Under Guidence Of: Miss.

Kalpana Solanky 010238463 BCA, IGNOU

Developed By: Pranaw Kumar Enrl:-
CERTIFICATE OF ORIGINALITY
This is to certify that this Project Report entitled “Payroll Management System” sub
mitted to Indira Gandhi National Open University in partial fulfillment of the r
equirement for the award of the degree of BACHELOR IN COMPUTER APPLICATIONS(BCA)
, is an original work carried out by Mr. Pranaw Kumar Solanky Enrollment No..010
238463 under the guidance of Miss. Kalpana The matter embodied in this project i
s a genuine work done by the student and has not been submitted whether to this
University or to any other University/Institute for the fulfillment of the requi
rement of any course of study.
(Pranaw Kumar Solanky) (Project Guide)
Name:-Pranaw Kumar Solanky Address:-B-35,South Ganesh Nagar, Sr.Consultant Near
Mother Dairy, New Delhi, park Pin-110092. Nagar,NewDelhi Enrollment No:-01023846
3
Name:-Kaplana Designation:Address:-H No3/116,Lalita ,Laxmi pin-110092
Objectives Project Category Tools Platform, Languages Structures of Payroll Mana
gement Analysis(DFD) Designing Modules Masters Transactions Reports Utilities Da
ta Structures
Coding Process Logics Report Types Future Scope
Acknowledgement
“Success is to be measured not so much by the position that one has reached in lif
e, but as by the obstacle which he has had to overcome while trying to succeed.”
In many ways it is, more difficult to acknowledge one’s but I express my deep sens
e of gratitude to each and everyone whose support and co-operation helped me to
complete this project successfully, and without which the completion of this pro
ject would ever have been easier. I here by take the pleasure of thanking my pro
ject guide. I have truly benefited a lot from the constructive critism and sugge
stions given to me by Miss. Kalpana.Here is some special thanks to few special p
eople whose co-operation made this work really special. I am thankful to my elde
r brother Ashok Kumar, Junior Programmer (JP Group) whose timely and important s
uggestions motivated me to complete my goal. If I forget the support of Ashok Ku
mar who helped me to complete the project on time then it will be injustice with
him. I also wish to thanks my parents who always stand by me in my all decision
s and without their help it was not possible for me to reach at this place.
At last but not least I am very greateful to almighty god who provide me the ene
rgy and stamina to do some creative work which can help peoples doing their work
efficiently and with ease.
Objective
To assist and ease the works of the Retail Outlet of Any Type of Companies, in p
articular, Payroll Management System is being developed. This would comprise the
features that can be operated easily. Payroll Management System would take care
of the day to day Attendance of All Employee. It covers activities from keeping
the details of day to day In, Out ,OD etc. The master and transaction activitie
s are divided in modules so that the activities can be operated easily. The regu
lar backup to the data can be taken and the backup data can be restored effectiv
ely. So, the Payroll Management System assists the employees of Company in each
and every aspect of In and Out. The Payroll Management System is customized soft
ware and developed according to the needs of Any Type Company.
Features
1. Manage the daily attendance for the employ of the company. 2. Date wise repor
ts 3. Easily maintainable and updateable 4. Timing setter 5. Shift wise attendan
ce manageable 6. Multi level attendance entry 7. Multi level Reports 8. One soft
ware deals with multi company attendance management. 9. Easy to handle 10. And l
astly secure and reliable
Tools and Environment used
GUI Tools: RDBMS: Internet: Operating System:
Visual Basic 6.0 Oracle 8.0 Active X Windows 98, Windows 95
About Visual Basic and Oracle
Visual Basic:
Microsoft Visual Basic is the world’s most popular rapid application development t
ool for creating standalone software components including executable programs, A
ctiveX Controls and COM components. Visual Basic family is designed to offer pow
erful programming capabilities based on an easy to learn and
easy to use programming language. Visual Basic development system is the most pr
oductive tool for creating fast business solutions for Windows and the Web. A co
mprehensive, rapid application development environment helps developers quickly
create and deploy client/server applications, plus easily program for the Intern
et using familiar Visual Basic programming tools and techniques. Visual Basic 6.
0 now supports the Microsoft universal data access architecture with ActiveX Dat
a Objects(ADO).
About Visual Basic and Oracle
Oracle:
Oracle is an “Object Relational Database Management System (ORDBMS). It offers cap
abilities of both relational and object-oriented database systems. In general, o
bjects can be defined as reusable software codes which are location independent
and perform a specific task on any application environment with little or no cha
nge to the code. Oracle products are based on “Client/Server” technology. This conce
pt divides an application between two systems. One performs all activities relat
ed to the database (server) and the other performs activities that help the user
to interact with the application (client). A client or front end database appli
cation also interacts with the database by requesting and receiving information
from the ‘database server’. The commonly used front end tool of Oracle is SQL*Plus.
The Database Server or back end is used to manage the database tables optimally
among multiple concurrent clients. It also enforces data integrity across all cl
ient applications and controls database access and other security requirements.
Oracle uses the Internet File System which is a Java based application which ena
bles the database to become an Internet development platform. Multimedia data st
ored in a network-accessible database can be manipulated using the Oracle interM
edia Audio, Image and Video Java Client developed applications.
DECLARATION
I Pranaw Kumar Solanky here by declare that the project report submitted to the
University has been entirely programmed by me to fulfill the requirement of the
final year project CS-76 of the IGNOU(NEW DELHI). I declare that this project ha
s been completed within given time & facilities mentioned by me in the report. I
shall also declare that this project send to the university has not been produc
ed or presented before any other
university for any kind of degree or diploma. It is genuine and my own property.
Pranaw Kumar Solanky Enrl No-010238463 BCA, IGNOU Date:
Data Flow Diagram
A data flow diagram is a graphical technique that depicts, information flow and
the transforms that are applied as data move from input to output. The data flow
may be partitioned into levels that represents software at any level of abstrac
tion. In fact DFD may be partitioned into levels that represent increasing infor
mation flow and functional detail. A level zero DFD called a context model, repr
esent the entire
software element as a single bubble with input and output data indicated by inco
ming and outgoing arrows respectively. Each process represented at level is sub
functions of the overall system depicted in the context model. The data flow dia
gram is a graphical tool that can be very valuable during the software requireme
nt analysis. However the diagram can cause confusion if its function is confused
with the flow chart. A DFD depicts information flow without explicit representa
tion of processed logic. A few simple guidelines can aide immensely during devia
tion of a data flow diagram: 1. 2. 3. 4. 5. The level zero DFD should depict the
software as a single bubble. Primary input and output should be carefully noted
. Refinement should begin isolating processes, data items stores to be represent
ed the next level. An arrow and bubble should be labeled with meaningful names.
One bubble at a time should be refined.
There is a natural tendency to over complicate the DFD. This occurs because the
analyst attempts to show too much detail too early or represents procedural aspe
cts of the software in the information flow. The refinement of DFD continues unt
il each bubble performs a simple function that is until the processes represente
d by the bubbles perform a function that would be easily implemented as a progra
m component.
Data flow diagrams for the various Modules
DFD for the Register Employee.
REQUEST
Employee PROCESS
ISSUE OF REPORT Card UPDATION
Employee Data
REPORT
DFD for the Edit Employee Data
REQUEST
EmployeeID PROCESS
ISSUE OF UPDATION
Employee Table
REPORT Card
REPORT
DFD for the Register a Employee Live
REQUEST
Employee PROCESS
ISSUE REPORT
Record retrival
Table
UPDATION
TABLE
Live Table
DFD for the Edit a Employee Live
REQUEST
Employee PROCESS
ISSUE REPORT
Record retrival
Table
UPDATION
TABLE
Live Table
DFD for the Details or Search of a Employee
REQUEST
EmployeeID
RESULT
RECORD PROCESS
Record retrival
Employeeble
Introduction
In most organizations the computer is a very valuable resource. Among the resour
ces that a computer has are processing speed, storage space, printers and inform
ation. The management of these resources is performed largely by a type of syste
m software called Operation System. There are two types of software System softw
are and application software. System software is a set of programs that manage t
he resources of a computer system. Application software on the other hand, perfo
rms specific tasks for the computer user. Application programs such as spreadshe
ets are used for many general purposes, whereas applications such as the one, wh
ich is being developed by us i.e the DBMS for IGNOU is very specific in the prob
lems it solves. Developing computer programs is expensive because the programmin
g must be done buy humans and not by computers. These can be developed using thi
rd generation programming languages like C, Cobol and Visual Basic etc. “Database” a
s one single word, is an alternative terminology for data management software. “Da
ta base” as two works, refers to the highest level of the hierarchy of data organi
zation. As students of businesspersons, we may want to keep information on taxes
, customers, inventory and personal data on the
computer system. With data management system, you can create and maintain a data
base and extract valuable information from the database. To use data management
or database software, you first identify the format of the data, and then design
a display format that will permit interactive entry and revision of the databas
e. Once the database has been created, its records can be deleted or revised and
other records can be added to the database. All commercial data management soft
ware packages permit the creation and manipulation of databases, but what the us
er sees on the screen may be vastly different for the various packages. However
the concepts embodied in these database packages are very similar. The conceptua
l converge that follows is generic and can be applied to all database packages.
Defining fields to store data establish the structure of database file. We use t
he CREATE and MODIFY commands to define a field of which consists of the name, t
ype and width. Field names can be up to many characters long. They must begin wi
th an alphabet and can’t contain embedded blank spaces. Letters, numbers, and unde
rscores are permitted. The field width is the maximum number of characters or di
gits that are to be contained in the field. Thousands of commercially available
software packages run on microcomputers, but the most popular business software
is the family of productivity software packages. These programs are the foundati
on of personal computing in the business world. The current software being desig
ned and implemented for IGNOU by us is also confirming to such productivity stan
dards. It is designed to0 increase the efficiency and decrease the workload of t
he employees working with the university. It is a very user-friendly program, wh
ich can boast of a comprehensive user manual, and it generates easy to understan
d graphical outputs. Any required report can be easily generated just by the cli
ck of a button. Making software is the analysis, design construction, verificati
on, and management of the technical entities. Before software can be built, the
system in which it resides must be understood. To accomplish this the overall ob
jective must be determined, the role of hardware, software, people, database, pr
ocedures and other system elements must be elicited, analyzed, specified, modele
d, validated and managed. Computer software is the product that the software eng
ineers design and build. It encompasses programs that execute within a computer
of any size and architecture, documents that encompass hard copy and virtual
forms and data that combine numbers and text but also includes presentation of p
ictorial. Software’s impact on our society and culture continues to be profound. A
s its importance grows, the software community continually attempts to develop t
echnologies that will make it easier, faster and less expensive to build high qu
ality computer programs. Some of these technologies are targeted at specific app
lication domain while some are broad based. Software may be applied in any situa
tion for which a prespecified set of procedural set of procedural steps has been
defined. Information content and determinacy are important factors in determini
ng the nature of the software application. Content refers to meaning and form of
incoming and outgoing information. For example many business applications use h
ighly structured input data and produce formatted reports.
Complete System Analysis and Design
From 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 deve
lopment and evolution. The software is said to have a life cycle composed of sev
eral phases. In Traditional “Waterfall model” each phases has well-defined starting
and ending points, with clearly identifiable deliverables to the next phase. Her
e for the project being submitted I have followed “Waterfall Model”. The Waterfall M
odel consists of following phases.
1. Requirements analysis and specification:
Requirements analysis is usually the first phase of large-scale software develop
ment project. It is undertaken after a feasibility study has been performed to d
efine the precise costs and benefits of a software system. The purpose of this p
hase is to identify and document the exact requirements for the system. The cust
omer, the developer, a marketing organization or any combination of the three ma
y 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 desi
gn a software system to meet them. This phase is sometime split into two sub-pha
ses: architectural or high-level design. High-level design deals with overall mo
dule structure and organization, rather than the details of the modules. The hig
h level design is refined by designing each module in detail. Separating the req
uirements and analysis phase from the design phase is instance of fundamental “wha
t/how” dichotomy that we Encounter quite often in computer science. The general pr
inciple involves makings a clear distinction between what the problem is and how
to solve the problem. In this case, the requirement phase attempts to specify w
hat the problem is. There are usually many ways that the requirements may be met
, including some 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 sp
ecified system. In the coding phase, which follows the design phase, a particula
r 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 cu
stomer as the running system. The other phases of the life cycle may also develo
p code, such as prototypes, tests, and test drivers, but these are for use by th
e developer. Individual modules developed in this phase are also tested before b
eing delivered to the next phase. • •
Integration and system testing: All the modules that have been developed and test
ed
individually are put together integrated-in this phase and tested as a whole sys
tem.
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.
Waterfall Model of Software life Cycle
Requirements Analysis and specification
Design and specification Coding and Module testing Integration and System testin
g
Delivery and maintenance
Analysis of existing system for retail petroleum products Introduction:
Retail Outlet of Any Type Companies are common in Indian Context. It can be seen
everywhere in India either towns or rural areas. Till date working system of mo
st outlets are manual in nature. Employees maintain account and book keeping on
registers. It is cumbersome and time consuming and always there is possibility o
f errors. Also employees can make wrong entries in register and can take away mo
ney easily. Calculating profit or losses is a time consuming process and for che
cking purpose all registers have to keep in safe custody. Thus we can say that t
here is huge possibility for change.
Advantages of existing system:
The advantages of the current system are as follows:
It is very simple in nature & doesn’t provide much functionality, thus reducing co
mplexity of the system. It doesn’t require employees to know about computers at al
l i.e. it doesn’t require training its employees any special technique except of s
imple bill preparation and book keeping. Because of manual work it doesn’t require
any investment in computers or any other peripherals. Since there is no systems
at all there is no need to keep available the facilities like 24hour power back
up or other facilities.
Disadvantages of existing system:
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 ot
her computerized system.
Humans are more probes to errors so always possibility of errors in producing re
sults. 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. Emp
loyees can make fraud by writing wrong entries on register and take away the mon
ey and it is simply impossible to catch the defaulter because there is no proof.
Proposed System
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. 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 orient
ed software is required which is why a new system based on Visual Basic & Oracle
is formulated. Visual Basic is used to provide front-end application for userfr
iendly ambience and Oracle is used to maintain & update database for fast and re
liable retrieval of data and processing of queries.
Advantages of the proposed system:
• • • • • • • • User friendly and simple in nature Compatible on all windows based systems
deable with slight modification in coding Easy application maintenance due to it
s robustness Menu driven navigation to facilitate simple and quick access to req
uired functionality. A central database for all the data related to ensure data
consistency Easier and faster data entry with menu support Can quickly produce r
equired reports related to Daily, Weakly, monthly, Yearly etc
Feasibility Study
• • • • • Operational Feasibility Technical Feasibility Economical Feasibility Motivationa
l Feasibility Scheduled Feasibility
Feasibility study:
Every project is feasible for given unlimited resources and infinitive time. Fea
sibility study is an evaluation of the proposed system regarding its workability
, impact on the organization, ability to meet the user needs and effective use o
f resources. Thus when a new application is proposed it normally goes through a
feasibility study before it is approved for development. Feasibility and risk an
alysis and related in many ways. If a project risk is great and feasibility of p
roducing software is reduced. During the feasibility analysis in this project ha
s been discussed below in the above mentioned topics. •
Operational Feasibility: Feasibility of the working of the system after the insta
llation in
the organization as mentioned in the feasibility analysis.
•
Technical Feasibility: Technical feasibility is frequently the most difficult are
a to ensure
at this stage. It is essential that the process of analysis and definition to be
conducted parallel to
an assessment of the technical feasibility. The consideration that is normally a
ssociated with technical feasibility includes the resources availability of the
Organization where the project is to be developed and implemented. By taking the
se facts into consideration before developing the resource availability at Retai
l Outlet of Hindustan Petroleum was observed. As very limited resources are requ
ired 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 proj
ect has economically justified for development in this organization.
•
Motivational Feasibility: An evaluation of the probability that the organization
is
sufficient motivation to support the development and implementation of the appli
cation with necessary user participation, resources, training etc. The interest
and support shown by the organization during the system study do not seem that t
he new system developed to have efficient support from the organization.
•
Schedule Feasibility: An evaluation of the time needed for the development of thi
s
project. The time schedule required for the development of this project is very
important, since more development time effects machine time, costs and delays in
the development of the other systems. So the project should be complete with in
affixed 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 gr
aphic representation of the entire project related activities necessary to produ
ce 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 pro
ject proceeds. Without the master schedule the effective project control would b
e virtually impossible. If the schedule does not exist it is impossible to accur
ately estimate the project status. Projects that are not complete within the tim
e frame established by the master schedule almost invariably exceed planned cost
s. The most complaint is that production takes too much time and costs too much
money. For schedule to be effective, it must process several major characteristi
cs:• • • • • • Understandable by those who will use it. Sufficient detail to be provide on
he 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.
Hardware Requirements
Hardware Primary Memory Hardware Platform Processor Secondary Memory Minimum 64
MB RAM Intel Based 32 bit 300 MHz 800 MB Recommended 128 MB RAM Same 933 MHz 1.5
GB
Software Requirements
Software
Oracle 8.0 Visual Basic 6.0 Crystal Report 8.0
Supporting Software
MS Office 2000 Internet Explorer Outlook Express
Scope and Future Applications
This project has many future applications like it can be used in any of the Reta
il Outlet of Any Type companies.
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 modifica
tion. With modifications it can be possible for Employee Attendance to control a
ll retail 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 serv
er.
Limitations of the project
Not supports web based operations Multiprocessing not allowed. Extensive help is
not provided. Not support in the OS lower than windows.
Tables used for this project
• • • • • • • • • • • • • • • • Absent Employee Advance AdvancePayment Attendlog Company De
EmpLeaves EmployeeNominee EmployeeSalary EmployeeShift EmpPerInfo EmpSmartCard
EmpTakenLeaves EmpWorks HoliDay
• • • • • • • • • • • •
InvalidAttendance LastProcessOn LoanMaster LoanPayment Pass ProcessedSalary Sala
ryInfo SalaryPaid SalaryIngoTime TakenAdLeaves UserLogs YearInfo
Structure of the tables
absentEmployee
Field Name Employeeid ShiftId WorkingDate Lstatus Data Type VarChar Number Date
Char Size 10 10 1
Advance
Field Name Employeeid DrawingDate AdvanceAmt Status Remarks PaidAmt Data Type Va
rChar Date Number Char Varchar2 Number Size 10 10 1 50 10
AdvancePayment
Field Name EmployeeId PaidAmount PaidDate PaySlipNo Data Type Char Number Date V
arChar Size 10 10 10
AttendLog
Field Name Employeeid Shiftid Employeeid InTimeDate InTime OutTimeDate OutTime D
ata Type Char Char Varchar Date Date Date Date Size 10 10 10
InStatus OutStatus MinWorked Status CkeckStatus Processed WorkingDate
InStatus Varchar2 Number Char Char Char Date
10 20 10 1 1 1
Company
Field Name CompId CompName Estno EpfNo GicNo Data Type Number Varchar2 Varchar2
Varchar2 VarChar2 Size 10 50 25 25 25
DeptMaster
Field Name DeptNo DeptNo Data Type Number Varchar2 Size 10 25
DesigMaster1
Field Name DesigNo DesigName Data Type Number VarChar2 Size 10 25
EmpLeaves
Field Name EmpId Syear LeaveType TotalLeave Data Type Number Number Varchar VarC
har Size 10 10 10 10
EmployeeNominee
Field Name Data Type Size
EmployeeId NomineeName Relation Age
Varchar Varchar2 varChar VarChar
10 35 20 3
EmployeeSalary
Field Name EmployeeId BasicPay Da_p Hra_p WashingP Conv Epf_p Esi_p Gic_amt Wef
EndDate Status GrossSalary Data Type VarChar Char Char Number Number Number Numb
er Number Number Number Date Char Number Size 10 20 20 10 10 10 10 10 10 10 1 10
EmployeeShift
Field Name EmployeeId ShiftId Wef WefTime EndDate Status Data Type VarChar VarCh
ar Date Date Date Char Size 10 10
1
EmpPersonInfo
Field Name EmployeeId Fname Mname Lname FatherName Dob MaritalStatus Sex Nataion
ality Address TelePhone Doj Status IsTEmporary BankAccountNo EsiNo PfNo NameOfBa
nk Data Type Varchar Varchar Varchar Varchar Varchar2 Date Char Char Varchar Var
char2 Number Date Char Char Varchar Number Number Varchar Size 10 15 15 15 50 1
1 20 50 10 1 1 15 10 10 25
ImageFile CompId DOL
Varchar Varchar Date
25 10
EmpSmartCard
Field Name EmployeeId CardId Issuedate Status Data Type Varchar Varchar Date Cha
r Size 10 10 1
EmpTakenLeave
Field Name EmployeeId Syear Smonth LeaveType AvailLeave TakenLeaves Data Type Va
rchar Number Number Varchar Number Number Size 10 10 10 10 10 10
EmpWorks
Field Name EmployeeId DeptNo DesigNo JobStatus Wef EndDate Data Type Varchar Num
ber Number Char Date Date Size 10 10 10 1
EndDate
Field Name CurDate ReMarks AssignByCardId Cyear Data Type Date Varchar2 Varchar
Number Size 50 20 10
InValidAttenDance
Field Name EmployeeId CardId ShiftId InDate InTime Data Type Varchar Varchar Var
char Date Date Size 10 10 10
OutDate OutTime SwaptType SwaptDate
Date Date Char Date
1
LoanMaster
Field Name LoanNo EmployeeId LoanType LoanDate LoanAmount NoofInst Status InstAm
t Paidamt Data Type Vaechae Varchar Varchar Date Number Number Char Number Numbe
r Size 10 10 20 10 10 1 10 10
Tower
Field Name Employeeid LoanNo InstNo Smonth Syear AmtPaid Data Type Varchar Numbe
r Number Number Number Number Size 10 10 10 10 10 10
Pass
Field Name PassWord User Data Type Varchar Varchar2 Size 10 40
ShifInfo
DataType FieldName ShiftId InTime OutTime CutOfOuttime CutOfInTime Varchar Date
Date Date Date Size 10
GraceTime MinWorhHours ShiftName NormalWorHours
Number Number Varchar2 Number
10 10 25 10