DESIGN
AND IMPLEMENTATION OF A COMPUTERIZED PAYROLL SYSTEM USING ANDROID TECHNOLOGY
USING ANDROID TECHNOLOGY
CHAPTER
ONE
INTRODUCTION
1.1 BACKGROUND OF THE STUDY
A
payroll is a company''s list or
records of its employees, which is often used to refer to the total amount of
money that a company pays to its employees.
A payroll system
is software which organizes and arranges all the tasks of employee payment and
the filing of employee taxes (Wikipedia). These tasks may include keeping
tracking of hours, calculating wages, withholding taxes and deductions,
printing and delivering checks and paying employment taxes to the government.
Payroll software plays several roles for the user, the employees and the
company, such as: giving you supper easy ways to manage employee calendar (e.g,
sick
leave, absences and overtime), gives you latest tax updates
you when by notifying you when the updates arrive,
allows you to quickly and easily generate payslips for all your employees,
serves as a reminder. Payroll also makes deductions from
employees’ wages for taxes, wage garnishment, health and life insurance,
spending accounts and retirement investments. Payroll works with your
accounting department to ensure that wage deductions and other payroll expenses
are paid and properly reported.
1.2. Statement
of Problem
Manual systems of payroll always put
pressure on people to be correct in all aspect of their work. With manual
systems the level of service is dependent on individuals and this puts a
requirement on management to run training continuously for staff to keep them
motivated and to ensure they are following the correct procedures. It can
be all too easy to accidentally switch details and end up with inconsistency in
data entry or in hand written orders. This has the effect of not just
causing problems with customer service but also making information unable be
used for reporting or finding trends with data discovery. Reporting and checking
that data is also a problem and can be time consuming and expensive.
Other problems caused by the manual
payroll system are:
Ø Inconsistency
in data entry, room for errors, miskeying information.
Ø Large
ongoing staff training cost.
Ø System
is dependent on good individuals.
Ø Reduction
in sharing information and customer services.
Ø Time
consuming and costly to produce reports.
Ø Lack
of security of data.
Ø Duplication
of data entry.
1.3. Objective of Study
The objectives of this study is to
design a computerized payroll system using android technology for an
organization,
Ø To
design a computerized system for calculating basic salary and allowance of
staff.
Ø To
design a computerized payment platform.
Ø To
design a system that accurately stores employee data and retrieves payment
history when needed.
Ø To
design a computerized system for tracking vacation time, maternity and
paternity leave.
1.4. Significance
of the study
The study will aid in
reducing errors, fraud, increase speed and also aid growth in organizations if
successfully implemented. Manual payroll systems in organizations will be
totally eliminated with this computerized system in place. The study will also
serve as a guide to other student researchers who may want to conduct further
research on the subject matter. Findings and recommendations from this system
will aid in developing newer versions to serve optimally.
1.5.
SCOPE/LIMITATION OF THE STUDY
The scope of this
study is centered on the design and implementation of a computerized payroll system
using android technology using android technology.
LIMITATION
Financial constraint- Insufficient fund tends to obstruct the efficiency of the
researcher in sourcing for the relevant materials, literature or information
and in the process of data collection (internet, questionnaire and interview).
Time constraint- The researcher will at the same time
engage in this study with other academic work. This consequently will cut down
on the time devoted for the research work.
1.6. DEFINITION OF TERMS
A payroll: is a
company''s list or records of its employees, which is often used to refer to the
total amount of money that a company pays to its employees.
A
payroll system: is software which
organizes and arranges all the tasks of employee payment and the filing of
employee taxes.
Payslips: a
note given to an employee when they have been paid, detailing the amount of pay
given and the tax and insurance deducted.
Employer: a
person or organization that employs people.
Employee: a
person employed for wages or salary, especially at nonexecutive level.
W-4 tax form:
is a form completed by an employee to indicate his or her tax situation (exemptions, status,
etc.) to the employer. The W-4 form tells the employer the correct
amount of tax to withhold from
an employee''s paycheck.
CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN
3.1 Introduction
According to Simon Bennett et al (2002),
system analysis is defined as a process of seeking to understand the
organization, investigating its requirements and modeling then. System
analysis can also be referred to as the study of a business problem
domain to recommend improvements and specify the business refreshment
for the solution. (Jeffrey .L Whitten et al 2001) it is the result of
this analysis activity that gives the specifics join of what the
proposed system will do based on the requirements. System analysis is
the study of a system and its component as a prerequisite to system
design.
It is a problem solving technique that
decomposes a system into its component pieces for the purpose of
studying have well those components work and interact together to
accomplish their purpose. Contemporarily, system analysis is a term that
collectively describes the early phases of system development. There
are many approaches to system analysis and these include structured
analysis, information engineering, discovery prototyping, and object
oriented analysis for the purpose of this project, the object oriented
analysis will be used for the system analysis and design. System
analysis is a very important aspect of system development because during
the phase several fundamental decisions are made. During the analysis
the system owner and user are specified because the system analysis is
driven by to business concerns of the system owners and user, system
analysis also reveals what the system would do and it helps the
stockholder know whether the proposed system is technically,
economically and operationally feasible.
3.2 Review of the Existing System
Processes to compute the payroll in most
of the our schools like Houdegbe North American University is done
manually. Records and payment details about each employed is kept in a
personal emolument card and payment salary voucher, which are stored in
files and eventually in a file cabinet. The harmonized public service
salary structured used to determine the amount to be paid to employees,
level and step. The net pay for each employee is gotten after
subtracting the total deductions from the gross earnings.
Manual payroll system maintain data in a
filling cabin et about each individual employee, payroll darks then use
data in this file to calculate gross pay and to determine to amount of
deductions. They also record in this file cumulative earnings
information for individual employees. Non computerized system use a
journal called payroll register, in which a payroll dark records the
calculation for gross pay, deductions and net pay. In the manual system,
personnel department screens applicant, authorizes the employees,
initial pay rate, and creates the manual employment record and then
sends a copy to the payroll departments. For salaried employees, this
record authorizes a periodic pay check.
There are seven departments in Houdegbe North American University
1. Education Committee
2. Admin / personnel
3. Financial store
4. Audit
5. UBE (universal basic education)
6. Quality assurance
7. Planning / reach and statistics submit here is computer / ICT section.
Other units are under this education security’s office in the LGEA in dudes,
*Information’s and
* protocols.
All processes to compute the payroll to
pay employees salaries in all these departments are done manually in
Houdegbe North American University.
The personnel department completes a
series of activities prior to and at the beginning of employment and
forwards the information to the finance department. Before the new
employment begins work, certain personnel record must be completed.
Generally the record from the basic for deductions that will be made
from the employee’s gross pay, For a nearly employed staff of
appointment stating the grade level and step is given to the new
employee and a copy will be submitted in the personnel department, after
which the letter to the finance department well send a copy of the
appointment letter to the finance department. The accountant will minute
on the appointment letter to the officer in charge of salaries to open a
personnel emolument record for the new employee. The personnel
emolument record shows the name, address, the grade level and step of
the employee, the incremental data and the salary details (gross pay,
deduction and net pay) every month for each employee for to year. It is
from the personnel emolument record that salary devils will be entered
into the payment salary voucher. The payment salary voucher contains.
Total of salaries paid to all employees in all departments in the
University administration, it is also from the payment salary voucher
that payment slips and checks are written out. The payment slip and
check are dispatched to very staffs after they are written out. It is
after they have are gotten their payment slip and checks that they can
go to the bank to collect their salaries collect by hand in a table
payment.
For existing staff, the process still
remain the same as for a newly employed staff except that while the old
staff, he / she will go to the administration Authority with the
following document:
Last pay certificate
Release letter
Record services
All the mentioned above document will be
submitted to the head of department chief personnel officers of the
personnel department and process continues the same way as for the newly
employed staff. For a retire, a letter is from the permanent secretary
of University to the education secretary of the who minute on it and
sends it to the head of personnel department. The head of personnel
department then sends it to the University accountant, who sends it to
the officer in charge of from that data. All this processing involved in
paying salaries are done manually and all record is stored in files
which are eventually stored in a file cabinet. All these manual
processes have resulted in problems such as:
1. Missing record,
2. Error
3. Theft and fraudulent practices
4. Lack of adequate information and
5. Wastage of materials.
In the words of amrita chuasiriporn
(2009) as your organization grows, the demands on your operations ensure
you hire human resources and pay them salaries based on their
responsibilities and deliverables. Salaries may be fixed or based on
performance or a combination of both. Additionally you need to conform
to various lab our laws that ensure employees benefits.
As the number of variables grows each
time you are processing salaries, the chances of errors creeping in
increase. You need to keep a track of all your employee details, their
attention, overtime performance linked in contrives, leaves, and expense
rein basements as well as various deduction mandated by labour and
income tax laws such as PF, ES1, PT and income tax deduction.
Your salary calculation showed by
efficient enough to provision for any investments that your employees
make and which entitle them to various tax exemptions provided by the
government.
The entire process becomes extremely,
cumbersome and any error has serious implications no the ms of interest
and penalties for delayed statutory compliance as well low employee
morale.
3.3 Description of Proposed Computerized System
Details from the personal emolument card
and payment salary voucher will be used to create database in the
computerized system to keep the records and payment details of all
employee in all departments in the university, computation of each
employee’s earning will be based on the provisions made on the
harmonized public service salary structure. In their system, these
access options will be provided where you either login as a staff salary
officer or payroll administrator. For the staff, one will only be able
to view report / pay cheque. As a salary officer, one will be able to
compute net pay, view and print reports and pay cheques but won’t be
able to pay employees records. The payroll administrator will be the
only one who has the access right to edits records, basic salaries and
specify percentages that will be used to compute payments. Staffs,
salary officers and payroll Administrator at the login interface will
have to enter their user name and password in text fields as have
contained in the database. If username and password are valid for
respective users as contained in the database, the system incomes then
and table them to the menu interface as related to individual users. For
the staffs, the system takes them to the menu where they will be able
to view reports and pay cheque while for the salary officer; the system
opens the menu interface where all payroll processes are- contained. In
the payroll module, the salary officer after entering key details about
the employee, the program will automatically call other payments from
the database and display the net pay for the pay period. The payroll
administrator will be granted access to the database where record can be
modified, edited and updated. The output that will be generated from
the proposed system will be the pay cheque, staff report and management
report needed at different levels. The computerization of the existing
system will help to address problems such as missing records, theft and
fraudulent practices arithmetic errors, wastage of materials, lack of
adequate information, etc in the system.
3.4 System Design
System design is the specification or
contraction of a technical, computer, based solution for the business
requirement. Identified in a system analysis (Jeffry L. Written et al;
2001) system design is concerned with establishing how to delivers
functionality that was specified in analysis while at the same time,
meeting non-functional requirements that they sometimes conflict each
other. System design is focused on making high- level decisions
concerning the over all attractive of the system
It also involves establishing protocols and standards for the design are divided into stages:
1. Logical (implementation
independent): this is concerned with those aspects of the system that
can be designed without knowledge of the implementation platform.
2. Physical (implementation
dependent): this is concerned with those aspects of the system that are
dependent on the implementation platform that will be used to model the
oriented analysis and design, unified modeling language will be use to
model the system. A model is act of drawing one or more graphed
representations of a system. While modeling is the process of
abstracting and organizing significant features of part of the real
word.
The following UMLdiagrams will be used to model the system.
1. User case diagram.
2. Activity diagram.
3. Sequence diagram.
4. Class diagram
5. Application lifecycle – android