Chapter 1 Project Charter

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Payroll System with Attendance and Leave Monitoring

Page 1

Table of Contents

PROJECT BACKGROUND

1.1

Problem/Opportunity Description

1.2

Benefits

1.3

Goals

1.4

Stakeholders and Clients

PROJECT SCOPE

2.1

Objectives

2.2

Deliverables

2.3

Out of Scope

PROJECT PLAN

3.1

Approach and Methodology

3.2

Project Timeline

3.3

Success Criteria

3.4

Issues and Policy Implications

3.5

Risk Management Plan

3.6

Service Transition

3.7

Option Analysis

TECHNICAL FEATURES

PROJECT ORGANIZATION AND STAFFING

PROJECT BUDGET

APPENDIX A: ADDITIONAL INFORMATION

Payroll System with Attendance and Leave Monitoring

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1 Project Background

1.1

Problem/Opportunity Description

1.1.1 No Time-in and Time-out of Employees

-

Unable to record the log time of employees, time records are essential

when computing the salary of the employees so its a great lessen of work when
your payroll system can not only compute salary but also record the time of your
employees accurately.

1.1.2 Unable to monitor the leaves and vacation of employees.

-

Payroll system is not only for computations and monitoring employees

working hours, but also the keeping of records especially for the important ones
that can be used by the management for some purposes . The leaves and
vacation are also essential for the computation of salary, so its a big advantage
when your payroll system monitors and records your employees leave and you
can directly acquire this record for the payroll process.

1.1.3 Lack of reports needed

-

A payroll system must provide a variety of reports; this includes reports

about the payroll operation, employees files and tax information. But it is also
important to provide reports to the user based on their criteria like reports about
the late employees in a certain day or month, on vacation and sick leave
employees.

1.1.4

No Backup and Restore Features

The company will be in a sure dilemma when their payroll datas get

corrupted or the computer breakdowns. So its a relieve for companys when they
can recover their files and resume to their normal operation with the help of
restore and backup features of their payroll system.

Payroll System with Attendance and Leave Monitoring

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1.2

Benefits
These are the benefits received by the user/client if the proposed system
is invested

1.2.1

Accurate calculations- Efficiency in payroll calculation is important in

every company. It requires accuracy to pay employees the right amount of money
they have earned. To avoid the hassles of calculating payroll manually, users can
use software to automate the process. The process is productive and effective in
saving time and money. Accounting department can create reports and financial
documentation easily.

1.2.2

Forecasting- When users have payroll software, it allows to see and

monitor all payroll expenses instantly. This helps graph financial data to help
create a forecast. If a user have an idea of your business performance, it will be
easier to decide when it is needed to hire new staff for the company. Users can
make adjustments and calculate salary increases to help make an assessment on
how it will affect themoney. It is easier to know whether users decision is good for
the business.

1.2.3

Tax management- Computations for tax might be a headache. Using a

payroll system will minimize the stress related to employee reporting obligations.
Users need not to look for piles of pay-slips to see the records for tax payments.
Through an automated payroll, all records are kept in the computer. These data
are easy to collect and pull-out from the system to provide users with accurate tax
records. Avoid the errors of manual tax computation of salaries by using an
automatic payroll system.

1.2.4

Reliable backup- As a business, keeping large amounts of data for

payroll can be challenging. Users cant store piles of papers and data manually.
But when a user is using payroll software, it is convenient to save records in
various databases available online. In case computer or system is destroyed,
Users should still have a backup to get all your records back.

Payroll System with Attendance and Leave Monitoring

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1.3

Goals

1.3.1

The proponents main goal is to develop a payroll system that provides

accurate computation of salary, withholdings and deductions of employee,

disburse it to them in timely manner.

1.3.2

To record the employees attendance through our time-in and time-out

feature, monitor the lates, vacation and sick leave employee, this will serve as a
basis for the computation of their salary. We look forward for employees that are
highly motivated, more productive and high morale, because they are paid timely
and accurately.
1.3.3

The proponent wants to implement a system which is user friendly, a

system that provides reliable and credible information.

1.3.4

Provide a variety of reports about the payroll operation, employees data

and tax information.

1.3.5

And reports that can be customized by the users based on their criteria

for different purposes and future reference.

1.3.6

To perform the employers legal responsibilities to his/her employees like

the employers portion of taxes and to ensure that they will meet their legal
requirements to the government.
1.3.7

Lastly our proposed payroll system other goal is to lessen the employers

payroll works and enable them to focus to other aspects of the business for the
success and progress of the firm or organization.

1.4

Stakeholders and Clients

These are the people who are involved in this system in which, they could
be the one using and making the said system

HR Department/Staffs- the people who are the one who manages

payroll and monitoring. These staffs compute the just salary of an employee
based on their performance. .

Employees- the people who receives the computed salary which

depends on their performance. The employees need a report which is the payslip
to determine the factors that affect the computation of their salary.

Payroll System with Attendance and Leave Monitoring

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Management- through this system the management can assure that they

give the right and just salary for the members. The management can also view the
records of the payroll for necessary documents

Developers- the persons who develop the system so that transactions

will be fast and reliable. These people are the one who thinks innovation in
existing payroll process.

Payroll System with Attendance and Leave Monitoring

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2 Project Scope

2.2

Objectives

Payroll System with Attendance and Leave Monitoring

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2.3

Deliverables

Attendance Monitoring

Retrieval of Records from H.R.

Project

Work Products/Description

Deliverable

Import records

The

process

records

of

from

importing
the

HR

Department for the selection of

employees who will perform
the time-in/out process.
Connect
H.R.

to

Aside from importing records

our proposed system can get
the

necessary

records

of

employee by connecting to the

HRs table of record from our
main database.

Search Employee by Department

Project

Work Products/Description

Deliverable

Select

Process

of

searching

Employee

selecting of employee who will

perform

the

process.

Employees

and

time-in/out
are

categorized by their respective

department so that the users

Payroll System with Attendance and Leave Monitoring

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can easily search them.

Display

the

Records

After selecting the employee

the basic information of that
employee will be displayed in
the Time Records Interface
like the ID, Name, Department
and Position. The overtime
records of the employee is
also needed in the process.

Time-in and Time-out

Project

Work Products/Description

Deliverable

Clock in and

The user can input the clock-in

Clock out

and

clock

-out

of

the

employees. The system will

now compute the total no. of
hours work by the employee.
Overtime

The overtime of the employees

will came from the HRs record
of the overtime. The system
will just retrieve it and display it
in the interface so it will be
count

when

the

payroll

process begin.
The system will provide a field
Lates

for the lates of employee, the

user can input the no. hours
and minutes of late of the
employees.

Payroll System with Attendance and Leave Monitoring

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Holidays

Together

with

time-out of

time-in

and

employee.

The

system must indicate if that

certain day is a holiday or just
a normal day and holiday can
be classified as regular or
special holiday.

Retrieve Loads and Schedule

Project

Work Products/Description

Deliverable

Retrieve
Loads

Process of retrieving the daily

and

Schedule

schedule of an employee, this

schedule will be the basis to
compute the work hours, OT,
holiday pay etc.

Record and Display the Time Entries

Project

Work Products/Description

Deliverable

Save

the

Records

After all fields are filled the

system shall save the records
in a table. These records will
be the systems basis for the
computation of salary of the
employee.

Display
Records

the

The system shall display the

time records in a table where

Payroll System with Attendance and Leave Monitoring

Page 10

the user can view it and edit

this record if they want.

Leave Monitoring

Retrieval of Records from H.R.

Project

Work Products/Description

Deliverable

Import

The

process

Records

records

from

Department.
includes

the

of

importing
the

This

HR
record

leaves

of

employee, the type of leaves,

the start and end date of leave
and the no. used leave.
Connect to HR

Aside from importing records

our proposed system can get
the

necessary

records

of

employee by connecting to the

HRs table of record from our
main database.
Retrieve

The basic information of that

Leave Data

employee will be displayed in

the Leave Records Interface
like the ID, Name, Department
and Position. Also included is
the no. leaves allowed for that
employee, the used leave, the

Payroll System with Attendance and Leave Monitoring

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start and end date of leave etc.

Monitoring of leave
Project

Work Products/Description

Deliverable

Monitor

the

duration

of

Leave

The approved leave request of

the

employee

shall

be

monitored by the proposed

system, through counting the
remaining days of approve
leave.

Monitor

the

Approve

leave

request

of

used leave of

employee will be subtracted to

employees

the employees allowed leave

for the year. Employees who
exceed the limit of allotted
leaves for them shall not able
to request and take leaves.

Monitor

the

unused leaves

Employees

that

still

have

leaves to take shall be payed

at the end of the year. The
unused leaves of employees
shall be converted into cash.

Payroll System with Attendance and Leave Monitoring

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Check for Leave with Pay

Project

Work Products/Description

Deliverable

Check

for

It is the process where the

Leave

with

employees who are currently

Pay

on-leave(w/pay), will be filtered

and their leave hours will be
counted then will be included
in the computation of salary.

Payroll Process

Retrieval of Records from HR

Project

Work Products/Description

Deliverable

Import

The

process

Records

records

from

Department.
includes

of

importing
the

This

HR
record

ID,

name,

department, position, status,

basic pay, benefits, no, of
dependent, bonuses etc.
Connect to HR

Aside from importing records

our proposed system can get

Payroll System with Attendance and Leave Monitoring

Page 13

the

necessary

records

of

employee by connecting to the

HRs table of record from our
main database.

Search Employee by Department

Project

Work Products/Description

Deliverable

Select

Process

Employee

selecting of employee who

took

of

searching

leaves

and

and

vacation.

Employees are categorized by

their respective department so
that

the

users

can

easily

search them.
Display

the

Records

After selecting the employee

the basic information of that
employee will be displayed in
the Payroll Process Interface
like the ID, Name, Department
and Position. Also included is
the status of the employee,
basic pay, bonuses, benefits,
deductions etc,

Retrieval of Time Records

Project

Work Products/Description

Deliverable

Collecting the

The system shall retrieve the

no. of hours

total no. of hours worked of an

Payroll System with Attendance and Leave Monitoring

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worked

employee in a specific period

of time. These records can be
found in the time recording
feature

of

our

proposed

system.
Collecting the

Aside from the total of working

no. of hours

hours, the system also needs

late

the total hours or minutes of

late of an employee in a
specific period of time.

Collecting the

In our Time Recording feature

no.

the user can indicate if that

Holidays

worked

certain day is a holiday or just

an ordinary day. So in the
payroll process the system
also needs to collect the no. of
holidays

worked

by

the

employee within the payroll

period and also the type of
holiday if it is special or a
regular holiday.

Computation of Salary and Taxes

Project

Work Products/Description

Deliverable

Selecting the

Before the computations, the

Payroll Period

user must select the payroll

period. The selected date will
serve as a basis for collecting
the total no. of working hours.

Computation of

Process of computing the total

Payroll System with Attendance and Leave Monitoring

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Total

Gross

Income

gross salary of employee.

This includes the basic pay
multiplied the total no. working
hours plus the overtime pay,
holiday pay, bonuses, night
differential and all the source
of income of the employee.

Computation of

Our proposed system must

Taxable

compute the taxable income

Income

of the employee where the

benefits like SSS, PhilHealth
and HDMF will deducted to
the gross salary, and also the
lates and absences of the
employee will be deducted to
get the taxable income.

Computation

After the taxable income was

of Withholding

computed the system must

Tax

now

compute

for

the

withholding tax. The system

must compute the tax by
using the tax table that is
within the system. The tax
table can be updated by the
user and will reflect in the
calculation of tax.
Computation of

The proposed system must

Total

compute

Deductions

deductions. This deductions

the

total

of

includes the SSS, PhilHealth,

PagIbig,
Payroll System with Attendance and Leave Monitoring

the

lates

and
Page 16

absences of employee. And

also

the

advances

and

income tax of employee.

Computation of

After the tax is computed and

Total Net pay

all

deductions

are

also

computed, the system shall

calculate the take home pay
of the employee or the net
pay.

Generate Payslip

Project

Work Products/Description

Deliverable

List

of

Deductions

This is a list of all mandatory,

voluntary loans and the tax
that will be deducted to them
and

also

the

lates

and

absences. And the amount of

each

deduction

will

be

included in the payslip

List

of

Earnings

This is a list of earnings of

employees
payslip

labelled

together

in

the

with

the

amount of each earnings like

the

basic

pay,

overtime,

bonuses, holiday pay etc.

Total Net Pay

The computed total net pay of

the employee will be displayed

Payroll System with Attendance and Leave Monitoring

Page 17

in the payslip as a guaranteed

take

home

pay

of

the

employee.
Employees

The employees information

Information

that weve been collected from

and

the HR Department must be

payroll

period

displayed in the payslip, like

the ID, Full Name, SSS No.
etc. It also includes the payroll
period, and the label for the
signature of the employee.

Print Payslip

After all the computations are

done

and

already

the

payslip

generated.

is
The

system must print the payslip

that will be released to the
employees.

Payroll Journal

Payroll Records
Project

Work Products/Description

Deliverable

Retrieve

the

The system must collect the

Payroll

payroll records from the payroll

Records

process; these records are the

successful payroll process and
already released the payslip to
the employee.

Display
Payroll

the

After the payroll records were

retrieve,

Payroll System with Attendance and Leave Monitoring

the

system

must
Page 18

Records

display the payroll records in a

table so that the user can view
it and be updated in real time
about the payroll records.

Payroll Expenses
Work Products/Description

Retrieve

the

The system must collect the

Payroll

total costing of the company

Records

due to the payment to its

employee. The system shall
retrieve these records from
the successful payroll process
and released payslip.

Summarize the

This is a list of payroll records

Payroll

(payslip)

with

Expenses

period

and

the

payroll

employees

information. It summarizes the

total amount of payroll cost
within the payroll period.

Payroll System with Attendance and Leave Monitoring

Page 19

Tax Management
WTax Remittance Report
Work Products/Description

Retrieve

the

Tax Records

The system must retrieve the

tax records deducted for every
employee who already paid.

Summarize the

The system must provide a

Tax

report that list the employees

Contribution

and the tax deducted to them.

These reports are needed for
the remittance of tax to BIR

SSS Contribution Report

Work Products/Description

Retrieve

the

SSS Records

The system must collect the

total SSS contribution of every
employee who are already
paid. The system must also
define the employers portion
of contribution.

Summarize the

The system must provide a

SSS

report

Contribution

employers

that
and

listed

the

employees

monthly contribution to SSS.

Payroll System with Attendance and Leave Monitoring

Page 20

PhilHealth Contribution Report

Work Products/Description

Retrieve

the

The system must collect the

PhilHealth

PhilHealth

Records

every

contribution

employee

who

of
are

already paid. The system

must

also

employers

define

the

portion

of

contribution.
Summarize the

The system must provide a

PhilHealth

report

Contribution

employers

that

monthly

and

listed

the

employees

contribution

to

PhilHealth.

HDMF Contribution Report

Project

Work Products/Description

Deliverable

Retrieve

the

The system must collect the

HDMF

HDMF contribution of every

Records

employee who are already

paid. The system must also
define the employers portion
of contribution.

Summarize the

The system must provide a

HDMF

report

Contribution

employers

that
and

listed

the

employees

monthly contribution to HDMF.

Payroll System with Attendance and Leave Monitoring

Page 21

Generate Reports

Project

Work Products/Description

Deliverable

Payroll

This

Register

records of all payslip released

Report

to the employee, this includes

the

reports

payslip

provide

no,

the

employee

name, payroll period etc. Print

reports according to date or
department
Employees

This

reports

File

employee

is

list

in

of

every

department, it includes their

basic

information

like

ID,

name , department, position,

basic pay, status ect.
Time Records

This is a report about the

Report

employees time in and time

out records. Including the no.
of hours work, print reports
according

to

date

or

department.

Deduction

Prints a summary of all the

Summary

deduction

records

of

an

employee. This report can be

print according to date or
department.
Benefit

and

The system will provide a

Reimbursement

summary about the benefits

Payroll System with Attendance and Leave Monitoring

Page 22

and

reimbursement

of

employee.
Department List

Summarizes

various

employee

information

department/sub-department
the employee works in.
Vacation

and

Leave Reports

This

reports

provide

the

summary of the leaves and

vacation of employees.

Late Reports

This reports is a list of

employee

in

every

department

that

shows

tardiness in their work.

Overtime

This is a report about the

Reports

employees overtime records.

It includes the no. Hours of
overtime, the overtime pay
and the date of overtime.

Compensation

Summary

of

employees

Reports

gross, including allowances

and bonuses, overtime, night
differential pay.

Holiday Reports

Summarize hours earned by

employee during the holiday
work, the type of holiday, the
amount

paid

for

the

employee etc.
Payslip Review

It is a report that shows how

the salary is computed, tax
and deduction computations.

Payroll System with Attendance and Leave Monitoring

Page 23

Maintenance and Update

Update Pay Codes and Deductions

Project

Work Products/Description

Deliverable

Update
codes

Pay

The

admin can edit and

update the pay codes like the

overtime
special

pay,

regular

and

holiday

pay,

night

differential pay etc.

Update

The admin can add and edit

Deductions

deductions if the employer or

company

requires

the

deductions. The admin can

also change the amount of the
deduction if needed.

Restore and Backup Features

Project

Work Products/Description

Deliverable

Restore

The system must be able to

records

restore database records.

Backup

The system must be able to

Records

have backup for the necessary

records .

Admin Configuration

Payroll System with Attendance and Leave Monitoring

Page 24

Project

Work Products/Description

Deliverable

Manage

The admin have the rights to

Accounts

add and edit the users of the

payroll system. The admin can
also restrict the users for the
features they can access. The
admin

can

also

change

passwords of the users if they

want.

Import and Export Files

Project

Work Products/Description

Deliverable

Import Files

The system must be able to

import records from the HR
Department

that

will

be

needed for the transactions

within the system.
Export Files

The system must be able to

export

its

record

to

other

subsystems like the General

Ledger.

Update Tax Table

Project

Work Products/Description

Deliverable

Edit the Tax

The admin have the rights to

Table

edit and update the tax table if

Payroll System with Attendance and Leave Monitoring

Page 25

mandated. The updated tax

table

will

reflect

computation of

in

the

tax in the

payroll process.

Update SSS Contribution Table

Project

Work Products/Description

Deliverable

Edit the SSS

The admin have the rights to

Table

edit and update the SSS table

if mandated. The updated SSS
table

will

reflect

computation

in

of

employees/employers

the
the
SSS

contribution.

Update PhilHealth Contribution Table

Project

Work Products/Description

Deliverable

Edit the

The admin have the rights to

PhilHealth

edit and update the PhilHealth

Table

table

if

mandated.

The

updated PhilHealth table will

reflect in the computation of
the

Payroll System with Attendance and Leave Monitoring

employees/

employers

Page 26

PhilHealth contribution.

Update HDMF Contribution Table

Project

Work Products/Description

Deliverable

Edit the HDMF

The admin have the rights to

Table

edit and update the HDMF

table

if

updated

mandated.
HDMF

The

table

will

reflect in the computation of

the

employees/

employers

HDMF contribution.

User Configuration

Project

Work Products/Description

Deliverable

Our proposed system shall

able the user to change the
skins of the interface if they
want.

Payroll System with Attendance and Leave Monitoring

Page 27

2.4

Out of Scope

Managing the employees the adding, editing and deleting an

employees information is within the HRs scope. And our proposed system
will rely on them for the employees that will perform the payroll and timein/out process.
Prepare account statements creating account statements, accounts
payable and account receivables etc. for the employees or for the school is
not within our system boundary. It is within the Accounting Department or
the General Ledger Accountants.

2.5

Enterprise Information System Required Functionalities

The following requirements must be included in this section:
1.

Mobile App

2.

Personalized Screen

3.

Import/Export Facility

4.

Free Report Facility

5.

Analytical Report

Payroll System with Attendance and Leave Monitoring

Page 28

3 Project Plan
3.1 Approach and Methodology
The group made various approach to complete the project.
System Development Life Cycle (SDLC)
The systems development life cycle (SDLC) is a conceptual
model used in project management that describes the stages
involved in an information system development project, from an
initial feasibility study through maintenance of the completed
application.

The groups action in SDLC

Data Gathering

Payroll System with Attendance and Leave Monitoring

Page 29

Planning for the planning phase the group conduct

interviews and surveys to have basic knowledge of payroll process.

The group also gather data through research to further understand
the business process. Then the group created schedules of set of
activities with the time target indicated and the estimated cost.

Analyzing after understanding the business process, the

group conduct brainstorming where every member is encouraged to

give each own ideas and suggestions related to the process. Then
the evaluation of ideas where the group select the ideas that can be
helpful and can be implemented in the proposed system. The group
also analyze the task that a payroll system must perform, and the
other features that can be added.

Development

Designing the proponent conduct research about related

systems, which is the payroll system. The proponent build the

functional design of the system, the layout and the process
diagrams.
Testing

Implementation after the designing, the proponent start

implementing it through programming in Java. Through

programming, the group implemented the desired goals and
objectives into a running system which could be a prototype for
further finalization and possible changes. The front end used in this
project is Java Programming language and its backend is MS SQL.

Payroll System with Attendance and Leave Monitoring

Page 30

Maintenance- The group contains feedback for the system in

case problems and errors would arise. After knowing the problems,
the group will do needed actions to give solutions to the problems
and make the system

3.2 Project Timeline

ID

Task Name

Start

Finish

Duration

Interview

July 17, 2014

July 17, 2014

1 day

Data Gathering and

July 18, 2014

August 5,

18 days

Investigation

2014

Project Charter

July 18, 2014

July 31, 2014

13 days

Chapter 1

July 25, 2014

August 10,

11 days

2014
5

Data Gathering

August 10, 2014

August 25,

15 days

2015
6

Chapter 2

August 20, 2014

August 31,

11 days

2014
7

Chapter 3

August 25, 2014

Sept. 20,

20 days

2014
8

Database Creation

Sept. 25 2014

Payroll System with Attendance and Leave Monitoring

October 1,

6 days
Page 31

2014
9

Research and

October 10, 2014 October 20,

Investigation
10

Computation of

2014
October 10, 2014 October 20,

deductions
11

Computation of total

13

14

15

Chapter 4

October 21, 2014 November

November

2014

25, 2014

Displaying the payroll

November 20,

December 2,

records

2014

2014

Chapter 5

December 2,

December

2014

28, 2014

December 2,

December

2014

22, 2014

December 23,

December

2014

29, 2014

January 3, 2015

January 26,

16 Displaying time in/time out

records
17 Retrieving the information
from HR
18 Creating reports

28 days

20, 2014
November 10,

Time in and Time out

10 days

2014

earnings and net pay

12

10 days

15 days

12 days

26 days

20 days

6 days

23 days

2015
January 29, 2015 February 27,

28 days

2015
19 Adding Restore and

March 1, 2015

Backup Features
20 Finish the project

March 10,

9 days

2015
March 21, 2015

3.3 Success Criteria

Project will be successful if it meets the following success criteria:

Accurate and error free calculation of salaries, withholdings and

deductions.

Payroll System with Attendance and Leave Monitoring

Page 32

Employees that are highly competitive and motivated because they

are paid timely and accurately.

Hassle free computation of salary and generation of payslips.

Payroll transactions that is fast and reliable.

Payroll system that monitors the employees vacation and sick

leave.

Up-to-date tax table and salary computation.

Credible and reliable reports about the payroll transactions and

employees.

A flexible report generating system that provides report based on

the users criteria.

A payroll system that is highly competitive

A reliable backup and restore feature.

Accurate computation of the employers taxes.

3.4 Issues and Policy Implications

When the data cant pull in the other group entry of information.

When the data cant process

When the data cant insert employee or client

When data from other group is not compatible with the proposed

system

When database cant the same

When other group cant give data

When other group cant admit client

When other group cant accept given data

When other group cant give complete information from the user

3.5 Risk Management Plan

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Risk Factor

The system may not

Probability

Impact

Risk Management

(H-M-L)

(H-M-L)

Action

Develop a system

be user friendly

which is user
friendly. Think
possible ways to
make transactions
easy to operate.

Power Interruption

- This risk cannot be

predicted

when

happens,

so

it
the

team can only do is

to prepare and take
the

necessary

actions so that the

project will not be
hardly affected when
the

problems

occurred.
Lack of Cooperation

within our group

- This risk is within

our

group

and

it

depends on us if the
proponent will let it
happen.
member

Every
must

be

oriented about their

responsibilities in the
group.

Members

must performed their

duties and task to

Payroll System with Attendance and Leave Monitoring

Page 34

maintain

harmonious
relationship

with

each other for the

sake of the project
success.
- This risk will arise
Lack of Resources

anytime

when

group

the

needed

resources such as
hardwares
PC

(laptop,

and

etc.),

softwares,

funds

and people in order

to

complete

system.
ahead

the

Before
of

members

time,
should

have

prior

knowledge

about

what materials are

needed

for

the

project.

The

proponent
estimate

should
the

cost

that will be spent on

the project so when
the time comes, the
group is ready and
the project will not
be interrupted.
Payroll System with Attendance and Leave Monitoring

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Probable file loss

-This happens when

the group does not
have

duplicate

files needed in the

system. Because on
other

instances,

some files could be

lost

by

different

reasons.

Copy

files

necessary

is

of

because if theres no
spare files stored in
a

members

computer,
project

the
will

be

interrupted and the

outcome
project

of

the

would

be

incomplete and will

not

function

properly.
Time Problem

-This

is

the

risk

when the group has

problems

dealing

with scheduling of
time

and

deadlines

meeting
of

project.
includes
with

the
This

troubles

activities

that

didnt accomplished
Payroll System with Attendance and Leave Monitoring

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in time, no proper
scheduling of duties
and

activities

members

of

which

result with having no

integration of work
that causes activities
to slow down the
progress
project

of

the

that

may

cause

not

accomplishing

the

project

the

when

deadline arrives.
Competence Risk.

The proponent will

make sure that the
proposed system will
be

competitive

enough so it will be
able to provide the
needs

of

the

that

the

Communication with

proponent

other group/s

communicates

with

business.
Lack of

Assure

other subsystems for

discussions

and

clarification

of

scopes.

User may have a

Payroll System with Attendance and Leave Monitoring

- Users that are not

Page 37

hard

time

coping

well

with the system

trained

and

inexperienced

with

the

different

softwares will most

likely encounter this
problem.

This

is

because the system

is not user friendly
and they are not
familiar

using

this

kind of software.
Low product quality

This is the risk when

the

system

isnt

competitive enough
to gain the users
approval

when

it

terms of functionality
and uniqueness. If
the system doesnt
fit with the users
necessity

which

includes not being

user friendly, filling
their needs and not
giving just service,
then the system is a
failure
Obsolete

Technology

- Involves technology
that are already is or
soon to be obsolete
in the development

Payroll System with Attendance and Leave Monitoring

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of

the

software.

Such software will

be

functional

for

short period of time

thus

taking

away

resources from the

customer. Since the
technology changes
rapidly these days, it
is important to pay
importance to

this

risk. If the customer

request

use

of

software that soon to

be obsolete software
development

team

must argue the call

and have pursue the
customer to keep up
with

current

technology
Scope Creep

- What happens in
scope creep is the
project scope keeps
changing,
leads

to

deliverables.

which
unclear
This

has the knock on

effect

Payroll System with Attendance and Leave Monitoring

of

causing

confusion

and

increased

budgets
Page 39

as

well

as

timeframes.

Soon

you end up with a

project which never
delivers,
the

or

which

Organization

decides to scrap.
Compatibility Issues

- This the risk that

covers

the

compatibility issues
of the hardware and
software

of

our

client. The software

product may not be
compatible with the
clients system unit.
Product may harm

the business

-This is the risk

where the finish
product is not truly
suitable with the
business. Instead of
helping the process
to improve, it
commits mistake
within the
computation of
salary.

Lack of knowledge

and skills

- This risk covers the

capability of our
group to develop the

Payroll System with Attendance and Leave Monitoring

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software product. If
the group has
enough skills and
knowledge whether
it is on
programming,
designing or
documenting
needed to complete
the project. If one or
more members of
the group are not
putting in all the
effort required to
finish the project it
will cause the project
to fail.

3.6 Service Transitions

Manage Employees
Add and Edit employees information so that we dont need to rely on the
Human Resource Department.
Prepare Account Statement
Prepare Account Statements, Accounts Receivable and Payables.

3.7 Options Analysis

Procurement of sample softwares.

Payroll System with Attendance and Leave Monitoring

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Hiring a programming tutor.

4 Technical Features

Front end: Java, Netbeans 7.4

Back end: MS SQL

Features :
Attendance Recording

Departmentalize Employees

Employees

are

categorized

according

to

their

respective

departments.

Clock In & Clock Out Feature

Allow the employees to time in and time out.

Automatically Records the following:

Time in and Time Out

Holidays

Overtime

Lates

Absences

Night Differential

User Editable Time Records

Allow the users to edit and update the time records of an employee.

Import/ Export Facility

Import and export records from other source like Excel through this
feature.
Payroll System with Attendance and Leave Monitoring

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Generate Reports

Provide reports about the Attendance Records.

Leave Monitoring

Departmentalize Employees

Employees

are

categorized

according

to

their

respective

departments.

The Payroll System monitors the following:

Leave Entries

Vacation Leaves

Sick Leaves

Used Leaves

Unused Leaves

Leave with Pay

Other Leaves

Import/Export Facility

Import and export records from other source like Excel through this
feature.

Generate Reports

Provide reports about the Attendance Records.

Payroll Process

Departmentalize Employees

Employees

are

categorized

according

to

their

respective

departments.
Payroll System with Attendance and Leave Monitoring

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The Payroll System Accepts the following:

Allowances

Bonuses

Adjustments

Retirement Pay

Loans

Cash Advance

Other Deductions

Automatically Computes:

Working Hours

Overtime Hours and Overtime Pay

Leave with Pay

SSS

PhilHealth

HDMF

Tax

Holiday Pay

Night Differential

Lates

Netpay

Payslip Generation

After computing the salary users can directly print the payslip.

Built In Calculator

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A built in calculator that is accessible to users when they need help

in computation.

Editable Amounts

Salaries and other payroll entities are automatically computed, but

the users can edit it if needed then recompute by clicking the same
button.

Payroll Journal

Payroll Records

This shows all records about payroll transactions

Payroll Expenses

This shows records about expenses of the company on payroll

Contribution Reporting

SSS Contribution Report

Report that shows the employee and employer share of SSS

Contribution.

PhilHealth Contribution Report

Report that shows the employee and employer share of PhilHealth

Contribution.

HDMF Contribution Report

Report that shows the employee and employer share of Pagibig

Contribution.

Computes Employer and Employee Share

The system automatically computes the employer and employee

portion based on contribution tables.
Payroll System with Attendance and Leave Monitoring

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Reporting

Free Reporting Feature

The user can configure and select what to display reports

Analytical Reports

Reports can be printed statistically and has graph

Reports:

Other Features

Backup and Restore Feature

Updatable Tables:

SSS Table

PhilHealth Table

HDMF Table

Tax Table

Add and Edit:

Holidays

Pay Codes

Deductions

Allowances

Android Application

This application is used to view time records, leave records and

payroll records.
Payroll System with Attendance and Leave Monitoring

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5 Project Organization and Staffing

ROLE

NAME &

RESPONSIBILITIES

TIME

CONTACT
INFORMATION
System

John

Analyst

Mundo

Luis

Del

Investigates
problems
underlying in
the existing
system

To know the
possible
solution to the
existing system

Business

Mark Francisco

Analyst

Analyse
business
transactions in
a company

He made
interviews and
survey
questions

Project

Julius Shryn

Manager

Mino

Payroll System with Attendance and Leave Monitoring

The leader of
the group
Page 47

The person
who monitor
the progress of
the system

He Assigns
task for each
member to be
accomplished

Lead

Carlo Rubenecia

programmer

Encodes
output of the
analysis of the
System
Analyst

Develop a
system which it
complies with
the necessity
of the client

Document

Keveene Zarate

Specialist

To make sure
that every
steps and
procedures
that has been
done is
recorded and
documented

6 Project Budget
Budget Item

Description

Budgeted Cost

Ongoing Cost

Payroll System with Attendance and Leave Monitoring

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Prints

Estimated Cost of Printing

2000

Documents
Total Ongoing cost
Electricity

Estimated cost of electricity

5000

that has been used during the

development of the project
Total Ongoing cost
Transportation

Estimate cost of

12,000

transportation expenses
Total Ongoing cost
Food

Cost of food consumed by the

12,000

group during project

development
Total Ongoing cost
Loads

When doing the project

1,500

outside or in the Internet

Payments needed to pay the
rent in internet cafes
Total Ongoing cost

Tools
Office Supplies

There are materials that are

500

needed for the compilation of

documents such as folders,
fasceners, sliding ruler,
stapler, etc.

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7 Appendix A- Additional Information

Pag-Ibig Fund
Kamias Branch
No. 795 Anchor Center, EDSA, Quezon City
DEP

IDNO

T
320

10128

FAMILY

FIRST

NAME

NAME

JUMAQUIO

SHERRYL

EARNINGS

AMOUNT

DEDUCTION

TIN NO.

GSIS

BANK ACCT

PAYROLL

NO.

NO.

PERIOD

236-873-

20040

077-1141-37

MAY 1 31,

735

29987

AMOUNT

2014

LOAN DEDUCTIONS

MATURI

AMOUNT

TY

Basic26,170.00

ITW3,498.00

GSIS Salary0.00

Transpo100.00

GSIS Contri2,355.30

GSIS Policy0.00

Representation0.00

Philhealth325.00

GSIS Calamity0.00

PERA500.00

Pag-IBIG 1300.00

EPP Educ.Loan0.00

Addl Comp1,500.00

Pag-IBIG 2600.00

EPP Multi/Emet0.00

Meal

GSIS Optl Ins0.00

EPP-GPL2,057.93

550.00

EPP Contri1,308.50

EPP Housing0.00

Childrens

PafelaCont20.00

STL0.00

60.00

Tard / Abs0.00

HDMF Calamity0.00

Tellers

Mutual Aid20.00

HDMF Housing0.00

0.00

Other Dedn.0.00

Car Loan0.00

Long.Pay

Equity Loan0.00

0.00

Ayala Life0.00

202903

201412

Transition
0.00
Rice Allow.

Payroll System with Attendance and Leave Monitoring

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2,000.00
Others
0.00

TOTAL

TOTAL DEDUCTIONS

EARNINGS30,880.00

10,484.73

TOTAL NET PAY

20,395.27

AVAILABLE LEAVE AS OF JANUARY 2014

YEAR TO DATE

Vacation

9.787

YTD Gross Earnings

0.00

Sick

11.791

YTD Tax Withheld

0.00

TOTAL

21.578

Net Pay

11,197.63

Net Pay 2

9,197.64

Certify that the Net Pay

Received / Deposited is Correct:

______________________________________
JUMAQUIO, SHERRYL B
NOTE: This statement constitutes a record of your earnings and is a receipt for taxes
withheld and deductions made from your pay for the period indicated.
Please report discrepancies to Payroll Section immediately

DEP
T

IDNO

FAMILY

FIRST

NAME

NAME

TIN NO.

GSIS

BANK ACCT

PAYROLL

NO.

NO.

PERIOD

Payroll System with Attendance and Leave Monitoring

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320

TEANO

DIVINIA

306-133-

81040

3517-0343-

APRIL 1 31,

321

80255

38

2014

EARNINGS

DEDUCTION

LOAN DEDUCTIONS

MATURI

AMOUNT

AMOUNT

AMOUNT

TY

Basic

ITW

GSIS Salary

22,541.00

3,569.00

0.00

Transpo

GSIS Contri

GSIS Policy

100.00

2,028.69

0.00

Representation

Philhealth

GSIS Calamity

0.00

275.00

0.00

PERA

Pag-IBIG 1

EPP Educ.Loan

500.00

300.00

0.00

Addl Comp

Pag-IBIG 2

EPP Multi/Emet

1,500.00

600.00

0.00

Meal

GSIS Optl Ins

EPP-GPL

550.00

0.00

515.78

Childrens

EPP Contri

EPP Housing

0.00

1,127.05

0.00

Tellers

PafelaCont

STL

0.00

20.00

635.00

Long.Pay

Tard / Abs

HDMF Calamity

0.00

0.00

728.57

Transition

Mutual Aid

HDMF Housing

0.00

20.00

0.00

Rice Allow.

Other Dedn.

Car Loan

2,000.00

0.00

0.00

Others

Equity Loan

0.00

0.00
Ayala Life
0.00

TOTAL

TOTAL DEDUCTIONS

EARNINGS27,191.00

9,719.09

TOTAL NET PAY

Payroll System with Attendance and Leave Monitoring

17,471.91

Page 52

AVAILABLE LEAVE AS OF JANUARY 2014

YEAR TO DATE

Vacation

20.039

YTD Gross Earnings

0.00

Sick

29.50

YTD Tax Withheld

0.00

TOTAL

49.539

Net Pay

9,735.95

Net Pay 2

7,735.96

Certify that the Net Pay

Received / Deposited is Correct:

______________________________________
TEANO, DIVINIA D.
NOTE: This statement constitutes a record of your earnings and is a receipt for taxes
withheld and deductions made from your pay for the period indicated.
Please report discrepancies to Payroll Section immediately.

Payroll System with Attendance and Leave Monitoring

Page 53

Name: TEANO, DIVINIA D.

Date:7/17/14

Questions:
What is your position in your company/organization?

LOANS & CREDIT EVALUATOR II

How long you have been working in this company/organization?

6 YEARS
Are you a regular or contractual employee?
REGULAR EMPLOYEE
What is your working days schedule?
7AM TO 4PM MONDAY TO FRIDAY
What is your time schedule?
7AM TO 4PM
How many rest days do you have?
1 DAY SUNDAY ONLY
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 Did you work overtime?(If yes, how much compensation do you receive?)

YES 127/HOUR
How much is your daily rate/salary?
1050/DAY
How much is your monthly salary/compensation?
GROSS 27,000 NETPROCEEDS 18,000
Do you receive it completely? (If no, why?)
YES
What are the things that is deducted to your salary?
GSIS

PAG-IBIG

PHILHEALTH

EPP LOAN

CALAMITY LOAN

Is your late/s deducted to your salary?(If yes, how much?)

YES
Do you have GSIS, SSS, PhilHealth etc.?(If yes, how much is deducted to your
salary?)

GSIS 2,028.69
SSS - NONE
PHILHEALTH 275
How do you get your salary?(through bank, or cash etc.)

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THROUGH BANK

Is your company using any computerized payroll system? (If yes, what is the
process? If no,
can you elaborate or explain to us the manual process.)

YES
Are you satisfied with this process? Or you want some changes and
improvements with the current system?

SATISFIED

Name: JumaquioSherryl

Date:7/17/14

Questions:
What is your position in your company/organization?
Loans and credit evaluate 3

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 How long you have been working in this company/organization?

9 years
Are you a regular or contractual employee?
regular
What is your working days schedule?
Monday to Friday
What is your time schedule?
8:00 5:00 pm

How many rest days do you have?

2 days
Did you work overtime?(If yes, how much compensation do you receive?)
Yes

How much is your daily rate/salary?

1,300 a day
How much is your monthly salary/compensation?
Gross, 30,000 a month
Do you receive it completely? (If no, why?)
Yes

What are the things that is deducted to your salary?

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Pag-Ibig, Tax, GSIS, loans

Is your late/s deducted to your salary?(If yes, how much?)
No, on leave credits

Do you have GSIS, SSS, PhilHealth etc.?(If yes, how much is deducted to your
salary?)
Yes,

GSIS-3,000
Phil-150

How do you get your salary?(through bank, or cash etc.)

Through bank (ATM)

Is your company using any computerized payroll system? (If yes, what is the
process? If no,
can you elaborate or explain to us the manual process.)

Yes

Are you satisfied with this process? Or you want some changes and
improvements with the current system?
Satisfied
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Payroll System with Attendance and Leave Monitoring

Page 59

Name: Apo, Basilisa G.

Date:07/17/14

Questions:
What is your position in your company/organization?
Account Analyst 1
How long you have been working in this company/organization?
9 years
Are you a regular or contractual employee?
Regular Since june 2012

What is your working days schedule?

Monday to Friday
What is your time schedule?
8:00am - 5:00 pm
How many rest days do you have?
DEPEND ON THE LOAD OF WORK
Did you work overtime?(If yes, how much compensation do you receive?)
Yes(CONFIDENTIAL)

How much is your daily rate/salary?

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Confidential
How much is your monthly salary/compensation?

Confidential
Do you receive it completely? (If no, why?)
YES(EXCEPT THE DEDUCTIONS)

What are the things that is deducted to your salary?

PAG-IBIG PREMIUM, GSIS, TAXES, LOANS, PHILHEALTH

Is your late/s deducted to your salary?(If yes, how much?)

Yes(CONFIDENTIAL)

Do you have GSIS, SSS, PhilHealth etc.?(If yes, how much is deducted to your
salary?)
GSIS
Philhealth
(CONFIDENTIAL)

How do you get your salary?(through bank, or cash etc.)

ATM

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 Is your company using any computerized payroll system? (If yes, what is the
process? If no,
can you elaborate or explain to us the manual process.)

Yes(PAYROLL)

Are you satisfied with this process? Or you want some changes and
improvements with the current system?
IM SATISFIEDWITH THE CURRENT SYSTEM

Name: BERNARDO, KARINA D.

Date:07/17/14

Questions:
What is your position in your company/organization?
FINANCIAL ANALYST 1
How long you have been working in this company/organization?
8 years
Are you a regular or contractual employee?
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Regular

What is your working days schedule?

Monday to Friday
What is your time schedule?
8:00am - 5:00 pm
How many rest days do you have?
ALL SATURDAY TO SUNDAYS
Did you work overtime?(If yes, how much compensation do you receive?)
YES 1.25/1.5 OF BASIC RATE.

How much is your daily rate/salary?

Confidential
How much is your monthly salary/compensation?

Confidential
Do you receive it completely? (If no, why?)
YES

What are the things that is deducted to your salary?

TAX. HDMF, GSIS, PHILHEALTH

Is your late/s deducted to your salary?(If yes, how much?)
Payroll System with Attendance and Leave Monitoring

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Yes PRO - RATA

Do you have GSIS, SSS, PhilHealth etc.?(If yes, how much is deducted to your
salary?)
YES

How do you get your salary?(through bank, or cash etc.)

THRU BANK

Is your company using any computerized payroll system? (If yes, what is the
process? If no,
can you elaborate or explain to us the manual process.)

Yes

Are you satisfied with this process? Or you want some changes and
improvements with the current system?
YES

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