Payroll System Capstone Project Document

Introduction

Technology is now part of our lives especially to students. As years’ pass, schools, state colleges, universities and other business get to adopt the modern technologies. Most people nowadays can’t imagine their lives without technology.

Many people believe that using computer is necessary to function effectively in society. Nowadays computer plays the important role in today’s generation, it makes work easier.

One of the essential processes that can be automated is the daily time in and time out of the Student Assistants or it’s timekeeping. This process is important because it reflects to the total number of hours that the Assistant had worked, which affects the salary that student assistant would receive.

Using a logbook is one of the effective ways of keeping an amount of time that the assistant worked. However, this system can also do what a logbook can do. One of the most secure ways of identifying the person is by using their Biometric.

This study aims to develop a system that will generate the reports easily without a bulk of paperwork and will compute its payroll accurate.

 

 

Background of the Study

ABC Company Student Assistants Time Keeping is done manually. Proponents will develop a system that can keep their records and can monitor the total time of duty rendered.

Statement of the Objective

This study aims to:

1. Lessen the difficulty in the calculation of Payrolls.
2. To secure the timekeeping process.
3. To provide an accurate monthly reports.
4. To easily view the Student Assistants Information.

Conceptual Framework

          The Payroll System can secure and monitor all the data’s.

Scope and Delimitation of the Study

Scope of the Study

          This study focus on the  Campus where in a biometric timekeeping will be used. The DTR System will record the daily time keeping and information of the student assistant and will produce the corresponding reports. The proponents can also view their schedule and the time rendered and can print their reports and schedule.

Delimitation of the Study

          Job orders and Faculty will not be included in this system or study. Overnight duties will not be calculated by the system. Earlier than 15 minutes to supposed schedule time in is prohibited.

Significance of the Study

          The student assistant will no longer fill the logbook to record their daily time keeping. Student assistants can perform time keeping using biometrics. It could be easy to determine their salary since the reports were already available.

Management the system can help monitor their student assistant time keeping and can compute the payroll. It can also generate reports faster and accurate. It will be the easiest way of keeping student assistants records and monitoring their performance.

Future researchers this study will serve as their guide in making their system.

          Proponents this study will widen their knowledge by doing research and brainstorming.

Definition of Terms

Automated – Conceptually, is the use of various control systems for operating equipment such as machinery, process in factories, boilers and heat treating ovens, switching on telephone networks.

Biometric – Conceptually, the measurement and analysis of unique physical or behavioral characteristics (as fingerprint or voice patterns) especially as a means of verifying personal identity.

Payroll – Conceptually, is a company’s list of its employees, but the term is commonly use too refers to: the total amount of money that a company pays to its employees. The company’s department that calculates and pays these.

Students Assistant – Conceptually, a student member of a college coaching staff. A student teaching assistant.

Timekeeping – Conceptually, is a process of tracking and reporting work and leave time. Everyone is responsible for accurate timekeeping: Employees report leave and approve their time on their time cards.

 

Review of Related Literature and Systems

          This chapter significance of the related literature will be discuss.

Local Related Studies

The Cantier Solution

          Many companies today see the need for a Human Resource Application. Although there are a few choices on the market, many of these are costly and most are incomplete, lacking payroll and local benefits of the host country.

Some companies have decided to automate and purchased an HR application from one supplier, a payroll application from another supplier and then needed to hire a 3rd party integrator to tie HR and Payroll into their existing systems.

Faced with costly and complicated solutions, some companies have decided to stay with their antiquated paper based HR and Payroll System. Living with all the inefficiencies experienced over the years like on time document retrieval, transaction delays between HR and Payroll, data duplication, missing records, security issues, clerical errors, wasted human resources in the HR department and space consumed by all the records. Still others thinking it less of a headache have outsourced the entire HR operation. Only to realize, a higher cost of outsourcing and the leakage of payroll/benefit information causing serious and lasting personnel issues in the workplace.

So Cantier Created a HRMS it is an integrated HR and Payroll system that manages the personnel-related tasks for managers and individual employees. Our HRMS supports Personnel management, Employment management, Benefit management, Daily Time Record Management (Integrated with Bio-Metric Devices), Shi Management, Payroll management, Leave Management, Training Management and Performance Evaluation. It has self-service features as well for employees to interact with their HR department on line and thus reducing much of HR Personnel manual work.

Source: http://www.cantier.com/products/HRMS.html

Fingerprint Biometric Attendance System

The increasing complexity of administrative operations in Colegio de St. Monique in Binangonan, Rizal, is the effect of the growing population of students, faculty and administration and the physical expansion of the institution. The increase in complexity means additional manpower and workloads and more complicated data processing system. To meet the growing needs of education, the institution, as a result formulated new innovations, techniques ,methods and modernized equipment to aid the complexity of operations. New facilities such as the computer were developed, not only for the instructions, but also for research and academic applications. Technologies such as the fingerprint Biometrics ID System make identification and attendance an easy task. The burden will be lessen for the IT and Human Resource personnel. That usually is a long process of logging in and out and identification is eliminated. Further, a Computerized Payroll System will help a lot in processing salaries and other financial matters for the employees. It will help reduce if not totally get rid of errors encountered when handling the payroll manually. Recording and monitoring the movement of faculties as they arrive at work, have breaks and leave for the day were traditionally performed by writing logs. Replacing the manual process with computerized attendance system with the application of biometrics technology prevents any abuses of the system and can be incorporated with time management soware to produce management accounting and personnel reports. Generally speaking, any situation that allows an interaction between human and machine is capable of incorporating biometrics. Such situations may fall into a range of application areas. Biometrics is currently being used in areas such as computer desktops, networks, and monitoring the time and attendance of staff. (By: Angela Faye, 29 March 2012)

http://www.studymode.com/essays/Fingerprint-Biometric-Attendance-System-935575.html?topic

 Foreign Related Studies

HP mastermind’s complex new payroll data infrastructure

According to Robert Elsen, director, Secretariat of the Belgian Integrated Police “HP has provided us with an efficient and transparent solution that has been welcomed by our staff and ensures that they are all paid the correct amount, on time.” When several police organizations were amalgamated into one national force, the Belgian government needed a new, centralized payroll system for its 48,000 police employees. This large and complex solution was successfully implemented by HP Enterprise Services. The results include more accurate accounts, improved management and improved staff morale. It also allows for the smooth integration with other public sector departments.

In 2001, the Belgian government called for a complete overhaul of the country’s policing system, replacing the former Gendarmerie, Criminal Investigation Department and Municipal Police with a unified force. These integrated police service employs 48,000 people and is made up of the Federal Police and 196 local divisions that operate autonomously but share common services.

Following the integration, payroll continued to be run via outdated applications on inefficient hardware. These were unpopular with the various local divisions who felt that there was not enough visibility of payroll data. The government therefore decided that payroll for the entire force should be centrally administered by the Secretariat of the Belgian Integrated Police (SSGPI), an autonomous service reporting to the Ministry of the Interior.

Source:http://h20195.www2.hp.com/v2/GetPDF.aspx%2F4AA3-9302ENW.pdf

 

Payroll and Benefits System in Japan

According to Japan Management Consulting there are two main payroll taxes in their country the Social Insurance and Labor Insurance. Social Insurance provides to employees a Social Insurance card that allows them to visit any medical facilities and pay only 30% of the total cost. It is government mandated universal coverage for employees and Japanese employees are usually satisfied with it and do not require additional health care benefits.

Employee National tax liability is calculated by the company and deducted monthly from the salary. Employee Residential tax liability (local tax or state tax is calculated by the ward office of the residence of the employee).

Employee can ask company to have it deducted from salary. This is the common case.  Employees are usually paid on the 25^th of the month in Japan but another can be fixed freely by the company. Employees usually get paid their commutation costs from home to the company. However, this is not an obligation.

Source:http://www.japanconsult.com/japan-company-guidebook-faq/payroll-in-japan/

Related Systems

Synthesis       

          In an overall discussion and all the related studies that we have. Payroll is the computation of all the financial record of salaries, bonus, wages and deduction. In all the studies the main problem in both foreign and local literature is their payroll. The main purpose of their payroll system is to ensure the accuracy and timely of the amount of their monthly payment.

Therefore, we conclude that each and every literature and studies in this research is the same on our proposed system. Same as through our system is related to the flow of their existing systems. Also, both foreign and local system is very effective and efficient to use but as the technology grows they should also update and upgrade their system to be more effective and reliable.

Proponents will create aPayroll System for the Student Assistants in   that is reliable, effective and accurate to use in the Institution much better than the system of both foreign and local companies state on this research

Methodology of the Study

This chapter describes and discusses how the proponents will gather data and information that will be used in the entire study. The proponents will follow the System Development Life Cycle (SDLC).

Planning Phase

In this phase, the researcher will gather information to know what the problem is. Proponents want to achieve the best system that we can to satisfy the management. The proponents will also use Prototype Model.

Analysis Phase

Through gathering information and by discussing the problem. This involves studying the processes, gathering operational data, understand the information flow and find ways/solution to solve the problem.

Design Phase

It is where the proponent can identify the detailed of the system during the previous phases or how can understand the content or the whole system.

Development Phase

In the developmental phase, the  Student Assistant DTR and Payroll System are being developed together with the document.

Testing Phase

In this phase the proponents would like to try it on the Student Assistants to test if our system is accurate or effective. The proponents will be using biometric to Log in and the proponents will check if the system is good or if it is working.

Implementation Phase

This system will be implemented in all the Student Assistants in   by the use of biometric so that it will be easy to access their accounts.

Maintenance Phase

This system will require maintenance every month in order to keep the system functionality, accurate to be able to use it well.

 

Operational Feasibility

At the present, the Student Assistants are not using any electronic devices for their daily time inn and time out. This system will help their time consume in paperwork’s and accessible system for their Daily Time Record. With that this system will be beneficial and efficient in the management.

The goals of the system are to develop the following functionalities.

1. Lessen the difficulty in the calculation of Payrolls.
2. To have more secure timekeeping transactions.
3. The system will provide accurate monthly reports.
4. The system can easily view the Student Assistants Information.

Front end

In this method proponents used different type of languages. The HTML is the Hypertext Markup Language, a standardized system for tagging text files to achieve font, color, graphic, and hyperlink effects on World Wide Web pages.

JavaScript is an object-oriented computer programming language commonly used to create interactive effects within web browsers.

Cascading Style Sheets (CSS) is a computer language that is used to write formatting instructions. These rules tell a web browser how webpage content should look in terms of: layout. Position, alignment, width, height, etc.

The main language that the proponents used is PHP. PHP is a script language and interpreter that is freely available and used primarily on Linux Web servers. PHP originally derived from Personal Home Page Tools, now stands for PHP: Hypertext Preprocessor, which the PHP FAQ describes as a “recursive acronym.”

Back end

PHP is a server side scripting language design for web development but also used as general purpose programming language.

PHP code can be simple mixed with aer the PHP code is interpreted and executed, the web server provide the accurate records of the SA’s as an output. PHP code can generate a page’s HTML code and some other data.

MySQL is an open source relational database management system. MySQL database is stored in the form of related tables. MySQL provides a brief overview of the most commonly used MySQL aggregate functions.  

Technical Feasibility

Hardware Requirements

The proponents have identified hardware needed for the maintenance and conceptualization of the proponents System.

Hardware Specifications

1. Keyboard
2. Mouse
3. Computer Desktop

• Motherboard: Socket 775
• Processor: Dual Core
• Memory: 4GB RAM
• Hard Disk Drive: 500GB

 

Soware Requirements

The proponents used different soware in developing and creating design and coding in the proponents System.

Soware Specifications

Clients

• Windows 7 Ultimate 32bit/64bit
• Windows 8 Ultimate 32bit/64bit
• Windows 10 Ultimate

Browser

• Google Chrome
• Mozilla Firefox

Database

• Server
• Apache
• MySQL

 

Feasibility Schedule

Figure 3.0: Gantt Chart

System Architecture

Figure 3.0: System Architecture
System Architecture displays the structural design of the System.

Cost Benefit Analysis

Table 2.0: Development Cost

	Duration	Cost	Total Cost
Programmer System Analyst Computer Set Electricity Internet	8 Months 8 Months 8 Months 8 Months 8 Months	5,000 PHP/month 5,500 PHP /month 21,000 PHP 1,500 PHP/month 1,000 PHP /month	40,000 PHP 44,000 PHP 21,000 PHP 12,000 PHP 8,000 PHP

Total: 125,000 PHP

Table 2.0 illustrates about the development cost of the proposed system. in which it shows the salary of the programmer and system analyst and he total expense of the system.

Table 2.1: Operational Cost

	Duration	Cost	Total Cost
Internet Printer Ink Biometrics	12 Month 12 Month 12 Month 12 Month	1,500 PHP/month 6,000 PHP 1,000 PHP/month 5,000 PHP	18,000 PHP 6,000 PHP 12,000 PHP 5,000 PHP

                                                                                     Total: 41,000 PHP

Table 2.1 shows the operational cost of the system. it covers the expenditures of the system.

Table 2.2: Benefits

Benefits of the System	Amount/Value
Security of records Efficiency of Work	8,000 PHP 90,000 PHP

                                                         Total: 98,000 PHP

Table 2.2 shows the benefits of the system with estimated amount.

Table 2.3 Cost Benefit Analysis

     Table 2.3 shows the cost benefit analysis of the system.

Database Model

 

Dataflow Diagram

Data Dictionary

Table 3.0: Admin

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Id	N	Int	11	PK	System Generated Sequence Number for table admin
username	N	varchar	25		Username of person who entered information
Password	N	varchar	25		Unique identification pin
Type	N	varchar	25		Position of the person who entered information

Table 3.1: Department

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Dept_id	N	Int	11	PK	System Generated Sequence Number for table department
Dept_name	N	varchar	25		Name of the Department
Dept_head	N	varchar	25		Head of the Department

Table 3.2: Profile

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Id	N	Int	11	PK	System Generated Sequence Number for table profile
firstname	N	varchar	25		Firstname of the SA
lastname	N	varchar	25		Lastname of the SA
Age	N	Int	2		Age of the SA
Gender	N	varchar			Gender of The SA
Course_id	N	Int	11	FK	System Generated Sequence Number for Course
P_birth	N	varchar	25		Place Where the SA was Born
D_birth	N	date			Birthday of the SA
Email	N	varchar	25		Email Address of the SA
Address	N	varchar	25		Address of the SA
Contact	N	varchar	25		Contact number of the SA
Civil_Status	N	varchar	25		Civil Satus of the SA
Religion	N	varchar	25		Religion of the SA
Nationality	N	varchar	25		Nationality of the SA
Dept_id	N	Int	11	FK	System Generated Sequence Number for table department
Image	N	longblob			Image of the SA
Status	N	varchar	25		Status of the SA

Table 3.3: Timekeeping

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Id	N	Int	11	PK	System Generated Sequence Number for table timekeeping
Profile_id	N	varchar	25	FK	System Generated Sequence Number for table profile
Time_in	N	time			Time in of the SA
Time_out	N	time			Time out of the SA
Date	N	date			Day when the SA render his/her duty
Sch_id		Int	11	FK	System Generated Sequence Number for table schedule

Table 3.4: Schedule

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Id	N	Int	11	PK	System Generated Sequence Number for table schedule
Profile_id	N	varchar	25	FK	System Generated Sequence Number for table profile
Time_in	N	time			Time must SA start
Time_out	N	time			Time must SA end
Day	N	varchar	25		Day must SA render their Duty

Table 2.4: Payroll

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Id	N	Int	11	PK	System Generated Sequence Number for table payroll
Profile_id	N	varchar	25	FK	System Generated Sequence Number for table profile
Month	N	Varchar	25		Month
Year	N	Varchar	25		Year
Salary	N	Varchar	25		Salary of the SA

Table 3.5: Course

Field Name	Optional	Field Type	Length	KEY	DESCRIPTION
Id	N	Int	11	PK	System Generated Sequence Number for table department
Course	N	varchar	25		Course of the SA
Year	N	Varchar	25		Year of the SA
Section	N	Varchar	25		Section of the SA

Presentation, Analysis and Presentation of Data

This Chapter will show the result of the user’s survey conducted for the system  Students Assistant DTR and Payroll System.

Presentation

The Proponents choose the Students Assistant to be questioned and demonstrate the system to the respondents. The researchers observed how the respondents respond and comment on the system, by the use of User’s –Acceptance Survey which will be provided by the proponents.

Data Analysis

For the Data Analysis, this is where the proponents analyze the data gathered from the User’s –Acceptable Survey answered by the respondents.

Characteristics of the Respondents 

Table 5.0: Frequency of Respondents

Respondents                                                                 Frequency

Students Assistant                                                        28

Office Head                                                                    2

Total                                                                              30

The Students assistant was the one who took the User’s – Acceptance Survey. The Proponents got the total number of 30 respondents.

Reliability Testing

The data collected by the proponents  have undertaken testing an acceptable approach through using the YAMANES formula in order to get the average result of the survey.

Interpretation of Data

The instrument wanted to access the perception of the users in terms of five (5) categories namely: Effectiveness, Quality, Timeliness and Productivity. The first category was composed of four (4) items, the second category was composed of three (3) items, and the third forth and the last category were composed of four items. The Rating Scale was 1 to 5 with 1 as very dissatisfied, 3 as neutral, 4 as satisfied and 5 as very satisfied.

Table 6.0: Rating Scale

Range of Mean                                            Verbal Interpretation

4.21 – 5.00                                                  Very Satisfied

3.41 – 4.20                                                  Satisfied

2.61 – 3.40                                                  Neutral

1.81 – 2.60                                                  Dissatisfied

1.00 – 1.80                                                  Very Dissatisfied

This table shows the range of mean and the verbal interpretation.

Table 7.0: Survey Result for Effectiveness

Effectiveness

Question 1    Question 2       Question 3   Question 4        Total

Mean           4.37            4.33                      4.33            4.27                      4.325

The Above table shows the effectiveness average weighted mean of 4.325 interpreted as Very Satisfied. The subcategories of which the completeness and accuracy of the system, the ability to provide correct and complete document, 4.37 interpreted as Very Satisfied; Report Generation. The ability to provide correct and complete documents required by the user with minimum idle time; 4.33 interpreted as Very Satisfied; Search, Retrieval and Dissemination of Required Information. The ability to access, create and disseminated required information; 4.33 interpreted as Very Satisfied; Report Generation Flexibility. The ability to provide printable reports in a format required by user; 4.27 interpreted as Very Satisfied.

Table 7.1: Survey Result for Efficiency

Efficiency

Question 1           Question 2           Question 3           Total

Mean          4.37                      4.4                        4.13                      4.3

The above table shows the Efficiency average weighted mean of 4.3 interpreted as Satisfied. The subcategories of which like Ease to use. Ability of the user to easily perform required tasks, 4.37 interpreted as Very Satisfied; Complexity of the Task. User- friendliness of learnability to perform the task; 4.4 interpreted as Satisfied; Task Accuracy. Ability to perform the tasks or function without errors or problems; 4.13 interpreted as Satisfied.

 

Table 7.2: Survey Result for Quality

Quality

Question 1 Question 2 Question 3 Question 4          Total

Mean:         4.17            4.2              4.27            3.83                      3.118

The above table shows the Quality average weighted mean of 3.118 interpreted as Neutral. The subcategories of which like Report Content. Ability to easily produce accurate and complete documents to the user, 4.17 interpreted as Satisfied; Report Flexibility. Ability to easily produce documents, in a format and content useful to the user; 4.2 interpreted as Satisfied; Report Turnaround Time. Ability to easily produce reports on time to be useful to the user; 4.27 interpreted as Satisfied; Report Consistency. Ability to easily produce documents that are consistent with other reports; 3.83 interpreted as Satisfied.

Table 7.3: Survey for Timeliness

Timeliness

                   Question 1 Question 2 Question 3 Question 4           Total

Mean:         4.1              4.23            4.37            4.3                        4.25

The above table shows the Timeliness average weighted mean of 4.25 interpreted as Very Satisfied. The subcategories of which like System Accessibility. The system is accessible to users whenever they need it, 4.1 interpreted as Satisfied; System Adaptability. System can easily be altered or adapted to new conditions and demands; 4.23 interpreted as Very Satisfied; Data Security. System ensures data security by allowing access to authorized personnel only; 4.37 interpreted as Very Satisfied; Achievement of Goals. System provides the necessary functionality to achieve its purpose in line with the organizational goals; 3.83 interpreted as Satisfied.

Table 7.4: Survey Result for Productivity

Productivity

                   Question 1 Question 2 Question 3 Question 4           Total

Mean:         4.23            4.3              4.3              4.27                      4.28

The above table shows the Productivity average weighted mean of 4.28 interpreted as Very Satisfied. The subcategories of which like User Assistance. Provides the user with procedural documentation to minimize operational errors, 4.23 interpreted as Very Satisfied; Throughout. Ability to provide required documents in the shortest time possible; 4.3 interpreted as Satisfied; Decision Support. Ability to provide required information needed for decision making; 4.3 interpreted as Satisfied; Overall. How satisfied are you with the system? 4.28 interpreted as Very Satisfied.

Summary of Findings, Conclusions and Recommendations

In this chapter, the proponents present the summary and the research work together with the conclusion and recommendations gathered from the different respondents.

Summary and Findings

This project conducted for the purpose of making accurate and effective in terms of the Students assistant monthly report, their log in, time in and out and their payroll. In the survey and analysis of data the proponents get more idea that can help improve the system. Survey is an effective way to know the effectiveness and accuracy of the system.

Conclusions

Over all the system is effective, accurate and efficient to use. The student assistants can easily log in and out through biometric. They can easily view their personal information and can easily generate reports and payroll.

All in all it was an effective system for all the Student Assistant in  . for reliable and accurate reports and payroll. Less time consumed in logging in and out. Less effort for those people who calculate their monthly Reports and payroll.

 

Recommendations

Based on the data and information that the proponents gathered, the system is effective, efficient and accurate in their information that the Student assistant needed. All that has stated in the Scope and Delimitation Study was accurate.

For the in charge of this system in the Future. Improve more in security and maintenance of this system. It can do a lot better. Enhance what is need to enhance.

Credits

Jamelo, Rona Mae

Conlu  Chrislyn Anne

Almanzor, Rhydum Paul

Pregua, Roy John

Villanueva, Jonas