Payroll Accounting System - Documentation

PAYROLL MANAGEMENT SYSTEM
Project report in partial fulfillment of the requirement of Software Engineering Lab

In
COMPUTER SCIENCE & ENGINEERING DEPT.
Submitted By
Bikram Department of Computer Science,

University Roll No. XXXXXXXXX UEM, Kolkata
Section: B, Class Roll No.: 19
Chandranil Department of Computer Science,

Debakalpa Roy Department of Computer Science,

UNIVERSITY OF ENGINEERING & MANAGEMENT, KOLKATA

University Area, Plot No. III – B/5, New Town, Action Area – III, Kolkata – 700 156
1. Introduction
1.1 Purpose
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.
1.2 Document Conventions

<Describe any standards or typographical conventions that were followed when writing this SRS, such as
fonts or highlighting that have special significance. For example, state whether priorities for higher-level
requirements are assumed to be inherited by detailed requirements, or whether every requirement
statement is to have its own priority.>
1.3 Intended Audience and Reading Suggestions

<Describe the different types of reader that the document is intended for, such as developers, project
managers, marketing staff, users, testers, and documentation writers. Describe what the rest of this SRS
contains and how it is organized. Suggest a sequence for reading the document, beginning with the
overview sections and proceeding through the sections that are most pertinent to each reader type.>
1.4 Project Scope

· The option to print the records In future.
· I intend to add a leave structure in the future.
· I would like to implement a regular backup mechanism to back up the employee database to
avoid disasters.
· The system can be developed in such a way that its existing features can be modified to better
versions.
1.5 References
<List any other documents or Web addresses to which this SRS refers. These may include user interface
style guides, contracts, standards, system requirements specifications, use case documents, or a vision
and scope document. Provide enough information so that the reader could access a copy of each
reference, including title, author, version number, date, and source or location.>
2. Overall Description
2.1 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 web 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.
2.2 Product Perspective

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 web 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.
Finally, we can say that this system will not only automate the process but save the valuable
time of the manager or the admin, which can be well utilized buy his institute. This will be an
additional advantage and management of power based on their free time from his normal duty.
2.3 User Classes and Characteristics

Human resource challenges are faced by every organization which has to be overcome by the
organization. Every organization has different employee and payroll management needs. Therefore, I
have design exclusive Employee and payroll Management System that are adapted to the organization’s
Managerial Requirements.
2.4 Operating Environment
2.5 Design and Implementation Constraints

<Describe any items or issues that will limit the options available to the developers. These might include:
corporate or regulatory policies; hardware limitations (timing requirements, memory requirements);
interfaces to other applications; specific technologies, tools, and databases to be used; parallel
operations; language requirements; communications protocols; security considerations; design
conventions or programming standards (for example, if the customer’s organization will be responsible
for maintaining the delivered software).>
2.6 User Documentation

<List the user documentation components (such as user manuals, on-line help, and tutorials) that will be
delivered along with the software. Identify any known user documentation delivery formats or
standards.>
2.7 Assumptions and Dependencies

<List any assumed factors (as opposed to known facts) that could affect the requirements stated in the
SRS. These could include third-party or commercial components that you plan to use, issues around the
development or operating environment, or constraints. The project could be affected if these
assumptions are incorrect, are not shared, or change. Also identify any dependencies the project has on
external factors, such as software components that you intend to reuse from another project, unless they
are already documented elsewhere (for example, in the vision and scope document or the project plan).>
3. Modules:
3.1 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.
3.1.1 Advantages
 It is cost effective as the user control the web application himself and does not go for
professional service.
 It saves time as it speeds up every aspect of the employee database management and payroll
process with a range of automated features.
 It is secure as the employee database and the payroll process is managed by the admin in house
rather than sending private information to a third party.
 Validating procedures and checks restrict user from making mistakes.
 The software is easy to use and is user friendly so no expertise is required.
 The calculations are automated so no chance of error.
3.1.2 Disadvantages
 It requires an internet connection.

 It requires large database.
4. FEASIBILITY STUDY
After identifying the scope of the project, the feasibility study is needed to be carried out. It is basically
keeping the following points in mind.
4.1 Building the software for meeting the scope:

This software has met the scope. As there is no data involved in the system, processing on the file, and
the behaviour of this project is already identified and bundled in quantitative manner.
The processing of this software is very simple as it has been designed in php and it has been well divided
into several functions according to the need.
4.2 Technically feasible:

This software is very much technically feasible. This software is very much concerned with specifying
equipment and the software will successfully satisfy almost all the admin’s requirements. The technical
need for this system may vary considerably but might include:
The facility to produce output in a given time.
Response time under certain conditions.
Ability to process data at a particular speed.
Therefore, the basic input/output of data is identified. So, the project can easily be build up and it will
also be technically feasible.
4.3 State of Art:

The project is very much within the state of art since the project is a WINDOWS based; it uses very
modern and common technique.
Beside it is very much modern and user friendly. It also works as middleware i.e. only in between the
user and the file. So, it is completely a state of art project.
4.4 Financially Feasible:

The project is very much financially feasible. The implementation and development cost of this software
under the reach of any college.
Moreover, it requires some training for the use. So, training cost can be neglected and the resources of
this software are very much available. It also reduces the labour and extra cost to be paid for labour. So
indeed, it is financially feasible.
4.5 Resources:
As motioned earlier that the resources are easily available and the cost of training is almost negligible.
Sometimes situations may arise when it may not be so much easy. For a person completely unaware of
using a computer system could result in a training cost or for a very small organization the purchase of a
computer, instalment of the system and other charges may lead to a difficult matter.
5. Project Category: Web-Based Application

5.1 Available Technologies:
Languages: HTML, PHP, JavaScript
RDBMS: Online MySQL
Web Server: WAMP server
Development Platform: Adobe Dreamweaver
5.2 Tools Used:

Editor Used: Dreamweaver for PHP, XAMPP server for MySQL
Operating System: Windows 10
5.3 Hardware Used:

Processor: Intel core i3
RAM: 8GB
Hard Disk: 1TB

6. Product
6.1 Use Case Diagram:
6.2 Sequence Diagram:
6.3 DFD (Data Flow Diagram)
Level 0
Level 1
6.4 Entity Relationship Diagram (ERD)
7. Features of Payroll management system:
· Easy to use.
· It is completely secure.
· It is completely controlled by admin.
· This system is easily compatible with most of the web browsers.
· It is very interactive and saves time.
· Reduces paper works.
· Calculations are automated so it is highly accurate.
· Admin can view all the records whenever necessary with ease.
Future scope of the work:
8. Conclusion:
This project is built keeping in mind that it is to be used by only one user that is the admin. It is built for
use in small scale organization where the number of employees is limited. According to the requested
requirement the admin can add, manipulate, update and delete all employee data in his organization.
The admin can add new departments and delete them. The Admin can also add predefined pay grades
for the employees. The required records can be easily viewed by the admin anytime time he wants in an
instant. The payment of the employee is based on monthly basis. Numerous validations implemented
would enable the admin to enter accurate data. The main objective of this framework is to save time,
make the system cost effective and management records efficiently.

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PAYROLL MANAGEMENT SYSTEM

Project report in partial fulfillment of the requirement of Software Engineering Lab

Bikram Department of Computer Science,

Chandranil Department of Computer Science,

Debakalpa Roy Department of Computer Science,

UNIVERSITY OF ENGINEERING & MANAGEMENT, KOLKATA

1.2 Document Conventions

1.3 Intended Audience and Reading Suggestions

1.4 Project Scope

2.2 Product Perspective

2.3 User Classes and Characteristics

2.4 Operating Environment

2.5 Design and Implementation Constraints

2.6 User Documentation

2.7 Assumptions and Dependencies

 It requires an internet connection.

4.1 Building the software for meeting the scope:

4.2 Technically feasible:

The facility to produce output in a given time.

Response time under certain conditions.

Ability to process data at a particular speed.

4.3 State of Art:

4.4 Financially Feasible:

5. Project Category: Web-Based Application

RDBMS: Online MySQL

Web Server: WAMP server

Development Platform: Adobe Dreamweaver

5.2 Tools Used:

Operating System: Windows 10

5.3 Hardware Used:

Hard Disk: 1TB

Future scope of the work:

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