A Synopsis On

“Payroll Management System”

Bachelor in Technology

In

Computer Science and Engineering

Under the guidance of

Er. Dharamraj Sir
(Teaching Associate)

Submitted by:
Aman Kumar Yadav CT-3001/20
Saumya Pathak CT-3004/20
Kartikey Sachan CT-3006/20
Gaurav Gupta CT-3009/20
Tushar Sharma CT-3010/20
Saumya Mishra CT-3021/20

Baba Saheb Dr Bhim Rao Ambedkar College of Agricultural

Engineering & Technology
Etawah - 206001

A faculty of
Chandra Shekhar Azad University of Agriculture and
Technology, Kanpur-208002

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 Acknowledgement

We would like to take this opportunity to express our gratitude towards all the people who are,
in various ways, helping in the successful selection of the “PAYROLL MANAGEMENT
SYSTEM” synopsis.

We gratefully acknowledge the assistance, cooperation, guidance, and clarification provided

by Respected Er. Dharamraj Yadav sir (Teaching Associates Computer Science & Engg. Dept.).
We present our sincere gratitude to Er. Dharmaraj Yadav sir, who is guiding us throughout the
project. Without his willing deposition, the spirit of accommodation, timely clarification,
frankness, and above all, faith in us. His readiness for all important matters at work deserves
special attention.

We are also thankful to our respected faculty members for clearing our concepts from day one
of our college & encouraging us towards this project.

Aman Kumar Yadav CT3001/20

Saumya Pathak CT3004/20

Kartikey Sachan CT3006/20

Gaurav Gupta CT3009/20

Tushar Sharma CT3010/20

Saumya Mishra CT3021/20

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 Contents

➢ Abstract 4

➢ Introduction 5

➢ Objective 6

➢ Scope of the Project 7

➢ Module 8

• Admin

• Employe

• Attendance

• Salary

➢ Software Requirement Specification 9

• Hardware Requirements

• Software Requirements

➢ ER Diagram 12

➢ Use Case Diagram 13

➢ Class Diagram 14

➢ Sequence Diagram 14

➢ Activity Diagram 15

➢ Specific Requirements 16

• Functional Requirements

• Performance Requirements

➢ Tools 17

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 Abstract

“Payroll Management System” is designed to make the existing manual system automatic with
the help of computerized equipment and full-edged computer software, fulfilling their
requirements, so that their valuable data and information can be stored for a longer period with
easy access and manipulation of the same. The required software is easily available and easy
to work with. This system application can maintain and view computerized records without
getting redundant entries. The project describes how to manage user data for good performance
and provide better services for the client.

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 Introduction

The proposed project “Payroll Management System” has been developed to overcome the
problems faced in the practicing of manual system. This software is built to eliminate and in
some cases reduce the hardships faced by the existing system. Moreover this system is designed
for particular need of the company to carry out its operations in a smooth and effective manner.

This system application is reduced as much as possible to avoid errors while entering data. It
also provides error message while entering invalid data. It is user-friendly as no formal
knowledge is required to use the system.

Human resource challenges are faced by every organization which has to be overcome by the
organization. Every organization has different payroll management needs. Therefore, I have
design exclusive payroll Management System that are adapted to the organization’s Managerial
Requirements.

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 Objectives

The purpose of this document is to describe the functionality and specifications of the design
of a web application for Managing Employees and their payroll. The expected audiences of
this document are the developers and the admin of the web application. Now with the help of
this system the admin has the information on his finger tips and can easily prepare a good
record based on their requirements.

• Efficiency: Streamlining the process of calculating, distributing, and managing

employee salaries, benefits, and deductions to reduce time and effort.
• Accuracy: Ensuring precise calculation of wages, taxes, and other deductions to prevent
errors and discrepancies in employee compensation.
• Compliance: Adhering to legal and regulatory requirements concerning payroll, tax
withholding, and reporting to avoid penalties and legal issues.
• Cost Reduction: Minimizing overhead costs associated with manual payroll processing,
such as paperwork, labor hours, and potential errors.
• Data Security: Safeguarding sensitive employee information, such as social security
numbers and financial data, from unauthorized access or breaches.
• Employee Satisfaction: Providing timely and accurate payment to employees, along
with access to relevant payroll information, to enhance job satisfaction and morale.
• Integration: Integrating payroll systems with other HR and accounting software for
seamless data exchange and comprehensive workforce management.
• Reporting and Analysis: Generating detailed reports and analytics on payroll expenses,
trends, and labor costs to facilitate informed decision-making by management.
• Scalability: Accommodating growth and changes within the organization by easily
scaling the payroll system to handle increased employee numbers and complexities.

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 Scope of the project

This system deals with the financial aspects of employee’s Salary, Deductions, allowances, Net
pay. The user can view the account of each and every employees’ and update their payments,
and the user can also manage deductions, modify overtime and salary rate.

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Modules:

➢ Admin:

The admin gets logged in by valid username and password. Admin can add new
Employee, add new Department, add new Pay Grade for the employees. Admin can
set the ‘from’ and ‘to’ date worked by an employee in a department with specific
pay grade. The Admin can generate an automated monthly salary of an employee.
The admin can view all the past records of any recorded employee.

➢ Employee:
• Designation
• Department
• Employee details
• Viewing Pay Stubs: Employees can access and view their pay stubs, which
provide detailed information about their earnings, deductions, taxes, and net pay
for each pay period.
• Updating Personal Information: Employees can update their personal
information such as contact details, banking information for direct deposit, tax
withholding allowances, and beneficiary information for insurance and
retirement plans.
• Accessing Tax Forms: Employees can retrieve and download tax forms such as
W-2s for annual tax filing purposes directly from the system.
• Viewing Benefit Information: Employees can review information about their
benefits, including health insurance, retirement plans, and other perks offered
by the company.
➢ Attendance:
• Leave
• Attendance
• Managing Leave
➢ Salary:
• Allowance
• Deduction
• Pay Slip

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Software Requirement Specification

➢ Hardware Requirements

The selection of hardware is very important in the existence and proper working of any
software. When selecting hardware, the size and requirements are also important.

Minimum Hardware Configurations Required:

• Processor: Intel i3(5th Gen) or equivalent

• Memory: 512MB RAM (1 GB Recommended)
• Hard disk of 40 Gb
• Printer

➢ Software Requirement

Operating System Windows XP.

Front End Java Swing, Jframe

Backend MySQL Community Server 8.3.0

Scripting Languages Used: Java

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Data Flow Diagram:

A Data Flow Diagram (DFD) is a graphical tool that represents the flow of data within a system
or process. It illustrates how data moves between processes, data stores, external entities, and
data flows. DFDs are commonly used in system analysis and design to model the structure and
dynamics of an information system.

Here are the key components of a Data Flow Diagram and their representation:

1. Processes:
Representation: Rounded rectangles.
Description: Processes represent activities or transformations that are performed on
data within the system.
2. External Entities:
Representation: Squares or rectangles.
Description: External entities represent sources or destinations of data outside the
system.
3. Data Flows:
Representation: Arrows.
Description: Data flows represent the movement of data between processes, external
entities, and data stores.
4. Data Stores:
Representation: Two parallel horizontal lines.
Description: Data stores represent where data is stored or retrieved.

Level 0

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Level 1

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Er diagram:

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Use case diagram:

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Class diagram:

Sequence diagram:

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Activity diagram:

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Specific Requirements

➢ Functional requirements:
• Masters:

This module helps the administrator to enter the designation and the related
description. It also helps to add the department.

• Employee:
This module helps to add the details of the employee like the personal detail
and the employee detail.
• Search:

This module helps to search the employee details department wise and
designation wise.

• Attendance:

This module helps to different types of leave for different year. It also helps
the employee to enter their entry and exit time. Using the attendance module
the employee can also check their remaining leaves and also apply for the
leave.

• Salary:

This module helps to calculate the salary by adding the allowances and the
basic salary and by deducting the deductions based on the leaves and also the
PF, ESI. It also helps to generate the employee pay slip.

• Report:

This module helps to generate the administrative reports like the Salary Report,
Attendance Report and the Employee Report which is in can be exported to word,
pdf.

➢ Performance requirements:
• The overall system should be fast and error free.
• It should have built in error checking and correction facilities.

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 • The system should be able to handle large amount of data comfortably.
➢ Design constraints:
• The system runs under Windows XP /7/8/8.1 or Any version of Linux.
• The application is developed on VB.Net platform and SQL server 2008 as back
end.
➢ Attributes:
• Reliability:

In order to ensure reliability, this system is being designed using software that
is established to be stable and easy to use.

• Availability:

This system is designed to run 24/7 and be readily available to the user.

• Security:

The access to the software is given only to valid operators. We need a specific
ID and password to get access to the software.

➢ Tools :

• Apache NetBeans

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Bibliography:

• Swing Hacks,Tips and Tools for Killer GUIs (Joshua Marinacci)

• Java (Andy Vicker)
• Beginning database design solutions(Rod Stephens)
• www.Youtube.com

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