GORDON COLLEGE

College of Computer Studies

Olongapo City

B.

Chapter 1 – Introduction

1.1Background of the Project

Computers nowadays play major and vital roles in our daily lives. They

don’t just simply store and process simple data; they also automate daily activities and

systems that utilize daily living. They are used in transportation, medical practices,

financial transactions, security transactions and many more. One of the important

functions of a computer is to be able to store and operate a certain system. Systems vary

from payroll, information systems, to inventory, accounting and many more. These

systems make storing and data processing faster, accurate and easy. That is why many of

present establishments, may it be public offices, business establishments and/or

organizations use computerized systems to keep and utilize their files to avoid errors thus

produce accurate computations and speed up production of data.

One of these systems is a Payroll system. This type of system can compute

for payroll and generate reports, may it be computations on benefits and deduction and as

well as the monthly payroll. They can also possess some features that are available to

other system like number processing and calculations, increase security and many more.

Business establishments keep records about their employee like their

benefits and rate to have their payroll every month. These information’s take too much

time and manual records take up so much office space. Furthermore, manual payroll

systems may encounter many errors possess the possibility that some records may be lost

and this system lacks password protection that leads to unauthorized access on essential

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information and personal use. Even though these manual systems pose these

disadvantages, many business and even government establishments use these kinds of

payroll systems because they are cheap.

Santol Computer World Plus uses a manual type of data filing and payroll

and because of these, they are experiencing problems such as difficulty in finding certain

records, errors on payroll and income, and there is no password protection that would

make the process secured thus is essential on their payroll. The manual data filing,

manual computations and unsecured process are the main problem of this research. These

reasons made the proponents decide to make a computerized payroll system and includes

employee information system for Santol Computer World Plus which makes the system

more secured, makes it easier to find employee files and manipulate records for the

administrator used and produced accurate computations and payroll reports. The Santol

Computer World Plus Computerized Payroll System or SCWPCPS is the best way to

solve all the problems relating on manual based processed of the establishment and will

provide end-users easier access to employee records, payroll management and more

secured process than before.

1.1.1 Company Profile

The company is Santol Computer World Plus and it is located at #

05 First St. Corner Fendler, New Asinan, Olongapo City. Santol Computer World

Plus has started its operation on November of the year 2005 and now on its 3rd

year of service. It is a computer reseller company, offering computer sales and

service. It is a sole proprietor, owned and managed by Mr. Norman SD. Paguia

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with his wife Mrs. Joanne Paguia with twelve employees serving the entire City

of Olongapo and near provinces and cities like Zambales and Bataan. The

company uses a computerized inventory system, while in their payroll, they used

computer but using an excel program, there are difficulty in storing the

information because they just saved it as a file and they don’t have any database.

Also it consumes time for finding records. There is no security that there could be

anybody manipulate the payroll for personal purpose.

Services Offered:

• Computer parts and accessories reseller

• Computer services such as PC troubleshooting, networking, formatting,

PC assembly and installation.

1.1.2 Locale of Study

Figure No.1.1 Map of Olongapo City

(Gordon College Olongapo to Santol Computer World Plus)

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1.1.3 Organizational Structure

Figure No. 1.2 Organizational Chart of

Santol Computer World Plus

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1.1.4 I.T Equipment and Facilities

Equipment/Facility Description
• Computer • A power-driven machine that
Specifications: is used to store, retrieve and
• Intel Core 2 Duo processor process data.
• 1Gigabyte RAM • There are 6 computers
• 160 GB hard disk drive available in the whole
• Operating System: Windows establishment which is
XP Professional Version 2002 located at sales and technical
Service Pack 2 department. It serves as
workstations of the
employees.
• Sales Department • It is where computer parts
and accessories selling take
place.
• Technical Department • All the technical work is done
here.

Table No. 1 I.T Equipment and Facilities

1.2 Objectives of the Project

1.2.1 General Objective

The system aims to develop the Santol Computer World Plus

Payroll System that would give easy access to employee information within a

short period of time and produce accurate payroll reports.

1.2.2 Specific Objective

1. To be able to create a system that would meet the needs of the computer

reseller establishment.

2. To be able to provide easy access to employee data records using database and

accurate file storage.

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3. To replace the manual payroll system of the establishment.

4. To develop a system that allows add, edit, save and delete certain records and,

5. Provide accurate reports on payroll and employee records.

1.3 Scope and Limitation of the Project

The research study entitled “Santol Computer World Plus Computerized

Payroll System (SCWPCPS)” aims to provide a computerized payroll system that will

suit the needs of the company activities regarding payroll and employee records.

The proposed system enables an easy access to employee information. It

allows the end users to do task such as adding, editing, saving records and as well as

deleting employee information. It shows summary of the employee information including

their benefits, deduction etc. It also includes computations essential to a payroll system. It

also produces outputs and data reports pertaining to the payroll every pay period.

The system could only compute certain amounts that the end-user inputs

and basically some of the numbers are fixed for security such as the rate and the

deductions. It will also show the total amount of the wages of the employee per pay

period. The system can only be access by the administrator or the manager so that the

records are protected and secured. It will only allow the user to view, add, edit, save, and

delete certain records and print out employee information and payroll summary report.

The other features are you can locked the system when you have another appointment to

do or some other work to do to avoid other person to hacked the system. To unlock it,

you must have the admin password. Also you can add new user for to use the system and

if you forgot your password, you can get it but you have the admin password. And the

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system has its own calculator to compute basic operations such as addition, subtraction,

multiplication, division, square roots etc. that could help the user for basic computations.

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Chapter 2 Conceptual Framework

This chapter discusses the review of related literature and previous studies

of payroll system. It states the similarities and differences of the previous studies to the

present study which is entitled “Santol Computer World Plus Computerized Payroll

System”.

2.1 Review of Related Literature and Studies

A. Related Literature

1. Foreign Source

Payroll

According to http://en.wikipedia.org/wiki/Payroll, Payroll is one

of a series of accounting transactions dealing with the process of paying

employees for services rendered. It does so after processing the various

requirements for withholding of money from the employee for payment of

payroll taxes insurance premiums, employee benefits, garnishments and other

deductions.

The term 'payroll' encompasses every employee of a company who

receives a regular wage or other compensation. Some employees may be paid a

steady salary while others are paid for hours worked or the number of items

produced. All of these different payment methods are calculated by a payroll

specialist and the appropriate paychecks are issued. Companies often use

objective measuring tools such as timecards or timesheets completed by

supervisors to determine the total amount of payroll due each pay period.

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For small business owners, keeping enough cash in a payroll

account is often one of their highest priorities. Even if the business itself hasn't

become profitable, employees must still be compensated for their services. This

is why many smaller companies prefer to keep their payroll obligations as low as

possible until they've reached a certain level of profitability. It's not unusual for

small business owners to forego their own salaries in order to meet their payroll

obligations.

Setting up an effective payroll system is not especially difficult for

trained accountants, but it can be very time consuming. Some smaller businesses

rely on user-friendly computer software to set up a simple payroll system

complete with check printers and file storage. Larger companies may assign

trained accountants to handle payroll issues as part of their overall duties. But

many businesses without the means to maintain their own payroll systems

choose to farm out this task to outside specialists.

Since payroll records are based on objective criteria such as

timecards and federal tax forms, outside accountants can perform all of the

calculations, store all of the year-to-date data and issue paychecks in a timely

fashion. Employers simply need to update these payroll companies with changes

in employee pay rates or deductions.

Employee

Employee means a person who has been employed in agency(s)

subject to the executive authority of the Governor for an aggregate twelve (12)

months service and who have performed at least 1250 hours of work in such

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agency(s) during the twelve (12)-month period immediately preceding the need

for family-medical leave according to

http://www.faststart.state.ri.us/bfs_glossary.html

2. Local Source

Payroll/Personnel System

According to http://www.ucop.edu/irc/systems/pps.html, The

Payroll/Personnel System (PPS) is centrally maintained but operated individually

by each campus. PPS is the university's human resources and payroll system and

contains a wide variety of employee demographic, employment, and payroll

data, both current and historical. The primary purpose of PPS is to ensure that all

employees are paid properly and in a timely fashion and to support payroll-

related reporting requirements of both the university and external agencies. A

team of programmers at UCOP maintains PPS. This team functions as a software

vendor, making changes to the "base" version of PPS and distributing these

changes to each location. The campus is responsible for the integration of the

changes into its local operational PPS. Campuses are permitted to make local

changes to PPS within a set of guidelines that ensures that local changes do not

compromise the integrity of the system or jeopardize correct and timely payment

to all employees, and that they implement UC Human Resources policy

uniformly. Employees are the ultimate customers of PPS, but the users are

campus central office personnel (e.g., payroll, human resources, and benefits) as

well as departmental personnel assistants and other authorized campus staff.

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College of Computer Studies
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B. Related Studies

1. Foreign Studies

EzWagez Payroll System 2.0.0.9

According to http://www.brothersoft.com/ezwagez-payroll-

system-70485.html EzWagez Payroll System was designed to be a small

business payroll system developed with Microsoft VB.NET technology.

Designed for the small business owner who has simple payroll needs,

saving hundreds of dollars in payroll administration costs. Automatically

calculates net paycheck amounts using the latest Federal income tax tables

as provided by the IRS. You can use EzWagez even if your employees

earn tips or Advance Earned Income Credit. Computes totals for the

quarterly form 941 return as well as state unemployment returns. Provides

payment history reports per employee and for the Company. Combines

sophistication and ease of use. Here are some key features of 'EzWagez

Payroll System':Contacts are grouped under categories and subcategories

of your own design.Several properties can be assigned to every contact.

Displays detailed property information like asking price, listing, rental

status and more.Photos, videos and document can be associate with every

property.Separate notes per contact and property.An unlimited number of

alerts and reminders.Mail merge capability for any contacts that you

select.

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Similarities:

Both systems store information about employees and staffs

on any organization. Both systems also have the same principle of keeping

and automating payroll process on small businesses and companies.

Difference:

EZWages Payroll System is copyrighted, although users are

welcome to use materials freely for non-commercial purposes, providing

acknowledgement of the EZWages source while Santol Computer World

Plus Computerized Payroll System (SCWPCPS) is non-copyrighted and is

only design to be used Santol Computer World Plus. Also EZWages is

now used globally because it is freely downloadable while SCWPCPS is

only to be used at Santol Computers.

Mamut Payroll

According to http://www.mamut.com/uk/payroll_system

Mamut Payroll is a user-friendly, HMRC accredited payroll system

developed specifically for small and mid-sized UK businesses.This

feature-rich software allows you to professionally manage your company’s

payroll in-house, and is affordably priced for even the smallest business. It

gives you better control of this important process with an up-to-the-minute

overview of all payroll related information , cost savings by performing

payroll yourself, eliminating the costs of outsourcing, and peace of mind

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knowing your staff are paid correctly and on time, and that you are HMRC

compliant.

Similarities:

Both systems aim to give efficiency to generating payroll

and to eliminate unnecessary errors in creating records and computations

on payroll. Both systems also aim to keep records for easy access and use.

And they promote cost-savings by performing payroll by the administrator

or the manager.

Differences:

Mamut Payroll is an international system that is distributed

on the internet and DVD installers that is used globally. Mamut Payroll is

copyrighted on United Kingdom, while SCWPCPS is design only to fit the

needs and daily tasks of Santol Computer World Plus. The Mamut Payroll

has its elimination of outsourcing and it is HMRC compliant.

2. Local Studies

JeonSoft Payroll Suite 2006

JeonSoft Payroll Suite 2006 is a Client-Server based

Integrated Personnel and Complete Payroll System specifically designed

for Philippine use. It is composed of THREE major modules namely the

TIME ATTEANDANCE SYSTEM, PAYROLL SYSTEM AND HRIS

SYSTEM all rolled into one complete system. The system automates

payroll computation while making recording and retrieval of employee

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records fast and easy. To ensure the security maintenance of JeonSoft

Payroll System, it is bundled with JADE (Jeonsoft Administrative

Enforcer) programmed to protect the security transactions of your system.

Users will be asked to enter their login name and password to confirm if

they are entitled to access the system. Using JADE, Administrators can

also assign a specific module for employees to access since they are only

entitled to access modules that are related to their work according to

http://www.jeonsoft.com/JeonsoftPayroll.html.

Similarities:

Both systems aim to automate payroll computation and

retrieval and recording of employee records fast and easy. Both systems

also aim to provide outputs for its end-users and generate data reports, and

they promote password secured systems.

Differences:

The JeonSoft Payroll Suite 2006 is a client-server based

that is all information are through the administrator while SCWPCPS is a

client based system that is accessed and manipulated only by one person.

Also Jeonsoft has three modules attendance system, payroll system and

HRIS system while SCWPCPS is mainly concerned on payroll

computation and doesn’t need time system and HRIS system. Basically

Jeonsoft is for big organization because it has general capabilities while

SCWPCPS has only specific capabilities that is needed by the beneficiary.

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Cleantouch Payroll System

The software is written for big size business & mills to

control records of employees & their salaries. It allows you to record

leaves of employees along with leave application and leave cashment

features. Employees divided into two categories (General / Worker) to

maintain records properly. Daily based attendance system can be utilized

for both type of employees along with overtime and badli (another

worker / staff worked in case of absent of regular staff / worker). There is

an option to track record of loan and advances to staff / worker. Salary

system comprises on Basic Amount, Attendance Allowance, C.L.A.,

Index, Badli, Conveyance, House Rent, Medical, and Other salaries along

with deduction like Advance, Loan, and Income Tax by percentage,

Canteen, F.P.Shop & Excess. Extra Work Payment Sheet are separately

available for both type of employees containing daily extra work detail in

hours, total overtime hours, salary rate and overtime amount. There is an

option to generate full and final sheet incase of employees willing to

resign from job. Inputs: Shifts Master File, Staff Master File, Leaves

Master File, Leaves Allotment, Shift wise Staff Transfer, Leave

Applications, General Staff Attendance, Workers Attendance, Staff Loan /

Advance Payment, Staff Loan / Advance Receipt, Monthly Paysheet for

General Staff, Monthly Paysheet for Shifts, Extra Work Payment Sheet

(Shift), Extra Work Payment Sheet (General), Leave Cashment, Full &

Final. Outputs: Staff List, Leave Allotment Register, Staff Transfer Detail,

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Leave Application Register, General Staff Attendance, Workers

Attendance Register, Monthly Paysheet for Workers, Monthly Paysheet

for General Staff, Extra Work Payment Sheet (Shift), Extra Work Payment

Sheet (General), Staff Leaves Detail, Staff Leaves Summary, Staff Ledger,

Staff Receivable Summary, Leave Cashment Printout, Full & Final Slip

Printout

Similarities:

Both systems aim to easily control records of employee

their salaries. Also they have leave, overtime and other deductions such as

cash advance, loans etc.

Differences:

Although Cleantouch Payroll is a Payroll system,

Cleantouch is a system designed to monitor time attendance and general

purposes such as badly, allowances, more deductions while SCWPCPS is

only designed for the needs and daily tasks of Santol Computer World

Plus. Cleantouch Payroll also is used by different government and non-

government agencies that needs to a general payroll system for their

different needs.

2.2 Operational Definition of Terms

Cancel- Cancel is an action where a certain command or action is being terminated or

stopped.

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Computer- Technically, a computer is a programmable machine. This means it can

execute a programmed list of instructions and respond to new instructions that it

is given.

Data- Computer data is information processed or stored by a computer. This information

may be in the form of text documents, images, audio clips, software programs, or

other types of data. Computer data may be processed by the computer's CPU and

is stored in files and folders on the computer's hard disk.

Data Report- ability to obtain printed or displayed information from your data records.

Database- This is a data structure used to store organized information. A database is

typically made up of many linked tables of rows and columns. For example, a

company might use a database to store information about their products, their

employees, and financial information

Delete- Delete is computer terminology for remove or erase. You can delete text from a

document of delete entire files or folders from your hard drive.

End-user- an end user is the person that a software program or hardware device is

designed for. The term is based on the idea that the "end goal" of a software or

hardware product is to be useful to the consumer

File- a file is a collection of data stored in one unit, identified by a filename. It can be a

document, picture, audio or video stream, data library, application, or other

collection of data

Hardware- computer hardware refers to the physical parts of a computer and related

devices

Input- to input is to enter a record or data

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Log-out- to exit an account in a computer system so that private accounts and data

remain protected until you log in again.

Output- data sent out of the computer, as to output device such as a monitor or printer

Password- A string of characters used to log in to a computer or network, to access

Record- Information put into a temporary or permanent physical medium; Any instance

of a physical medium on which information was put for the purpose of preserving

it and making it available for future reference

Search- To try and find something

Software- Encoded computer instructions, usually modifiable; can also be called

computer programs

Summary- brief, concise or presented in a condensed form

System- is an integrated set of set of interoperable elements, each with explicitly

specified and bounded capabilities, working synergistically to perform value-

added processing to enable a User to satisfy mission-oriented operational needs in

a prescribed operating environment with a specified outcome and probability of

success.

Update- A change in information, a modification of existing or known data; an addition

to existing information; a modification of something to a more recent, up-to-date

version

User Manual- A user guide, also commonly known as a manual, is a technical

communication document intended to give assistance to people using a particular

system

Username- A person's identification on an individual computer system

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CHAPTER 3- System analysis

3.1 System overview

3.1.1 Flowchart of the Existing System

START

Input New Records

Microsoft Excel

YES NO
SAVE

PRINT PAYROLL

EXIT

Figure No. 2 Flowchart of the Existing System

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The flow chart shows how Santol Computer World Plus do their manually

payroll procedure. This will start by gathering new records and input it on Microsoft

Excel. If all the data are input on MS Excel, they will save it and print thus, if they save it

but they did not print the summary of payroll, they will go back to the second process

which is inputting data on MS Excel.

3.2 Statement of the Problem

General Problem

The establishment uses a manual process of keeping the files of

their employees. And it consumes a lot of time in inputting and searching for

certain records. Also they used basic program to compute for payroll

computations.

Specific Problem

• They only stored data and information in the MS EXCEL and that

is not very efficient in filing and storing large amount of data.

• Sometimes certain records are misplaced or even lost.

• Difficulty in adding and updating records.

3.3 Proposed Solution

Develop a system that will meet the system requirement of the

establishment and suit the needs of the company in their daily work activities, a system

that allows the user to do the following:

• Create a system that allows add, edit and delete records.

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College of Computer Studies
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• Allows saving of data regarding employee information

• System that generates data reports and produces printed outputs.

• Allows only specific users for security and protection of data.

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Chapter 4 – System Design

4.1 Overview of the Proposed System

4.1.1 DFD of the Proposed System

Figure No. 3.1 DFD (Data Flow Diagram) of the Proposed System

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The data flow diagram of the proposed system shows the flow of

process inside the system. It starts with the Admin or the user of the system. The

admin or the user will enter the valid username and password to the log-in form to

access the system. The second form shows SCWP Payroll System main form

which contains employees’ information, employees’ summary, pay period entry,

employees’ payroll, system lock, system calculator and help form.

The 1st form uses to add, edit, save and delete employee

information including personal information, rate per day and deductions. It uses

two databases (tblposition and tblempinfo) where all the information taken is

saved and stored.

The 2nd form which is the employee summary views all the

information about employees.

The 3rd form is the pay period which uses to input the payroll date

that will appear on the pay slip/ payroll form.

The 4th form is the employees’ payroll which also uses tblempinfo

databases where all the payroll information are saved and stored. This is where all

the computations are done for making payroll summary report.

The 5th and 6th form all both tolls. The 5th form is the system lock

which locks the whole system whenever the user leaves the system while the 6th

form is a calculator which can be used for other computations.

The last form is the help form which can be used by the user for

further understanding about the system process.

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4.1.2 Data Dictionary

Figure 3.2 Table of User Account

User Account Table

The user account table contains all the information about Log-in

Form. This includes username, user’s password and full name and the pay period.

Username – indicates the name of the user (e.g. admin and admin2)

Password – indicates the pin or password of the user for the system.

Name – indicates the full name of the user. This will also appear to the

main form to show the name of the current user.

Figure 3.3 Table of Position

Position Table

This contains the position field. This table is connected to the

employee information form.

Position – contains the list of employee’s position.

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Figure 3.4 Table of Employee Information

Employee Information Table

This contains all the necessary personal information about each

employee. Also includes rate and work per day, deductions, gross and net income,

monthly and semi-monthly income.

EmpID – indicate the employee’s ID. This ID must not be duplicated.

EmpFirstName – indicates the first name of the employee.

EmpLastName – indicates the last name of the employee.

MI – indicates the middle initial of the employee.

Address – indicates the current address of the employee.

BirthDate – indicates date of birth of the employee.

Age – indicates the current age of the employee.

Gender – indicates the gender of the employee.

EmpSince – indicates the year the employee was employed.

Status – indicates the current status (single or married) of the employee.

Landline – indicates the landline number of the employee.

Mobile – indicates the mobile number of the employee.

Email – indicates the current e-mail address of the employee.

Rate Per Day – indicates rate per day of the employee.

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SSS Employer – indicates the amount of SSS benefit that the company needs to

deduct to the employer’s salary.

SSS – indicates the amount of SSS benefit that the company needs to deduct to

the employee’s salary.

Philhealth – indicates the amount of PhilHealth benefit that the company needs to

deduct to the employee’s / employer’s salary.

Others – indicates the amount of other benefit that the company needs to deduct

to the employee’s / employer’s salary.

OName – indicates the name of other benefit that the company needs to deduct to

the employee’s / employer’s salary.

Days – indicates the working days of the employee.

Leave – indicates all leave with pay of the employee.

GrossPay – indicates the total gross pay of the employee. Gross pay is rate

multiplied by working days.

Payperiod – indicates pay period (month, date and year) of the payroll summary.

TotalDed – indicates the total deductions (SSS, Phil Health and other deductions

like Pag-ibig, cash advance or loan) from the employee’s gross pay.

NetIncome – indicates the total net pay of the employee. Net pay is rate

multiplied by working days minus total deductions.

Monthly – indicates the monthly gross income of the employee.

Semi – indicates the semi-monthly gross income of the employee.

Hourly – indicates the hours that the employee works for a day.

Late – indicates the late hours that the employee was not able to works for a day.

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4.2 Methodology of the Study

The researchers use the object oriented methodology in developing a

system that takes the objects as the basis. For this, first the system to be developed is

observed and analysed and the requirements are defined as in any other method of system

development. Once this is done, the objects in the required system are identified.

In simple terms, Object Modelling is based on identifying the objects in a

system and their interrelationships. Once this is done, the coding of the system is done.

Object Modelling is somewhat similar to the traditional approach of system designing, in

that it also follows a sequential process of system designing but with a different

approach.

System Analysis System Design Object Design Implementation

Figure 3.2 Object Oriented Methodology

System Analysis

For the analysis of the system, after the proponents determined the

problems and difficulties encountered by the establishment they gathered data and

information. After reviewing all the gathered data, the proponents came up of developing

a system that will suit the needs of the company and the possible solutions to its problems

regarding client service information.

System Design

This process explains how the proponents started their proposed system,

what will be the system design. Building the interface that includes forms, command

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buttons, the textboxes and labels and instead of using radio buttons for options or

selection, combo list can be used to minimize the objects. It also includes the database

that will be used by the system in keeping of records.

Object Design

In this phase the system analysis and system design are implemented. The

proponents managed the design of the system defending on the system requirement of the

end user.

Implementation

After the object design, in this phase the proponents constructed the class

objects using the Visual Basic 6.0 programming language. The object s responds to

certain events defending on the function of each. The database is being made and

generated reports.

4.3.1 Hardware Requirement

The system will not be executed if there is no hardware. The main

requirement is a computer set that has a good quality of different peripherals. The

computer set must have the following specification:

• Memory – 224 MB RAM

• Hard disk - 40 GB

• Speed - 1.5 GHz

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4.3.2 Software Requirement

The system needs a software that is suitable to its functionality in

order for it to execute and can be use by the end - user. The software requirements

for the system are the following:

• Visual Basic 6.0

Visual Basic is a type of software that can handle a specific

program. The unit or the computer must be installed with this software to

execute the Payroll System.

• Microsoft Access (2003 or 2007)

This is the storage medium of the system. The Information that is

being inputted and viewed by the system are saved and stored to its

Database.

• Operating System (Windows XP)

To be able for the computer to use properly it is required to have

an Operating System. It should be compatible to the system to meet the

expected outputs.

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4.4 System Design Specification

INPUT PROCESS OUTPUT

A.) Knowledge
Requirement
• Design • Santol
• Employees • Development Computer
Administrator / user • Testing and World Plus
Revision Computerized
B.) Software Requirements Payroll System

• Visual Basic 6.0

• Microsoft Access
• Operating System
(windows XP)

C.) Hardware Requirements

• CPU Figure 3.3 Conceptual Model of the Study

• Monitor
The system required to use Visual Basic 6.0 for system execution and also
• Keyboard
• Mouse
need the Microsoft Access as database for storing gathered data. Interface and design is
• AVR
• Printerin the process of developing a system because the end must agree with the
very important

design for them to have ease of using the system. To improve the system, testing and

revisions are done during the process. The final output of the process will be Santol

Computer World Plus Computerized Payroll System.

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4.5 Gantt Chart

Figure No. 3.4 Gantt chart of Actual Schedule of Activities

4.6 Division of Labor

Member Task
John Kenneth M. Calaguas • He is responsible on the programming, analysis
and design of the system.
Medorie B. Torio • She is responsible for the analysis of the system,
data reports, system documentation and
presentation and the interface of the system.
Table No.2 Division of Labor

The table shows the task of each member during the process of developing

the proposed system.

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Chapter 5 – Summary of Findings, Conclusion and Recommendation

5.1 Summary of Findings

Computerized Payroll for Santol Computer World Plus was the proposed

system aims to provide the company a better way of payroll procedure. This system is

about making an easy and accurate payroll reports and also storing necessary information

about each employee. It can produce an output of payroll summary and information sheet

for all the employees. Based from the gathered data, the proponents had come up with the

following findings:

• Consistency

The proposed system is very consistent in terms of system function

and process. The developers make sure that the beneficiary / end-user agreed on

how the system functions and its output.

• Reliability

The developers secure that the buttons, forms and system’s process

are functioning correctly and has no more debugs to meet the beneficiary’s

expectations.

• Completeness

All the requirements that the beneficiary asked including the

information, system’s function, process, outputs and printed reports are

completely done by the developers.

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• Security

In terms of security, the system has its own log-in form so that all

the accessed being performed in the system is only allowed by the system’s

administrator. Only valid username and password can open and accessed the

system. In case the admin left the system open, it can be locked and only a valid

password of the system admin can unlocked it again.

• Speed

Computerized Payroll System will be very efficient for the end-

users by means of its faster way of doing payroll computations and it can provide

immediate output of payroll summary on the end-user.

5.2 Conclusion

The proponents choose to develop a system for Santol Computer World

Plus to help make their task easy and improve their way of making payroll for all their

employees. Their time on computing and doing payroll job monthly will be reduced and

the output will be more accurate than doing it manually.

Santol Computer World Plus Computerized Payroll System will enhance

the manual processed of the said company but not all the processed will be computer

based like the DTR of each employee that will be needed for doing the payroll report.

Searching employees’ information will be easy for the end-user because the system is

also capable of storing all necessary information like personal data and payroll

requirements including rate per day and deduction on salary of all company employees.

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This system will be very helpful for the expected beneficiary as well as for

the proponents because in doing this project, it helps them acquire more knowledge on

how to analyze, design, develop and improve a system.

5.3 Recommendation

As the instructor and the beneficiary check the process and functionality

of the system, they come out with different suggestions and comments that will improve

the system. The suggestions are as follows:

1. Confirmation if the user really wants to save the information after clicking the

save button.

2. Logging off must not close the system, instead, log-in form will be shown.

3. Add contact (Landline and Mobile number) and e-mail information.

4. Search form must not have save button.

5. Fields on the information form must be disabled when the system starts.

6. The system must include other adjustments or benefits with amount on the

information form to make it flexible.

7. Include holidays and leave on the payroll form.

C. Bibliography

A. Books

System

CCS 223: Systems Analysis and Design Skillbook, p. 3.

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B. Websites

Payroll/Personnel Systems

http://www.ucop.edu/irc/systems/pps.html

Payroll

http://en.wikipedia.org/wiki/Payroll

http://www.wisegeek.com/what-is-payroll.htm

Employee

www.aeshr.com/PEO-ASO-Glossary

http://www.faststart.state.ri.us/bfs_glossary.html

EZWages Payroll System

http://www.brothersoft.com/ezwagez-payroll-system-70485.html

Mamut Payroll

http://www.mamut.com/uk/payroll_system/

JeonSoft Payroll Suite 2006

http://www.jeonsoft.com/JeonsoftPayroll.html

Cleantouch Payroll System

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http://www.sharewareplaza.com/Cleantouch-Large-Payroll-System-

Others

http://www.freetutes.com/systemanalysis/sa2-object-oriented-

methodology.html

http://www.sharpened.net/glossary/definition.php?hardware

http://en.wikipedia.org/wiki/Data_dictionary

D. Appendices

a. User’s Manual

Figure No. 4.1 Log – in Form

The Log-in form holds the whole system security. The log in form is

where the user gives personal information to be identified by the system and allow access

to users. The user inputs the user name and password and clicks the Log - In button to

enter the main form. If the user wants to add a new user, just click the New User button

and can already add a new user account but before the user can add new one, the

Administrator’s password must be enter first because only the Administrator have the

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right to create new accounts and password. The system also has the Forgot Password to

identify the forgotten password of the user. The exit button closes the system.

Figure No. 4.2 Confirm Admin Form

The confirm admin form is used to confirm the administrator’s password

when adding new user and also when confirming forgotten passwords.

Figure No. 4.3 New User Form

This form shows how the user can add new account. They should fill – up

this form to make a new user account. The name indicates the name of the system user. It

serves as the hint question if the user forgot the password. The new user should enter the

username but it should not be the same with the other username. They also need to have

password for the security of their account. After entering the information, they need to

click the save button to save the new user account. The cancel button cancels the action

of the user. The exit button closes the form.

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Figure No. 4.4 Forgot Password Form

This form indicates the username and name that should be filled – up. The

confirm button allows the user to view their password. The close button closes the current

form.

Figure No. 4.5 Main Form

The system contains four buttons – Employees’ Information, Employees’

Summary, Pay Period Entry and Employees’ Payroll Button. The upper part of the main

form has menu bar containing File, Tools and Help. File has log-off button which log-offs

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the system and shows again the log-in form. Tools contain system’s lock and system’s

calculator. Help contains user’s manual that will help the user in understanding the

system’s operation and about us button which shows the developers information. The

form also displays the current date and time and the current user’s name.

Figure No. 4.6 Employees’ Information Form

The form contains personal information, rate per day and all deductions

the company have for the employees currently employed in the company. The add button

will allow to add new employee information while the edit button will allow editing for

further changes. After editing, you can save and update the information. You can also

delete it whenever needed. Employees’ information reports can be done by using print

info button. The fields that has asterisks (*) must be filled-up with information or else the

system will not be able to save the information added.

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Figure No. 4.7 View All Form

This form is for viewing all the information taken on the employees’

information form and payroll form. You can search by employee ID, last name, employed

since and position.

Figure No. 4.8 Pay Period Form

This form is used to get the pay period date that will appear on the pay slip

/ payroll form. This will also appear on the payroll print out report.

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Figure No. 4.9 Pay Slip / Payroll Form

The pay slip / payroll form is used for payroll computation of each

employee. It gets the working days of the employee, leave with pay, possible holidays

and hours late. It totals the monthly pay, deductions, gross pay and net income. Payroll

reports can be made by pressing the payroll summary.

Figure No. 4.10 System’s Calculator Form

The system calculator form is used for other computations.

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Figure No. 4.11 System Lock Form

The form is used to lock the system for added security whenever the user

leaves the system open. It will be unlock by typing the correct administrator’s password.

Figure No. 4.12 System Help Form

The systems help form consist of user’s manual and about the developers.

It will help the end-user understand more the system’s function and process and also get

to know the profile of the system developers.

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b. Source Code

c. Screen Shots

Log-in Form Forgot Password Form

Main Form

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Employees’ Information Form

Employees’ Summary / View All Form

Pay Period Form

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Employees’ Payroll Form

System Calculator Form System Lock

User’s Manual Form About Us Form

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d. Panelist Vitae

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e. Researchers’ Profile

Personal Information

Surname: Calaguas
First name: John Kenneth
Middle Name: Malupa
Residence Address: 1 – C 20th Place, West Bajac-Bajac, Olongapo City
Age: 19 years old
Birth Date: September 20, 1990
Birth Place: Olongapo City
Civil Status: Single
Citizenship: Filipino
Contact Information

Mobile Number: 09294942869

E-mail Address: johnmcalaguas@yahoo.com

Educational Background:

Elementary:
School Attended: Old Cabalan Elementary School
Year Graduated: 2002-2003

Secondary:
School Attended: Olongapo City National High School
Year Graduated: 2006-2007

College:
School Attended: Gordon College
Degree: Bachelor of Science in Information Technology
Year Attended: Present

Work Experience:

Present Employer/Name of the Company: Ms. Joanne D. Paguia, Santol Computer World
Plus
Postion: Part-Time Technician/Sales Clerk
Office Address: 1st St. Cor. Fendler St. New Asinan, Olongapo City

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Seminars and Trainings

Title: SAITE ‘08

Venue: Paskuhan Village, Pampanga
Date: January 18, 2008

Title: SAITE ‘09

Venue: Olongapo City Convention Center, Olongapo City
Date: January 28-29, 2009

Title: Adobe Photoshop CS2

Venue: Gordon College
Date: January 5-6, 2008

Title: Macromedia Flash

Venue: Gordon College
Date: February 24-26, 2008

Title: SQL Connection

Venue: Olongapo City Convention Center
Date: February 10-11, 2009

Computer Skills:
• Web developing
• Web Designing
• MS Office Application
• Adobe Photoshop CS2 Graphics design and creation
• Network Cabling
• Basic PC Assembly and Troubleshooting

Organizations and Positions

• SSITE (Vice President)
• SSC (CCS Student Coordinator)
• Society of Scholars

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Personal Information

Surname: Torio
First name: Medorie
Middle Name: Berja
Residence Address: #18 – A 5th Street West Tapinac Olongapo City
Age: 19 years old
Birth Date: April 19, 1990
Birth Place: Olongapo City
Civil Status: Single
Citizenship: Filipino
Contact Information

Mobile Number: 09216207065

E-mail Address: medorie_19@yahoo.com

Educational Background

Primary Education:
School Attended: Little Angel Study Center
Date / Year Graduated: 1997 – 2003

Secondary Education:
School Attended: Columban College
Date / Year Graduated: 2003 - 2007

Tertiary Education:
School Attended: Gordon College
Date / Year Graduated: 2007 – Present

Seminars Attended

Title: Entrepreneurship Development Seminar

Venue: Convention Center, Olongapo City

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Date: July 20, 2007

Title: Labor, Management, Human Relationships and Productivity Tools Seminar

Venue: Convention Center, Olongapo City
Date: July 20, 2007

Title: Adobe Photoshop Seminar

Venue: Gordon College, Olongapo City
Date: January 16, 2008

Title: Adobe Macromedia Flash Seminar

Venue: Gordon College, Olongapo City
Date: January 17, 2008

Title: Developing Powerful Presentation Skills

Venue: Gordon College, Olongapo City
Date: October 11, 2008

Title: System Assembly on I.T Education 2009

Venue: SM City Baliuag, Bulacan
Date: September 4, 2009

Computer Skills:
• MS Office Application
• Adobe Photoshop CS2 Graphics design and creation
• Adobe Premier Pro 1.5

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