Level 1 Semester 2

ITE 1942: ICT Project

Project Proposal
Employee Payroll System

Student Name: T. Kukayini.

Index Number: E2145188

Faculty of Information Technology

University of Moratuwa Degree of Bachelor of Information Technology (BIT) External
 TABLE OF CONTENT

1. Introduction .................................................................................................. 03
1.1. Background of the problem and motivation ...................................... 03
1.2. Problem in brief ................................................................................. 03
1.3. Purpose of the Project ........................................................................ 04
1.4. Scope of the Project ........................................................................... 04
2. Overview of the project ................................................................................. 04
2.1Related Works .................................................................................. 05
2.2Similar systems and solutions........................................................... 05
2.3Features in existing solutions ........................................................... 06
2.4Summary table .................................................................................. 06
3. Proposed Solutions ........................................................................................ 07
3.1Overview of the proposed system .................................................... 07
3.2Inputs ................................................................................................ 08
3.3Outputs .............................................................................................. 08
3.4Hardware and Software Requirement............................................... 09
3.5Time Plan .......................................................................................... 09
4. Functional and Non-Functional Requirement ............................................... 10
5. Flowcharts and Pseudocode.......................................................................... 11
6. Future Scope of the Project. .......................................................................... 12
7. References ..................................................................................................... 12

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 01. Introduction

As my individual project in ITE 1942 – ICT Project subject module, I have decided to develop a system to provide
an efficient and productive service to the Institute. This system can do a great service to the Administrators and
Accountant.
This proposal will propose all features and procedures to develop the Employee Payroll System. This chapter
specially containing details about introduction, background of the problem, aims and objectives in the proposal.
No second parties make any assumptions regarding the development / testing / activation of this product.
According to my requirements I understood the need of stand-alone application. All process is going to handle by
administrators. Only admin can insert, update, and view that details.

This work is done every month and record of this activity is kept for further use. The work of
salary payment is very important for organization. So this area is to be computerized to make process
easy, quick, and secure and reliable. Thus, a secured and reliable system is required to handle it.
Automation of salary payment system, as described above, can lead to error free, secure, reliable
and fast information system.
The organization can maintain computerized record without redundant entries. That means
that one need not be distracted by information that is not relevant, while being able to reach the
information that is relevant much more quickly.

01.1 Background of the problem and motivation

The Institute has a traditional paper-based process for managing Staff Attendance and Payments. However, in this
existing system there is a difficulty in keeping information in documents. Those files are also damaged due to
various disasters.
Furthermore, since those scores are not computerized, human initiatives are needed to obtain emergency
information. For example, when a Staff wants to find out a last month payment. it can be difficult to find them in
the files. To find that information, you have to find the payment report
Setting up a computerized system to do this can save time on startups, save money on files, minimize space, and
make it easier to access information.
Therefore, since it is difficult to maintain a traditional paper-based system, I decided to design a computerized
system to avoid these difficulties

01.2 Problem in brief

In institute, the problem I have identified is that the traditional paper-based system can cause difficulties.
These include
➢ high cost,
➢ time consuming,
➢ storage problems, and
➢ inefficiency to find information.
Misclassifying employees can result in incorrect pay, ultimately leading to overpayment or underpayment of
wages. One of the most common misclassification errors is making an incorrect determination about whether an
employee.
An incorrect paycheck can be frustrating for any employee, particularly if the error results in missed payments.

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 An unorganized and inefficient payroll process can be a recipe for disaster. Relying on paper processes, manual
data entry, or a mass of Excel spreadsheets leads to errors that may take weeks or months to uncover. Disorganized
records can also lead you to miss an employee payment or follow-up on items needing urgent attention.
Employees expect timely and accurate pay each payroll cycle. By missing the close of a payroll cycle and making
late payments, you can create more headaches for employees.
Therefore, since it is difficult to maintain a traditional paper-based system, I decided to design a computerized
system to avoid these difficulties.
As my individual project in ITE 1942 – ICT Project subject module, I have decided to develop a system to provide
an efficient and productive service to the institute. I think the Employee payroll System can do a great service to
the Administration and accountant.

01.3 Purpose of the Project

The basic purpose behind developing this project “SALARY PAYROLL SYSTEM” is as follows: -
❖ To keep and manipulate the details of all employees in company.
❖ To make enquiry of salary to be paid for each grade employee.
❖ To keep details of salary paid to employee.
❖ To keep details of fund given to employee.
❖ To calculate the employee salary with no permission leave.
❖ To print salary slip.

01.4 Scope of the Project

The scope of the project is to prepare a System based automation system for the pay slip.
Admin is an administrator of the employee payroll system and admin can manage the employee as well
as admin generate the pay slip of employee. Salary calculation for every employee for per month.

01.5 Overview of the project

Overview of the software specification requirements documentation for the product
Employee payroll system.
❖ Software specification for the product Employee payroll system.
❖ Calculate the employee salary
❖ Details of all employees in company
❖ Print the Pay slip
❖ Report the document.

02. Related Works

This chapter specially containing details about similar systems and solutions, features of the existing solution,
and summary table

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 02.1 Similar systems and solutions
➢ Pay roll system with Java

Figure 1Pat roll System

➢ Pay slip system with C#

➢ Payroll Management System with phyton

Figure 2Payroll Management System

➢ Payroll system with C#

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 Figure 3 Payroll System

02.2 Features in existing solutions

➢ You can copy a document by using a photocopier machine.
➢ Storage space: As paper is by nature physical, it takes up a lot of storage space.
➢ Limited mobility: No doubt you can courier or fax a paper-based document, but how can it match up to
email or sending it as an attachment to an instant message?
➢ cost of supplies: If you store most of your documents in paper form, you need to keep purchasing several
packs of blank paper every month for varying needs: photocopying, printing, fax paper, writing pads,
invoice books, accounting books etc. Add to it the cost of other stationery items and you begin to wonder
if there is a better alternative to the paper-based system of managing documents.
➢ Editing messy: Editing a typed or handwritten document will leave marks on paper. Also, the only way
to preserve the pre-edited copy is to make a photocopy before editing it.
➢ Vulnerable to damage: As paper is exposed to wear and tear through frequent handling, exposure to
adverse weather conditions etc., a document management system that is purely paper-based is not a stable
one. In the event of a disaster, you could lose your documents as they may not be backed up.

02.3 Summary table

Property Paper based Excel Computerized

system worksheet information
management system
Easy to insert data  ✓ ✓
Easy to update data  ✓ ✓
Easy to delete data  ✓ ✓
Easy to sort data  ✓ ✓
Can categorize data  ✓ ✓
High security   ✓
Storage space needed ✓  

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 Vulnerable to damages  ✓ ✓

Consume time to find data ✓  

Skilled labor required   ✓

Spending of resources ✓ ✓ ✓

Initializing is easy ✓ ✓ 
Figure 4 Summary table

03. Proposed Solutions

This chapter specially containing details about overview of the proposed system, hardware
requirements, software requirements, technological requirements, inputs, outputs and time frame.

03.1 Overview of the proposed system

This new Student Term Test Results Management System provides the following services:
➢ Performs data entry, updating, deletion, and sequencing.
➢ Data can be categorized.
➢ Quickly access and display information.
➢ The system can be backed up.
➢ Provides security for the information system.
➢ Save time and efficiency is high.
➢ Only principals and teachers can access.
➢ Data and information are not destroyed in a disaster.
➢ keep and manipulate the details of all employees in institute.
➢ make enquiry of salary to be paid for each grade employee.
➢ keep details of salary paid to employee.
➢ keep details of fund given to employee.
➢ calculate the employee salary with no permission leave.
➢ print salary slip.
I hope to develop the system as an online system and an Android app in the future.

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The system has the following User interfaces.
02. Employee Details Table
01. Login

View employee details in the table. Search the Employee id get

Enter the correct User id and Password login the next page
the details. Delete the employee record.

Figure 6 Login 04.details

Figure 5 Employee Enter the Salary Details.
03. Enter the Employee Details.

Enter the Employee id, basic salary, allowance amount and no

permission leave. Click the calculate. Save record, find, update
delete details.
Add the new employee details, find the Employee id edit and update
record.
05. Print view Pay slip 05. Pay
Figure 8 Payment slip List
Calculation
Figure 7 Add Employee Details

Enter the correct employee id and pay slip order no click show the print the slip details in the table. Enter the slip id or
the print view then print the slip sheet. Click the View list employee id then click the search button get the detail.
show the print the slip details in the table.
Figure 10 Payment Details
Figure 9 Pay slip View
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In this form you can enter, update, delete and sort data.
The data entered here in stored in a database.

03.2 Inputs
➢ User id
➢ Passwords
➢ Staff Attendance.
➢ Name
➢ Staff details

03.3 Outputs
➢ Database related data

03.4 Hardware and Software Requirement

Hardware configuration
1. Processor - i3 or more
2. RAM - 4GB or more
3. Hard Disk - 500GB or more
4. Monitor - 17” monitor or more size
5. Key Board - USB keyboards.
6. Mouse - USB mouse.

Software configuration
1. Operating System - Windows 07
2. Language - C#.Net
3. Database - MySQL.
4. Designing Photoshop - Adobe Photoshop CC2015.5

Back end software

1. WAM server 64 Front end software Visual studio 2015.

03.5 Time Plan

The goal of a creative process in “EMPLOYEE PAYROLL SYSYTEM” is to set clear millstones
and deadlines ensuring timely delivery of the project.

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 Developme

Duration
Week 12

Week 13

Week 14

Week 15

Week 17

Week 18

Week 19

Week 20

Week 21

Week 22

Week 23
nt Phase

(Days)
Requirement
05
Gathering
Analysis 12
Design 22
Coding 22
Testing 10
Implementation 05
Documentation 52

Total Time (Days) 55

Figure 11 Time Plan Table

04. Functional and Non-Functional Requirement

Functional Requirements
The basic objective of Employee PAYROLL SYSTEM is to generalize and simplify the monthly activities.
❖ Add the new employee details.
❖ Update and Delete the Employee details.
❖ Calculate the salary.
❖ Show the employee salary slip.

Non-functional Requirements
User Friendly: This System interface should be simple and user friendly.
Security: The access to the system is given only valid operators. We need a specific ID and password
to get access to the system.
Error Handling: Salary payroll system shall handle expected and non-expected errors in way that
prevent loss in information.

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 05. Flowcharts and Pseudocode
User Login

Start

Input user name and password

Username== username &&

Password== password

Error Message
View home page

End

if (dt.Rows[0][0].ToString() =="UserName")
{
EmpDetailsTable ed = new EmpDetailsTable();
ed.Show();

}
else
{
MessageBox.Show("Please Check you Username or Password");
}

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Net Salary Calculate

Start

Input Basic Salary, Allowance, Leave

BasicSalary >15000 No

Yes

EPF= BasicSalary*10/100

ETF= BasicSalary*30/100

NetSalary = BasicSalary+Allownce-
(EPF+ETF+Leave)

Net Salary

End

lbepf.Text = (double.Parse(txtbasic.Text) * 10 / 100).ToString();

lbetf.Text = (double.Parse(txtbasic.Text) * 30 / 100).ToString();
double tax1 = (double.Parse(txtbasic.Text) + double.Parse(txtallownce.Text) + double.Parse(txtcost.Text) +
double.Parse(txtbenefits.Text));
double tax2 = (double.Parse(lbnopay.Text) + double.Parse(lbepf.Text) + double.Parse(lbetf.Text) +
double.Parse(txtadvace.Text));
lbtax.Text = ((tax1 - tax2) * 5 / 100).ToString();

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 06. Future Scope of the Project.
The future scope of this project. SALARY PAYROLL SYSTEM, is very wide There are many additional
features, which are planned to be incorporated during the future enhancements of this project.
❖ System we can handle accounting in company
❖ Can be improved to run over network.
❖ Automatically Transport to the bank Account.
❖ Every Employee send the pay slip to mail.

07. References
✓ https://online.codl.lk/mod/assign/view.php?id=74322
✓ www.w3school.com
✓ https://msdn.microsoft.com
✓ https://dotnetperls.com
✓ https://stackoverflow.com
✓ https://csharp.netinformation.com
✓ Microsoft Visual C# Step by Step (Ninth Edition) - John Sharp
✓ [3] Learn C# in one day – Jamie Chan
✓ [4] C# Notes for Professionals

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