Payroll System

AMINU MUHAMMAD ALIYU BU/14C/IT/1483 SYSTEM ANALYSIS AND DESIGN

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Table of content Chapter 1: Introduction General Overview Mission/Aim Objectives Current system Chapter 2: Planning and analysis Methodology used in the project development (to attach interview questions, questionnaires in the Appendix section) Problem Statement Project Objective Project Scope Functional, User, System and Non-functional Requirement Feasibility Study Technical Feasibility: 1. Hardware 2. Software Economic Feasibility: costing Operational Feasibility Schedule Feasibility (to attach Gantt Chart for Project Milestone) Project Summary Recommendation to solve/ enhanced the functionality of the existing system: Chapter 3: Designing Description of proposed system using ERD, and DFD. Flow chart, use cases and sequence Diagram Data Dictionary for all database designs. User interface, Architectural Diagram Chapter 4: Conclusion Conclusion and Future Enhancement References

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Abstract of Payroll system Payroll software can be used to speed up the process of calculating pay, guaranteeing that payments are both accurate and on time. They save you the load of learning and understanding complex payroll legislation. a trouble free payroll system is critical for any business. Payroll system compute calculations within a fraction of the time while manually would take much time, your payroll staff might not like it, but it makes a perfect sense if you are trying to run a business. Another huge advantage of running payroll system software over a manual process is the reporting; most software’s allow, weekly, month and annual reports to be run by just a press of a button. Instead of searching through bunch of files you let the software do the work. It possible a lot of payroll software is integrated your system with your time sheet systems which records employee attendance or time worked. Its a simple way for information about employee hours worked to be transferred into the payroll system removing another layer of manual processing. Some companies choose to operate a swipe card door system whilst many others operate on a system login basis. Payroll software also provides the capability of "what-if" calculations. This helps in anticipating and planning staff costs and budgets. Entering speculative numbers allow you to compare the total cost of an employee under different remuneration situations. Some payroll systems also allow more personnel based data to be stored such as records of annual leave and sick leave.

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Chapter one: Introduction 1.1. General overview

The payroll system keeps precise employee data stored in an easily accessible database. The system has the ability to maintain and update employee information and to get required outputs including paychecks, reports to management and government. Each week, data on the current pay period is entered into the system and verified. This data is used to update the employee master file with appropriate additions, changes and deletions and to generate required output. 1.2. Mission/aim The system will have the ability to update and maintain employee information and to generate required outputs including paychecks, reports to management and reports to the government.

1.3. Objectives This aim will be achieved by the following objectives   

Need to have a complete record of all payroll transactions. Need to monitor retirement plans and calculate plans and employee contributions. Need to help calculate health insurance; retirement plans and allows employees to access their benefits information online.  Need to have a system that will manage employee leave and track unpaid and paid employee leave and working hours, which allow employees to request for leave for employers to approve.  The system that Organize reports and helps to keep all HR documents in one place in an organize manner.  A system that enables to file reports according to local government policies and can be reviewed online.  A system that helps to debiting to bank account and enables direct payments to employee bank accounts. 1.4. Current system The current system is where employee’s information is tabulated on paper showing their total payroll. The payment of wages and salaries on payroll therefore has become the usual practice in organization for their employees.

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2. Methodology The waterfall model is a popular version of the systems development life cycle model for software engineering. Often considered the classic approach to the systems development lif e c ycle, the waterfall m odel describes a developm ent m ethod that is linear a n d sequential. W aterfall development has distinct goals for each phase of development. Imagine a waterfall on the cliff of a steep mountain. Once the water has flowed over the edge of the cliff and has begun its journey down the side of the mountain, it cannot turn b a c k . I t i s t h e s a m e w i t h w a t e r f a l l d e v e l o p m e n t . O n c e a p h a s e o f d e v e l o p m e n t i s completed, the development proceeds to the next phase and there is no turning back. That’s why I choose to use waterfall model in this project. “Information systems are developed for different purposes depending on the needs of the business” (Kendall and Kendall, 2002). Commercial situations, technical requirements, social and political circumstances are frequently quite different and what works in one business may not be suitable for another. Subsequently, there is no single or ‘best’ approach to systems development. Minor problems may not even need a costly formal process, however, larger, more complex problems will require welldefined processes.

2.1. Problem Statement System development is associated with the lives of common people and their day-to-day routines so I decided to choose a Payroll System. The manual handling of the record is time consuming and highly prone to error. The user can inputs codes of Employee he wants to see Pay Slip. The activities like see Employee Record, add Record, modify records, delete Record and finally receiving Pay Slip can be performed easily. I found two main key-points to design and programmed my project using PHP/Wamp and its FILES facility as database storage. First, Because PHP compiler has the ability to debug the project at run time and gives appropriate error messages if it found in the project at run time. Its help is too enough to learn and study any function of a particular header file using the keyboard Keys (Ctrl + F5) to keep the cursor on that particular function. Second. I will try my best to make the complicated process of PAYROLL System as simple as possible, which is by using Structured & Modular technique, SQL Query, & Menu oriented interface that is more user friendly and appealing. I have tried to design the system in such a method that user may not have any trouble in using this package & also further expansion is conceivable without much struggle. Even though I cannot claim that this work to be entirely exhaustive, the main purpose of my exercise is perform each Payroll’s activity in computerized way rather than manually which is time consuming. However, I’m confident that this System package can be readily used by non-programming personal avoiding human handled chance of error.

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NEED: the proposed system will design in PHP/MySQL to automate the process of Payment of the organization. The complete set of rules & procedures related to Payroll and generating report is called “NAHUCHE PAYROLL MANAGEMENT SYSTEM”. This System gives a brief idea regarding automated Payroll activities. The following steps that give the detailed information of the need of proposed system are as follows: Efficiency: The basic need of the system is accuracy, data Integrity and efficiency. The project should be efficient so that whenever a Employee is added, add his Record, delete his record, display and generate his pay slip. Control: The complete control of the system will be under the hands of authorized person who has the password to access this project and illegal access is not supposed to deal with and this is where system security will be put to test. All the mechanism is under the administrator and the other members have the rights to just see the records not to change any transaction or entry. Performance: All through past several decades, the Payroll is supposed to maintain manual handling of all the Payroll activities. The manual handling of the record is time consuming and highly prone to error. To improve the performance of the payroll system, the computerized payroll system is to be undertaken. The computerized System is fully computerized and user friendly even that any of the members can see the report and status of the pay. Security: Security is the main criteria for the proposed system. Since illegal access may corrupt the database and also defeat the aim and objective of the system. So security has to be given in this priority. Software: Software includes the platform where the Payroll System is being prepared. I have done my project using Dreamweaver platform and the database is the FILE HANDLING MECHANISM OF PHP/MYSQL. But it is not necessary that we have to first install PHPMYSQL to run this project.

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2.2. OBJECTIVE Throughout the past several eras’ personnel function has been transformed from a relatively ambiguous record keeping staff too central and top-level management function. There are many factors that have influenced this transformation like technological advances, professionalism, and general recognition of human beings as most important resources. A computer based payroll system is designed to handle all the primary information required to calculate monthly statements of Employees Record, which include monthly statement of any month. Separate database is maintained to handle all the details required for the correct statement calculation and generation. This System intends to make known to more user friendliness in the various activities such as record updating, maintenance, and searching. The searching of record has been made quite simple as all the details of the Employee can be obtained by simply keying in the identification of that Employee. Similarly, record maintenance and updating can also be accomplished by using the identification of Employee with all the details being automatically generated. These details are also being promptly automatically updated in the master file thus keeping the record absolutely up-to-date. The entire information has conserved in the database or Files and whoever wants to retrieve can’t retrieve, only authorization user can retrieve the necessary information which can be easily be accessible from the file. In conclusion, the main objective of the entire system is to automate the process of day to day activities of payment in the organization without compromising on data been provided by the authorized Administrator.

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2.3. FEASIBILITY STUDY The feasibility study proposes one or more conceptual solution to the problem set of the project. In fact, it is an evaluation of whether it is worthwhile to proceed with project or not. Feasibility analysis usually considers a number of project alternatives, one that is chosen as the most satisfactory solution. These alternatives also need to be evaluated in a broad way without committing too many resources. Various steps involved in feasibility analysis are 1. Evaluation of feasibility of such solutions. Such evaluation frequently indicates shortcomings in the initial goals. This step is repeated as the goals are adjusted and the alternative solutions are evaluated. 2. To propose a set of solution that can realize the project goal. These solutions are usually descriptions of what the new system should look like. The area of interest in feasibility study includes the following: Economic Feasibility: An evaluation of development cost weighed against the ultimate income of benefit derived from the development system of product. In economic feasibility, cost benefit analysis is done in which expected cost and benefits are evaluated. COST AND BENEFIT ANALYSIS Developing an IT application is an investment. After developing this system, it will provide the organization with profit. Profits can be monetary or in the form of an improved working environment. However, it carries risks, because in some cases an estimate can be wrong. And the project might not actually turn out to be beneficial. Cost benefit analysis helps to give management of the organization a picture of the cost, benefits and risks. It usually involves comparing alternate investments. Cost benefit determines the benefits and savings that are expected from the system and compares them with the projected costs. In performing cost and benefit analysis it is important to identify cost and benefits factors. Cost and benefits can be categorized into the following categories: 1. Development Costs – Development costs is the costs that are incurred during the development of the system. It is one time investment. 2. Operating Costs – Operating Costs are the expenses required for the day to day running of the system. Examples of Operating Costs are Wages, Supplies and Overheads. 3. Hardware/Software Costs – It includes the cost of purchasing or leasing of computers and its peripherals. Software costs involves required S/W costs. 4. Personnel Costs – It is the money spent on the people involved in the development of the system. 5. Facility Costs – Expenses that are incurred during the preparation of the physical site where the system will be operational. These can be wiring, flooring, acoustics, lightning, and air-conditioning. 6. Supply Costs – These are variable costs that are very proportionately with the amount of use of paper, ribbons, disks, and the like.

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BENEFITS: We can define benefits as Profit or Benefit = Income – Costs Benefits can be accrued by:   

Decreasing costs, or Increasing income, or Both

Technical Feasibility: Technical Feasibility includes existing and new Hardware (H/W) and Software (S/W) requirements that are required to operate the project on the platform PHP/MYSQL. The basic S/W requirement is Dreamweaver in which the front end of the NAHUCHE PAYROLL MANAGEMENT SYSTEM project has been done. The basic entry forms are developed in PHP/MYSQL and the data is stored in the Wamp data file. Operational Feasibility: Operational feasibility is mainly concerned with issues like whether the system will be used if it is developed and implemented. Whether there will be resistance from users that will effect the possible application benefits? The essential questions that help in testing the technical feasibility of a system are as follows:    

Does management of NAHUCHE support the project? Are the users not happy with current business practices? Will it reduce the time considerably? If yes, then they will welcome the change and the new system. Have the users involved in the planning and development of the project? Early involvement reduced the probability of resistance towards the new system. Will the proposed system really benefit the organization? Does the overall response increase? Will accessibility of information be lost? Will the system effect the customers in considerable way?

Alternatives: An evaluation of alternative approaches to the development of system or product.

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Cost and Benefit Analysis for Nahuche Payroll Management System Costs: Cost

Cost per unit

Quantity

Cost

Cs6

45,000

1

3,000

Wamp Server

30,000

1

30,000

Windows 10

15,000

1

15,000

Hardware

4,000

2

8,000

Central Computer

100,000

1

1,00,000

Client Machine

50,000

4

2,00,000

Analyst

50,000

1

50,000

Developer

20,000

2

40,000

Training

20,000

1

20,000

Data Entry

5,0000

1

5,000

Professional

20,000

1

20,000

TOTAL COST

491,000

Software

Development

Warranty (1 month)

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2.4. FACT FINDING TECHNIQUES The functioning of the system is to be understood by the system analyst to design the proposed system. Various methods are used for this and these are known as fact-finding techniques. The analyst needs to fully understand the current system. The analyst needs a comprehensive data about the requirements and demands of the project commenced and the techniques employed in gathering this data are known as fact-finding techniques. Different kinds of techniques are used but the most popular among them are interviews, questionnaires, record views, case tools and also the personal observations made by the analyst himself. 

Interviews

Interview is a very important data gathering technique as in this the analyst directly contacts system and the potential user of the proposed system. One very essential aspect of conducting the interview is that the interviewer should first establish a rapport with the interviewee. It should also be taken into account that the interviewee may or may not be a technician and the analyst should prefer to use day to day language instead of jargon and technical terms. The benefit of the interview is that the analyst has a free hand and he can extract almost all the information from the concerned people but then as it is a very time consuming method, he should also employ other means such as questionnaires, record reviews, etc. This may also help the analyst to verify and validate the information gained. Interviewing should be approached, as logically and from a general point of view the following guides can be very beneficial for a successful interview: 1. Set the stage for the interview. 2. Establish rapport; put the interview at ease. 3. Phrase questions clearly and succinctly. 4. Be a good listener; a void arguments. 5. Evaluate the outcome of the interview. The interviews are of the two types which are structured and unstructured.

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I. Structured Interview Structured interviews are those where the interviewee is asked a standard set of questions in a particular order. All interviews are asked the same set of questions. The questions are further divided into two kinds of formats for conducting this type if interview.

II. Unstructured Interview These can be referred as Answer format. This is of a much more flexible nature than the structured and the unstructured interviews are undertaken in a question-and-can be very rightly used to gather general information about the system.

Questionnaires: Questionnaires are another way of information gathering where the potential users of the system are given questionnaires to be filled up and returned to the analyst. Questionnaires are useful when the analyst need to gather information from a large number of people. It is not possible to interview each individual. Also if the time is very short, in that case also questionnaires are useful. If the analyst guarantees the anonymity of the respondent then the respondent answers the questionnaires very honestly and critically. The analyst should sensibly design and frame questionnaires with clarity of its objective so as to do just to the cost incurred on their development and distribution.

Record Reviews Records and reports are the collection of information and data accumulated over the time by the users about the system and it’s operations. This can also put light on the requirements of the system and the modifications it has undergone. Records and reports may have a limitation if they are not up-to-date or if some essential links are missing. All the changes, which the system suffers, may not be recorded. The analyst may scrutinize the records either at the beginning of his study which may give him a fair introduction about the system and will make him familiar with it or in the end which will provide the analyst with a comparison between what exactly is/was desired from the system and it’s current working.

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On-Site Observation On-site observations are one of the most effectively tools with the analyst where the analyst personally goes to the site and discovers the functioning of the system. As a observer, the analyst can gain firsthand knowledge of the activities, operations, processes of the system on-site, hence here the role of an analyst is of an information seeker. This information is very meaningful as it is unbiased and has been directly taken by the analyst. This exposure also sheds some light on the actual happenings of the system as compared to what has already been documented, thus the analyst gets closer to system. This technique is also time-consuming and the analyst should not jump to conclusions or draw inferences from small samples of observation rather the analyst should be more. INTERVIEW WITH ADMINISTRATOR BY THE ANALYST’S Analyst: Hello Mr. Admin, I have come to talk to you regarding the functioning of your payroll project. Administrator: hello, do come in. I was expecting you.

Analyst:

I’ll go straight to the point. Don’t hesitate; you can be as much open you wanted. There are no restrictions.

Administrator: I’ll give you my whole contribution and support. Analyst:

Tell me, are you excited about the idea of having an automated system for your Payroll system?

Administrator:

Yes, I do. Very much. After all it’s going to reduce our loads of work.

Analyst:

Will you elaborate on it?

Administrator:

Major challenge is managing the record of the Employee, Display the record, and Delete the record. At the time of payroll, it becomes more difficult to handle the report of pays lip.

Analyst:

What do you think be ideal solution to this?

Administrator:

All the Employee information should be put into computer. It’ll be easy for us to check how many record are available or not available of employee.

Analyst:

Could you explain how?

Administrator:

Look whenever a new Employee is come he/she is allotted a any Id or Code and the is reserved for the till the employee gets leave his job.

Analyst:

Do you have different Employee categories?

Administrator:

yes we have categorization for Employee.

Analyst:

How do you categorize your Employee?

Administrator: By ID no. and by name both. Analyst:

Do you have any other expectations or suggestion for the new system?

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Administrator: It should be able to produce reports faster. Analyst:

Reports? I completely forgot about them. What reports you people produce presently?

Administrator:

Well first is for Employee record another for Employee’s list.

Analyst:

Do you have some format for them?

Administrator:

Yes we do have and we want that the same format be used by the new system.

Analyst:

Yes we’ll take care of that. Any other suggestions?

Administrator: No. You have already covered all the fields. Analyst:

Thank you for your time and co-operation. It was nice talking to you.

Administrator: My pleasure. Bye.

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THE SYSTEM ANALYSIS AND DESIGN Introduction Following the literature review, background information and correlative knowledge regarding this research project follows. In the first part of this chapter, the demand and requirements of the proposed system are discussed and analyzed through dataflow diagrams, the entity relations model and the data dictionary. According to this analysis, the specification of the system is defined. Requirements Analysis The requirement analysis stage of a software engineering project involves collecting and analyzing information about the part of the organization that is supported by the application. This information is then used to identify the users' requirement of the new system. Requirements The requirements of the Web-based management information system are to develop: 

A web based front end for entering employee and all payroll related details including maintaining allowances (conveyance, festival), Deductions, overloads details for the employees.



A web based front end for calculating and print the salary information of all the employees of The People’s University of Bangladesh.



A facility to produce summary information (i.e. report) of payroll related activities.

Other Requirements The system must be developed to suit the particular needs of a user-friendly environment. This means that the system must accommodate a clearly understandable user interface as well as clear online help documentation at any stage of the user interaction with the system. A fast response time in obtaining and providing information to the system may also prove to be a significant advantage. In addition to these requirements, the system should also embrace the following requirements: Security: Each user is required to log in. The system should log staff that has been assigned user names and passwords. The system should be designed to make it impossible for anybody to logon without a valid username and password. Data encryption should be employed to keep the user login name and password secret. Reliability: the accounting section of The NAHUCHE University College Zamfara would use the system. Since this application is subject to process monetary matters, this should be reliable to the users of this application. Ease of Use: The views and operations should be easy to use and intuitive. Documentation should be provided. Performance: The system should have a quick response time. System and Browser compatibility Testing: The system should be accessible on the most of the modern browsers.

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System requirements: This system would be designed to run on a minimum hardware configuration like 500MHz x86 machines. Considering the vast hardware available nowadays, this would not pose any problems. Server Software: Operating System: Linux, Windows 2000, or Windows XP PHP version: PHP 5.0+ Web Server: Apache Web Server 2.0+ Database: MySQL 4.01+ Database Design Database design involves the production of a model of the data to be stored in the database. A data model is a diagram of the database design that documents and communicates how the database is structured. The design process is divided into three main stages – conceptual, logical and physical database design. The purpose of the conceptual database design is to decompose the design into more manageable tasks, by examining user perspectives of the system. That is, local conceptual data models are created that are a complete and accurate representation of the enterprise as seen by different users. Each local conceptual data model is made up of entity types, relationship types, attributes and their domains, primary keys and integrity constraints. For each user view identified a local conceptual data model would be built. In building the conceptual data model, a data dictionary is built to identify the major entities in the system. An entity relationship (ER) diagram is used to visualize the system and represent the user’s requirements. The ER diagram is used to represent entities and how they relate to one another. The ER diagram also shows the relationships between the entities, their occurrence (multiplicities) and attributes.

Conceptual Database Design In this stage, a local conceptual data model is built. A local conceptual data model comprises of entity types, relationship types, attributes and their domains, primary and foreign keys and integrity constraints. The conceptual data model is supported by documentation such as a data dictionary. Entities have an existence in their own right. Entity types are identified and their names and description are recorded in a data dictionary. An Entity-Relationship diagram is used to represent the relationship between entities. The multiplicity of each relationship is included. This is because a model that includes multiplicity constraints gives a better representation of the system. Relationship descriptions and the multiplicity constraints are recorded in the data dictionary. Each model is validated to ensure it supported the required transactions.

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Data Dictionary

Entity Name

pub_department

Attributes

Description

pub_department_id

Department ID

pub_department_name

Data

Size

Nulls

Int

11

No

Department

varch

64

No

Name

ar

pub_employee_id

Employee ID

int

11

No

pub_designation_id

Employee Name

int

11

No

pub_employee_joining_date

Joining Date

Date

No

pub_employee_termination_date

Termination Date

Date

Yes

pub_employee_name

Employee Name

varch

Type

64

No

64

No

256

No

64

No

64

No

ar pub_employee_department

pub_employee_deta

pub_employee_address

ils pub_employee_contact_no

Employee

varch

Department

ar

Employee

Varch

Address

ar

Contact No

varch ar

pub_employee_email

Email

varch ar

pub_employee_provident_fund_pe

Provident Fund

int

11

No

Starting Salary

decim

(10,

No

al

0)

rcentage pub_employee_starting_salary

pub_designation

pub_designation_id

Designation ID

int

11

No

pub_designation_name

Designation

varch

64

No

Name

ar

pub_payhead_id

Pay-head ID

int

11

No

pub_payhead_name

Pay-head Name

varch

64

No

decim

(10,

Yes

al

1)

int

11

pub_payhead

ar pub_payhead_default_value

pub_deduction_hea

pub_deduction_head_id

Default Value

Deduction ID

No

17

d

pub_deduction_head_name

Deduction Name

varch

64

No

decim

(10,

Yes

al

0)

ar pub_deduction_head_default_valu

Default Value

e

pub_advance_paym ent

pub_advance_payment_id

Advance Pay ID

Int

11

No

pub_employee_id

Employee ID

Int

11

No

pub_advance_payment_date

Advance

Date

No

Payment date pub_advance_payment_amount

Amount

int

11

No

pub_overload_payment_id

Overload Pay ID

Int

11

No

pub_overload_paym

pub_employee_id

Employee ID

Int

11

No

ent

pub_overload_payment_date

Pay Date

Date

pub_overload_payment_amount

Payment Amount

int

11

No

pub_increment_payment_id

Increment ID

Int

11

No

pub_employee_id

Employee ID

Int

11

No

pub_designation_id

Designation ID

Int

11

No

pub_employee_joining_date

Employee Joining

Date

No

Date

Yes

pub_increment_pay

No

Date

ment pub_increment_payment_date

Increment

Pay

Date pub_increment_amount

Increment

int

11

No

Amount pub_conveyance_allowance_id

Convinced ID

Int

11

No

pub_conveyance_all

pub_designation_id

Designation ID

Int

11

No

owance

pub_conveyance_allowance_amo

Convinced

int

11

No

pub_festival_allowance_id

Festival ID

Int

11

No

pub_festival_allowa

pub_festival_allowance_date

Allowance date

Date

nce

pub_festival_allowance_perchanta

Allowance

int

11

No

ge

Percentage

pub_paid_salary_id

Salary ID

Int

11

No

pub_employee_id

Employee ID

Int

11

No

pub_month_of_salary

Month of Salary

Date

total_salary

Total Salary

Decim

(11,

al

0)

unt

pub_paid_salary

pub_salary_payment_date

Salary

Payment

Date

No

No No

No

18

Date pub_salary_paid

Salary Paid

varch

64

No

ar Table 0.1 Data dictionary Entity Name

Cardinality

Relationship

Entity Name

Cardinality

Department

1

Has

Employees

1..*

Designation

1

Posed by

Employees

0..*

Designation

1

Has

Employee

1

Has

Employee

1

Gets

Employee

1

Gets

Conveyance Allowance Salary Increment Overload Payment Regular Salary

1 0..* 0..* 1..*

Table 0.2 An extract from the data dictionary showing a description of the relationships between the entities From the above relationship we can draw the Data Flow diagram (DFD). A data flow diagram (DFD) is a graphical representation of the ‘flow’ of data through an information system, modeling its process aspects. These are a preliminary step used to create an overview of the system which can later be elaborated. A DFD shows what kinds of information will be input to and output from the system, where the data will come from and go to, and where the data will be stored. DFD greatly helps us to develop the front end of our system and to get clear sense of flow data from one entity to other.

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Employee

Staff

Add New Employee

Payroll Transaction

Add Employee Info

Store Employee Info

D1

Employee

payroll Payroll Info

Store Basic Salary Info

Additional

Additional Details

Additional Info

Add Additional Info

D2

Additional Info

Add Advance Info

Check For Valid Transaction

Advance Employee

Request Advance

Advance Info

Advance Salary Info For Office

Pay Check Pay to Emloyee

Employee

Produce Employee Pay check

Calculate Salary Pay

Check Additional Info Salary info to Accounts

Accounts General Accounting Details

Accounting Entries

D2

Additional Info

Figure 0-1 Data Flow Diagram (DFD)

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Logical Database Design The process of logical database design constructs a model of the information used in a system based on a specific data model, such as the relational model, but independent of a particular DBMS and other physical considerations. The logical database design consists of an Entity Relationship(ER) diagram, a relational schema, and any supporting documentation for them. In the logical data model, all attributes of entities are primitive. Producing a logical data model involves normalization. The aim of normalization is to eliminate certain undesirable characteristics from a database design. It removes data redundancy and thus prevents update anomalies. Normalization helps increase the clarity of the data model.

Physical Database Design Physical database design translates the logical data model into a set of SQL statements that define the database for a particular database system. The target DBMS in our case is MySQL. The following translations occur: 1. Entities become tables in MySQL. 2. Attributes become columns in the MySQL database. 3. Relationships between entities are modeled as foreign keys.

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pub_department PK

pub_overload_payment

pub_department_id

PK

pub_department_name

pub_overload_payment_id pub_overload_payment_date pub_overload_payment_amount

employee_details PK

pub_employee_id

FK1 FK2 FK3 FK4 FK5 FK6

pub_employee_name pub_designation_id pub_joining_date pub_employee_termination_date pub_employee_department_id pub_employee_address pub_employee_contact_no pub_employee_email pub_employee_provident_fund_perchantage pub_employee_basic_salary pub_overload_payment_id pub_advance_payment_id pub_paid_salary_id pub_increment_payment_id pub_provident_fund_history_id pub_department_id

pub_advance_payment

pub_designation PK

pub_designation_id

FK1

pub_designation_name pub_employee_id

pub_conveyance_allowance PK

pub_conveyance_allowance_id

FK1

pub_conveyance_allowance_amount pub_designation_id

pub_payhead pub_payhead_id pub_payhead_name pub_payhead_default_value

pub_employee_id pub_advance_payment_date pub_advance_payment_amount

pub_paid_salary PK

pub_paid_salary_id

pub_provident_fund_history

pub_increment_payment_id

PK

pub_employee_id pub_increment_payment_date pub_increment_payment_amount

PK

pub_advance_payment_id

pub_employee_id pub_month_of_salary total_salary pub_salary_payment_date pub_salary_paid_status

pub_increment_payment PK

PK

pub_provident_fund_history_id pub_employee_id pub_provident_fund_deposit_date privident_fund_deposit_amount

pub_deduction_head PK

pub_deduction_head_id pub_deduction_head_name pub_deduction_head_default_value

pub_festival_allowance PK

pub_festival_allowance_id pub_festival_allowance_date pub_festival_allowance_perchantage

Figure 0-2Entity Relationship Diagram (ERD)

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Sequence Diagram for Employee

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Use case System

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System Flowchart payroll system

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Conclusion The objective of this research was to design and development a user friendly ‘Payroll Management System’ for NAHUCHE University College Zamfara.. This application is useful not for only ‘The People’s Nahuche University College Zamfara, but can also use for any other institution who are keen to utilize this kind of software. It can be operated very easily. There is no need to recruit extra-dedicated person or equipment to handle this application. It provides very high-level user-friendly function with high level of security. Though we already added maximum features to this application, we are willing to make the application more flexible and professional.

Limitations The limitations of the application are as follows: 1. Till now there is no login system in our application. 2. We worked with only testing arbitrary data, so the application is not tested with large scale real data which help to find bugs easily. 3. Reports are not generated in other application such as Excel, PDF etc. 4. No such encryption algorithms. 5. Different database connection procedure is complex. Here we used only MYSQL database. 6. In this application the coding structure is simple. We use only structured PHP and MYSQL.

Future Study In future we will overcome current limitations implement the following issues: a) We will develop the application in OOP (Object Oriented Programming) structure. b) Applying the SSL (Secure Socket Level) for production server. c) Implementing user management system according permission level. d) Appling time and skill reducing techniques. e) Generating report in other application like Excel, PDF etc. f)

Merging modules.

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Referencing Applying more databases connections.(2016, October 5). Retrieved from Payroll Management Definition: http://www.entrepreneur.com/encyclopedia/term/82350.html (2016, November 3). Retrieved from Wikipedia: http://en.wikipedia.org/wiki/SQL (2016, November 13). Retrieved from Lenny Zeltser Blog: http://zeltser.com/web-history/ (2016, November 30). Retrieved from PHP Official Website: http://www.php.net/ (2016, November 15). Retrieved from Orange Technolab Website: http://www.payrollsoftware.co.in/payrollsoftware.htm (2016, September 18). Retrieved from Makerere University Research Repository: http://dspace.mak.ac.ug/bitstream/123456789/635/3/kanobe-fredrick-cit-masters-report.pdf (2016, November 1). Retrieved from W3Schools Online Web Tutorials: http://www.w3schools.com/ (2016, October 5). Retrieved from Payroll Management Definition: http://www.entrepreneur.com/encyclopedia/term/82350.html (2016, November 3). Retrieved from Wikipedia: http://en.wikipedia.org/wiki/SQL (2016, November 13). Retrieved from Lenny Zeltser Blog: http://zeltser.com/web-history/ (2016, November 30). Retrieved from PHP Official Website: http://www.php.net/ (2016, November 15). Retrieved from Orange Technolab Website: http://www.payrollsoftware.co.in/payrollsoftware.htm (2016, September 18). Retrieved from Makerere University Research Repository: http://dspace.mak.ac.ug/bitstream/123456789/635/3/kanobe-fredrick-cit-masters-report.pdf (2016, November 1). Retrieved from W3Schools Online Web Tutorials: http://www.w3schools.com/ a)

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QUESTIONNAIRES FOR STAFF Instructions: Answer as specified by the format. Put NA for non-application situation.

1. What are your expectations out of the new system (computerized)? Rate the following on a scale of 1-4 giving allow value for low priority. (a) Better cataloguing (b) Better managing of users (c) Better account and patients management (d) Computer awareness (e) Any other________________ 2. How many users are you expecting? ____________________________

3. How many Employee are there ? ____________________________

4. How do you want the Employee to be categorized for searching (like by id no., by name)? ____________________________

5. Is there any difference in the roles (privileges) of two or more Employee? Yes/No Please specify if yes __________________________________________________________________ 6. Do you want facility of generating the pay slip? Yes/No

7. Do you have data of Employee entered into some kind of database? Yes/No

8. How do you want users to be categorized? _______________________Or _______________________

9. Would you like online registration for users rather than the printed form? Yes/No

10. Do you already have some existing categorization of Employee on the basis as specified in question 4 above? Yes/No

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11. Any other specific suggestion/expectation out of the proposed system. ________________________________________________________________________________ ____________________

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