Employee Payroll Management

1. SYNOPSIS

1.1 TITLE
“Employee Payroll Management”

1.2 OBJECTIVE
Main aim of developing Employee Payroll Management is to
provide an easy way not only to automate all functionalities involved
managing leaves and payroll for the employees of a company, but also
to provide full functional reports to the management of the company
with the details about usage of leave facility.
We are committed to bring the best way of management in the
various forms of EPM. We understand that EPM in not a product to
be sold, it is a tool to manage the inner operation of company related
to employee leave and payroll.

1.3 CATEGORY
Standalone

1.4 LANGUAGES
VB.Net
SQL Server

1.5 HARDWARE REQUIREMENTS

 Processor: Pentium 4
 RAM: 1 GB or more
 Hard Disk: 40GB or more

1.6 SOFTWARE REQUIREMENTS

 Front End : Visual Studio 2008
 Back End : MS SQL Server 2008

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1.7 ABOUT THE PROJECT

This Application works in Multiple PC’s by sharing same
database by which users of different department can use it sitting at
different locations simultaneously.

1.8 MODULE DESCRIPTION

MASTER
This module of the Software deals with the master data
which is the basic requirement to run the software efficiently.
Data like Employee details, Department details, Designation
details, Login Configuration etc. You can create any number of
users.

EMPLOYEE
This module deals with the various issues related to the
employees like the employee personal and the official details,
various allowances for each employees.

SEARCH
This module helps the admin to perform department wise
search.

ATTENDANCE
This module helps to handle the Attendance and Leave
application of each employee’s in order to decide their salary
pay for a month which includes entry time, exit time, total
working hours etc.

SALARY
This module is used to generate Pay slips and also deals
with the all aspects of Allowances given to the Employee’s.

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 Employee Payroll Management

TOOLS
This module helps the admin to add various events and
the employee can view those events. It also helps the employee
to interact with the admin by sending various kinds of request
to be discussed.

CHANGE PASSWORD
This module helps the admin and the employee to change
their respective passwords

REPORTS
This module is to generate all types of Administrative
reports like Salary Report, Employee Report and Attendance
Reports etc.

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2. INTRODUCTION

2.1 OVERVIEW
Employee Payroll Management software is designed to deal with
different financial aspects of an employee including his salary,
allowances, gross pay, net pay, deductions and more. The biggest
benefit of EPM is that it is easy to implement and makes the help or
documentation a click away.

Employee Payroll Management is committed to bring the best

way of management in various forms.

2.2 EXISTING SYSTEM

Initially the records are maintained manually and the manager
himself has to keep an eye on each employee’s entry time and exit
time.

2.3 PROPOSED SYSTEM

The EPM helps in maintaining the computerized employee
details and calculate the salary based on their leaves. It also helps to
generate the reports.

EPM helps in providing an easy way to calculate the working

hours of each employee. It helps to calculate the salary of an employee
within a fraction of seconds. Hence the salary will be calculated easily.

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 Employee Payroll Management

3. SYSTEM REQUIREMENT AND SPECIFICATION

3.1 SOFTWARE REQUIREMENT SPECIFICATION

3.1.1 INTRODUCTION
SRS is a document that completely describes what the
proposed software should do without describing how the
software will do it. The basic purpose of SRS is to bridge the
communication gap between the parties involved in the
development of the software SRS is the medium through which
the client and the user needs are accurately specified.

A good SRS should satisfy all the parties something very

hard to achieve and involves tradeoffs and persuasion. Another
important purpose of developing an SRS is helping the users to
understand their own needs.

3.1.2 PURPOSE
This software provides an easy way to automate all the
functionalities involved in managing leaves and Payroll for the
employees of Company. It also provides full functional reports to
the management of the Company with the details about the
usage of leave facility.

The Purpose of the project is to maintain the information

regarding the employee and generates the pay slip.

3.1.3 SCOPE
This Application works in Multiple PC’s but sharing same
database by which users of different department can use it
sitting at different locations simultaneously.

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3.1.4 DEFINITION, ACRONYMS AND ABBREVIATIONS

EPM Employee Payroll Management

CL Casual Leave

EL Earned Leave

DA Daily Allowance

HRA House Rental Allowance

LTA Leave and Travel Allowance

PF Provident Fund

ESI Employee State Insurance

CFD Context Flow Diagram

DFD Data Flow Diagram

ER Entity Relationship

3.1.5 OVERVIEW
The following subsections provide the complete overview
of the software specifications requirements documentation for
the product Employee Payroll Management. The entire SRS is
documented in view of User and the following sub sections are
arranged to give a complete outlook of the software, its
perspective, features, system requirements and users know
how’s.

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3.2 OVERALL DESCRIPTION

3.2.1 PRODUCT PERSPECTIVE
This software is developed specifically to cater the
employee’s payroll management, is totally self contained and
works efficiently. It provides simple database rather than
complex ones for high requirements and it provides good and
easy graphical user interface to both new as well as experienced
user of the computer.

3.2.2 PRODUCT FUNCTION

The application functions are divided as follows

Master:
This module helps the administrator to enter the
designation and the related description. It also helps to
add the department.

Employee:
This module helps to add the details of the employee
like the personal detail and the employee detail.

Search:
This module helps to search the employee details
department wise and designation wise.

Attendance:
This module helps to different types of leave for
different year. It also helps the employee to enter their
entry and exit time. Using the attendance module the
employee can also check their remaining leaves and also
apply for the leave. Here even the overtime hours worked
by the employee is entered.

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Salary:
This module helps to calculate the salary by adding
the allowances and the basic salary and by deducting the
deductions based on the leaves and also the PF, ESI. It
also helps to generate the employee pay slip.

Tools
This module helps the admin to add various events
and the employee can view those events.

Change password
This module helps the admin and the employee to
change their respective passwords.

Report:
This module helps to generate the administrative
reports like the Salary Report, Attendance Report and the
Employee Report which is in can be exported to word, pdf.

3.2.3 USER CHARACTERISTICS

 Should be familiar with Computer.
 Should know English.
 Should be able to use and do according to the graphical
user interface.

3.2.4 GENERAL CONSTRAINTS

 System must have Windows OS installed on it.
 This Application must also be installed on the system.

3.3 SPECIFIC REQUIREMENTS

3.3.1 EXTERNAL INTERFACE REQUIREMENTS

3.3.1.1 USER INTERFACE

The software provides good graphical interface for
the front end which is self explanatory.

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3.3.1.2 HARDWARE INTERFACE

1) 40 GB hard disk

2) 1 GB RAM

3) Peripheral devices

3.3.1.3 SOFTWARE INTERFACE

 Windows XP or above installed on the system.
 Application Package must be installed.

3.3.2 FUNCTIONAL REQUIREMENTS

Masters
 Designation
This sub module must accept the new Designations
and allows add designation and clear operations.

Input: The administrator must enter the designation

and also enter the description related to that
designation and click on the ADD DESIGNATION
button.

Output: As soon as the user clicks ADD

DESIGNATION, a message box will be displayed
“Record Inserted” and the details of the designation is
shown in data grid below.

 Department
This sub module must accept the new Departments
and allows add operation.

Input: The administrator must enter the department

in the text box and click the button ADD.

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Output: As soon as the user clicks ADD it will display

the message box “Record Inserted” and the department
name and the department id is shown in data grid
below.

Employee
 Employee Details
This sub module accepts the personal and employee
information of the employee. It allows the ADD and
EDIT operation.
Input: Here the administrator must enter all the
personal details of the employee like the code allocated
to him, Full name, address, pin code, etc... The admin
must also specify his employee details like his
department (selecting the department from the combo
box), designation (selecting the designation from the
combo box), basic salary, date of join, etc... and click
on the ADD or EDIT button.
Output: When the ADD button is clicked it will display
the message box “record inserted”. When the edit
button is clicked it will display “record updated”. The
record will be inserted and updated as per the user’s
request.

Attendance
 Attendance
As soon as the employee enters the office he should
mark his attendance. Here MARK ATTENDANCE
operation is performed.
Input: Here the employee must enter his employee id
and enter the date; his entry time and his exit time
and then click on the MARK ATTENDANCE.

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Output: As soon as the MARK ATTENDANCE is clicked

the message box is displayed “Attendance Marked” and
the attendance for the particular id will be entered.
 Manage Leave
The employee can use this form to manage his leaves.
This has the operation MANAGE LEAVE.
Input: Here the employee enters his leave type and
then enter the number of days of leave he wants and
click on the MANAGE LEAVE.
Output: The message box will be displayed as “Leave
Accepted”. And the leave entries will be entered.
 Earned Leave
The administrator can use this form to enter the leave
for the employee who may have gone for a field work.
This has the ADD operation.

Input: The admin will enter the employee id and mark

the date of leave.

Output: A message box will be displayed as “Leave

Added”.

 Overtime
The administrator can use his form to enter the
overtime hours worked by the employee. Here ADD
and close operations are used.

Input: The admin will enter the employee id and mark

the hours of overtime work done by the employee and
click on “ADD”.

Output: the message will be displayed as “Record

entered” and the overtime working hours will be
entered in the database.

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Tools
 Event
Using this sub module the admin can add different
events to take place in the company. It contains
various options like OK and CLOSE.

Input: The administrator must add different events

and click on the OK button.

Output: A message box must be displayed as “Event

Added” and the events will be loaded in the data grid
present in the Event Viewer form.

Change password
 Admin
Using this sub module the administrator can change
his password. It contains options like UPDATE and
CLOSE.

Input: The administrator will enter his old password

and later enter the new password and then click on
UPDATE.

Output: If the entered old password matches with the

initial password of the employee, then the message box
will be displayed as “Password Updated” and the new
password will be stored in the database.

 Employee
Using this sub module the employee can change his
password. It contains options like UPDATE and
CLOSE.

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Input: The employee will enter his old password and

later enter the new password and then click on
UPDATE.

Output: If the entered old password matches with the

initial password of the employee, then the message box
will be displayed as “Password Updated” and the new
password will be stored in the database.

Salary
 Allowance & Deduction
Using this sub module the administrator can add
different allowances for each employee. It contains
various operations like ADD and UPDATE.
Input: The administrator must add the different
allowances for each employee and click on the ADD
button. If he has to change the entered details then the
UPDATE must be clicked
Output: The message box will be displayed as “record
inserted”. All the details entered will be shown in data
grid below and if the values are updated using the
UPDATE operation then the updated values will be
displayed in the data grid.
 Other deductions
Using this sub module the administrator can enter
various types of deductions like PF, ESI. It contains
various operations like update and cancel.
Input: The administrator will enter the PF, ESI for the
specified salary range.
Output: The entered details will be updated and a
message box will be displayed as “Values Inserted”.

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 Miscellaneous
Using this sub module the administrator can enter the
miscellaneous deduction for each employee. It contains
“OK” and “CLOSE”.

Input: The admin selects the employee id and his

miscellaneous amount and click on “OK”.

Output: The entered details will be added in the

miscellaneous table.

 Pay Slip
Using this sub module the administrator can generate
the pay slip which is given to the employee. This pay
slip contains all the details of the employee like his
name, code, basic salary, hra, da, etc. This form
contains the PRINT and GET DETAILS operation.
Input: Here the employee id is selected and the GET
DETAILS is clicked. After the complete details are
obtained the PRINT button is clicked.
Output: As soon as the GET DETAILS is clicked all the
details about the employee will be displayed like the
number of leave taken, PF, ESI, etc... When the PRINT
is clicked the message box will be displayed as
“Payment record inserted successfully”.

3.3.3 PERFORMANCE REQUIREMENTS

Good working pc with all requirements stated above
should not be overloaded.

3.3.4 DESIGN CONSTRAINTS

There is no maintainability of back up so availability will
be affected.

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3.3.5 SOFTWARE SYSTEM ATTRIBUTES

3.3.5.1 RELIABLILITY
This system is designed to have very simple
database just to cater the exact need of employee
payroll and leave management. It is tested for all
the constraints at development stage.

3.3.5.2 AVAILABILITY
This system will only available till the system
on which it is installed is running.

3.3.5.3 SECURITY
This system is provided with authentication
without which no user can pass. So only the
legitimate users are allowed to use the application.
If the legitimate users share the authentication
information then the system is open to outsiders.

3.3.5.4 MAINTAINABILITY
There will be no maintenance required for the
software. The database is provided by the end-user
and therefore is maintained by this user.

3.3.5.5 PORTABILITY
The system is not portable as it is a
standalone application running on single system
with no shared database.

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4. SYSTEM DESIGN
4.1 GENERAL

4.1.1 DESCRIPTION
The purpose of the Design Phase is to a solution of the
problem specified in the requirements document. This is the
first step in moving from the problem domain to the solution
domain. The design of a system is perhaps the most critical
factor affecting the quality of the software; it has a major impact
on the later phases is the Design Document. This Document is
similar to a blueprint or a plan for the solution and is used later
during implementation, testing and maintenance.

The Design activity is often divided into separate phases –

System Design and Detailed Design. System Design is
sometimes also called Top-Level Design. This system design
aims to identify and modules that should be in the system, the
specifications of these modules, and how they interact with
each other to produce the desired result. At the end of the
System Design all the major data structures, file formats, and
the major modules in the system and their specifications are
decided.

4.1.2 INPUT DESIGN

Input design is the process of converting user oriented
inputs to a computer based format. The goal of designing input
data is to make data entry as easy, logical and free from errors
as possible. The various objectives of input design are
controlling amount of input, avoiding errors in data, avoiding
extra steps and keeping the process simple. Validations are
done for names, numbers and email-ids.

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4.1.3 OUTPUT DESIGN

In the present application, the output screen is clutter-
free and made of multiple page browsing. All the reports contain
important design elements such as, report headings, page
headings etc., to make the report easier to read and provide a
way to control the contents of the report.

4.2 CONTEXT DIAGRAM

4.2.1 EXPLANATION
A Context Flow Diagram is a top level (also known as
level 0) data flow diagram. It only contains one process node
(process 0) that generalizes the function of the entire system in
relationship to external entities. In context diagram the entire
system is treated as a single process and all its inputs, outputs,
sinks and sources are Identified and shown.

4.2.2 DIAGRAM

DATABASE SQL SERVER

SALARY
EMPLOYEE
ADMINSTRATOR PAYROLL
MANAGEMENT EMPLOYEE

ATTENDENCE

DATA
VISUAL
REPORT
BASIC.
NET

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4.3 DATA FLOW DIAGRAM

A Data Flow Diagram (DFD) is a graphical representation of the
"flow" of data through an Information System. A data flow diagram
can also be used for the visualization of Data Processing. It is common
practice for a designer to draw a context-level DFD first which shows
the interaction between the system and outside entities. This context-
level DFD is then "exploded" to show more detail of the system being
modeled.
A DFD represents flow of data through a system. Data flow
diagrams are commonly used during problem analysis. It views a
system as a function that transforms the input into desired output. A
DFD shows movement of data through the different transformations
or processes in the system.

Dataflow diagrams can be used to provide the end user with a

physical idea of where the data they input ultimately has an effect
upon the structure of the whole system from order to dispatch to
restock how any system is developed can be determined through a
dataflow diagram. The appropriate register saved in database and
maintained by appropriate authorities.

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4.3.1 SOME OF THE SYMBOLS USED IN DATAFLOW DIAGRAM

The process shows a transformation

or manipulation of dataflow with in
Processes a system. A process transforms in
coming data flow into outgoing data
flow.

A database is a holding place for

Database information within the system it is

represented by an open ended
narrow rectangle.

External entities are outside the

system but they either supply input
External entity data into the system or use the
system output. External entities are
represented by rectangle.

A dataflow shows flow of

Dataflow information form source to

destination a data flow represented
by a line, with arrow heads showing
the direction of the flow.

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4.3.2 Diagram

TOP LEVEL DFD

Top level DFD shows the functional component in the
software package. Each component shown in the top level
DFD is described in the subsections below.

DFD AT LEVEL 0

Admin

User
Validation

Employee
Display
Payroll
Errors
Management

Master Employee Search Leave Salary Report

DESCRIPTION
Admin allocates the unique id and password for each
employee and also he can check details of the employees and
their attendance details.

Here Administrator can set employee details and assign

the number of leaves, and he can set allowances and deductions
on the salary of each and every employee. He can also view and
edit leave details of the employees.

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Employee

User
Validation

Employee Display Errors

Payroll
Management

Employee Attendance Salary

Details

Attendance Manage leave

DESCRIPTION
Using the id assigned by the administrator, the employee
logs in and enters his daily attendance and can view his salary
details, he can also update his personal information and can
also change his password.

Here the employee can view and edit his personal details
and mark the attendance and he can also view his payment
details such as basic salary, allowances and deductions. The
employee can also manage his leaves i.e., he can check the
number of leaves remaining for the month and can mark the
leaves for the number of days he wish to take leave.

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FUNCTIONAL COMPONENT 1: ADMINISTRATOR

DFD LEVEL 1

Admin

Manages

Salary Attendance Employee Search

Detail Detail Detail Department

Salary Attendance Employee Department

Database Database Database Database

DESCRIPTION
The administrator allocates the salary for each employee
and he also checks the attendance and leave details. The admin
assigns the personal and official information for each and every
employee and can update the information.

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Employee

Manages

Salary Attendance Employee Search

Detail Detail Detail department

Salary Attendance Employee Department

Database Database Database Database

DESCRIPTION
The employees can also update their personal and official
information and they can also view their salary details. Each
employee can view his own attendance details.

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FUNCTIONAL COMPONENT 2: EMPLOYEE

DFD LEVEL 2

Employee

Calculate
Salary
Employee Attendance Leave

Employee Salary
Manages
detail
Leave

Stores Allowance Deduction

and
retrieve Leave
s

Attendance
Salary

DESCRIPTION
Employee can view and he can also update his personal
and official information i.e. he can store and retrieve employee
details. Employee enters his daily attendance and manages his
leaves. He can view his salary details.

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FUNCTIONAL COMPONENT 3: ATTENDANCE

DFD LEVEL 3

Attendance

Daily Leave
Attendance

Earned
Monthly Leave
Attendance
Report
Stores

Attendance Leave
Database Database

DESCRIPTION

Using the daily attendance of an employee the monthly

attendance report of each employee is generated and the details
are stored in the attendance database. The different types of
leaves like the sick leave, paid holiday, earned leave and casual
leave will be stored in the leave database.

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FUNCTIONAL COMPONENT 4: SALARY DETAILS

DFD LEVEL 4

Salary

Monthly Allowance Deduction

Salary

ESI Miscellaneous
Deduction Deduction
Gross
Salary

Allowance Net
Deduction

Deduction

DESCRIPTION
The monthly salary and allowances will be added to get
the gross salary. The deductions are will be deducted from the
gross salary and finally net salary will be issued to the
employee.

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4.4 ER DIAGRAM (Entity Relationship Diagram)

The ER diagram depicts the various relationships among
entities, considering each object as an entity. Entity is represented as
an ellipse and relationship is represented as decision or diamond box.
It depicts the relationship between data objects. The ER diagram is
the notation that is used to conduct the data modeling activity.

Entity: Entity is an elementary basic building block of storing

information about business process.

Attribute: Attributes are elementary pieces of information attached

to an entity.

Relationship: A relationship is a named connection or association

between entities or used to relate two or more entities with some
common attributes.

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4.5 DETAILED DESIGN

Detailed design starts after the system design phase is
completed and the system design been certified through reviews. The
goal of the phase is to develop the internal logic of each of the modules
identified during system design.

The design process for the software system has two levels. At
first level focus is on deciding which modules are needed for the
system, the specification of these modules and how the modules
should be interconnected. This is called the system design or the top
level design. In the second level the internal design of the modules or
how the specification of the module can be satisfied is decide. This
design level is often called “DETAILED DESIGN” or Logical Design.

Since the detailed design is the extension of system design.

System Design control the major structural characteristics of the
system. The system design has the major impact on testability and
modifiability of the system and its efficiency much of the design effort
is spent creating the system design.

4.5.1 USE CASE DIAGRAM

In software engineering, a use case diagram in the Unified
Modeling Language (UML) is a type of behavioral diagram
defined by and created from a Use-case analysis. Its purpose is
to present a graphical overview of the functionality provided by
a system in terms of actors, their goals (represented as use
cases), and any dependencies between those use cases. The
main purpose of a use case diagram is to show what system
functions are performed for which actors. Roles of the actors in
the system can be depicted

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System: The system is depicted as rectangle.

Actor: Each actor is shown as a stick figure.

Use case: Each use case is shown as a solid-bordered oval

labeled with the name of the use case.

Add department

Add designation

Employee details

Allowances

Deduction

Leave

Admin Add events

Pay slip

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Employee details

Attendance

Manage leave

View his
attendance details

View his salary

Employee details

4.5.2 DATABASE TABLES

4.5.2.1 LOGIN TABLE

Fieldname Datatype Constraints

utype nvarchar(50) not null

uname nvarchar(50) not null

Upass nvarchar(50) Primary key

This table is used for the login form.

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4.5.2.2 DESIGNATION TABLE

Fieldname Datatype Constraints

id numeric(18,0) Primary key

designation varchar(50) Not null
description varchar(50) Not null

This table is used for the designation form to enter

different designations.

4.5.2.3 DEPARTMENT TABLE

Fieldname Datatype Constraints

deptid numeric(18,0) Primary key

department varchar(50) Not null

This table is used for the Add Department form to enter

different departments.

4.5.2.4 ALLOWANCE TABLE

Fieldname Datatype Constraints

empid varchar(50) Primary key

da float Not null
ca float Not null
sa float Not null
hra float Not null

This table is used in the allowance form to add different

allowances for each employee.

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4.5.2.5 DEDUCTION TABLE

Fieldname Datatype Constraints

pf numeric(18,0) Not null

esi numeric(18,0) Not null
srange numeric(18,0) Not null

This table is used in the deduction form to enter various

deductions like pf,esi.

4.5.2.6 PRESENT TABLE

Fieldname Datatype Constraints

empid varchar(50) Primary key

edate Date Not null
extime time(7) Not null
whours numeric(18,0) Not null
status bit Not null
etime time(7) Not null

This table is used in the Attendance form to mark the

attendance of each employee.

4.5.2.7 EARNED LEAVE TABLE

Fieldname Datatype Constraints

empid varchar(50) Primary key

edate Date Not null

This table is used in the Earned leave form to mark the

date of earned leave for the employees.

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4.5.2.8 EMPLOYEE TABLE

Fieldname Datatype Constraints

empcode varchar(50) Primary key

lastname varchar(50) Not null
firstname varchar(50) Not null

gender varchar(50) Not null

address varchar(50) Not null
height float Not null

weight float Not null

contactno numeric(18,0) Not null
bloodgroup varchar(50) Not null

dateofbirth Date Not null

city varchar(50) Not null
emailid varchar(50) Not null

department varchar(50) Not null

designation varchar(50) Not null
basicsal numeric(18,0) Not null

doj Date Not null

dor Date Not null
pf_acc_no varchar(50) Not null

esi_acc_no varchar(50) Not null

pincode numeric(18,0) Not null
paswrd varchar(50) Not null

This table is used in the Employee Details form to mark

various details about the employee like his personal details and
his official details.

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4.5.2.9 MANAGE LEAVE TABLE

Fieldname Datatype Constraints

id numeric(18,0) Primary key

empid varchar(50) Not null
doe date Not null
ldate date Not null
ltype varchar(50) Not null
reason varchar(50) Not null

This table is used in the form Manage Leave to save the

leave details of an employee.

4.5.2.10 EVENT TABLE

Fieldname Datatype Constraints

Edate date Not null

Event varchar(50) Not null
Description varchar(50) Not null

This table is used in the Event form to save the event

details entered by the admin.

4.5.11 MISCELLANEOUS TABLE

Fieldname Datatype Constraints

Empid varchar(50) Primary key

Misc Float Not null
Edate Date Not null

This table is used in the miscellaneous form to mark the

employee’s miscellaneous deduction.

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4.5.2.12 PAYSLIP TABLE

Fieldname Datatype Constraints

Slno numeric(18,0) Primary key

Empid varchar(50) Not null
Name varchar(50) Not null

Dept varchar(50) Not null

Desg varchar(50) Not null
Da float Not null

Hra float Not null

Sa float Not null
Ca float Not null

Ot numeric(18,0) Not null

Gs float Not null
Pf numeric(18,0) Not null

Esi numeric(18,0) Not null

Misc numeric(18,0) Not null
Lossofpay numeric(18,0) Not null

Netsal float Not null

Pdate Date Not null
Bs numeric(18,0) Not null

This table is used in the payslip form to issue the payslip

of the employee.

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4.5.13 OVERTIME TABLE

Fieldname Datatype Constraints

empid varchar(50) Not null

edate Date Not null
whours numeric(18,0) Not null

This table is used in the overtime form by the admin to

enter the overtime working hours of each employee.

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5.
MPLEMENTATION AND TESTING

5.1 IMPLEMENTATION
After having the user acceptance of the new system developed,
the implementation phase begins. Implementation is the stage of a
project during which theory is turned into practice. During this phase,
all the programs of the system are loaded onto the user's computer.
After loading the system, training of the users starts. Main topics of
such type of training are:
 How to execute the package
 How to enter the data
 How to process the data (processing details)
 How to take out the reports
After the users are trained about the computerised system,
manual working has to shift from manual to computerised working

5.2 TESTING
Testing is the activity where the errors remaining from all the
previous phases must be detected. Hence, testing performs a very
critical role for ensuring quality. The focus of this chapter is primarily
on system testing in which the entire software system is tested,
though testing is also performed on individual programs written by
programmers and the concepts discussed are also applicable for
individual program testing.
Testing is a dynamic method for verification and validation, where
the system to be tested is executed and the behavior of the system is
observed.
During testing, the program to be tested is executed with a set of
test cases and the output of the program for the test cases is
evaluated to determine if the program is performing as expected.

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The following are the two fundamental goals of a practical testing

activity—maximize the number of errors detected and minimize the
number of test cases.
Testing is the major quality control measure used during software
development. It is the basic function to detect errors in the software.
The goal of testing is to uncover requirement, design and coding error
in the program.

THE TESTING STEPS ARE:

 UNIT TESTING
Unit testing focuses efforts on the smallest unit of software
design. This is known as module testing. The modules are tested
separately. The test is carried out during programming stage
itself. In this step, each module is found to be working satisfactory
as regards to the expected output from the module.

 INTEGRATION TESTING
Data can be lost across an interface. One module can have
an adverse effect on another, sub functions, when combined, may
not be linked in desired manner in major functions. Integration
testing is a systematic approach for constructing the program
structure, while at the same time conducting test to uncover
errors associated within the interface. The objective is to take unit
tested modules and builds program structure. All the modules are
combined and tested as a whole.

 VALIDATION
At the culmination of the integration testing, Software is
completely assembled as a package. Interfacing errors have been
uncovered and corrected and a final series of software test begin in
validation testing. Validation testing can be defined in many ways,
but a simple definition is that the validation succeeds when the
software functions in a manner that is expected by the customer.

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After validation test has been conducted, one of the three possible
conditions exists.
a) The function or performance characteristics confirm to
specification and are accepted.
b) A deviation from specification is uncovered and a
deficiency lists is created.
c) Proposed system under consideration has been tested by
using validation test and found to be working satisfactory.

 OUTPUT TESTING
After performing the validation testing, the next step is
output testing of the proposed system, since no system could be
useful if it does not produce the required output in a specific
format. The output format on the screen is found to be correct, The
format was designed in the system design time according to the
user needs. For the hard copy also; the output comes as per the
specified requirements by the user. Hence output testing did not
result in any correction for the system.

 USER ACCEPTANCE TESING

User acceptance of a system is the key factor for the success
of any system. The system under consideration is tested for the
user acceptance by constantly keeping in touch with the
prospective system users at the time of developing and making
changes whenever required.

This is done in regard to the following point:

a) Input Screen Design

b) Output Screen Design

c) Online message to guide the user

d) Format of reports and other outputs.

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5.3 TEST CASES

LOGIN FORM

Serial Test Condition Expected Result Result

No
If the username and
1. When the user clicks password matches, Successful
“LOGIN” then it has to
display the main
form.

2. When the user clicks It allows to close Successful

“CLOSE” the form.

MAIN FORM

Serial Test Condition Expected Result Result

No

When the user clicks It has to display two

1. “MASTER” in the Menu sub-menus. Successful
Item
When the user clicks It has to display
2. “EMPLOYEE” in the two sub-menus. Successful
Menu Item
When the user clicks It has to display
3. “SEARCH” in the its sub-menu Successful
Menu Item
When the user clicks It has to display
4. “ATTENDANCE” in four sub-menus Successful
the Menu Item
When the user clicks It has to display
5. “SALARY” in the two sub-menus Successful
Menu Item
When the user clicks It has to display
6. “REPORT” in the three sub-menu Successful
Menu Item
When the user clicks It has to display
7. “TOOLS” in the Menu two sub-menu Successful
Item
When the user clicks It has to display
8. “HELP” in the Menu two sub-menu Successful
Item

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DESIGNATION FORM

Serial Test Condition Expected Result Result

No
When the user It allows to add
clicks new designation to Successful
1.
“ADD” the database.

When the user It allows to delete

clicks a designation from Successful
2.
“DELETE” the database.

When the user It allows to clear

clicks the text boxes in Successful
3.
“CLEAR” the form.

When the user It allows to close Successful

4.
clicks “CLOSE” the form.

DEPARTMENT FORM

Serial Test Condition Expected Result Result

No
When the user It allows to add
clicks new department to Successful
1.
“ADD” the database.

When the user It allows to delete

clicks the department Successful
2.
“DELETE” from the database.

When the user It allows to clear

clicks the text boxes in Successful
3.
“CLEAR” the form.

When the user

clicks It allows to close Successful
4.
“CLOSE” the form.

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 Employee Payroll Management

EMPLOYEE DETAILS FORM

Serial Test Condition Expected Result Result

No
It allows to add
When the user clicks new employee Successful
1. “ADD” record to the
database.
It allows to delete
When the user clicks a employee record Successful
2. “DELETE” from the database.

It allows to update
When the user clicks a employee record Successful
3. “UPDATE” in the database.

It allows to clear
When the user clicks the text boxes in Successful
4. “CLEAR” the form.

When the user clicks It allows to close Successful

5. “CLOSE” the form.

It allows to view all

When the user clicks the records in the Successful
6. “VIEW DETAILS” database.

SEARCH DEPARTMENT FORM

Serial Test Condition Expected Result Result

No
When the user It displays the
selects the details of the Successful
1.
department from the corresponding
combo box department.

When the user It allows to close Successful

2. clicks the form.
“CLOSE”

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 Employee Payroll Management

ALLOWANCE & DEDUCTION FORM

Serial Test Condition Expected Result Result

No
It loads different
1. When the user clicks allowances and
“LOAD” deductions to each Successful
employee.
It allows to load
When the user clicks the allowances Successful
1. “ADD” and deduction into
the datagrid.

When the user clicks It allows to update Successful

2. “UPDATE” allowances of the
employees.
It allows to delete
When the user clicks the allowance Successful
3. “DELETE” assigned for the
employees.

When the user clicks It allows to close Successful

4. “CLOSE” the form.

It allows to clear
When the user clicks the text boxes in Successful
5. “CLEAR” the form.

ATTENDANCE FORM

Serial Test Condition Expected Result Result

No
When the employee The attendance of
clicks “MARK the employee will Successful
1.
ATTENDANCE” be added in the
database.

When the user clicks It allows to close Successful

2. “CLOSE” the form.

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 Employee Payroll Management

EARNED LEAVE FORM

Serial Test Condition Expected Result Result

No
The leave for that
When the admin particular Successful
1.
clicks “ADD” employee will be
added in the
database.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

MANAGE LEAVE FORM

Serial Test Condition Expected Result Result

No
The leave for that
When the employee particular Successful
1.
clicks “MANAGE employee will be
LEAVE” sanctioned and
added in the
database.

2. When the employee It allows to close Successful

clicks “CLOSE” the form.

OVERTIME FORM

Serial Test Condition Expected Result Result

No
It allows to save
When the admin the overtime Successful
1.
clicks “SAVE” working hours of
the employee.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

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 Employee Payroll Management

OTHER DEDUCTIONS FORM

Serial Test Condition Expected Result Result

No

When the admin It allows to update Successful

1.
clicks “UPDATE” the deductions.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

EVENT FORM

Serial Test Condition Expected Result Result

No

When the admin It allows to add Successful

1.
clicks “OK” events.

It allows to clear
2. When the user clicks the text boxes in Successful
“CLEAR” the form.

When the admin It allows to close Successful

3.
clicks “CLOSE” the form.

EVENT VIEWER

Serial Test Condition Expected Result Result

No
The event on the
When the employee particular day or Successful
1.
opens the form. yet to take place
will be displayed.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

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 Employee Payroll Management

PAYSLIP FORM

Serial Test Condition Expected Result Result

No
It allows to
When the admin generate the Successful
1.
clicks “GENERATE” salary details of
the employee.
When the admin It allows to save
2. clicks “SAVE AND the salary details Successful
PRINT” and to print it.

When the admin It allows to close Successful

3.
clicks “CLOSE” the form.

EMPLOYEE REPORT

Serial Test Condition Expected Result Result

No
It allows to load
When the admin the employee Successful
1.
clicks “LOAD” details in the data
grid.
When the admin It allows to print
2. clicks “PRINT” the employee Successful
report.

When the admin It allows to close Successful

3.
clicks “CLOSE” the form.

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CHANGE PASSWORD(Admin)

Serial Test Condition Expected Result Result

No

When the admin It allows to update Successful

1.
clicks on “UPDATE”. the password.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

CHANGE PASSWORD (Employee)

Serial Test Condition Expected Result Result

No

When the employee It allows to update Successful

1.
clicks on “UPDATE”. the password.

When the employee It allows to close Successful

2.
clicks “CLOSE” the form.

ATTENDANCE REPORT FORM(Admin)

Serial Test Condition Expected Result Result

No
It allows to load
When the admin the attendance Successful
1.
clicks on “LOAD”. report of all the
employees.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

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 Employee Payroll Management

ATTENDANCE REPORT FORM(Employee)

Serial Test Condition Expected Result Result

No
It allows to load
When the employee his attendance Successful
1.
clicks on “LOAD”. report.

When the admin It allows to close Successful

2.
clicks “CLOSE” the form.

SALARY REPORT FORM

Serial Test Condition Expected Result Result

No
It allows to load
When the user clicks the salary report Successful
1.
on “VIEW”. of all the
employees.

When the user clicks It allows to close Successful

2.
“CLOSE” the form.

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 Employee Payroll Management

6. INSTALLATION DETAILS

6.1 INSTALLING AND UNINSTALLING THE SOFTWARE

Installation Guidelines:
To run the system the user has to check his system
satisfies the requirements given below.
1. The system should run on any windows platform (from 98
versions)
2. MS Access should exist in the system for the packages backend
construction.
3. Hardware Requirements
Processor: Pentium 4

RAM: 1 GB or more
15” color Monitor
Keyboard
Mouse

The Employee Payroll Management cover the following

features

1. The software gives unlimited access to the user

2. This software is used by the user
a) To add new employee details, keep information about the
attendance of each employee, calculate the salary of each
employee and to generate the pay slip for each employee.

Contents of the CD

The EPM CD contains the following:

1.Setup for Dot Net Frame Work-Dotnetfx.exe

2.Setup for Installing EPM-Setup.exe

3.EPM.msi

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EPM installation details:

Click “NEXT”

Click “Next”

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 Employee Payroll Management

Click “Next”

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 Employee Payroll Management

Click “CLOSE”

7. USER INTERFACE
LOGIN FORM

Here two members can login, admin and the employee.

Employees can login using the user name and the password
assigned by the admin.

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MDI FORM

This is the MDI form.

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 Employee Payroll Management

DESIGNATION FORM

When the user clicks on the “ADD DESIGNATION” button a new

record will be added to the database and the same will appear in the
data grid. When the data in the data grid is clicked twice, the data in
corresponding row will be displayed in the text boxes above and in
case if the user wants to delete the record, he must click on the
DELETE button, the data will be deleted. CLEAR is used to clear the
text boxes in the form.

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 Employee Payroll Management

ADD DEPARTMENT

When the user clicks on the “ADD” button a new record will be
added to the database and the same will appear in the data grid.
When the data in the data grid is clicked twice, the data in
corresponding row will be displayed in the text boxes above and in
case if the user wants to delete the record, he must click on the
DELETE button, the data will be deleted. CLEAR is used to clear the
text boxes in the form. The button CLOSE is used to close the form.

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 Employee Payroll Management

EMPLOYEE DETAILS
Personal Details

Official Information

Admin enters the personal and official details of each employee.

Employees can update their profiles. Admin can also delete the details
of the employees. CLEAR button clears the text boxes. When the
“VIEW DETAILS” button is clicked, the records of all the employees is
displayed in a separate form.

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ALLOWANCE & DEDUCTION

Using this form the admin can declare allowances for the
employees. He can also update the declared allowances. When the
“OK” button is clicked, the message box will be displayed as “Record
Inserted”, and data will be shown in the data grid. The admin can also
delete the records using “DELETE” button.

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SEARCH DEPARTMENT

This form is used to view the employee details of a particular

department. Initially details of all the employees will be displayed.
Here “CLOSE” operation is used.

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ATTENDANCE

When the employee enters the office he has to enter his

attendance and when he returns he has to mark his exit time. Here
“MARK ATTENDANCE” and “CLOSE” operations exist.

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EARNED LEAVE

The admin uses this form to enter the leave of the employee who
is on leave on the particular day due to some official work. Here “OK ”
and “CLOSE” operations are used.

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MANAGE LEAVE

This form is used by the employee to take leave. Here the

employee enter the date he wants take the leave and the reason for
the leave and then clicks on “MANAGE LEAVE”.

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EVENT FORM

The admin add various kinds of events in the company for that
day. The admin should add the event date and time. As soon as the
admin clicks on “OK” the event will be loaded in the grid present in
the eventviewer form.

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EVENT VIEWER

This form is used by the employee to view the event to take

place in the company. The event added in the event form will be added
in the grid.

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 Employee Payroll Management

DEDUCTION FORM

The admin adds the Provident Fund and the ESI for the salary
range and clicks on “UPDATE”. Once the “UPDATE” button is clicked
the new values will be added.

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OVERTIME FORM

This form is used by the admin to enter the overtime hours

worked by the employee. The admin selects the employee id, date of
overtime working and the number of hours worked. Then he clicks on
“SAVE”. The overtime hours worked by the employee will be saved.

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CHANGE PASSWORD (ADMIN)

This form is used by the admin to change his password. The

admin should enter his old password and the new password that he
desires and he should also enter the password once again for
confirmation and click on “CHANGE”. If the old password matches
with the old one, and if the new password entered twice matches then
the password will be changed.

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CHANGE PASSWORD (EMPLOYEE)

This form is used by the employee to change his password. The

employee should enter his old password and the new password that
he desires and he should also enter the password once again for
confirmation and click on “CHANGE”. If the old password matches
with the old one, and if the new password entered twice matches then
the password will be changed.

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PAYSLIP

Here the admin selects the month and the year, and when he
clicks on generate button, the payslip details of all the employees for
the date will be displayed. The “SAVE AND PRINT” operation is used to
print the details.

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EMPLOYEE REPORT

This form is used by the employee to view the employee report

of the employee. Once the “LOAD” is clicked then all the details of the
employee will be loaded. The “PRINT” option is used to print the
employee report.

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ATTENDANCE REPORT(Admin)

The attendance report form displays the attendance report of all

the employees for the specified period of time. Here “LOAD” and
“CLOSE” operations are used.

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ATTENDANCE REPORT(Employee)

This form is used by the employee to view his attendance

details. The operation “LOAD” loads the attendance details to the
datagrid upto the specified date.

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 Employee Payroll Management

SALARY REPORT

This form is used to view the details of the employee whose

payslip is already generated. Here the operation “VIEW” is used to
load the data to the datagrid.

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CRYSTAL REPORT

This report is generated as the final payslip to the employee.

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8.USER MANUAL

This manual describes the main function of the EPM software

and will give instructions on how the software works.

You will see that:

The terms click and double-click are used often in the manual.
They mean the following:

 Click – means to press and release the left mouse button on the
screen objects which is indicated.
 Double click- means to click the left mouse button twice on the
screen object. The two clicks should be made very quickly.
Usually this action will open or close a window, activate a
function, or finish a task.
Using a Tab key will take you to each required field.

A Dialogue box is a box which asks you a question that you must
answer by either clicking on a button or filling in some
information.

A Radio button enables you to select only one option. Radio

buttons are a list of circular holes that can contain white space (for
unselected) or a dot (for selected).

INTRODUCTION
The “Employee Payroll Management”, is a user friendly GUI
based software which is developed using visual basic.net as front
end tool and MS SQL Server as database. This software is
developed under Windows XP Operating System. The system was
so developed that even a human can work easily.

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 Employee Payroll Management

The main users are the administrator and the employees of

the Company. The administrator is given unlimited access to all
the functionalities of the software like adding, deleting and
updating masters and but not for employee. This software was
developed with the concept of to decrease the workload of the
administrators and to make functionality and management of the
inner operation of the Company.

Employee Payroll Management is to provide an easy way not

only to automate all functionalities of the company, but also to
provide full functional reports to top management of company with
the finest of details about every aspect of the company.

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8. FUTURE ENHANCEMENT

In future we can make the Application where the database will

be hosted in order to manage the all departments which will be
located in different places and by keeping domain of Application as
Online. Many more modules can be added such as promotion, old
employee details etc.

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 Employee Payroll Management

CONCLUSION

The project entitled “Employee Payroll Management” is

developed using Visual Basic.Net as front end and MS SQL Server for
database in back end to computerize the process of payroll and leave
system. This project covers only the basic features required.

However a lot of features are already incorporated in this

project. The main benefit of “Employee Payroll Management” is it
takes only a fraction of seconds to calculate the net and gross salary
of each employee.

In order to accommodate additional features it will take longer

time and effort to understand the requirement and converting it into
computerized system.

This project gave us a chance to learn about VB.Net and about

software development field.

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BIBLIOGRAPHY
The Following Books Are Referred During The Development Of
The Project

An Introduction to Software Engineering

 By Pankaj Jalote

Data Base Management System

 By Ramez Elmasri
 Durvasula V.L.N. Somayajulu
 Shamakanth B.Navathe
 Shyam K Guptha

Mike Gunderloy, Joseph L.Jorden, David W.Tschanz---

Mastering-Microsoft SQL Server 2008, Wiley Publishing,USA

Microsoft Visual Basic.net Programmers Book by --MATHEW

MACDONALD

Web Sites Referred

 www.wikipedia.org
 www.w3schools.com

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