to design and implement an automated payroll processing
TRANSCRIPT
TO DESIGN AND IMPLEMENT AN AUTOMATED PAYROLL PROCESSINGSYSTEM. A CASE STUDY COMMONWEALTH RESORT HOTEL KAMPALA
BY
NAMARA CYNTHIA EREENBIT/lOl 12/8 1/DU
SUPERVISOR: MR MAGANDA EVANS
A RESEARCH REPORT SUBMITTED TO THE SCHOOL COMPUTER
STUDIES IN PARTIAL FULFULMENT OF THE REQUIREMENTS
FOR THE AWARD OF THE DEGREE OF BACHELOR OF INFORMATION
TECHNOLOGY OF
KAMPALA INTERNATIONAL
UNIVERSITY
MARCH 2011
DECLARATION
This is my original work that has been represented for any study programs in any
learning institution or university. It is totally a work of my own presentation to the
board of Examiners of Kampala International University for the award of Bachelor of
Information Technology of Kampala International University.
NAME: NAMARA CYNTHIA EREEN
Signature...~9~ Date...N\~k\1~S~
APPROVAL
I do hereby certify that this work has been done under my supervision and do approve it
for submission in partial fulfillments for the award of a Bachelor of Information
Technology of Kampala International University.
Si~ature ~ Date fMr. Maganda Evans Tabingwa
Supervisor
DEDICATIONTo my dearest father Mr. Gideon. Akampulira, who has supported me financially,
morally with a lot of love and care in my Education. He has guided and given me light
on want to do in life. I’m full of gratitude to accomplish my first research. May the
Almighty God bless you abundantly.
111
ACKNOWLEDGMENT
All thanks to the Almighty God who has blessed me, given me strength and wisdom
during the hard times of writing this report and developing the whole system
The successful accomplishment of this study yet has been a result of integral
cooperation and constructive views of many people who have generously devoted much
of their time in giving me moral, intellectuals, material support, financial support and
constructive criticisms
I owe special gratitude to my research supervisor Mr. Maganda Evans for his tireless
guidance, encouragement, valuable ideas and helpful critisms which enabled me to
improve and shape this work up to this point.
Also my special gratitude to my father Mr. Gideon. Akampulira for supporting me
generously throughout my Education.
Lastly let me appreciate my husband Frederick Ssentongo for giving me hope, advice
and supporting me whole heartedly and encouraging me during all this study and
research
iv
TABLE OF CONTENTSDECLARATION j
APPROVAL jj
ACKNOWLEDGMENT iii
ABSTRACT iv
TABLE OF CONTENTS v
LIST OF FIGURES viii
LIST OF TABLES ix
CHAPTER ONE 1
1 .O INTRODUCTION: 1
1.1.1 BACKGROUND OF THE STUDY~ 1
1.3.0 STUDY OBJECTIVES~ 2
1.3.3 SCOPE OF THE STUDY 2
1.5 SIGNIFICANCY OF THE STUDY~ 3
CHAPTER TWO 4
2.0 LITERATURE REVIEW 4
2.0.1 INTRODUCTION~ 4
2.1 THEORETICAL REVIEW~ 4
2.3 EXISTING SYSTEM 5
2.4 DATABASE SYSTEM 6
2.5 ADVANTAGES OF AUTOMATED PAYROLL PROCESSING SYSTEM 7
CHAPTER THREE 8
3.0 METHODOLGY 8
3.1 INTRODUCTION 8
3.2 RESEARCH DESIGN 8
3.3 INTERVIEWS 9
3.4 TESTING
3.5 SYSTEM ANALYSIS AND DESIGN 10
3.6 SYSTEM IMPLEMENTATION 11
3.7 ETHICAL STUDY 12
3.8 LIMITATION OF THE STUDY 12
V
CHAPTER FOUR .13
4.1 SYSTEM ANALYSIS AND DESIGN 13
4.2 INTRODUCTION 13
4.3 SYSTEM ANALYSIS OF THE CURRENT SYSTEM 13
4.4 FEASIBILITY OF THE CURRENT SYSTEM 13
4.5 THE SYSTEM DESIGN OF THE PROPOSED SYSTEM 15
4.6 THE SYSTEM ANALYSIS OF THE CURRENT SYSTEM 16
4.7 DATA FLOW DIAGRAM 16
4.8 USER REQUIREMENTS 17
4.9 FUNCTIONAL REQUIREMENTS 17
4.10 NON-FUNCTIONAL REQUIREMENTS 18
4.11 SOFTWARE AND HARDWARE REQUIREMENTS 18
4.13 DATABASE TABLE DESIGN 20
4.14 ENTITY RELATIONAL DIAGRAM 22
CHAPTER FIVE 23
5.1 SYSTEMS IMPLEMENTAION, TESTING AND EVALUATION 23
5.3 IMPLEMENTATION OF THE SYSTEM 23
5.4 PAYROLL DATABASE SYSTEM 24
CHAPTER SIX 27
6.1 DISCUSSIONS, CONCLUSSIONS, AND RECOMMENDATIONS 27
6.2.1 IMPROVEMENTS 27
6.2.2 CONSTRAINTS 27
6.2.3 REMEDIES 28
6.2.4 FUTURE RESEARCH 28
6.3 CONCLUSION 28
6.4 RECOMMENDATIONS 28
REFERENCES 30
APPENDICES 31
APPENDIX A: INSTRUMENTATIONS 31
APPENDIX B: BUDGET OF THE PROJECT 35
APPENDIX C: SCHEDULE OF THE PROJECT 36
vi
APPENDIX D: PROJECT TOOLS .37
APPENDIX D: SOURCE CODES 38
vii
LIST OF FIGURES
FIGURE 1: DATA FLOW DIAGRAM 16
FIGURE 2: LOG IN FORM 19
FIGURE 3: EMPLOYEE’S DETAIL 19
Figure 4:4.14 ENTITY RELATIONAL DIAGRAM 22
FIGURE 5: EMPLOYER’S DETAILS 24
FIGURE 6: EMPLOYEES DETAILS 24
FIGURE 7: PAYROLL DATABASE 25
viii
LIST OF TABLES
TABLE 1:4.11 SOFTWARE AND HARDWARE REQUIREMENTS 18
TABLE 2: EMPLOYEE 20
TABLE 3: EMPLOYER 20
TABLE 4: PAY SLIP PAYMENT 21
TABLE 5: PAYMENT 21
TABLE 6: DATA BASE 25
TABLE 7: DATA BASE QUERY 26
ix
CHAPTER ONE
1.0 INTRODUCTION:Pay roll refers to the amount paid to employees for services they provided
during a certain period of time. Payroll plays a major role in a company for
several reasons. It is an important system because companies are capable of
paying a large number of employees without difficulty and within a short time.
The primary mission of the payroll department is to ensure that all employees
are paid accurately and timely with the correct withholdings and deductions,
and to ensure the withholdings and deductions are remitted in a timely manner.
This includes salary payments, tax withholdings, and deductions from a
paycheck.
1.1.1 BACKGROUND OF THE STUDY:Common wealth Resort Hotel Muyonyo is one of the powerful Hotels in
Uganda. It was focused mostly during the common wealth heads of states in
2007 when the CHOGM summit was held. It holds conferences, accommodates
leisure travelers, business and executive groups, weddings, and special events
enabling many employers to be employed there. The employees will include the
accountants, cashiers, managers, waitresses, chefs, bar attendants, cleaners,
security guards, etc. The researcher will put into consideration how Common
wealth Resort Hotel operates its payroll and benefit/allowance payment
systems.
However, little is known about its contribution towards the use of the automated
payrolls system in Uganda
1.1.2 STATEMENT OF THE PROBLEM:
The problem encountered in organizing the manual Payroll System of this hotel
is that it gives a redundant record and imperfection data. This study aimed to
improve the manual payroll System of Common wealth Resort
Hotel.
I
This project is to be built keeping in mind of all the requirements of Common
wealth Resort Hotel and how they can be implemented in any such type of
organization with a very few modifications.
With modifications it can be possible for Employee Attendance to control all
companies by connecting them through a network. Because of this software all
they need is a Server application and any type of connectivity to that serve the
disadvantages of existing system are all those associated with manual working
systems. And will be applied to Common wealth Resort Hotel Muyonyo.
1.3.0 STUDY OBJECTIVES:These include both the general and specific objectives as seen below.
1.3.1 GENERAL OBJECTIVES:To design and implement an automated payroll system for Common wealth
Resort Hotel Muyonyo Kampala.
1.3.2 SPECIFIC OBJECTIVES:(i) To investigate problems existing in the current manual payroll
information system of Common wealth Resort Hotel Mi,iyonyo
Kampala.
(ii) To design an automated payroll information system for Common wealth
Resort Hotel Muyonyo-Karnpala.
(iii) To implement an automated payroll infonnation system for Common
wealth Resort Hotel Muyonyo-Kampala.
1.3,3 SCOPE OF THE STUDY:
This study aims at assessing the contribution made by Common Wealth Resort
Hotel Munyonyo- Kampala in controlling payment of salaries and wages in
Uganda.
The Payroll System is in the supervision of the Account officer served as the
administrator for easy filing, updating and saving employee information. It is
also used to compute their salary with the deductions, attendance pay slip and
2
Bonus of the empioyee. The Payroll System is only used by the administrator and
employee but the employee is only capable to view the list and their pay slip. For
security purposes the database is protected by the password that verifies if the
user was authorized to use the program., The main focus of the system is
handling employee’s record such as Employee List, Add New Employee,
Edit New Employee, Attendance, Bonus and Pay slip for the administrator. Pay
slip and Attendance for Employee. Also the system keeps track and shows the
culTent and updating employee records using its embedded pay slip and
attendance. The system has a log-in and log-out to avoid accidental
modification Of data. The only person who can fully modify all the data inside
the database is the Accounting officer. The system is offered a change password
feature limited to a number of character so that the user can change the
password whenever he/she likes.
It also includes a time to time password prompt for the administrator
to maximize the system protector. The system generates reports such
as Employee List, Add New Employee, Edit New Employee, Attendance,
Bonus and Pay slip.
This study will be conducted from Common Wealth Resort Hotel Munyonyo
located in Kampala city. Speke Resort and Country Lodge is a luxurious resort
located on the shores of Lake Victoria in Munyonyo, 12 kilometers from the
heart of Kampala City. This resort is spread over 50 acres of pristine area just
outside the city of Kampala.
1.5 SIGNIFICANCY OF THE STUDY:This study will be vital to various stakeholders. To the government and other
responsible agencies, the study will help them evaluate their achievement. It
will also help them identify appropriate measures to undertake to curb on an
automated payroll processing system.
It will also be helpful to academicians carrying out research on this particular
subject.
3
CHAPTER TWO
2.0 LITERATURE REVIEWThis section explores the various scholarly views on the study topic.
2.0.1 INTRODUCTION:This chapter explores the various scholarly views on the study topic and what is
written about the study.
This chapter will review on the payroll system and database systems in general.
2.1 THEORETICAL REVIEW:This chapter will review the existing systems that were being implemented in
secure data system using the payroll system and database systems in general. I
decided to design a system that will have an effective and efficient automated
payroll. (Yeates & Wakefield, 2004)
2.2 PREVIEWS ON THE SYSTEM:
A payroll system that supports multiple companies the database is created for
every company. This is not intended for large businesses. So the basic functions
are: employee’s infom~ation, password protection, creates voucher, payroll
summary and an employee’s list report. At least in this program one can create a
simple payroll system.
Mukul Sarkar is a professional Content Writer who has composed articles and
reviews on automated systems, including payroll software. His experience in
both web content writing and e-learning fields has helped him to gain deep
insight on cutting-edge sofiware and strengthen writing skill. Some beneficial
automated payroll systems may involve the use of customized spreadsheets that~
are quickly and easily sent to the service provider. Other automated payroll
systems may implement a new method of clocking in an out, usually through
individual employee swipe cards, in order to cut back on dishonest payroll
reporting associated with tardiness and extended breaks.
Other aspects of effective automated payroll systems may include clocking-in
systems that are internet-based, allowing employees to clock in and out from
4
virtually anywhere in the world. Some automated payroll systems even allow
employees to clock in and out over the phone. There are even options in some
automated payroll systems that use biometric fingerprint scanning to make sure
that employees do not clock in for other employees.
(Rommel etal, 2009)
As computer technology changes at such fast phase, many businesses sectors try
to cope up by upgrading computer system constantly in order to stay
competitive. The multi-function ability of technology for its advance system is
also an important factor for a company to use software. It makes efficient use of
the advance technology and has ambition to discover more. Computers have the
great impact on the profession of accounting. With the rapid growth of
technology today, there is no doubt that computer will become a common asset
in all profession.
The program also allows the monthly payroll schedule to be calculated
accurately like by having all employees’ information like name, working hours,
wages etc. to enter in the database. Therefore, payroll can be done with the
guide of the program. The system is good in for its specialty in the fields of
accounting. It is easy to use, effective and efficient in organizing and calculating
the payroll. (Celso et.al, 2009)
2.3 EXISTING SYSTEMUp- to- date working system of most companies are manual in nature.
Employees maintain account and book keeping on registers. It is cumbersome
and time consuming and always there is possibility of errors. Also employees
can make wrong entries in register and can take away money easily leaving the
company in losses which can lead to its breakdown.
Advantages of existing system:
It is very simple in nature & doesn’t provide much functionality, thus reducing
complexity of the system.
It doesn’t require employees to know about computers at all i.e. it doesn’t
require training its employees any special technique except of simple bill
preparation and book keeping.
5
Because of manual work it doesn’t require any investment in computers or any
other peripherals.
Since there are no systems at all there is no need to keep available the facilities
like 24- Hour power backup or other facilities.
Disadvantages of existing system:
Calculating profit or losses is a time consuming process and for checking
purpose all registers have to keep in safe custody. Thus we can say that there is
huge possibility for change.
It is time consuming to produce bills or reports as compared to any other
computerized system.
Humans are more probes to errors so always possibility of errors in producing
results.
As all the work done is written on registers if any register is missed or damaged
it is simply very difficult to produce to present accurate figures.
Employees can make fraud by writing wrong entries on register and take away
the money and it is simply impossible to catch the defaulter because there is no
proof.
With the shortcomings in the existing system at every area of work a new
system has to be worked upon which may overcome all the inefficiencies that
the present system has.
2,4 DATABASE SYSTEMA Database is a collection of related information together with a program that
manipulates a database. The database system depends on the user and is made up of
components which include database, database application, hard ware, database
management system. Database Application is always seen from the perspective of a
business e.g. payroll for employees. The system must be fast able to fulfill all its
functions and be very efficient. (Conolly&Begs, 2004)
2.4.1 ADVANTAGES OF DATABASE SYSTEM
A database supports multiple users, allows storage of large amount of
work, is secure, has organized work, allows multiple accesses to the
system, enforces integrity constraints, and restricts unauthorized users to
6
the system.(Conolly&Begs, 2004,). Creation and fast retrieval of data,
easy modification and adding records compared to files from which data
is looked up and added manually. For security purposes the database is
protected by a password so that if the database is tampered with the
database application can find out which user did the tampering.
(Navathe, 2005.)
2,5 ADVANTAGES OF AUTOMATED PAYROLL PROCESSINGSYSTEM
An automated payroll system simplifies data entry, saves time and helps
reduce errors.
Processing payroll becomes fast and easy compared to manual systems;
save on time and extra manpower costs employee Self-help tools helps
enhance productivity across the board.
Employees can view their pay slips, apply for leaves, reimbursements
and declare investments without eating into your quality HR time.
All payroll information remains in one location, giving you extreme
control over your payroll systems.
Auto calculates all deductions related to labour laws and income tax, and
ensures you meet all your statutory compliances.
Can quickly produce required reports related to Daily, Weekly, monthly,
Yearly etc.
7
CHAPTER THREE
3.0 METHODOLGYAfter identifying the system problems, generating the design requirements and
implementation of specifications of the replacement prototype methodology can
be designed.
3.1 INTRODUCTIONThis chapter describes how data will be collected and analyzed, how the system
will be designed, developed and implemented. This chapter comprises of
Research methodology and development methodology.
3.2 RESEARCH DESIGN
The Subject Matter Expert, Payroll Systems assumes the lead role in developing
Common Wealth Resort Hotel’s payroll and benefit/allowance payment systems
and also assumes the Finance implementation lead for Payroll Systems. It will
develop payroll processing and benefit payment requirements and incorporate
these requirements into the payroll system design and implementation. It
develops workflows, processes, policies and training for relevant financial
services and departmental end user staff.
It is responsible for the planning and development of Common Wealth Resort
Hotel’s payroll and benefit/allowance payment systems.
Develops finance and end-user requirements, articulates requirements,
participates in design sessions, validates system designs, develops testing data
and scenarios, participates in testing and ensures that solutions meet the
requirements established.
Advantages of the Research Design
Recommends user acceptance.
Develops payroll authorization processes reflecting Common Wealth
Resort Hotel’s authorization, management, and reporting requirements
Develops payroll dictionaries and data sets
Collaborates with Human Resources for the set up of payroll related’
components of the Human Resources applications and dictionaries,8
ensures consistency among dictionaries and considers impact on
reporting requirements.
Participates in the design and implementation of Time and Attendance
Systems and provides end user input related to Payroll System
requirements.
Participates in the design and implementation of Staff Scheduling
Systems and provides end user input related to Payroll System
requirements.
Ensure interfacing between payroll system and all other relevant :systerns
or system components, such as HR and other finance systems, for the
production of meaningful reports and financial statements.
Planning and documenting business process workflows. Develop
training materials and train staff as required.
In view of the developing and changing needs and opportunities within
Common Wealth Resort Hotel’s during this start-up phase, this position
may perform other duties as assigned.
3,3 INTERVIEWSThe researcher will conduct interviews on at least 3 employees, database
manager, IT manager, and Human resource personnel. On addition to that an
interview guide will be prepared so as to get views from these people freely.
Advantages of interviewing;
It is suitable for both illiterates and literates
It provides an opportunity for interactions with the client
It provides a wide range of information
3.4 TESTINGAfler testing the program will allow the monthly payroll schedule to be
calculated accurately like by having all employees’ information like name,
working hours, wages etc. entered in the database. Therefore, payroll can be
done with the guide of the program. The system is good in for its specialty in
9
the fields of accounting. It is easy to use, effective and efficient in organizing
and calculating the payroll.
3.5 SYSTEM ANALYSIS AND DESIGNFrom the inception of an idea for a software system, until it is implemented and
delivered to a customer, and even after that, the system undergoes gradual
development and evolution. The software is said to have a life cycle composed
of several phases. In Traditional “Waterfall model” each phases has well-
defined starting and ending points, with clearly identifiable deliverables to the
next phase. Here for the project being submitted I have followed “Waterfall
Model”. The Waterfall Model consists of following phases.
1. Requirements analysis and specification:
Requirements analysis is usually the first phase of large-scale software
development project. It is undertaken after a feasibility study has been
performed to define the precise costs and a benefit of a software system. The
purpose of this phase is to identify and document the exact requirements for the
system. The customer, the developer, a marketing organization or any
combination of the three may perform such study. In cases where the
requirements are not clear e.g., for a system that is never been defined, more
interaction is required between the user and the developer. The requirements at
this stage are in end-user terms.
2. Design and specification:
Once the requirements for a system have been documented, software engineers
design a software system to meet them. This phase is sometime split into two
sub-phases: architectural or high-level design. High-level design deals with
overall module structure and organization, rather than the details of the
modules. The high level design is refined by designing each module in detail.
Separating the requirements and analysis phase from the design phase is
instance of fundamental “what/how” dichotomy that we encounter quite often in
computer science. The general principle involves makings a clear distinction
between what the problem is and how to solve the problem. In this case, the
10
requirement phase attempts to specify what the problem is. There are usually
many ways that the requirements may some be met, including solutions that do
not involve the use of computers at all. The purpose of the design phase is to
specify a particular software system that will meet the stated requirements.
Again there are usually many ways to build the specified system. In the coding
phase, which follows the design phase, a particular system is coded to meet the
design specification.
3. Coding and module testing:
This is the phase that produces the actual code that will be delivered to the
customer as the miming system. The other phases of the life cycle may also
develop code, such as prototypes, tests, and test drivers, but these are fo~ use by
the developer. Individual modules developed in this phase are also tested before
being delivered to the next phase.
• Integration and system testing:
All the modules that have been developed and tested individually are put
together integrated-in this phase and tested as a whole system
Delivery and maintenance:
Once the system passes the entire test, is delivered to the customer and enters
the maintenance phase. Any modifications made to the system after initial
Deliveries are usually attributed to this phase.
3.6 SYSTEM IMPLEMENTATIONThe implemented system is an effective tool for making prompt decisions in
human resources management that allows users to reduce man-hours employed
for data input, analysis, processing, and for internal and external reporting. As a
result, personnel management processes (personnel plan maintenance,
recruitment, training and certification of personnel, and compensation
accounting) were automated, costs of personnel record keeping were reduced,
and the wage and salary calculation process was simplified. Therefore the
designed automated payroll processing system looks at various companies and
their, recruiting, supervising, and paying the employees. Finding out how they
operate from the first step of recruiting employees to the final stage of payment
of their wages and salaries.
11
3.7 ETHICAL STUDYThe researcher obtained a letter from Kampala International University which
was presented to the concerned bodies for permission to conduct study. The
rights of individuals were highly respected by ensuring confidentiality of their
responses all necessary protocols observed.
3.8 LIMITATION OF THE STUDYThe system does not include other payroll functions such as decision report
system and expert system.
12
CHAPTER FOUR
4.1 SYSTEM ANALYSIS AND DESIGNSystem analysis is a problem solving technique that decomposes a system into
its component pieces for the purpose of studying how well those component
works and interacts to accomplish their purpose
4.2 INTRODUCTION
This chapter describes various methods that the researcher has implied in
conducting the research.it describes the research design, sampling procedures.
types of data needed and their sources, methods
4.3 SYSTEM ANALYSIS OF THE CURRENT SYSTEMThis project has many future applications like it can be used in any type of
organization.
This project was build keeping in mind all the requirements of these outlets and they
can be implemented in any such type of organization with very few modification.
With modifications it can be possible for Employee Attendance to control all other
outlets by connecting them through a network. Because of this software all they need is
a Server application and any type of connectivity to that server.
The disadvantages of current system are all those associated with manual working
systems.
It is time consuming to produce bills or reports as compared to any other
computerized system.
Humans are more probes to errors so always possibility of errors in producing
results.
As all the work done is written on registers if any register is missed or
damaged it is simply very difficult to produce to present accurate figures.
Employees can make fraud by writing wrong entries on register and take away
the money and it is simply impossible to catch the defaulter because there is no
proof.
4.4 FEASIBILITY OF THE CURRENT SYSTEMFeasibility study is an evaluation of the proposed system regarding its
workability, impact on the organization, ability to meet the user needs and
13
effective use of resources. Thus when a new application is proposed it normally
goes through a feasibility study before it is approved for development.
Feasibility and risk analysis and related in many ways. If a project risk is great
and feasibility of producing software is reduced. During the feasibility analysis
in this project has been discussed below in the above mentioned topics.
Operational Feasibility:
Feasibility of the working of the system after the installation in the organization
as mentioned in the feasibility analysis.
Technical Feasibility:
It is frequently the most difficult area to ensure an assessment of the technical
feasibility. The consideration that is normally associated with technical
feasibility includes the resources availability of the organization where the
project is to be developed and implemented. By taking these facts into
consideration before developing the resource availability at Common Wealth
Resort Hotel’s was observed. As very limited resources are required for this
project hence this project is considered feasible for development.
Economic Feasibility:
An evaluation of development cost is weighted against the ultimate income or
benefits derived from the developed system. There was no need of extra
hardware and software for development of this project. Hence this project has
economically justified for development in this organization.
Motivational Feasibility:
The evaluation shows the probability that the organization is sufficient in the
motivation, supporting the development and implementation of the application
with necessary user participation, resources, training etc. The interest and
support shown by the organization during the system study seem that the new
system developed will have efficient support from the organization.
14
Schedule Feasibility:
An evaluation of the time needed for the development of this project. The time
schedule required for the development of this project is very important, since
more development time affect machine time, costs and delays in the
development of the other systems. So the project should be complete within a
fixed schedule time as far as the organization is concerned.
Project Schedule:
The major output of the production process is the project schedule. This is a
graphic representation of the entire project related activities necessary to
produce successful project. They allow the project manager to efficiently
coordinate and facilitate the efforts of the entire project team for the live project.
This project schedule dynamic in nature that will undoubtedly be modified as
the project proceeds. Without the master schedule the effective project control
would be virtually impossible. If the schedule does not exist it is impossible to
accurately estimate the project status. Projects that are not complete within the
time frame established by the master schedule almost invariably exceed planned
costs. The most complaint is that production takes too much time and costs too
much money.
For schedule to be effective, it must process major characteristics:-
Understandable by those who will use it.
° Sufficient detail to be provided on the basis of measurement and control of
project progress.
• Capable of highlighting critical tasks.
• Flexible and easily modifiable.
• Confirm to available resources.
° Compatible with the system available in the organization
4.5 THE SYSTEM DESIGN OF THE PROPOSED SYSTEMWith the shortcomings in the existing system at every area of work a new
system has to be worked upon which may overcome all the inefficiencies that
the present system has.
15
In today’s high-tech world all the above mentioned characteristics of the system
is outdated and a need for a new, powerful, stable and result oriented software is
required which is why a new system based on Visual Basic and Microsoft
Access. Visual Basic is used to provide front-end application for user- friendly
ambience and Microsoft Access is used to maintain & update database for fast
and reliable retrieval of data and processing of queries.
4.6 THE SYSTEM ANALYSIS OF THE CURRENT SYSTEM
Up-to-date working system of most organizations and companies are manual in
nature. Employees maintain account and book keeping on registers. It is
cumbersome and time consuming and always there is possibility of errors. Also
employees can make wrong entries in register and can take away money easily.
Calculating profit or losses is a time consuming process and for checking
purpose all registers have to keep in safe custody. Thus we can say that there is
huge possibility for change.
4.7 DATA FLOW DIAGRAMAt the end of each week time sheets are collected and sent to the computer
center. There, the payroll data is entered via a key-to-disc system, verified and
validated, producing a new file of valid transactions on disc and an error report.
This file is used to update the employee master file, and cheques and pay slips
are printed. A payroll summary is also printed for the Accounts department.
FIGURE 1: DATA FLOW DIAGRAM
Employee No
Pa~cheque anc~
Pa~t oil ~1Jrrimarydata
16
4.8 USER REQUIREMENTSInformation is captured and stored in the database. A new employee’s details
are entered in the database when he/she is recruited to work
4.9 FUNCTIONAL REQUIREMENTS
These are requirements of services a system should provide, how the system
should react to inputs and how the system should behave in a particular
situation. A system may be required to present the user with a display of the
number of records in a database. The new system must be able to enhance the
following;
Input requirements
The system will need information from the organization to provide details of
where they work, how much they are paid for their contribution and other
personal information also the employees’ information is needed.
Output requirements
These requirements mostly depend on the type of input entered to the system
because it’s the one which will be processed for the output. In this system the
output expected is the report which will provide the summery of the information
of the system showing how much is paid to each employee.
Procedural requirements
This describes the techniques in which to get into the system forexample the
rules to be followed while using the system. The security technique requires the
use of passwords and the user name
17
4.10 NON-FUNCTIONAL REQUIREMENTS
Is a requirement that specifies criteria that can be used to judge the operation of
a system, rather than specific behaviors. The plan for implementing non
functional requirements is detailed in the system architecture.
Non-functional requirements are often called qualities of a system. Other terms
for non-functional requirements are “constraints”, ‘quality attributes”, “quality
goals”, “quality of service requirements” and “non-behavioral requirements”.
Qualities, that are non-functional requirements, can be divided into two main
categories:
Execution qualities:
Such as security and usability, which are observable at run time.
Evolution qualities:
Such as testability, maintainability, extensibility and scalability, which are
sufficient network bandwidth, may also be a non-functional requirement of a
system.
TABLE 1:4.11 SOFTWARE AND HARDWARE REQUIREMENTS
HARDWARE SOFTWARELaptop Microsoft SQLPrinter Microsoft visual basic 6.0Flash diskExternal hard disk for backing up the work
4.12 SECURITY
The security is in the login form which requires the user to enter his/her name
and password in order to access the system. This prevents unauthorized users to
access the system, after entering the required requirements click ok then the
system is accessed.
18
FIGURE 2: LOG IN FORM
tSER’~AME I____________
PASSWORD: I
1q11 -~
OK I __________
!9~33 Pt.:
FIGURE 3: EMPLOYEE’S DETAIL
EMPLOYWS DRTAfl~S
ID NVMBER 1 DRESS I~4~L~FIRSt ~AMJ ~J~BUNGW€ tlEI.EFHONE IO7~3732
SECOND NAME BASKIPI R~X IO4124~27
DEPARThIE~’ ~ZQtUHTS EF~WI. Ibth.*~oo~o~
ADD NE~V SAVE DELETE
~ ~~
_ ‘WI
SilowcoSt~cT j
4.13 DATABASE TABLE DESIGN
TABLE 2: EMPLOYEEFIELD DATA TYPE DATA SIZE REQUIRED DESCRIPTIONNAMEId Number Number 30 Yes Identifies the employee
uniquely, it’s theforeign key in this table
First Name Text 30 Yes Official first name ofemployee
Second Text 30 Yes Official second namename of employeeDepartment Text 30 Yes Department of the
employeeSecurity Number 50 Yes Unique number andnumber can’t be duplicatedEmployer’s Text 30 Yes Name of thename employee’s employerDate of Date / Time 20 Yes Date when employeeemployment starts to workDate ofbirth Number 30 Yes Birth date of employeeAddress Number 15 Yes Member addressTelephone Number 12 Yes Member telephonenumber numberE-mail Number 20 Yes Member e-mailaddress
TABLE 3: EMPLOYERFIELD DATA TYPE DATA SIZE REQUIRED DESCRIPTIONNAMEId Number Number 30 yes Identifies the employee
uniquely, it’s theforeign key in this table
Employer’s Text 30 yes Official staff name ofName employerDepartment Text 30 yes Department of the
employerSecurity Number 50 yes Unique number andnumber can’t be duplicatedFax Number 30 yes Fax of the employerAddress Number 15 yes Member addressTelephone Number 12 yes Member telephonenumber numberE-mail Number 20 yes Member e-mailaddress
20
FIGURE 5: EMPLOYER’S DETAILS
m‘SDEI4nS
JDNESI Ii DRESS I~P4IA
FIRSt~.UiE I~ih4BUNGw! TELEPHONE O7O2~63732
SECOND~ IBAS~flI FAX o4124~627
DEPARThIEN~r ~ccou~irs L ~
ADD NE~ SAVE DELETE
T.~o..th.Th ~~
SEOWCO~TACT I
6/2~I.’OH
FIGURE 6: EMPLOYEES DETAILS
YEVS DETADS
ID NVMB 1 ADDRESS ~4P~A
FIRST NAME IkIM8UNG~ TELEPHONE IO7o2~3732
SECOND NAME BASIIHI FAX Io4124~27
DEPARTMENT ~COUNTS ESL’.JL ~~oo~o.n
ADD ‘~EV. DELETE
SHO~V CONTACT I
5.4 PAYROLL DATABASE SYSTEMCommon wealth Resort Hotel Muyonyo-Kampala enters and saves employees
data using Microsoft Excel. Below is the structure of the databases used to
capture and store data that can be retrieved by management for responding to
employee’s details and efficient decision making.
24
FIGURE 7: PAYROLL DATABASE
OL.LD’JAMSI
ID NUMBERSTAff NAME j~8UIR1DEPARTMENT ~CtOUNTS
BASIC SALAR’i
DAYS WORk~EDRATE PER DAY I27~OVERTIME j5~
AMOUNT EARNEDPAYEE I~UNION FEES Ii..
II~~’1 ______ DELETE
~O~! Pp.1
TABLE 6: DATA BASEAUT M TED PAY OLL SYSTEM FOR CO ON WEALTH HOTEL MUNYONYO
UMBE ~ P~TMEN SALAR WORKE RATE OVERTIM AMOUN PAYE UMOR V D DAY EARNED FEES
1 BASH IRI ACCOUNTS 850,00 30 DAYS 2790 5,000 850,000 5% $0.02KIMBUNG 0 0WE
2 GANENSHI PROCUREME 700,00 30 DAYS 2300 5,000 700,000 5% $0.02MADEVANI NT 0 0
3 ALl MANAGER 990,00 30 DAYS 3300 10,000 990,000 5% $0.02MADIVU 0 0
4 USHABE RECEPTION IS 300,00 30 DAYS 10,00 2,000 300,000 5% $0.02ESSICA 0 0
5 OKELLO GATE MAN 150,00 30 DAYS 5,000 2,000 150,000 5% $0.02MATHEW 0
6 MUWONGE CHEF 400,00 30 DAYS 12,50 2,500 400,000 5% $0.02DRAKE 0 0
7 NABIRYE CLEANER 150,00 30 DAYS 5,000 2,000 150,000 5% $0.02
25
TABLE 7: DATA BASE QUERY~POR CQMT~1ON WEALTh HOTELMUJ4J~O~NYO Query
RIE
NUBE~ iS~j~ NA~E ~ASLC DAYS OVER E E
1 BASHIRI ACCOUNTS 850,000 30 DAYS 27900 5,000 850,000 5% 1 $0.02~ KIMBUNGWE I
2 GANENSHI PROCUREMEN 700,000 30 DAYS 23000 5,000 700,000 5% $0.02MADEVANI T
3 AU MADIVU MANAGER 990,000 30 DAYS 33000 10,000~ $0.02
4jTUSHABE JESSICA RECEPTIONIST 300,000 30 DAYS 10,000 2,000~r 5JOKELLO MATHEW GATE MAN jiso,ooo 30 DAYS js,ooo 2,000~~9~9~J~ 6IMUWONGE DRAKE CHEF 400,000 130 DAYS [12,500 2,500 ~ $0.02
7JNABIRYEROSE ~LEANER 150,000 30 DAYS 5,000 12,000 150,000 5%
26
CHAPTER SIX
6.1 DISCUSSIONS, CONCLUSSIONS, AND RECOMMENDATIONS
6.2 DISCUSSION
With discussion, the developer discussed the improvement brought about by the
automated payroll system for Common wealth Resort Hotel Muyonyo-Kampala.
Focuses were put on constraints faced by the manual payroll system of
Common wealth Resort Hotel Muyonyo-Kampala, the remedies taken and
prospects for future research.
6,2.1 IMPROVEMENTS.The project has brought about the following improvements in the automated
payroll system
An automated payroll system simplifies data entry, saves time and helps
reduce errors.
Processing payroll becomes fast and easy compared to manual systems;
save on time and extra manpower costs employee Self-help tools helps
enhance productivity across the board.
Employees can view their pay slips, apply for leaves, reimbursements
and declare investments without eating into your quality HR time.
All payroll information remains in one location, giving you extreme
control over your payroll systems.
Auto calculates all deductions related to labour laws and income tax, and
ensures you meet all your statutory compliances.
Can quickly produce required reports related to Daily, Weekly, monthly,
Yearly etc.
6.2.2 CONSTRAINTSDuring the process of system development, the following hindrance, obstacle
and constraints were faced.
> Limited knowledge of from the staff members, so the researcher failed to get
sufficient information.
~ Fatigue and exhaustion.
27
Difficulties and limitations on accessing sofiware that were needed for the
project.
~ The funds needed by the researcher to fully explore the research were
insufficient.
~ Limited time to carry out research made the researcher not to obtain enough
infonnation
> Lack of experience from the researcher since it’s the first time to conduct a
research
6.2.3 REMEDIESThe following were remedies and solution that were taken to solve the
constraints that were listed above.
~ Seeking guidance from supervisor and friends on what to do.
> Taking time off from the project to relax.
> Hiring of computers with the required software to develop the payroll
system tool for Common wealth Resort Hotel Muyonyo-Kampala.
6.2.4 FUTURE RESEARCHThe project was conducted successfully; but the project developer contends that
there were other areas that need proper scrutiny in future research.
6.3 CONCLUSIONRegardless of the constraints, the successful completion of the automated
payroll system tool has brought about positive impact in various sectors and
departments. The management of Common wealth Resort Hotel Muyonyo
Kampala has been relieved of many client issues that the system can now
perform online.
6.4 RECOMMENDATIONSThe result of the automated payroll system suggests several recommendations
which include;
28
APPENDICES
APPENDIX A: ~NSTRUMENTAflONSSELF ADMINISTERED QUESTIONNAIRE FOR RESPONDENTS
Questionnaire to be filled in by a Chief Accountant
I am Narnara Cynthia Ereen a student of Kampala International University; I am
interested in understanding how your payroll information system works and any
challenges that affect it with a view of improving any shortcomings that maybe in the
system. To help on this, please help answer the following questions; the information
you give will be treated with confidentiality. Fill out all the questions correctly by
putting either a tick in the right box. Your cooperation and honest opinion are highly
appreciated.
Regards,
Namara Cynthia Ereen
RESEARCHER, KAMPALA INTERNATIONAL UNIVERSITY
QUESTIONAIRE
QUESTIONAIRE FOR ASSESSING EXISTING AUTOMATED SYSTEM FOR
COMMON WEALTH RESORT HOTEL MUYONYO-KAMPALA.
I Narnara Cynthia Ereen of Kampala International University School of computer
studies Department of Information Technology currently undertaking a project research
that will lead to award in a Bachelors Degree. Any help rendered will be highly
utilized.
INTRODUCTIONARY INFORMATION
la. what is your job title?
b. sex i) Ma14 ii) Female _______
-D
2. What is your Education level? (Tick any below)
A Certificate holder
B Diploma holder ______IC Degree holder
D Others
If others please
(State)
3. For how long have you been a staff of Common Wealth Resort Hotel Muyonyo
Kampala? _________
Since the beginning 1-2 year. I IState the number of years 2-above years. I I
4. Are you a computer literate?
AYes _____
BNo I
RESEARCH INFORMATION
5. How is your payroll system cun~ently? (Tick one)
Computerized I IManual I IHow does it work?
6. How is employee’s personal data captured?
7. How is the information stored afler it is captured?
8. What challenges do you face when making payroll for employees?
9. What are the general limitations of the current payroll system?
10. What improvements would you propose on the current payroll system?
11. Do you think an automated payroll system would improve the effectiveness of
your work?
Yes INoj__
How?
QUESTIONAIRE FOR ASSESSING EXISTING AUTOMATED SYSTEM FOR
COMMON WEALTH RESORT HOTEL MUYONYO-KAMPALA.
I Namara Cynthia Ereen of Kampala International University School of computer
studies Department of Information Technology currently undertaking a project research
that will lead to award in a Bachelors Degree. Any help rendered will be highly
utilized.
INFORMATION FOR OTHER EMPLOYEES
la. what is your job title?
b. sex i) Malel I ii) Female I
2. What is your Education level? (Tick any below)
A Certificate holder
B Diploma holder IC Degree holder
D Others
(State)
3. For how long have you been a staff of Common Wealth Resort Hotel
Muyonyo-Kampala?
Since the beginning 1-2 year. I IState the number of years 2-above years. _________
4. Are you a computer literate?
AYes IBNo ____
RESEARCH INFORMATION
5. How do is your payroll system currently? (Tick one)
Computerized IManual ________IHow does it work?
6. Do you face problems with the culTent system?(Specify)
7. What are the general limitations of the current payroll system?
8. What improvements would you propose on the current payroll system?
9. Do you think an automated payroll system would improve the effectiveness of
your work?
Yes 1No1 1How?
THANK YOU FOR YOUR GOOPERA TION
34
APPENDIX B: BUDGET OF THE PROJECT
ITEM QUANTITY UNIT PRICE TOTAL PRICE_~
Stationary
Pens 1 dozen 3,000/= 3,000/=
Ream of photocopying 1 ream 18,000/= 18,000/=papers
Note books 2 pcs 5,000/= 10,000/=
Flash disk 3 GB I pc 80,000/= 80,000/=
Sub-total 110,000
Secretarial services
Printing 500 pgs. 5001= 250,0001=
Photocopying 500 pgs. 1001= 50,000/=
Binding 5 copies 2,500/= 12,500/=
Sub-total 312,500/=
TRANSPORT
For research l5days 3,000/= 45,000/=
For examining interviews 2 days 4,000/= 16,000/=
Sub-total 61,000/=
TOTAL 483,500/=
35
APPENDIX C: SCHEDULE OF THE PROJECT
DATE ACTIVITY SESSION12th~12~2010 Writing project proposal 1 Month
12~-O1-2Ol 1 Research and data collection 1 Month
12”~-O2-2O1 1 Submission of the first draft of the 2 WeeksResearch proposal
26th~o3~201 1 Report writing 2 Weeks
~1 Data collection and interpretation 2 Weeks
18th05201 1 Submission of the first draft of the 1 Week
Report.
25th1~05~201 1 Correction and submission of the 5 days
Report
30th~05~201 1 Submission of the final report
APPENDIIX D: PROJECT TOOLS
Visual Basic 6.0
Microsoft SQL
APPEND~X D: SOURCE CODESPrivate Sub Form Load()Private Sub cmdfirstClick()Dim intexit As IntegerIf (adoemployee.Recordset.BOF = False) Or (adoemployee.Recordset.EOF = False)Thenadoernployee.Recordset.MoveFirstintfirst MsgBox(”you are at first record”)End IfEnd SubPrivate Sub crndlastClick()Dim intlast As IntegerIf (adoemployee.Recordset.EOF = False) Or (adoemployee,Recordset.BOF = True)Thenadoemployee. Recordset.MoveLastintlast = MsgBox(”you are at last record”)End IfEnd SubPrivate Sub cmdnextClick()If Not adoernployee.Recordset.EOF Thenadoernployee.Recordset.MoveNextIf adoernployee.Recordset.EOF Thenadoernployee.Recordset MovePreviousEnd IfEnd Sub
Private Sub cmdprevClick()If Not adoernployee.Recordset.BOF Thenadoernployee.Recordset.MoveNextIf adoemployee.RecordsetEOF Thenadoernployee.Recordset MovePreviousEnd IfEnd SubPrivate Sub cmdsaveClick()If (txttempid.Text = “) And (cmbcategory.Text = “) And (txternpname.Text “) And(txtaddr.Text) ThenMsgBox “ This is an Empty Record. Please Enter employer details”, vbOKOnly,“EMPTY RECORD”txtempid. SetFocusElseadoemployee.Recordset.UpdateMsgBox “Record Successfully Saved”End IfEnd Sub
Private Sub cmdsearchClick()If txtsearch.Text = “ ThenMsgBox (“enter the employee ID into search box”)txtsearch. SetFocusEnd If
adoemployee.Recordset.MoveFirstadoernployee.Recordset.Find “[Employee ID] LIKE” ‘& txtsearch.Text&””If adoernployee.Recordset.EOF ThenMsgBox “Record Not Found”End IfEnd Sub
Private Sub Form Load()Me.Height = 9090Me.Width 12520Me.Top = 65Me.Left= 1230End SubEnd Sub
Private Sub cmddeltClick()intdelete MsgBox(”Are you sure you want to delete record?”, vbYesNo, “confirm”)If intdelete vbYes Thenadocontact.Recordset.DeleteMsgBox “Record Deleted”ElseMsgBox “Record Not Deleted”End IfEnd Sub
Private Sub cmdcancelClick()Dim intexit As Integerintexit = MsgBox(”ARE YOU SURE YOU WANT TO EXIT?”, vbYesNo,“CONFIRM”)If intexit = vbYes Then Upload MeEnd IfEnd Sub
Private Sub cmdfirstClick()Dim intexit As IntegerIf (adoemployee.Recordset.BOF = False) Or (adoemployee.Recordset.EOF = False)Thenadoemployee.Recordset.MoveFirstintfirst MsgBox(”you are at first record”)End IfEnd SubPrivate Sub cmdfstClick()Dim intfirst As IntegerIf (adoemployee.Recordset.BOF = False) Or (adocontact.Recordset.EOF = False) Thenadocontact.Recordset.MoveFirstintfirst = MsgBox(”you are at first record”)End IfEnd SubPrivate Sub cmdhideClick()Frame2.Visible
If adocontact.Recordset.BOF Thenadocontact.Recordset MoveNextEnd IfEnd IfEnd Sub
Private Sub cmdpreviousClickQIf Not adoemployee.Recordset.BOF ThenadocontactRecordset.MovePreviousIf adoemployee.Recordset.BOF Thenadoemployee.Recordset MoveNextEnd IfEnd IfEnd SubPrivate Sub cmdsaveClick()If(Txtsecno.Text = “) And (txtfname.Text = “) And (txternpname.Text “) And(txtsecname.Text = “) And (txtfdoe.Text = ““) And (txtempid.Text “) And(txtfdob.Text “) ThenMsgBox “ This is an Empty Record. Please Enter employer details”, vbOKOnly,“EMPTY RECORD”txtempid. SetFocusElseadoemployee.Recordset.UpdateMsgBox “Record Successfully Saved”End IfEnd Sub
Private Sub cmdsearchClick()If txtsearch.Text = “ ThenMsgBox (“enter the employee Security Number into search box”)txtsearch. SetFocusEnd Ifadoemployee.Recordset.MoveFirstadoemployee~Recordset.Find “[Security Number] LIKE” ‘& txtsearch.Text&”If adoemployee.Recordset.EOF ThenMsgBox “Record Not Found”End IfEnd Sub
Private Sub cmdsvClick()If(Txtsecno.Text = “) And (txtconid.Text = “) And (txtaddr.Text “) And(txtotel.Text = “) ThenMsgBox “This is an Empty Record Please Enter employee details”, vbOKOnly,“EMPTY RECORD”txtconid. SetFocusElseadocontact.Recordset.UpdateMsgBox “Record Successfully Saved”End IfEnd Sub
41
Private Sub CmdviewClick()Frame2.Visible Truecmdnrrn.Visible TrueEnd Sub
Private Sub Form LoadQMe.Height = 10050Me.Width= 12520Me.Top= 10Me~Lefi 1230Frarne2.Visible = Truecmdnrrn.Visible FalseEnd Sub
Dim ernpno As LongDim empyeeDim strsearch As String
Private Sub crndaddClick()adopayrnent.Recordsetr.AddNewEnd Sub
Private Sub CmdviewClick()Frarne2.Visible = TrueFrame7Nisible = TrueFrame8.Visible = TrueFrarne9.Visible = Truecmdback.Visible = Truecrndview.Visible TrueEnd Sub
Private Sub CmdviewClickQTxtsecno.Texttxtfi~ame.Text =
txtsecname.Text =
txtempname.Text =
End Sub
Private Sub crnddelClick()intdelete MsgBox(”Are you sure you want to delete record?”, vbYesNo, “confirm”)adopayment.Recordset.DeleteMsgBox “Record Deleted”ElseMsgBox “Record Not Deleted”End IfEnd SubPrivate Sub cmdexitClick()Dim intexit As Integer
42
intexit = MsgBox(”ARE YOU SURE YOU WANT TO EXIT’?”, vbYesNo,“CONFIRM”)If intexit = vbYes Then Upload MeEnd IfEnd SubPrivate Sub crndfirstClick()Dim intexit As IntegerIf (adopayrnent.Recordset.BOF False) Or (adopayment.Recordset.EOF = False) Thenadopayment.Recordset.MoveFirstintfirst = MsgBox(”you are at first record”)End IfEnd SubPrivate Sub cmdlastClick()Dim intlast As IntegerIf (adopayment.Recordset.EOF False) Or (adopayrnent.Recordset.BOF True) Thenadopayment.Recordset.MoveLastintlast = MsgBox(”you are at last record”)End IfEnd SubPrivate Sub crndnextClick()If Not adopayment.Recordset.EOF Thenadopayment.Recordset.MoveNextIf adopayrnent.Recordset.EOF Thenadopayment.Recordset MovePreviousEnd IfEnd Sub
Private Sub crndpreviousClick()If Not adopayrnent.Recordset.BOF ThenadopayrnentRecordset.MoveNextIf adopayment.Recordset.BOF Thenadopayrnent.Recordset MovePreviousEnd IfEnd SubPrivate Sub cmdsaveClick()If (txtchqno.Text = “) And (txtrcpno.Text = “) And (txtbch.Text = “) And(txtbkname.Text) ThenMsgBox “This is an Empty Record. Please Enter employer details”, vbOKOnly,“EMPTY RECORD”txtchqno. SetFocusElseadopayment.Recordset.UpdateMsgBox “Record Successfully Saved”End IfEnd Sub
Private Sub cmdsearchClick()If txtsearch.Text = “ ThenMsgBox (“enter the cheque number into search box”)txtsearch. SetFocus
43