HUMAN RESOURCE PAYROLL

MANAGEMENT SYSTEM
(HRPMS)

(TECHNICAL REPORT)

OSINUGA, OLUWASEUN DANIEL

(090805049)
DEPARTMENT OF COMPUTER SCIENCES
400 LEVEL
UNIVERSITY OF LAGOS

PLACE OF INDUSTRIAL TRAINING:

MIKANO INTERNATIONAL LIMITED
PLOT 34/35 ACME ROAD, OGBA, IKEJA, LAGOS

BEING A TECHNICAL REPORT SUBMITTED IN PARTIAL

FULFILMENT OF THE REQUIREMENTS FOR SIW 400
PROJECT SUPERVISOR: PROF. C.O UWADIA

NOVEMBER 2013.
 ABSTRACT
In a company, payroll is the sum of all financial records of salaries for an employee, wages and
deductions. In accounting, payroll refers to the amount paid to employees for services they
provided during a certain period of time. Payroll plays a major role in a company for several
reasons.
Payroll Management System gives you the power to:
 Manage Employee Information Efficiently.
 Monitor the attendance of employee
 Generate Pay-Slip at the convenience of a mouse click.
 Generate and Manage the Payroll Processes according to the Salary Structure assigned to
the employee.
 Generate all the Reports related to employee, attendance, payroll etc.

This report is an attempt to analyze the project with the title Human Resource Payroll
Management System. (HRPMS). This system I have developed for Mikano International
Limited, (Human Resource Department) solves the problem of paper work, calculation errors,
Data Retrieval, Data Integrity, and Data Security. This software is very flexible and can be
developed overtime based on the requirements that surface overtime. The software integrates
four modules which are the Login Module, Employee Registration, Employee Attendance, and
Employee Payment. Besides the system uses a connection string, Microsoft Access Database,
SQL command and so forth. The intent of this HRPMS is to help the Human Resource
department in their management of employee record and payroll transaction. The methodology
used is a Cyclical Methodology also known as Spiral Methodology.

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 AKNOWLEDGEMENT
First and foremost, my thanks and gratitude goes to the Almighty God for giving me the strength,
wisdom, knowledge and grace to write this project without much hitch.

My thanks also goes to my supervisor, Mrs. Ajetunmobi for her support, assistance and accurate
supervision.

Also my appreciation goes to my family for their prayers and unending support as well. My
profound gratitude also goes to my lecturers who impacted knowledge into me.

Thanks so much, and may God continue to bless you all.

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TABLE OF CONTENTS
ACKNOWLEDGEMENT........................................................................................................ 2
TABLE OF CONTENTS ..........................................................................................................3
CHAPTER ONE
1.1 INTRODUCTION...............................................................................................................7
1.1.1. PROJECT BACKGROUND…………………………………………………………...7
1.2 PROBLEM DEFINITION………………………………………………………………...7
1.3 SIGNIFICANCE OF STUDY…………………………………………………………….8
1.4 OBJECTIVES OF THE PROJECT……………………………………………………….8
1.5 SCOPE OF STUDY………………………………………………………………………9
1.6 METHODOLOGY………………………………………………………………………..9
CYCLICAL METHODOLOGY
CHAPTER TWO
2.1 SYSTEM ANALYSIS……………………………………………………………………11
2.1.1 DESCRIPTION OF THE CURRENT SYSTEM…………………………………........11
2.1.2 PROBLEMS WITH THE CURRENT SYSTEM……………………………………....11
2.2 USE CASES…………………………………………………………………………..…..12
2.2.1 USE CASE DESCRIPTION…………………………………………………………....13
CHAPTER THREE
3.1 SYSTEM DESIGN………………………………………………………………………. 20
OVERVIEW
3.2 ARCHITECTURE…………………………………………………………………………20
3.3 INPUT DESIGN
3.3.1 EMPLOYEE REGISTRATION…………………………………………………………22
3.3.2 ADMIN LOGIN…………………………………………………………………………23
3.3.3 MAIN MENU…………………………………………………………………………....24
3.3.4 TIME AND ATTENDANCE…………………………………………………………....24
3.3.5 PAYMENT AND PAYROLL PROCESSING………………………………….………25
3.4 OUTPUT DESIGN………………………………………………………………………..27
3.4.1 PAYSLIP………………………………………………………………………………..27
3.4.2 EMPLOYEE REPORT…………………………………………………………………28
3.4.3 PAYMENT REPORT…………………………………………………………………28
3.5 DATABASE DESIGN…………………………………………………………..………28
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3.6 CONTEXT DIAGRAM……………………………………………………………….…29
3.7 DATAFLOW DIAGRAM…………………………………………………………….…30
3.8 ENTITY RELATIONSHIP DIAGRAM ……………………………………………......31
CHAPTER FOUR
4.1 IMPLEMENTATION……………………………………………………………………34
4.2 SYSTEM IMPLEMENTATION TECHNOLOGIES………………………………..….34
4.2.1 SOFTWARE…………………………………………………………………………..34
4.2.2 HARDWARE………………………………………………………………………….35
CHAPTER FIVE
EXPERIENCES GAINED…………………………………………………………..………36
CONCLUSION
APPENDIX…………………………………………………………………………………..37
PROGRAM LISTING………………………………………………………………………..37

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 ORGANIZATION PROFILE
Mikano is a Nigeria's Market Leading Power Generating Company that deals with Generator
Production, Generator Assembly, Power Solutions Steel Fabrication, Construction Equipment
etc.
Since inception, Mikano International Limited has been in the forefront of importation of CKD
generator, sales and services. Mikano, with her high tech latest modern machines has been in the
forefront of manufacturing, assembling and fabrication of Electrical Generators, Electrical Panel
for generators, Generator Set Soundproof and any other fabrication on metal work and other
investment.
With a wide operational base and branch network, which spreads across West Africa, Mikano
has maintained leadership position in the generator sales and services sector in Nigeria.
Mikano International Limited is currently involved in the importation and sales of a wide range
of industrial/household power generator brands like Perkins, Stamford, MTU, Doosan, Perkins
gas etc.

Below is the organizational structure:

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Mikano Int’l aims to be recognized as the leading solution provider and a preferred partner in
electrical, mechanical, steel fabrication and general civil works in Africa and beyond.
Her Mission is to provide her valued customers satisfactory solution for their power
requirements with quality products at competitive pricing and commit herself to maintaining
customer satisfaction by consistently meeting or exceeding expectations.

DEPARTMENTS

Mikano International Limited has well over 25 departments at the headquarters which are
Admin, Maintenance, ABB, Audit, Procurement, Project, Operation, Account, Spare part,
MPSD(Power Solutions Division),Customer Care, Installation, Central Store, Sales, Data unit,
Advert, Cash Office, Purchasing, Warranty, Fuel Station, Overhauling, Servicing, Construction,
Transport, Tax, Hyundai.

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 CHAPTER ONE

1.1 INTRODUCTION

1.1.1 PROJECT BACKGROUND

The proposed system built is a Human Resource Payroll Management System for Mikano
International Limited. The Human Resource department will use this system to replace the
current manual system. The staff of the Human Resource Department, Accountants, and
Head of Departments will be the end users of this system.

Head of Departments monitor attendance timesheet for every staff in his or her department.
Also the account department generates payment reports with an outsourced software called
PIMS (Profile Integrated Management System).

The proposed Human Resource Payroll Management System can handle and manage
complex calculations that would otherwise have been prone to errors. For example, the
system accurately deducts or adds to the basic salary based on the absent hours or overtime
of each employee. The user of the system just has to input required field in the form and
allowance advanced, deduction and others will be generated.

When the new system is implemented, payroll management will be easier and more efficient.
This computerized system will improve the company’s services to her staff. The system
stores all records in a database. This will improve data integrity and security.

1.2 PROBLEM DEFINITION

Mikano international is specialized in Generator Production, Generator Assembly,
Construction Equipment, Steel Fabrication and Power Solutions. The company has well over
25 departments and several Blue Collar Workers.
The company currently does not have a dedicated payroll management system. The current
system does not automate the tracking of employee attendance, overtime hours and absent
hours.

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 Overtime stay are being recorded on paper and signed by the respective head of department.
This signed document is then forwarded to the Human Resource Department for calculation
of overtime payment.

The current system does not have a dedicated monthly/Quarterly or annual report on salary
paid.

1.3 SIGNIFICANCE OF STUDY

This system was developed to tackle the problem of calculation errors, data retrieval, paperwork,
data integrity, data security.

The proposed Human Resource Payroll Management System can handle and manage complex
calculations that would otherwise have been prone to errors. For example, the system accurately
deducts or adds to the basic salary based on the absent hours or overtime of each employee.

When the new system is implemented, payroll management will be easier and more efficient.
This computerized system will improve the company’s services to her staff. The system stores all
records in database. This will improve data integrity and security.

1.4 OBJECTIVES OF THE PROJECT

The objective of this proposed HRPMS is to:
a. Have an accurate record of all staff such as their Home address, Email Address,
Mobile number, Department etc.
b. Monitor the attendance of the staff which includes the total hours spent daily, weekly
and quarterly, overtime hours as well as absent hours.
c. Also have an overview of the net payment and gross staff payment based on the
number of hours worked
As a result of this, time and data for all employees are managed systematically. This
can improve data integrity and makes it easy to save, retrieve and manage records.

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1.5 SCOPE OF STUDY
The Human Resource Payroll Management System focuses on managing the Employee
Registration, Attendance and Payroll of the company. The modules that run on the HRPMS
are:
a. Login
b. Registration
c. Time and Attendance
d. Payment and Payroll processing

The end users of the HRPMS are the Payroll Admin, Head of Departments and Accountants.
However, only authorized staff with valid usernames and passwords are capable of using the
system.

1.6 METHODOLOGY
CYCLICAL METHODOLOGY

The methodology used is the cyclical methodology. The cyclical methodology informally known
as the spiral methodology is an incremental improvement on a sequential methodology. It allows
for feedback from the user. There are stages where mistakes in the requirements can be
corrected. The user gets a peek at the results and can feed back information. With this
methodology, the implementation team can feed performance and viability information back to
the requirement team and the design team.
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In the process of developing the Human Resource Payroll Management System, I was faced with
short cyclical iterations which were sort of “Think a little”, “Plan a little” and “Design A Little”.
This process went on and on until the finished product was achieved.
In the analysis phase I drew a mockup of what I wanted the software to do and also gathered
requirements from the human resource department.
In the design phase, I mapped out a conceptual model of what my database will contain. I also
designed the user interface and included various tools and controls. I thereafter implemented it
with a .net language and tested it.
However, the phases were imperfect and iterative so I had to go through the process all over
again until the finished product was achieved.

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 CHAPTER TWO

2.1 SYSTEM ANALYSIS

2.1.1 DESCRIPTION OF THE CURRENT SYSTEM
Salary information are usually keyed into an excel sheet and sent to the bank for payment. There
are no deductions of salaries as there is no means of calculating deductions. There is no
automation of attendance management.
The current system does not automate the tracking of employee attendance, overtime hours and
absent hours.

2.1.2 PROBLEMS WITH THE CURRENT SYSTEM

• Calculation Errors
In the process of calculating individual salary of every employee there is tendency for the
account department to make mistakes.
• Data Retrieval.
There is no way of retrieving past records of salaries and employees that have come and
left the company.
• Data Integrity
Since there is no way of retrieving records from the database then there is no way of
auditing data available
• Data Security
Since there is no database, available data is not secured.
• Paperwork
There are too many papers passed from one department to another due to lack of an
automated system
• Disintegrated Management
The accounting system is not well integrated with the employee data and their respective
attendance.

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2.2 USE CASES
Use Case diagrams show the various activities the users can perform on the system. The System
is something that performs a function. They model the dynamic aspects of the system. It provides
a user’s perspective of the system.

‘Actor: An actor is a user of the system playing a particular role.

Use case: Use case is a particular activity a user can do on the system.
Relationship: Relationships are simply illustrated with a line connecting actors to use cases.

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2.2.1 USE CASE DESCRIPTION
1. LOGIN

1.1. Brief Description

This use case describes how a user logs into the Payroll Management System.
Actors
Payroll administrator, Accountants, Employer, Head of Department
1.2. Pre-condition

Prior to executing the use case, all users must have a User Account (i.e. User ID, Password)
created for them in the system (through the Database Administrator).

1.3. Post – condition

If the use case was successful, the actor is logged into the system. If not, the system state is
unchanged.
If the actor is ‘Payroll Administrator’, he/she will have access to all screens.
If the actor is ‘’accountant or employer”, he/she will only be able to view or print the
payment report generated by the system.
1.4.Flow of Events

1.4.1. Basic Flow

This use case starts when the actor wishes to login to the payroll management system.
The basic flow includes:
 The system request that the actor enter his/her username, password.
 The actor enters username, password.
 The system validates the entered username, password.
 The user will be logged into the system.
 The use case ends.

1.4.2. Alternate Flow

1.4.2.1. Invalid username/password

If the system receives an invalid username/password, an error message is
displayed. The user can choose to either return to the beginning of the Basic
Flow or cancel Login, at which point the use case ends.
1.5. Special Requirements
None
1.6. Related Use Cases

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 None

2. EMPLOYEE REGISTRATION

1.7.Brief Description
This use case allows the payroll admin register new and existing employees. This stores the
bio data and necessary information of the employees into the database.
1.8. Actor
Payroll Administrator
1.9. Pre-condition
The actor must have been logged into the system.
1.10. Post – condition
If the use case was successful, the employee becomes registered.
1.11. Flow of Events

1.11.1. Basic Flow

1. This use case begins when an employee is to be registered
2. When an employee data is to be updated
3. When an employee data is to be deleted
1.11.1.1. Register Employee
 The system request that the actor enter the employee data. This include
 Employee ID
 Employee Name
 Address
 Contact No.
 Email
 Blood Group
 Department
 Designation
 Date of joining
 Basic Salary
 Basic Working Time
 Once the actor provides the requested information, the employee is registered to the
system and an appropriate message is displayed.

1.11.1.2. Delete Employee

 The system requests that the Payroll admin enters the employee id.
 The payroll admin enters the employee id. The system retrieves and displays the
employee information.
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  The system prompts the payroll admin to confirm the deletion of the employee.
 The payroll admin confirms the deletion.
 The system deletes the employee record.

1.11.1.3. Update Info

 The system retrieves and displays the employee information.

 The actor makes the desired change to his/her information.
 Once the actor updates the necessary information, the system updates the employee
record with the updated information.

1.11.2. Alternate Flow

1.11.2.1. Employee not found

If in the Delete Employee sub-flows, an employee with the specified id number does not
exist, the system displays an error message. The payroll admin can then enter a valid
employee id or cancel the operation, at which point the use case ends.
1.11.2.2. Delete Cancelled
If in the Delete Employee sub-flow, the payroll admin decides not to delete the employee
information, the delete is cancelled and the Basic Flow is restarted at the beginning.
1.11.2.3. Update Info cancelled
If in the Update Info sub-flow, the payroll admin decides not to edit any employee
information, the process is cancelled and the Basic Flow is restarted at the beginning.
1.12. Special Requirements
None

3. ATTENDANCE MANAGEMENT

a. Brief Description
This use case allows the actor, ‘Head of Department’, to input the attendance of every staff in
his/her department. It registers a presence or an absence. It also calculates an overtime or
under time.

b. Actor
The Head of Department

c. Pre-condition
The Head of Department must have been logged into the system.
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 d. Post – condition
If the use case was successful, the Time In and Time Out is registered into the system.
Otherwise, the system state is unchanged.
e. Flow of Events
i. Basic Flow
This use case begins when the Head of Department has to register an employee’s attendance.
The system request that the actor specify the function he/she would like to perform.
 Once the actor provides the requested information, one of the sub flows is executed
 If the actor selected “Save”, the Save Attendance sub flow is executed.
 If the actor selected “Update”, the Update Attendance sub flow is executed.
 If the actor selected “Delete”, the Delete Attendance sub flow is executed.
1. Save Attendance
 The system request that the actor enter the Attendance Information. This include
 Date
 Employee ID
 Status
 In Time
 Out Time
 Once the actor provides the requested information, the employee’s attendance is
registered into the system
2. Update Attendance
 The system requests that the Head of Department enters the Employee ID.
 The actor enters the Employee ID. The system retrieves and displays the Employee
information.
 The actor makes the desired change to the Attendance information. This includes any
of the information specified in the Save Attendance sub flow.
 Once the actor updates the necessary information, the system updates the Attendance
record with the updated information.

3. Delete Attendance
 The system requests that the Head of Department enters the Employee ID.
 The actor enters the Employee ID. The system retrieves and displays the Employee
information.
 The system prompts the Payroll Admin to confirm the deletion of the payment
record.
 The Payroll Admin confirms the deletion.
 The system deletes that Attendance record.

ii. Alternate Flow

1. No Record found

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If in the Update Attendance or Delete Attendance sub-flows, an employee id with the
specified attendance detail does not exist, the system displays an error message. The Head of
Department can then enter a valid info or cancel the operation, at which point the use case
ends.
2. Update Cancelled
If in the Update Attendance sub-flow, the Head of Department decides not to update the
Attendance information, the update is cancelled and the Basic Flow is restarted at the
beginning.
3. Delete Cancelled
If in the Delete Attendance sub-flow, the Head of Department decides not to delete the
Attendance information, the delete is cancelled and the Basic Flow is restarted at the
beginning.
f. Special Requirements
None

4. SALARY PROCESSING

a. Brief Description This use case allows the actor, ‘Payroll Manager’, to automate
the salary payable to a staff by entering the overtime rate payable. The module
fetches the data of each staff such as the basic salary and the overtime hours.
Once the overtime rate is keyed in, the net pay is automatically calculated.
b. Actor
Payroll Admin

c. Pre-condition
The Payroll Admin must have been logged into the system.
d. Post – condition
If the use case was successful, the net pay is automatically calculated and saved into the
database.
e. Flow of Events
i. Basic Flow
This use case begins when the Payroll Admin wishes to process the salary of an employee.
Once the actor provides the requested information, one of the sub flows is executed
 If the actor selected “Save”, the Save Payment sub flow is executed.
 If the actor selected “Update”, the Update Payment sub flow is executed.
 If the actor selected “Delete”, the Delete Payment sub flow is executed.
1. Save Payment
 The system request that the actor enter the overtime rate.
 Once the actor provides the requested information, the employee’s payment is
registered into the system
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 2. Update Payment
 The system requests that the Payroll Admin enters the Employee ID.
 The actor enters the Employee ID. The system retrieves and displays the Employee
payment information.
 The actor makes the desired change to the Payment information.
 Once the actor updates the necessary information, the system updates the Payment
record with the updated information.

3. Delete Payment
 The system requests that the Payroll Admin enters the Employee ID.
 The actor enters the Employee ID. The system retrieves and displays the Employee
payment information.
 The system prompts the Payroll Admin to confirm the deletion of the payment data
 The Payroll Admin confirms the deletion.
 The system deletes that Payment record.

ii. Alternate Flow

1. No Record found
If in the Update Payment or Delete Payment sub-flows, an employee id with the specified
payment detail does not exist, the system displays an error message. The Payroll Admin can
then enter a valid info or cancel the operation, at which point the use case ends.
2. Update Cancelled
If in the Update Payment sub-flow, the Payroll Admin decides not to update the Payment
information, the update is cancelled and the Basic Flow is restarted at the beginning.
3. Delete Cancelled
If in the Delete Attendance sub-flow, the Payroll Admin decides not to delete the Payment
information, the delete is cancelled and the Basic Flow is restarted at the beginning.
f. Special Requirements
None

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 CHAPTER THREE
3.1 SYSTEM DESIGN
OVERVIEW
This chapter presents the design of a “Human Resource Payroll Management System”. It also

illustrates a detailed study of how the design was carried out together with the various tools used

in ensuring the successful transformation of the design from paper to implementation.

The design for this project work has been divided into following major parts which are:

 The Input Design

 The Output Design

 The Database Design

3.2 ARCHITECTURE
LAYERED ARCHITECTURE
This layered approach supports the incremental development of systems. As a layer is
developed, some of the services provided by that layer may be made available to users. The
architecture is also changeable and portable. So long as its interface is unchanged, a layer
can be replaced by another, equivalent layer. Furthermore, when layer interfaces change or
new facilities are added to a layer, only the adjacent layer is affected. As layered systems
localize machine dependencies in inner layers, this makes it easier to provide multi-
platform implementations of an application system. Only the inner, machine-dependent
layers need be re-implemented to take account of the facilities of a different operating
system or database.

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 Presentation
Layer

Application
Layer

Business
Logic

Database
Layer

Source: Software Engineering by Sommerville pg.167

The above illustrates a layered architecture with four layers. The lowest layer includes
system support software—typically database and operating system support. The next layer
is the application layer that includes the components concerned with the application
functionality and utility components that are used by other application components. The
third layer is concerned with user interface management and providing user authentication
and authorization, with the top layer providing user interface facilities.
The Human Resource Payroll Management System thus has
1. A user interface layer which is the windows form
2. A user interface Management Authentication and Authorization Layer which is the
login form. The login form authenticates and authorizes a potential user.
3. The Core Business Logic Layer which provides functionalities such as data retrieval,
generating reports with SAP crystal report and printing.

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 4. The database layer which is the Microsoft Access database.

3.3 INPUT DESIGN

3.3.1 EMPLOYEE REGISTRATION
The registration module helps to have a database of all the employee by keying in
information such as Name, Address, Contacts, Blood Group, Basic Salary and so forth.
Every new employee’s data is keyed in and safely stored in a database. If an employee is
sacked or resigned, his/her data can be deleted. This deletion can be done by fetching the
record of an employee and deleting. The validation used is to make sure that no field is
empty. The system also allows to have a view of all employee record as well as a report
which can be printed.

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 EMPLOYEE REGISTRATION USER INTERFACE

3.3.2 ADMIN LOGIN

The login module makes sure that only an authorized staff is allowed to use the system.
When a user logs in, a user interface is opened and he can perform any of the above
functions at a mouse click within an interface. However, there are restrictions for other
users.

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3.3.3 MAIN MENU
The main menu interface allows end users to access the various modules of the system with a
mouse click

Main Menu Interface

3.3.4 TIME AND ATTENDANCE

The purpose of the attendance module is to monitor the time-in and time-out of every
employee and either add or subtract from the time span from their basic working time.
Every employee is expected to work for nine hours every day (8am to 5pm), so if you
come late to work, leave earlier than expected, or stay beyond expected, the system
provides justice. The overtime and absent hours is then effected in the salary. An
attendance record can also be generated.

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3.3.5 PAYMENT AND PAYROLL PROCESSING
The purpose of this module is to control the processing of salaries. It is used for monthly
processing of all deductions, overtime payments. This module has a drop down list of all
employee id. When an employee id is selected, a record is displayed and the overtime
rate is then keyed in. The overtime rate differs and varies based on the rank of the
employee in the organization. A record and report can also be generated thereafter.

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25
3.4 OUTPUT DESIGN
3.4.1 PAYSLIP
The payroll admin can generate a payslip that correlates with each employee’s payment.

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3.4.2 EMPLOYEE REPORT
This report is a printable information of all employee in the organization

3.4.3 PAYMENT REPORT

This is a printable report of all salary payments made for the month.

3.5 DATABASE DESIGN

The payroll database has four tables namely:
1. User Table
2. EmployeeRegistration
3. EmployeePayment
4. EmployeeAttendance

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3.6 CONTEXT DIAGRAM
This data-flow diagram of the Human Resource Payroll Management System shows the system
boundaries, external entities that interact with the system, and the major information flows
between the entities and the system.

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3.7 DATAFLOW DIAGRAM
This diagram illustrates the movement of data between external entities and the processes and
data stores within a system.

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3.8 ENTITY RELATIONSHIP DIAGRAM
An entity relationship model is an abstract way of describing the system’s database. It includes a
graphical representation of the entities, associations, and data for the system.
The Human Resource Payroll Management System consists of 8 entities namely:
1. Payroll Admin
2. Payslip
3. Employee
4. Accountants
5. Head of Departments
6. Attendance
7. Salary
8. Report Sheet

Admin – Employee Relationship

This is a one-to-many relationship in which a payroll admin can register all employees, both
new and existing.

Admin - PaySlip Relationship

This is a one-to-many relationship in which a payroll admin can generate pay-slips for all
paid employees.

Admin – Salary Relationship

This is a one-to-many relationship in which a payroll admin can process the salary of all
employees based on the overtime rate agreed on by the company.

Accountants – Reports Relationship

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This is a many-to-many relationship in which the account department can audit and monitor
the amount payable by the payroll system.

H.O.D – Attendance Relationship

This is a many-to-many relationship where every head of department inputs the time in and
time out of every employee in his/her department.

Employee – Payslip Relationship

This is a many-to-many relationship where every paid employee receives a payslip from the
HR. department.

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Entity Relationship Diagram of the system

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 CHAPTER FOUR

4.1 IMPLEMENTATION
System implementation is an important phase of the system development. It is proof of the

reality of the system of study. This chapter discusses the implementation, system requirement

and the concept behind the application.

In the implementation of this project, the classes used are as follows:

 Login Class
 Main Menu Class
 Employee Registration Class
 Employee Record Class
 Employee Report Class
 Employee Attendance Class
 Attendance Record Class
 Employee Payment Class
 Payment Record Class
 Payment Report Class
 Salary Slip Class

4.2 SYSTEM IMPLEMENTATION TECHNOLOGIES

The Human Resource Payroll Management System was developed as a Windows desktop

application with a central database which can be shared. Several tools used during

implementation include the following:

4.2.1 SOFTWARE

a. MICROSOFT OFFICE ACCESS – was used as the database management system. This
system from Microsoft combines the relational Microsoft Jet Database Engine with a
graphical user interface and software-development tools. It is a member of the Microsoft
Office suite of applications, included in the Professional and higher editions or sold
separately.

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 b. VISUAL BASIC - Visual Basic .NET is an object-oriented computer programming

language that can be viewed as an evolution of the classic Visual Basic (VB),

implemented on the .NET Framework

c. SAP CRYSTAL REPORT- Crystal Reports is a business intelligence application,

currently marketed to small businesses by SAP AG. It was used to design and generate

reports from a pool of data sources. It can be integrated to visual studio IDE for an

enriched reports generation.

d. .NET FRAMEWORK – The .NET Framework (pronounced dot net) is a software

framework developed by Microsoft that runs primarily on Microsoft Windows. It
includes a large library and provides language interoperability (each language can use
code written in other languages) across several programming languages.

4.2.2 HARDWARE

i. Desktop or laptop with at least 2.0 GHz Processor speed.

ii. At least 40 GB Hard Disk Capacity.

iii. 512 RAM.

34
 CHAPER FIVE

EXPERIENCES GAINED
In the course of developing this software, I have learnt a lot of system analysis and design skills
ranging from system planning, requirement analysis, database design, use of .net framework etc.

I learnt some soft skills when gathering my requirements from the human resource department
such as how to ask questions, how to communicate in layman terms, how to interact with people
older than you and so forth.

I must say that this project as given me the underlying foundation for developing bigger projects.

CONCLUSION
After my research and my finalization of this project, I can say that this project is going to solve
many problems for Mikano international limited ranging from data retrieval, data security, data
integrity etc. This project is going to be favorable to the employee as well as the employer. The
employee gets paid according to his working time and the employer also pays his staff according
to their work done. In conclusion, I recommend this project to Mikano International Limited.

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APPENDIX
PROGRAM LISTING

Employee Registration class

Imports System.Data.OleDb
Public Class frmEmployee_registration
Dim rdr As OleDbDataReader = Nothing
Dim con As OleDbConnection = Nothing
Dim cmd As OleDbCommand = Nothing
Dim adp As OleDbDataAdapter
Dim ds As DataSet
Dim dt As New DataTable
Dim cs As String = "Provider=Microsoft.ACE.OLEDB.12.0;Data
Source=c:\payroll.accdb;Persist Security Info=False;"

con = New OleDbConnection(cs)

con.Open()

Dim cb As String = "insert into

employeeregistration(employeeid,employeename,address,mobileno,email,bloodgrou
p,department,designation,dateofjoining,salary,basicworkingtime) VALUES
(@d1,@d2,@d3,@d4,@d5,@d6,@d7,@d8,@d9,@d10,@d11)"

cmd = New OleDbCommand(cb, con)

cmd.Parameters.Add(New OleDbParameter("@d1", OleDbType.VarChar, 30,
"employeeid"))

cmd.Parameters.Add(New OleDbParameter("@d2", OleDbType.VarChar, 100,

"employeename"))

cmd.Parameters.Add(New OleDbParameter("@d3", OleDbType.VarChar, 200,

"address"))

cmd.Parameters.Add(New OleDbParameter("@d4", OleDbType.VarChar, 10,

"mobileno"))

cmd.Parameters.Add(New OleDbParameter("@d5", OleDbType.VarChar, 60, "email"))

cmd.Parameters.Add(New OleDbParameter("@d6", OleDbType.VarChar, 10,

"bloodgroup"))

cmd.Parameters.Add(New OleDbParameter("@d7", OleDbType.VarChar, 60,

"department"))

cmd.Parameters.Add(New OleDbParameter("@d8", OleDbType.VarChar, 60,

"designation"))

cmd.Parameters.Add(New OleDbParameter("@d9", OleDbType.Date, 30,

"dateofjoining"))

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cmd.Parameters.Add(New OleDbParameter("@d10", OleDbType.VarChar, 10,
"salary"))

cmd.Parameters.Add(New OleDbParameter("@d11", OleDbType.VarChar, 10,

"basicworkingtime"))

cmd.Parameters("@d1").Value = EmployeeID.Text

cmd.Parameters("@d2").Value = EmployeeName.Text

cmd.Parameters("@d3").Value = Address.Text

cmd.Parameters("@d4").Value = MobileNo.Text

cmd.Parameters("@d5").Value = Email.Text
cmd.Parameters("@d6").Value = BloodGroup.Text

cmd.Parameters("@d7").Value = Department.Text

cmd.Parameters("@d8").Value = Designation.Text

cmd.Parameters("@d9").Value = DateTimePicker1.Text

cmd.Parameters("@d10").Value = Salary.Text

cmd.Parameters("@d11").Value = BasicWorkingTime.Text

cmd.ExecuteReader()

MessageBox.Show("Successfully saved", "Employee Profile",

MessageBoxButtons.OK, MessageBoxIcon.Information)

GroupBox1.Enabled = False
Save.Enabled = False
EmployeeID.Focus()

con.Close()

Employee Attendance Class

Private Sub Save_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles Save.Click
If EmployeeID.Text = "" Then
MessageBox.Show("Please select an employee id", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
EmployeeID.Focus()
Exit Sub
End If

If Status.Text = "" Then

MessageBox.Show("Please select Status", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)

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 Status.Focus()
Exit Sub
End If

Try
con = New OleDbConnection(cs)
con.Open()
Dim ct As String = "select employeeid,workingdate from
employeeattendance where employeeid='" & EmployeeID.Text & "' and
workingdate= #" & WorkingDate.Text & "#"

cmd = New OleDbCommand(ct)

cmd.Connection = con

rdr = cmd.ExecuteReader()

If rdr.Read Then
MessageBox.Show("Employee today's attendance is already
saved", "Input Error", MessageBoxButtons.OK, MessageBoxIcon.Error)

EmployeeID.Focus()

If Not rdr Is Nothing Then

rdr.Close()
End If

Else

con = New OleDbConnection(cs)

con.Open()

Dim cb As String = "insert into

employeeAttendance(Workingdate,employeeid,status,intime,outtime,overtime,basi
cworkingtime) VALUES (@d1,@d2,@d4,@d5,@d6,@d7,@d8)"

cmd = New OleDbCommand(cb)

cmd.Connection = con

cmd.Parameters.Add(New OleDbParameter("@d1",
OleDbType.VarChar, 30, "Workingdate"))
cmd.Parameters.Add(New OleDbParameter("@d2",
OleDbType.VarChar, 30, "employeeid"))
cmd.Parameters.Add(New OleDbParameter("@d4",
OleDbType.VarChar, 10, "status"))
cmd.Parameters.Add(New OleDbParameter("@d5",
OleDbType.VarChar, 30, "intime"))
cmd.Parameters.Add(New OleDbParameter("@d6",
OleDbType.VarChar, 30, "outtime"))
cmd.Parameters.Add(New OleDbParameter("@d7",
OleDbType.VarChar, 10, "overtime"))
cmd.Parameters.Add(New OleDbParameter("@d8",
OleDbType.VarChar, 10, "basicworkingtime"))
38
 cmd.Parameters("@d1").Value = WorkingDate.Text

cmd.Parameters("@d2").Value = EmployeeID.Text
cmd.Parameters("@d4").Value = Status.Text
If Status.Text = "P" Then
cmd.Parameters("@d5").Value = InTime.Text
cmd.Parameters("@d6").Value = OutTime.Text
ElseIf Status.Text = "A" Then
cmd.Parameters("@d5").Value = txtInTime.Text
cmd.Parameters("@d6").Value = txtOutTime.Text
End If

cmd.Parameters("@d7").Value = Overtime.Text

cmd.Parameters("@d8").Value = BasicWorkingTime.Text

cmd.ExecuteReader()
MessageBox.Show("Successfully saved", "Employee Attendance",
MessageBoxButtons.OK, MessageBoxIcon.Information)

If con.State = ConnectionState.Open Then

con.Close()
End If

con.Close()
Save.Enabled = False
End If

Catch ex As Exception
MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End Try
End Sub

39
BIBLIOGRAPHY

1. Data and Computer Communications, Ninth Edition by William Stallings, (c) Pearson
Education - Prentice Hall, 2011

2. Essentials of Systems Analysis and Design, Fifth Edition by Joseph S. Valacich

Joey F. George, Jeffrey A. Hoffer

3. Software Engineering Ninth Edition by Ian Sommerville.

4. Wikipedia.org

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