operational Manager
The Area and Operational Manager oversees the cooperative's operational activities in
different areas or regions. They ensure efficient production processes, monitor inventory levels,
manage supply chain logistics, and maintain quality control standards. The Area and Operational
Manager works closely with the Production Manager, Finance Manager, and other relevant teams
to optimize operations and meet targets.
Operational Team
The Operational Team is made up of personnel in charge of daily operational duties such
as logistics coordination, inventory management, and production planning. To ensure effective
operations and timely distribution of goods and services, they perform their duties under the
direction of the Area and Operational Manager.
Figure 5. Area and Operation Department
Catherine Ancheta
Marketing Manager
The Marketing Manager is responsible for developing and executing marketing strategies
to promote the cooperative's products and services. To attract customers and boost revenue, they
perform market research, define target markets, and develop marketing strategies. To match
promotional efforts with overall cooperation goals, the marketing manager collaborates with the
marketing team and other departments.
Marketing Team
The marketing team is made up of experts in the field who are in charge of market
research, branding, advertising, and other marketing-related activities. They work along with the
marketing manager to execute marketing strategies, control social media channels, develop
marketing collateral, and spot market trends.
Figure 6. Marketing Department
Rachelle Anne Escobido
Human Resource Manager
The cooperative's human resources operations are managed by the HR Manager, assuring
the hiring, training, and welfare of employees. They manage hiring, labor law compliance,
employee relations, performance management, and training.To foster a positive work
environment, the HR Manager collaborates closely with the HR team and other managers.
encourage a collaborative work environment.

HR Team
The HR Team supports the HR Manager in various HR functions. They handle recruitment
and selection processes, employee on boarding, payroll administration, benefits management,
and employee relations. The HR Team also supports training and development initiatives and
maintains employee records and documentation.
Figure 7. Human Resources Department
Angelica Arevalo
Production Manager
The Production Manager is responsible for overseeing the cooperative's production
processes and ensuring efficient and timely production. They plan and organize production
schedules, manage resources, monitor production quality, and ensure adherence to safety and
environmental standards. The Production Manager collaborates with the Area and Operational
Manager and other relevant teams to optimize production efficiency.
Production Team
The production team is responsible for planning and scheduling production activities. They
collaborate with other departments, such as sales and operations, to determine production
requirements, forecast demand, and develop production plans. This includes setting production
goals, establishing timelines, and allocating resources such as materials, equipment, and labor.
Figure 8. Production Department
Vacant
Finance Manager
As of now Al Dawah Producers Cooperative don’t have Finance Manager but the role of
Finance Manager is to ensure compliance with financial regulations and develop financial
strategies to support the cooperative's growth and sustainability. It also responsible for
overseeing the cooperative's financial operations, including budgeting, financial planning,
reporting, and analysis. The Finance Manager works closely with the General Manager and
other department managers to provide financial insights and support decision-making.
DATA FLOW DIAGRAM
Context Diagram
Figure 9. Context Diagram
This data flow diagram shows the standard process of the log-in and log-out of the Al
Dawah Producers Cooperative employee, illustrating the interactions between the system, which
is the log-in and log-out process, and external entities. It comes with incoming or outgoing
indicators showing input and output data showing how the general process is done in the log-in
and log-out process.
Top-Down Data Flow Diagram
Figure 10. Top-Down Data Flow Diagram
This data flow diagram shows the single process node from the context diagram is broken
down into a sub-process. Since there is an additional process, the salary distribution, it needs
additional data flow too. Just like in the context diagram, this diagram shows how the employee
login and log-out input undergoes the process, where it is given, and where it is stored. It shows in
the data flow of the login and log-out process where the data goes in this process is stored, the
identity authentication, as well as the data flow of the salary distribution process, the data
undergoes in this process is stored in the separate data storage, the Excel.
Logical Diagram
Figure 11. Logical Diagram
This data flow diagram shows a more detailed diagram illustrating the breaks of the
processes and data flows depicted in the diagrams above into more specific subprocesses and data
flows. This allows for a more detailed understanding of how data is transformed and flows through
the system, the transformations it undergoes, and the interactions between various components. It
provides a clearer picture of the system's inner workings.
DATA DICTIONARY
Table 1. Data Dictionary
The purpose of a Data Dictionary is to describe the tables, fields, and elements together by
identifying their meaning and origin. In this Data Dictionary, we can see different field names such
ID, LastName, FirstName, Date of Birth, Rate, WorkDays, FixedRate, and Contractual. These are
all components of the company’s existing system for getting the employee’s data.
PROBLEM AREAS
Al Dawah Producers Cooperative’s payroll management system is also composed of
problems that make it less to be used and tend them to use manual payroll management. One of
these problems is the error in the data, some data inputted couldn’t be modified making it more
crucial for their day-to-day function. Furthermore, the company’s system really needs a major
change since it is more manual payroll management than automated. Also, as stated during the
Interview software crashing or hanging is one of their struggles in using Excel, due to the huge
data inputted in the system the software ends to this situation making it more difficult for them to
use the system.
CHAPTER FIVE
PROPOSED SYSTEM
SYSTEM OVERVIEW
The proposed system for the cooperative is a payroll system with a database is a software
system that maintains and organizes payroll-related data. This involves making optimal use of a
database management system (DBMS) to store, retrieve, and change payroll data. The design of
the database structure that will house the necessary payroll data is the first step. This includes
creating tables to store information about employees, salaries, taxes, deductions, and other relevant
fields of data. The design of the database ought to guarantee the accuracy, integrity, and
appropriate relationships of the data across the various tables.
For the company’s Information Management for Employees, the new system finance
framework takes into consideration the capacity and the executives of representative data, like
individual subtleties, business history, charge data, and banking subtleties. This data can be
accessed and modified at any time by accessing the employee database table(s). Based on
predefined rules and policies, the system includes features for calculating salaries, wages, and
other forms of compensation. It considers factors, for example, hours worked, additional time,
rewards, and allowances. The system calculates, retrieves the necessary data from the database,
and produces precise payroll data.
When it comes to tax management, Considering all applicable tax laws and regulations, a
payroll system with a database handles tax deductions and calculations. To guarantee that each
employee receives accurate tax calculations, the system stores tax-related information like tax
brackets, allowances, and deductions. It produces charge reports and works with the recording of
expense-related structures. With the new system, Employees are provided with detailed
information about their earnings, deductions, and net pay on payslips or pay stubs that are
generated by the system. Payslips can be printed or sent to employees electronically, and they can
be customized to meet the needs of the company. Numerous payroll-related reports and analytics
can be generated by the payroll system. Payroll summaries, tax reports, year-end reports, and other
relevant metrics are examples of these reports. Based on specific requirements, the system allows
for customizable reporting options.
The data set of the finance framework ought to have legitimate safety efforts set up to
safeguard delicate representative data. Access controls can be used to ensure data privacy and
confidentiality by limiting access to authorized personnel only. There shall be a combination of
different frameworks, A finance framework with a data set can be coordinated with different
frameworks, like time and participation the board frameworks, or human asset the executive’s
frameworks (HRMS). This joining empowers a consistent information stream between various
frameworks, decreasing information duplication and working on general proficiency. When a
payroll system with a database is put into place, payroll procedures are streamlined, data accuracy
is guaranteed, and efficiency and compliance are all improved. It makes it simpler to manage
employee compensation, deductions, and tax-related issues by providing a centralized and
dependable source of payroll data.
PROCESS SPECIFICATION
5.2.1 DATA FLOW DIAGRAM
Context Diagram
Figure 12. Proposed System Context Diagram
This data flow diagram illustrates the typical process for an Al Dawah Producers Cooperative
employee to log in and out, showing the interactions between the system—which is the process
for logging in and out—and external entities. It has incoming or outgoing indicators that display
input and output data and illustrate the overall procedure for logging in and out. It is also shown
in Chapter 4 the difference is in this context diagram there's an additional entity which is the
General Manager.
Top-Down Data Flow Diagram
Figure 13. Proposed System Top-Down Data Flow Diagram
This data flow diagram demonstrates how the context diagram's single process node has been
divided into sub-process. The salary distribution procedure is an additional process that
requires more data flow. It shows the data flow of the login and logout process and salary
distribution process, where the data is coming from and given during these processes, and where
the data is stored, which is the Identity Authentication and Excel.
Logical Diagram
Figure 14. Proposed System Logical Diagram
This data flow diagram displays a more in-depth illustration of how the processes and data flows
shown in the diagrams above are broken down into more specific subprocesses and data flows.
This enables a more thorough comprehension of how data is changed, how it progresses through
the system, what process it goes through, and how different components interact. It gives a clearer
view of how the payroll is processed within.

Physical Data Flow Diagram
Figure 14. Proposed System Physical Diagram
This data flow diagram shows specific details on how the system processes within. It illustrates
how the data is processed in the system and how the system is implemented. It focuses on the
physical aspects of the system process. Though, it displays similarity with Logical Diagram as it
shows the same entities and the same number of processes. The difference is the data flows are in
different states focusing on the physical form of data, and the data stores of this diagram display
the physical storage of the data.
5.2.2 DATA DICTIONARY
Table 2. DFD Data Dictionary

DATA SPECIFICATIONS
5.3.1 ENTITY RELATIONSHIP DIAGRAM
Figure 15. Entity Relationship Diagram

Figure 15 represents the existing system's entity relationship diagram (ERD). The ERD
is used for database design and is crucial in adding constraints to an entity. The entity
relationship diagram gives a snapshot of how entities relate to each other. The diagram
represents the blueprint that underpins the business architecture, offering a visual
representation of the relationships between different sets of data. The diagram re presents the
data and variables that will be included for each user.
DATA DICTIONARY
Field Name Data Type Field Size Description Example

A unique identifier
assigned to each 2825
employee.
Employee ID Integer 10
Given name or personal

name that is used to Richer Von
identify an individual
First Name String 10
Refers to the employee's
Busa
Last Name String 10 surname or family name
Specific date on which an
05-09-2002
Date of Birth Integer 10 employee was born.
The official job title or
Employee position of the employee Recruiter
Position String 30 within the organization.
The department or Human
Department division in which the Resource
Name String 30 employee works. Department
Unique identifier assigned
to different departments
0099
Department or divisions within an
ID Integer 10 organization.
It is a specific code or
number used to track and
manage an employee's 122520
payroll-related
Payroll ID Integer 10 information.
Refers to the specific date
on which employees
05-30-2023
receive their wages or
Pay Date Integer 10 salaries.
Specific amount of money
paid to an employee for Php 800.00
Hourly Rate Integer 10 each hour worked
The total number of hours
Hours worked by the employee
Worked Integer/String 10 during the payroll period. 80 hours
Table 3. ERD Data Dictionary
SCREEN LAYOUT/SPECIFICATIONS
Screen Layout shows the overall possible design and layout of the system and the screens
where the user will navigate. For the Al Dawah Producers Cooperative, we created a screen layout
that is aligned with the payroll management system that they needed for their day-to-day
monitoring and recording of the employee’s working time and record. Below are the wireframes
of the screen layout for the proposed payroll management system
Figure 16. Log-In Page
Figure 17. Registration Page
Figure 18. Successful Registration Popup Notification
Figure 19. Homepage
Figure 20. Add Employee Tab/ Registration of Employee’s Information
Figure 21. Add Employee Tab/Employees List
Figure 22. Add Employee Tab/Editing of Employee’s Information
Figure 23. Payroll Tab/Form
Figure 24. Exporting Employee’s Payroll Record in Excel
Figure 25. Payroll Slip Print Tab
Figure 26. Salary Report Tab
Figure 27. Payroll Slip Print Tab
Figure 28. Log-out
1. REPORT/ FORM SPECIFICATIONS
Figure 29. Add Employee Form
5.5.1 Add Employee Form
This form is Adding an employee feature in a payroll system that involves
implementing functionalities that allow for the creating, managing, and maintaining of
employee records.
Figure 30. Salary Report
5.5.1 Salary Report
The salary report shows the list of all employees who already received their income
and includes the total computation of the total salary. In addition, this tab also provides a
button where they could print a hard copy of the salary report.
Figure 31. Payroll Report/Form
5.5.2 Payroll Forms
this form shows the information regarding employees' payroll details such as salary,
deductions, taxes, time, and attendance.
5.5.2.1 Calculate employee earnings, deductions, and net wages based on salary
data.
5.5.2.2 Retrieve selected payroll period and employee payroll data.
5.5.2.3 Preview employee payslips before completing payments. Include details such
as employee name, employee ID, payment term, and payment date.
5.5.2.4 View the breakdown of earnings, deductions, and net pay for a specified pay
period.
5.5.2.5 Print Payroll Slip Preview This form displays the employee's payroll slip.
5.5.2.6 Provide a way to Export Employee’s Payroll Records in Excel.
PROGRAM/MODULE SPECIFICATIONS
Figure 32. Login Page Specification
The Login page is the first page that we mostly see in visiting a website page or an app.
This serves as an entryway to be able to fully access the system by entering their account details
such as username or email and password. Also, this allows not registered users to register to have
an account.
Here are the functions and Call-to-Action buttons that we can see on our proposed system’s
Login page:
1.1 Company Logo
Along with the header, the company logo is shown on the left side of the screen
beside the name of the company host of the payroll system.
1.2 Username Input
This is where we should enter the username or email that we used when we signup
to have an account.
1.3 Password Input
This is where we should enter the password that we used to protect our account
from any unauthorized users.
1. 4 Show Password
This feature allows us to see the password that we input if it is correct or not, we
can also click the checkbox again if we want to hide or make the password in a masked version.
1.5 Login Button
The login Button is a way to access the system after entering account details.
1.6 Register Button
The register button allows the users to register or signup, this will transfer them to
another tab or form to fill up to create their account. Clicking this will proceed to the registration
tab.
1.7 Message
A message or a notification icon serves as a way to inform the users that the system
is loading.
1.8 Image
The image serves as a way to attract users to use or visit the system.
Figure 33. Register Page Specifications
Registration Page allows the users to register to have an account in the system or app that
they will use to access the whole feature. By filling up the form and inputting all necessary
information about the users and putting in safeguards such as passwords and two-way
authentication we can create our own account for the system.
Register page:
2.1 Close Button
A button that refers to exiting the current form which is the registration page.
2.2 Name Input
This is where we put our name to be able to address and identified by the system.
2.3 Email Input

Another way to secure an account and to have a backup in case of forgetting a
password.
2.4 Phone Number
Another way to secure an account and to have a backup in case of forgetting a

password.
2.5 Password Input
This is where we should enter the password that we will be using to protect our
account from any unauthorized users.
2.6 Re-enter Password Input
To enter again the password that we will be using to make sure that we put the
correct password, this will show a message if the password we input above is the same or not.
2.7 Register Button
By clicking this, we are sure that all forms are filled with the correct information
and we are ready to create our account.
2.8 Redirect to Login Page
This will send the users back to the login page in case they already have an account.
2.9 Message
A message or a notification icon serves as a way to inform the users that the system
is loading.
2.10 Company Name
This is the name of the company which is the Al Dawah Producers Cooperative.
2.11 Company Logo
Along with the header, the company logo is shown on the left side of the screen

2.12 Image
The image serves as a way to attract users and make the page more lively.
2.13 Description
This is where we can put the company’s tagline or any quote or message that they
want to input.
Figure 34. Successful Registration Popup Notification
The Popup Notification is important in a system or an app in order to inform the
users about the transaction or activity that they do. In the above picture, it focuses on informing
the users that they successfully create their account.
Register page popup notification:
3.1 Register Page
This is to show that it is the page where the popup notification is referring. We add
a blur effect to the page before when the popup page occurs.
3.2 Message
This is to inform the users that they successfully created an account for the system.
3.3 Confirmation Button
This is where we need to click to proceed to the homepage.
Figure 35. Homepage Specification
The homepage acts as a center for navigation, providing a menu or connections to
various parts and functions of the payroll system. It provides users with access to several
modules such as employee management, payroll processing, reporting, and other operations
information pertaining to payroll.
Homepage:
4.1 Company Logo
along with the header, the company logo is shown on the left side of the screen
4.2 Home page
aligned with feature buttons for payroll functionalities, this is a button where it
navigates to the home screen of the system.
4.3 Add Employee
aligned with feature buttons for payroll functionalities. This is a button, once
clicked by the user it navigates to the Add Employee form.
4.4 Payroll
a payroll feature button that once clicked by the user, allows to be directed to the
user’s payroll detail.
4.5 Report
a payroll feature or functionality button that allows users to generate and view
various reports relating the payroll information.
4.6 About
this is a button that refers to a feature that will provide general information about
the payroll itself or the company description.
4.7 Logout
along with featured payroll buttons, this refers to the users that want to sign out
from the payroll system.
4.8 Account Name
this is where its displays the name of the employee who is also the user.
4.9 Image
a display image that can be any possible photo relating to the company such as a
company product, simple coloured background, or corporate images.
4.10 Navigation button
a feature that indicates that the user can switch along the other payroll feature or
functionalities with just a single click.
4.11 Company Name
This is the name of the company which is the Al Dawah Producers Cooperative.
Figure 36. Add Employee Tab Specifications
The Add Employee tab is a thorough form where users may enter important
information about new employees. Fields such as employee name, employee ID, contact
information, address, government-issued identification numbers, work description, basic
rates, and so on may be included.
Add Employee Tab Specifications:
5.1 Add Employee
aligned with feature buttons for payroll functionalities. This is a button, once
clicked by the user it navigates to the Add Employee form.
5.2 Employee ID
a text field where the users will input their Employee ID.
5.3 Last name
a text field where the users will input their surnames.
5.4 Address
a text field where the users will input their home addresses.
5.5 Gender
a <select> tag that displays a dropdown list that indicates the possible gender of the
user.
5.6 Close button
a button that refers to exiting the current form which is the “add employee” screen.
5.7 Employee tab
this is a feature in the shown form where it indicates that the user is not on that side
of the page and it can be clicked to switch to this tab.
5.8 Phone number
a text field where the users will input their phone numbers.
5.9 SSS number
a text field where the users will input their SSS numbers.
5.10 Phil health number
a text field where the users will input their Phil health numbers.
5.11 Position
a <select> tag that displays a dropdown list that indicates any possible job position
of the user.
5.12 Basic Rate
a <select> tag that displays a dropdown list that indicates the possible basic rate of
the user.
5.13 First name
a text field where the users will input their given names.
5.14 Status
a <select> tag that displays a dropdown list that indicates any possible civil status
of the user.
5.15 Employee Image
a feature that allows users to input their images. It can possibly be updated changed
or removed by the user.
5.16 Save Button
a feature button that indicates that once clicked by the user, it will save what the
users type in within the current form.
Figure 37. Employee List Tab Specifications
The Employee tab displays an overview or directory of all employees in the company.
Users may search, filter, and sort employees based on parameters such as name, department,
job, or current position. Adding new workers, monitoring employee profiles, adjusting
benefits and deductions, and initiating payroll-related activities for individual employees are
all aspects that can be updated or changed within this form.
Employee List Tab Specifications:
6.1 Edit Button
This button indicates that users are allowed to update or change the payroll data or
inputs inside the spreadsheet table.
6.2 Batch Delete Button
This button is a feature where the purpose is to format or erase the whole table
existing within the spreadsheet table.
6.3 Employee Details
This is a highlighted row of payroll subjects such as employee name, ID phone
numbers, etc.
6.4 Single Delete Button
This button is a feature where purpose is to format or erase the specific data existing
within the spreadsheet table.
Figure 38. Edit Employee Tab Specifications
The edit employee screen serves as the interface where authorized users can view and
modify the information of a specific employee within a payroll system. The screen displays the
existing details of the employee, including their personal information, employment details,
compensation and benefits information, tax information, and other relevant data.
Edit Employee Tab Specifications:
7.1 Edit Employee Tab
The "Edit Employee" tab is a user interface component or section within a payroll
system that allows authorized users, such as administrators or HR personnel, to modify or
update the information of an employee within the system.

7.2 Position
This field allows users to enter the name or title of the position within the
organization's hierarchy or job structure.
7.3 Gender
This field provides a dropdown menu or a set of radio buttons where users can
select the employee's gender. The options may include male, female, non-binary, or prefer
not to say.
7.4 Status
This section displays the current employment status of an employee, indicating
whether they are active, on leave, terminated, retired, or any other relevant status options
defined by the organization.
Figure 39. Payroll Tab Specifications
A payroll system's payroll screen acts as the primary hub for managing and processing
employee payroll data. For calculating and processing employee salaries, taxes, and other payroll-
related operations, it offers a variety of features and functionalities.
Payroll Tab Specifications:
8.1 Employee Details
This section provides details related to the employee's employment, such as job
title, department, basic rate, start date, and any relevant employment contracts.
8.2 Income Details
This section displays information about the number of working days, salary per
day, and overtime. It also includes the deductions from the individual's income, such as
taxes, late, and absent.

8.3 Compute Button
A user interface element found in the payroll system that perform calculations or
generate results based on input data.
8.4 Save Record Button
When the "Save Record" button is clicked, it triggers the system to store the
changes made to the employee's payroll record.
8.5 Clear Button
A user interface element that allows users to reset or clear the fields and input data
in the payroll form.
8.6 Excel Button
An element of the user interface that enables users to export or create payroll data
as an Excel spreadsheet.
8.7 Print Button
The user interface function "Print" button enables users to create a hard copy of
payroll-related documents.
8.8 Exit Button
The "Exit" button provides a simple and efficient way for users to close the payroll
system.
8.9 Close button
It is a user interface to indicate the option to close or dismiss a window, dialog box,
pop-up, or any other element on a screen.
Figure 40. Payroll Excel Request Specifications
The Excel payslip screen is a template or spreadsheet for creating employee payslips that
were made in Microsoft Excel. It provides a number of features that simplify the creation,
customization, and dissemination of payslips.
Payroll Ecel Request Specifications:
9.1 Excel Button
An element of the user interface that enables users to export or create payroll data as an Excel
spreadsheet.
9.2 Salary Report in Excel
It is a document generated in the Excel format that provides a comprehensive overview of salary-
related information for employees within an organization. This report serves as a valuable tool for
payroll administrators, and management to analyze and review salary data in a structured and
organized manner.
Figure 41. Payroll Slip Print Specifications
The print payslip screen typically refers to a specific feature within a payroll system that allows
users to generate and print payslips for employees. The print payslip screen might provide a preview feature
that allows users look at the payslip papers on the screen before printing. This enables any necessary
modifications or updates to be made before the printing procedure is complete.
Payroll Slip Print Specifications:
10.1 Payroll
Refers to the process of calculating and disbursing employee compensation,
including salaries, overtimes, deductions, and other related payments.
10.2 Print Button
The user interface function "Print" button enables users to create a hard copy of
payroll-related documents.
10.3 Search Button
The purpose of the "Search" button is to provide users with a quick and efficient
way to locate specific information within the payroll system.
10.4 Fullscreen Button
It is a user interface element that allows users to expand the application or system
interface to occupy the entire screen space.
10.5 Number of Pages
Refers to the count of pages within a document or report generated by the system.
10.6 Zoom
The payroll system may provide a “Zoom" menu where users can select the desired
zoom level from a list of predefined options.
10.7 Close Button
The "Close" button provides a simple and efficient way for users to close the payroll
document slip.
10.8 Payroll Slip Document
A payroll slip document, is a document generated by a payroll system that provides
detailed information about an employee's earnings, deductions, and net pay for a specific
pay period. It serves as a record of the employee's salary or wages and is typically provided
to employees alongside their payment.
Figure 42. Salary Report Specifications
The salary report screen refers to a specific feature within a payroll system that allows users
to generate comprehensive reports related to employee salaries. It provides valuable insights of
salary-related data within an organization.
Salary Report Specifications:
11.1 Date
It represents the specific day, month, and year for which the salary information or
report is being displayed or generated. It helps to identify the period to which the salary
data corresponds.
11.2 Print
`It allows the user to obtain a physical or digital copy of the salary report. When
the user selects the "print" option, the interface generates a formatted version of the salary
report that is prepared for printing or saved as a document.
11.3 Close Button
It allows users to close or dismiss a window, effectively removing it from the user's
view. Clicking or tapping on the close button typically triggers the action of closing or
hiding the associated element, providing a convenient way for users to exit the window.
11.4 Salary Details
These are the details provided by a Human Resource for the employee, such as
employee ID, workdays, salary per day, regular OT, late, and deductions.
11.5 Single Delete Button
It allows users to remove or delete a row of data with a single click or tap.
Figure 43. Salary Report Print Preview Specifications
The salary report preview screen refers to a feature within a payroll system that allows
users to preview a generated salary report before it is finalized or shared. It provides a preview of
the report's content, layout, and formatting.
Salary Report Print Preview Specifications:
12.1 Salary Report
This is the title of the system page that indicates the information about the salary
report of the employees.
12.2 Print Button
It allows users to create a physical copy or a digital representation of the content
displayed on their screen. When a user clicks or selects this print button, it triggers a series
of actions that initiate the printing process.
12.3 Search Button
When clicked, the search button triggers the system to process the entered search
terms and retrieve relevant results from the whole document or search index. Users can
input keywords, phrases, or other criteria into a search field, and the search button serves
as the mechanism to execute the search and display the results.
12.4 Fullscreen Button
Its purpose is to enable or disable fullscreen mode, which expands the display area
to fill the entire screen. When clicked, the fullscreen button expands the content to occupy
the entire screen, hiding the application interface and maximizing the viewing area.
Clicking or tapping the fullscreen button again or pressing the "Esc" key usually returns
the content to its original size and restores the application interface.
12.5 Number of Pages
It refers to the total count of individual pages that compose the document. It
represents the length and extent of the content contained within the document.
12.6 Zoom
It allows users to adjust the level of zoom or magnification in the document display.
By clicking or interacting with the Zoom button, users can increase or decrease the size of
the content being viewed, making it appear larger or smaller on their screen.
12.7 Close Button
It allows the user to close or hide the document or window, effectively ending their
interaction with it. Clicking on the close button usually triggers an action that closes the
document, removing it from the screen or returning it to the previous view.
Figure 44. About the System Specifications
The about the system section typically provides information and details about the payroll
system. It offers users an overview of the system's version, features, and other relevant
information.
About the System Tab Specifications:
13.1 About Page - It is a clickable element that takes the user to a dedicated page
that provides information and details about the system.
13.2 Description of the System - It provides a concise overview of the system or
application. It aims to give users a clear understanding of its purpose, functionality, and
key features.
Figure 45. Log Out Page
Typically refers to the feature within a system that allows users to securely sign out or log
out of their account. In this system, you'll back to the login page after clicking the log out button.
Log out Specifications:
14.1 Logout Button
It is a user interface element that allows users to securely end their current session
or log out of their account. When a user clicks or selects the logout button, it initiates a
process that terminates their access to the application or system.
14.2 Redirect to the Login Page
A process that occurs when a user logs out or signs out from the software. After
successfully logging out, the system automatically redirects the user to a login page,
prompting them to re-enter their credentials if they wish to access or log in again.

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Republic of the Philippines

Technological University of the Philippines – Manila

In Partial Fulfillment of the Requirements

Presented to the Faculty of

Chapter 5 THE PROPOSED SYSTEM

BACKGROUND OF THE STUDY

The management of payroll is a crucial aspect of any organization's operations, as it directly

advancement of technology, businesses are leveraging business intelligence tools to streamline

A payroll system may be a computer program application or framework utilized by

that they are paid precisely and on time.

used spreadsheet software, can be used to manage payroll at the cooperative.

intelligence tool for their payroll management.

1) To identify the profile of the employees in terms of their:

c.) Civil Status

2.) To find out the underlying problems in the present system.

3.) To find out the procedure of the present system.

5.) To determine the possible benefits of the proposed payroll system.

taxes, and benefits.

SIGNIFICANCE OF THE STUDY

The following will greatly benefit from the study's findings:

means of utilizing their payroll system.

researchers to refer to.

approach related subjects in regards payroll system.

SCOPE AND LIMITATION

SCOPE OF THE STUDY

government contribution like SSS and Philhealth.

LIMITATIONS OF THE STUDY

Figure 1 Agile-Waterfall Hybrid Method

The methodology we used for this study is an Agile-Waterfall Hybrid Method.

reports and documentation.

implementation and testing simple.

defined development approach.

sure it complies with the required specifications is known as testing.

system and make it a better version.

DATA GATHERING INSTRUMENTS

detailed data from participants or clients in a study.

client wants in its system.

Figure 2. Al Dawah Producers Cooperative Logo

Photo source: Al Dawah Coop Facebook

Figure 3. Pictures from Al Dawah Producers Cooperative’s Farm

As explained by Benedict Villaos the operational manager and a researcher of the

DESCRIPTION OF THE SYSTEM

and efficient operation of the AL DAWAH PRODUCERS COOPERATIVE System.

attendance data with a higher level of accuracy.

In a commitment to transparency and providing employees with a comprehensive overview

accuracy of their compensation.

their employees and ensure accurate and timely compensation.

ORGANIZATIONAL STRUCTURE AND RESPONSIBILITIES

Figure 4. Organizational Chart

The General Manager is in charge of the cooperative's operations, financial performance,

collaborates closely with department managers.

Area and Operational Manager

to optimize operations and meet targets.

as logistics coordination, inventory management, and production planning. To ensure effective

direction of the Area and Operational Manager.

Figure 5. Area and Operation Department

marketing team and other departments.

marketing collateral, and spot market trends.

Figure 6. Marketing Department

Rachelle Anne Escobido

Human Resource Manager

employee relations, performance management, and training.To foster a positive work

encourage a collaborative work environment.