Attendance Monitoring with Payroll System

Attendance monitoring with payroll system for cyclemar callocan

corporation

Chapter I The problem and its background

Background of the Study Cyclemar Caloocan Corporation has a current system that is accessible to all
employees.Which found out that Bundy clock is used to monitor their employee’s attendance and for their
payroll.The system cannot provide the convenience because of lack of organize records.

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The system is also not reliable for departments because it is not updated and possible to loss of data. Mr.
Romeo Bautista is the owner of Cyclemar Caloocan Corporation located at 336 10th Avenue Grace Park
Caloocan City. In 1962, Mr.

Bautista started a business by selling of bicycles and spare parts with a few employees then, the number of
employees increased up to present date with multiple numbers of employees and five (5) departments. In
1969, the company started selling motorcycles and spare parts, and then in 1985, they built motorcycle units
with spare parts. This is the place where you can buy genuine, OEM and replacement parts for Kawasaki,
Yamaha, Suzuki, Honda, China and Taiwan motorcycles and scooters and wide and secured space for
repairs and installment of accessories for your motorcycle and/or scooter.

They also are accepting wholesale and retail of motorcycle spare parts. And now they are looking forward to
become one of the Philippines’ leading suppliers of bikes and motorcycle. Currently, the company is
successful since its establishment in 1962. Organizational directory

1. Organizational Chart Figure

1. 1 Organizational chart

1.2. Duties and Responsibility Accountant

Prepare profit and loss statements and monthly closing and cost accounting reports.
Compile and analyze financial information to prepare entries to accounts, such as general ledger
accounts, and document business transactions. Establish, maintain, and coordinate the implementation
of accounting and accounting control procedures.
Analyze and review budgets and expenditures for local, state, federal, and private funding, contracts,
and grants.
Monitor and review accounting and related system reports for accuracy and completeness.
Prepare and review budget, revenue, expense, payroll entries, invoices, and other accounting
documents.
Analyze revenue and expenditure trends and recommend appropriate budget levels, and ensure
expenditure control.
Explain billing invoices and accounting policies to staff, vendors and clients. Resolve accounting
 discrepancies.
Recommend, develop and maintain financial data bases, computer software systems and manual filing
systems.
Supervise the input and handling of financial data and reports for the company’s automated financial
systems.
Interact with internal and external auditors in completing audits.
Other duties as assigned

Human resource management employment and recruiting: interviewing, recruiting,

testing, temporary labor coordination.

Training and Development Orientation, performance management, skills training, productivity

enhancement.
Compensation
Wage and salary administration, job descriptions, executive compensation, incentive pay, job
evaluation.
Benefits Insurance, vacation leave administration, retirement plans, profit sharing, stock plans.
Employee Services Employee assistance programs, relocation services, outplacement services.
Employee and Community Relations Attitude surveys, labor relations, publications, labor law
compliance, discipline
Personnel Records Information system records.
Health and Safety Safety inspection, drug testing, health, and wellness.
Strategic Planning International human resources, forecasting, planning, mergers and acquisitions.

Sales executive maintain market awareness

In order to tailor their sales pitches, sales executives need to keep abreast of changes in the market that
impact their target audience. They must understand dips and rises in demand for clients’ products, lifetime
and wear of machinery, and changes in the stock market that may hinder sales. In addition, they should be
aware of the sales strategies of competitors, both for their business and their clients’ businesses. The more
alert a sales executive is, the more accurately the needs of customers are targeted and new market
opportunities identified.

Meet a bottom line

Most sales executives have quarterly and annual sales goals that they strive to meet throughout the year. To
do so, they attempt to convince existing clients to increase their purchases from the company–a process
which is called “upselling”–or search for new clients. Often, sales executives operate on the idea that it takes
less effort to retain current customers than to find new ones, and, therefore, focus their energy on upselling.

Maintain relationships

A sales executive is often a master of relationships with clients, vendors and employees.A good relationship
can lead to new sales leads, increased purchasing and referrals. Sales executives put a great deal of time and
energy into creating and nurturing their relationships, and make a point to offer value and opportunity
wherever possible.

Manage a territory

Depending on the nature of a business, a sales executive may be responsible for taking care of clients in a
geographic region and be the person called with problems. Managing a specific sales territory often involves
travel to meet with customers and suppliers to ensure that operations are smooth and to reinforce the strength
of the relationship.

Negotiate contracts

For ongoing projects or large orders, a sales executive is responsible for negotiating the terms of the sale and
drawing up a contract. This ensures that both parties understand what is and is not included in the order and
protects against liability. In the sale of equipment, for example, a sales executive may negotiate prices for
the setup, installation and testing, in addition to the initial purchase.

Retail salesmen sales

Retail salesmen often make sales presentations to customers.

They may show customers a variety of products and explain the features and benefits of each, to help the
customer make an informed decision about a purchase. They also inform the customer of any sales or
promotions that are currently underway or happening in the near future. Once the customer makes a
decision, the salesman may also process the transaction.

Customer service

Retail salesmen assist customers in locating store merchandise and handling product returns. Some salesmen
may customize a product to meet a customer’s needs, such as in a men’s clothing store, where a salesman
measures a customer for a suit fitting.

They may also assist customers by carrying large items, like televisions, to their cars.

Merchandising

When there are no customers in their department or in the store, salesmen may perform merchandising
functions. This includes building product displays and rearranging products on the shelf in accordance with a
predetermined layout, known as a planogram. They may also change pricing on sales and promotional items.

Store operations

In some retail establishments the salesmen will be responsible for opening or closing a store. If opening a
store, the salesman must arrive in advance of the opening time to ensure that the store is ready for the day’s
customers. When closing, duties may include reconciling cash registers and taking the day’s cash receipts to
the bank for deposit.

Management functions

Some salesmen may also have the responsibility of managing a department in addition to their sales duties.
This can involve ordering merchandise, making work schedules and supervising the activities of other
salesmen. Department managers are usually held accountable for the profitability of their departments in
addition to making sales.

Maintenance Manager
Build a well-operated maintenance team.
Assist and supervise maintenance team to handle all maintenance works.
Maintain and manage highly automated office equipment.
Maintain efficiency levels.
Prepare maintenance budget.
 Initiate spare parts planning and second sourcing.
Support staff and personnel to improve output achievements.
Review and evaluate maintenance operations.
Improvise maintenance operations to save on costs and work time.
Implement best practices, standards and procedures in all maintenance functionalities.

Office Staff

Capable of handling day to day office work like filing, bank related work, other domestic work. Assisting in
office chores, Co-coordinating with vendors, Maintenance Staff Background

Though specialists can develop expertise in only one trade like carpentry or plumbing, maintenance workers
must be skilled in several crafts so that they can work on all problems that develop in a business. Duties
Maintenance workers repair and maintain machines, diagnose and repair electrical or plumbing problems,
paint and fix the facility structure, and adjust computer, heating or cooling systems.

Objectives of the Study

1. General Objective. The main objective of the study is to enhance the attendance monitoring system using
a barcode scanner that will improve the daily attendance as well as salary process of each employee efficient.

2. Specific Objectives

The study aims to have user maintenance that will secure the system towards the non-trusted
personnel or those people outside the office.
The study aims to create a difference from their current when it comes to the design.
The study aims to strengthen a module for attendance monitoring of the employees. The study aims to
developed efficiently salary of each employee
The study aims to create a module that will give a summarize list of report of the payroll of the
employees.

Significance of the Study

This study will have significant effort in promoting the good work environment in workplace and
motivations of its employees. This will become beneficial to the employer and employee in strategic
management. By understanding the attendance monitoring and benefits of payroll processing, this research
will be assured of a competitive advantage.

Moreover, this study will be helpful to the management and business practitioners in training and informing
them in the area of human resources management, objectives, and strategies. It will also serve as a future
reference for researchers on the subject of human resources and corporate companies. And importantly, this
research will educate employee in deciding on whether an industry e. g. business industry is really fulfilling
its responsibility to the community or is just showing off to promote the management.

Company

After the implementation, the system will be able to meet all the need of the company regarding the
attendance monitoring and payroll process made in the company. It also provides efficient ways on the
employees’ record. MANAGEMENT Regarding the attendance monitoring with payroll made in the
company, the management will also be benefited when it comes to managing and manipulating payroll
process. It also provides reports that will help the management to view all records of the employee study
made inside.
Personnel

Personnel and staff/employee will be the only that is most important because they are the one who will used
and focus the system.

They will have a clear understanding about the system because of the clear and appropriate design made by
the proponents. They will also have a convenient and easy monitoring of Daily Time Record (DTR) of the
employees. PROPONENTS This project helps the proponent to enhance their technical skills,
communication skills, project management skills, interpersonal skills and also in programming skills. Aside
from that, the proponent will have a better understanding regarding the attendance monitoring with payroll
system by the management. Scope and Limitation Scope of the study

This study “Attendance Monitoring with Payroll System” will enhance the capability of the attendance in
Cyclemar Corporation by changing from Bundy clock to Bar code reader monitoring device of the employee
for making efficient payroll system. It includes the features that can Add Employees record, Edit Employees
information, Delete Employees record, print / Save the Pay Slip of each employee and Updating Employees
information as well as the Weekly Salary, Cash advance, the rate per day, overtime, Gross payment, Net pay,
and Deduction such as withholding tax and SSS, adding up with a log-in log-out process for security purpose.

Limitation of the study The study, “Attendance Monitoring with Payroll System” does not cover the
attendance of executive staff such as the Owner, trainees and security staff such as the security guard due to
the company pays them through a security agency. Also the study does not cover the sales and inventory of
the company and the Accounting department will only use the system for the salaries and wages of the
employees and other accounting functions are not covered.

Also the HR department will only use to check and verify the attendance of the employees and does not
cover the other functions of the HR such as hiring new employees.

Definition of Terms Attendance: the number of employees present

Barcode reader: Is an electronic device for reading printed barcodes. Like a flatbed scanner, it
consists of a light source, a lens and a light sensor translating optical impulses into electrical ones.
Additionally, nearly all barcode readers contain decoder circuitry analyzing the barcode’s image data
provided by the sensor and sending the barcode’s content to the scanner’s utput port.
Bundy Clock: A time clock, sometimes known as a clock card machine or punch clock or time
recorder.
Computer software: Is the collection of computer programs and related data that provide the
instructions telling a computer what to do.
Database: Is an organized collection of data for one or more purposes, usually in digital form. The
data are typically organized to model relevant aspects of reality.
DTR: Daily Time Record list of the log-in / log-out record of the employee.

Employee: A person in the service of another under any contract of hire, express or implied, oral or written,
where the employer has the power or right to control and direct the employee in the material details of how
the work is to be performed. Lilo: Log-in and Log-out. Operating system (OS): Is a set of system software
programs in a computer that regulate the ways application software programs use the computer hardware and
the ways that users control the computer. Original equipment manufacturer (OEM): Refers to the company
that originally manufactured the product.

When referring to automotive parts, OEM designates a replacement part made by the manufacturer of the
original part. Pay slip: Is traditionally a paper document (a cheque) issued by an employer to pay an
employee for services rendered. In recent times, the physical paycheck has been increasingly replaced by
electronic direct deposit to bank accounts. Such employees may still receive a pay slip, but any attached
cheque is marked as non-negotiable and cannot be cashed. Payroll: Is the sum of all financial records
of salaries for an employee, wages, bonuses and deductions.

In accounting, payroll refers to the amount paid to employees for services they provided during a certain
period of time.

SQL: (Structured Query Language) is a programming language designed for managing data in relational
database management systems (RDBMS).

System: a system of elements that cross in the manner of threads in a net that are related or connected may
fluctuate in quantity and value.

System Development Life Cycle (SDLC): Is the process of creating or altering systems, and the models and
methodologies that people use to develop of these systems.

Visual Basic . NET (VB. NET): Is a version of Microsoft’s Visual Basic that was designed, as part of the
company’s . NET product group, to make Web services applications easier to develop.

Chapter II Review of related literature and studies

Foreign and Local Literature Foreign Literature According to Primer (2005), for many businesses
automating the collecting of employee attendance data when employees begin their shifts is still a
manual process.

Even business that has automated or computerized processes such as scheduling, inventory, purchasing,
general ledger and payroll processing still use manual methods such as time cards or attendance sheets to
collect time and attendance data. NOVAtime (2007), the system that will give management the power to not
only utilize the tools we have available to us today, but will continue to grow and evolve, giving it the
capability to incorporate and utilize the tools the new millennium promises to bring us. NOVAtime has
brought a system designed for growth while maintaining the maximum in flexibility.

Where the sophistication lies within the programmed mechanism of the system, allowing for a quick and
simple implementation and employee training cycle. After all the true test of a system is not only in the
production and wealth of reporting, but in the simplicity and ease of its operation, in conjunction with a
simple and accommodating implementation program. Local Literature Aquilan (2004) made a comparable
thesis on the automation of time attendance that records the time in and time out of every employee using
barcode system.

It tends to eliminate the manual recording system of time and attendance and also include salary
computation of each employee based on the time and attendance reports. Ramon Faloran (2005) wrote in the
article “The Computer Edge of the New Employment and Opportunities “in the Philippine Daily Inquirer.
He stated that computer gives you a different feeling about what is happening in the company. Business will
be highly competitive and innovative because the computer provides instant information. Cantoma (2004) in
her thesis entitled “Computer Library System for St.

James Academy” stated that, in manual system in retrieving, maintaining security and piling records take
place because of the years gone by. Furthermore, these files were only kept in envelopes and folders in
wooden rocks. There are also instances when the right information is given to a wrong person, which affect
quality of service. Foreign and Local Studies Foreign Study Columbia State Community College (2006) uses
computer identification account (Log In Name and Password) for access to the institutions computer usage
logs occurs electrically through the individual users log in/out process.

Users are also informed that they are responsible for any computer file’s, database and/or internet sites that
are accessed through their computer identification account, notwithstanding their failure to adhere to the log
in/out process, on their voluntary publication of their account information to others. Local Studies Mendrez
(2007) made a similar study for Vision Designer Inc. It has an identification machine aimed at verifying a
person entering through the swiping of identification cards. After entering their given code number, the
identification cards are swiped in the machines card reader to trigger the verification.

If access granted, the micro switch will then automatically unlock to allow enter. This will help a lot in
monitoring attendances accurately and more precise. A group of computer engineers in Rebisco Biscuits
Corporation proposed a thesis report for what is the same Innodata Corps is implementing right now
computerized daily time record as an alternative for Bundy clock. The means of getting inside the company
premises is by swiping cards into a machine that reads every record of each employee then monitor and
displays the time a particular employee logs in and out.

In the 2005 annual report of the Forest Products Research and Development Institute under the Department
of Science and Technology, it is said that, “The computerized database and attendance on Forest Products
Research and Development Institute was designed to facilitate the Institute’s data entry, processing,
computation and maintenance of employee time and attendance transactions. The system allows employees
to log in/out as the swipe their IDs through a barcode reader attached to a computer terminal. The processing
forms include those for legal holidays, travel order, tardiness, under time, vacation and sick leave.

Pertinent Report forms have been designed for easier access to all these data. Attendance Monitoring with
Payroll System Attendance Monitoring with Payroll System is the key to proficient and successful time
tracking and management in your workplace. It is a software-based time and attendance system that allows
the user to collect and organize employee time data simply and accurately. You can use our system to:

Easily and efficiently track your employee time.

Manage your time & attendance data and employee profiles.
Reduce the headaches and time associated with payroll.

Best of all, Our Attendance Monitoring with Payroll System can quickly pay for itself in time savings,
reduction of time theft and elimination of payroll errors. Methodology of the Study Software Development
Life Cycle (SDLC) Model Employee The relevance of System Development Life Cycle to this study is that
it typically provides an approach in problem solving and is made up of several phases. The SDLC approach
explains that a project must have requirement analysis and how project planning begins that is essential for
this research.

The proponents use a use case diagram because it describes a sequence of actions that provide something of
measurable value to an actor and is drawn as a horizontal ellipse. This study need to use an Use Case
Development life Cycle because it typically explain the activities performed in a software development
project such as requirements description of steps or actions between a user or “actor” and a software system
which leads the user towards something useful. The proponents chose this because documentation is
produced at an early stage of the development.

The requirement analysis identifies and defines the need for the new system. It analyzes the information
needs of the end users and creates a blueprint with the necessary specifications for the hardware, software,
people and data resources. In the design phase, the proponents made a plan on how to solve the problems
specified by the requirement document. It is also in this phase where the proponents identified the modules
to be developed on the software to produce the desired results. The study was from the concept of
Transaction Processing System (TPS). The input starts when the employee log-in and log-out through
barcode reader, in which the system will automatically read each barcode ID. The process inside the system
includes the process being made between the employee and accounting department. The system computes
the number of hours which the employee attendance by the Daily time Record (DTR), the attendance made
as well as payroll.

The system also store and display data about how employee transact with the accounting department. The
attendance report by the company was recorded in the database. All process being made is recorded in the
system. As a log-in and log-out being processed by the system, it is capable of generating reports like the
number of hour attends; taxes, net par and gross pay as well as salary. This process will serve as a summary
of information from the system as an attendance monitoring.

1. Conceptual framework
The team must also have knowledge regarding Payroll system how they work and processes involved
inside attendance monitoring with payroll system.
2. Software Requirements
These are the software requirements of the system. The proponents used Windows 7 as their Operating
System and Visual Studio 9 as their programming language. In their system database, the proponents
used MySQL for storing of data and information.
3. Hardware Requirements
There are two hardware requirements for the study. The processor of the computer must at least be
Pentium IV and the RAM memory is 1GB. Barcode reader will be used to scan the barcode image
printed in the employees ID.

Process

1. System Analysis

The proponents must analyze the company’s problem in order to design a system based on the needs of the
company. They identified the company’s problem and specify a solution according to the problem. The
proponents conducted interview and gathered information about the process under existing system of the
company.

2. System Design

The proponents designed a computerized system on attendance monitoring and payroll system. The number
of hours will be recorded to the computer-based log-in and log-out system database. If an employee scans
his/her Identification Card (ID), the system will record his/her log-in time and when the employee logs-out,
the employee will scan again his/her I. D. Then when the payday comes, the accountant will release the pay
slip of the employees.

3. System Development

The proponents had six (6) months to do the research. In the first two months, the team gathered all the
needed information for the study. On the third month, the team made the system’s flowchart and program
flowchart. The third and fourth months, the team did the encoding of program, the making and designing of
the database, connecting the barcode device to the system and database. On the fifth and sixth months, the
system was evaluated and tested according to its function. The proponents expected the barcode reader was
to be more or less than Php 2,000. 00

After the planning stage, gathering of relevant information, making and debugging the program and after six
consecutive months of making the study, the computerized log-in and log-out was developed. The
performance of this system will be tested by conducting lot of testing for trial and error. The system was
evaluated by the company.

Chapter III System planning

The problem was in the Attendance Monitoring and Payroll System. The company was using a Bundy Clock
for their Attendance monitoring of the employees. The Bundy clock will not run if there’s no time card. The
problem occurs when the records of the Attendance is being process for their Payroll System. When the
payroll was process, they will record the attendance of each employee manually. So, the attendance records
of the employees save manually and it takes a lot of time consuming to do that. The other problem is the
space need to store the used time cards. In the payroll system, they compute manually depend on the level of
the salaries and deductions of each employee.

Anticipated Business Benefits

The company benefits to be obtained from the new system for Attendance Monitoring for Payroll System for
CycleMar Caloocan Corporation are to integrate its technological component.

More immediate benefits include the following:

Computerized attendance Monitoring System

Reduce data redundancy
User friendly Monitoring System for Payroll System
Easy to identify records
Have a database server to support the monitoring and payroll records
Secure records and information of the entire system
Have a data report
Process transaction efficiency

Chapter IV System analysis information gathering tool and

techniques
A. Questionnaire

This questionnaire is distributed in order to gather information regarding the role of personality
questionnaire in human resource processes as well as its advantages and disadvantages. Through your
participation, the study will be able to make possible recommendations that will highlight the functions of
personality questionnaire and the guidelines for its appropriate utilization. The following questions that you
will read below pertain to your perception on the use of personality questionnaire in recruiting and
appraising applicants or employees. Kindly encircle the number of your choice in answering this
questionnaire. Please answer the questions as honestly as possible. Thank you very much for your
cooperation.

B. Guide question

The specific guide question is relate from the CycleMar Caloocan Corp. The question is about the
company’s Attendance Monitoring for Payroll System.

Our guide question for CycleMar Caloocan Corporation is the following:

Who is the Owner of the company?

What was the History of the company?
What is the Organizational Chart of the company?
What is the existing system of the company?
What is the problem about the existing system of the company?
When the problem of the system happened?
Where the problem happened?
What is the process of their attendance monitoring and payroll system?
Who are involved in the system?
How many are the employees?
How many departments are there in their company?
 What Is a Time and Attendance Tracking Method?

Description of the proposed system Cyclemar Caloocan Corporation uses a Bundy clock to record the
attendance monitoring of the employees. In this reason we are urged to create a computerized attendance
monitoring with payroll system that will record the attendance of the employees’ time-in and time-out of
every department for also the processing of the salary. Solutions to problems Create a computerized
attendance monitoring with payroll system that record fast and accurate employees’ attendance. The manual
system losses its data from the previous records so the proponents were urged to create a long term archive
of data that will benefit the company in the future.

Losses of materials is an everyday routine and cannot be eliminated but according to our research and own
observations the losses that the company was getting for this past years can be minimize by creating a proper
designation of materials to every staff, in that way each material can be properly monitored during a certain
event.