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CAPSTONE PROJECT REPORT

SALARY MANAGEMENT SYSTEM

Internal Faculty Advisor: Ms. Jaspreet kaur Lecturer Lovely Professional University

Submitted By: Ambar Devgon Reg No: 10801268 B.Tech-C.S.E(150) Section: K28E2B49

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CERTIFICATE

This is to certify that Ambar Devgon bearing Registration no. 10801268 has completed my capstone project titled, Salary Managment System under my guidance and supervision. To the best of my knowledge, the present work is the result of her original investigation and study. No part of the work has ever been submitted for any other degree at any University. The project is fit for submission and the partial fulfillment of the conditions for the award of .........................

Signature and Name of the Research Supervisor Designation School Lovely Professional University Phagwara, Punjab. Date :

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DECLARATION

I hereby declare that the project work entitled SALARY MANAGEMENT SYSTEM is ereb ecl ect wor title ANA STEM an authentic record of our own work carried out at tic reco wor carri LOVELY PROFESSIONAL UNIVERISTY as requirement of Industry ELY ESSI UNIVE RISTY qui rem ndust Internship Project for the award of degree of B.Tech-CSE(150), Lovely Professional nshi ect ard ree ech SE( 150) ove ssi University Phagwara under the guidance of Ms. Jaspreet Kaur (Lecturer, Lovely niv ers agw unde Jasp reet er, Professional University), during July 2011 to December fessiona Uni ers dur cem 2011.

Signature of Student Sig Stude Name: Ambar Devgon Date: ____________ Registration No: 10801268 ration

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ACKNOWLEDGEMENT

It is our pleasure to find myself penning down these lines to express sincere thanks to all my coordinators to give me this opportunity of preparing this project, to enhance my professional practice. we express our deep sense of gratitude to our project officer Ms. Jaspreet kaur to give us knowledge about the topic and concept related to this particular project. Without his guidance I cannot imagine to complete my project on time. our deepest gratitude to all our coordinators, teachers and group mates for always boosting our moral and providing the encouraging environment. In the last, we want to thank our parents, without whom nothing was possible.

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TABLE OF CONTENTS CONTENTS


1. Organization Overview 2. Profile of the Problem 3. Existing System Introduction Existing Software DFD for present system Whats new in the system to be developed 4. Problem Analysis Product definition Feasibility Analysis Project Plan 5. Software Requirement Analysis Introduction General Description Specific Requirements 6. Design System Design Design Notations Detailed Design Flowcharts Pseudo code

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COMPANY PROFILE HMM COACHES LTD

Established in 1999-2000. Current production capacity Heavy H and Box Beams- 1500 Tons per month Galvanized Structures- 1200 Tons per month ISO 9001:2000 certified company Automated H beam fabrication and galvanizing lines Ambala Factory Established in the year 1999-2000 Spread over a 63000 square meters complex Built up area of 29000 sq.m Total capacity of 2700 MT per month In house facilities for manufacturing jigs, fixtures and tooling

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OBJECTIVE
In todays computerized environment, payroll system has also developed itself into automated software that performs every action needed by the payroll process. It helps in calculating the payable amounts and deductions very easily. It also helps in generating the pay slips in lesser time. The objective to develop the project is to make the Salary Management system simple, easy and increase the productivity of the Managers in taking decisions because all the information is available in the organized form. Our Salary Management System is a very simple, flexible and user-friendly Salary Management software that takes care of all your requirements relating to accounting and management of employees' Payroll. our Payroll stores complete records of the employees, generates Payslips and Attendance Register, Computes all allowances and deductions and generates all Statutory and MIS reports. Why Payroll Software is needed? The task of payroll becomes complicated in today's industries due to multiple statutory requirements, MIS requirements, calculations based on slabs and formulas and other HR policies. To overcome the situation, the user expects a software that is easy to use, comprehensive in domain, ensures statutory compliance and is flexible with the requirements of the user . Our Payroll offers very high flexibility in defining various allowances, deductions, leave rules etc. for the employees and all formula for P.F, Vol. P.F., Tax, Income Tax etc. are definable and changeable at User's end. This software provides a user-friendly interface for the user and it reduces the data redundancy. Centralized information is available which can be accessed by number of users. The other objective of software project planning is to provide a framework that enables the manager to make reasonable estimates of resources and schedule. These estimates are made within a limited time at the beginning of a software project and should be updated regularly as the project progresses.

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There are some other objectives to develop this system. The most important objective is: 1) Capability: Business activities are influenced by company or organizations ability to process information quickly and efficiently. The Salary Management System adds capability in the following ways: 1 Improved Processing speed 2 The inherent speed, with which computers process information is one reason why organization seeks the development of the system projects. 3 Faster Retrieval of information 4 Locating and retrieving information from storage. The ability in conducting complex searches. 2) Control: Greater accuracy and consistency. Carrying out computing steps, including arithmetic, correctly and consistently. Better Security Safeguarding sensitive and important information in form that is accessible only to authorized person. 3) Cost: Monitor Cost: Tracking the performance of employees and overhead is essential to determine whether a firm is performing in line with expectations with in budget. Reduce Cost: An efficient payroll management is of extreme importance as far as providing service and control is concerned. Our payroll management systems help you can Save time on working with payroll. Manage payroll productivity. Increase serviceability. Keep multiple checks on payrolls. Manage multiple ledgers through multi-ledger interfaces. Generate benefit statements. Record employee history.

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INTRODUCTION
About Salary Management System: Payroll is defined as a method of administrating employees salaries in the organizations. The process consists of calculation of salaries and tax deductions of the employees, administrating the retirement benefits and disbursements of salaries to employees. It can also be called as an accounts activity which undertakes the salary administration of employees in the organization. Administrating the employees salaries is not an easy task, the HR and accounts department work together to calculate and disburse the salary to the employees. Thus, payroll management can be further subdivided into two sub processes, i.e. Payroll accounting and payroll administration.

Payroll Accounting Payroll accounting involves calculations of employees salaries and tax deductions. It also undertakes the activities such as preparation of tax returns, maintaining the payroll records, etc.

Payroll Administration Payroll Administration involves managerial activities such as maintaining employees records, referring employment laws. Here, the HR comes into picture which maintains the daily record if employees attendance.

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Employee Inf o Maintain Record

Employee Attend.

Emp Id, Name,Ba sic

Number of working Days

Record Transfer to Accou nt

Calculatio n Of GS+BS+ Allowance s

Calculation Of

Calculatio n Of deduction ,tax & other if an y

Payroll Process

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EXISTING SYSTEM
Calculation of gross salaries and deductible amounts is a tedious task which involves risk. Some of the organizations use the traditional manual method of payroll processing and some go for the advanced payroll processing software. An organization opts for any of the following payroll processing methods available: Manual System: Manual payroll system is the traditional payroll system which involves pen and ink, adding machine, spreadsheet, etc instead of computers, software and other computerized aids. The process was very popular when there were no computerized means for payroll processing. Accountant Accountant is a professional having a degree/diploma course in finance/accountancy. He/she is responsible for all the activities related to payroll accounting. He/she has the sound knowledge of accounting principles and globally accepted standards. The process adds costs to the organization. It involves paying someone who is responsible for calculating the salaries of others. The financial control regarding salary goes in the hand of accountant. Payroll Software In todays computerized environment, payroll system has also developed itself into automated software that performs every action needed by the payroll process. It helps in calculating the payable amounts and deductions very easily. It also helps in generating the pay slips in lesser time. Automated calculations result in no errors. Data is validated automatically by the software. It needs professionals to make use of the software for its efficient working.

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Payr oll Softwa re

Manu al Syste m

Payr oll Processi ng

Accountant

Payr oll Outsourc ing

Various Payroll Process

There are some additional features of Salary Management Software: Cost-Effective Time Saving Less Legal Adherence Error Free Profit Generation Qualitative Result

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PROBLEM ANALYSIS PROBLEM/NEED


Problem Analysis is a management technique, which helps in designing a new system or improving an existing system. System Analysis is the process of gathering and interpreting facts, diagnosing problems (if any), using information to recommend improvements to the system. This section of the document lists the drawbacks for Salary Management system that is currently under use. The major problems are: Slow process Requires more time and effort Communication gaps between different members related to a project Manual Process Security Issues More prone to risks and wrong Evaluations Data inconsistent Conflict in timings Difficulty in resource management Event reporting manually creates chaos Insecure data backup Management of more than one event becomes difficult

FEASIBILITY STUDY

Feasibility Study: The feasibility of a project is being analyzed within some frame work. The most important factor is feasible and desirable then it include in the schedule of the management so that approval can be taken from the same. In the conduct of the feasibility study, the analysis considers seven distinct, but inter-related types of feasibility. They are: 1. Technical Feasibility 2. Economical Feasibility 3. Operational Feasibility 4. Social Feasibility 5. Management Feasibility 6. Legal Feasibility 7. Time Feasibility

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The assessment of the system has the following facts:

Technical Feasibility:
Technical Analysis begins with the assessment of the technical viability of the proposed system. We have to mention what technologies are required to accomplish system function and performance .We have to also study how will these technology issues affect cost . The existing technology seems sufficient to run the new system. The data holding facility is also seems sufficient because we are using Mysql and it can handle large volume of data , hence in near future if the number of employees increases it can handle its very easily .

Operational Feasibility:
The management and the users are normally the same members so there is no problem of conflict between the management & users.

Financial and economical:


Among the most important information contained in feasibility study is cost benefit Analysis an assessment of the economic justification for a computer based system project. Cost benefit Analysis calculates approximate costs for project development and weighs them against tangible and intangible benefits.

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SOFTWARE REQUIREMENT SPECIFICATIONS


INTRODUCTION PURPOSE The purpose of the proposed system is to provide efficient information system for management, department and employees. The main objective to develop the project is to make the information part simple and to provide user friendly access of this program to all the staff members of the organization so that they can locate and reply the inquiries concerned to them. Salary Management System has some levels of specialization which helps in the calculating the exact salary of the employees of the organization. Salary Management System involves: Filing up the information about the employees from the HR department Not merely getting the information but calculating the salary with the tax deductions also. As soon as the salary is going to calculate, it automatically fetches all the leaves taken by the employee and deducts the salary according to the information about the presence and absence of employee in the organization. HR department can review the reports of the employee according to various categories. Efficient way to ensure that a calculated salary is correctly calculated.

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SCOPE
The software prepared for our company, it can be implemented in any Organization with a few minor changes. The software finds good scope in any organization having HR department. Talking to the administrator and the employee who were dealing with the HR department, we came to know that the manual system was not up to the mark due to the cumbersome data entry and ample of calculations on the basis of which reports are generated. As it keeps all the information regarding the attendance of the employees and the basic salary and also about the various allowances given to the employee so it also becomes for the HR department and Accounts department in any organization. It also deducts the taxes according to the various tax slabs. So it has a great scope in any type of organization.

GENERAL DESCRIPTION

Product function and overview:


Data Entry Section User section: This section is developed using .Net as front- end and MYSQL as back-end. Only valid user enters to this section by providing login name and password to the system. Administrator section: This section can be accessed by providing administrator password. In this section the administrator can authorize persons to data entry. The administrator can add or edit the master table information and payroll information.

Data Updation Section


User section: This section is developed using Asp.Net as front-end and MYSQL as back-end. Only valid user can update employee profile & candidates information. Administrator section:- This section can be accessed by providing administrator & user password. In this section the administrator can do data updation. The administrator can edit the master table information and payroll information.

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Data Deletion Section User section: Only valid user can delete records of employees & candidates by providing
login name and password to the system.

Administrator section: This section can be accessed by providing user password. In this
section the administrator can authorize persons to data deletion. The administrator can delete the master table information and payroll information.

Data Processing Section:


This section can be accessed by providing administrator password. In this section the only administrator can process the payroll related information.

Report Section:
This section is developed using Microsoft Report Viewer as a report generation tool and MYSQL as back-end

USERS CHARACTERISTICS Administrator


An Administrator is a user who can create or delete users and grant or revoke set of privileges from the other users. He can access the master database. He can update, delete, and modify the data in the database. He can review all the reports.

Employee
An employee can only feed the entries in the database according to the information provided to him. He can review his own salary slip with the full details. CONSTRAINTS Limited to HTTP No Backup Solutions Supports the content in English only

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ASSUMPTIONS Administrator is created already in the system. Roles and tasks are predefined.

SYSTEM REQUIREMENTS
Technical Requirements: S. No.
1. 2.

Name
Microsoft Visual Studio 2008 ASP.NET on .NET framework 3.5 Microsoft SQL Server 2008

Description
An advanced integrated development environment by Microsoft for web application building. Active Server Pages built on .NET 3.5 framework using C# provided by Microsoft using Visual Studio 2008 in support with AJAX ToolKit. Database application for effectively managing our database. Supports Express Manager (XM) program, native XML and supporting CLR integration. Hyper Text Mark-up Language is the predominant mark-up language. It provides a means to describe the structure of text-based information in a document and to supplement that text with interactive forms and styling using Cascading Style Sheets(css). Based on w3school standards. Extensive Markup Language is a flexible way to create common information formats and share both the format and the data on the World Wide Web. Responsible for Data Transfer between Server and Client. Netscape-developed object scripting language used in millions of web pages and server applications worldwide. It is a dynamic scripting language supporting prototype based object. Asynchronous JavaScript And XML. It is a handy combination of JavaScript And XML providing functionality partial postback to Server for faster processing. Used to apply designs

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4.

HTML

5.

XML

6.

JavaScript

7.

Ajax

8.

Cascading Style Sheets (CSS)

19 | 9. JQuery It is light-weight assembly of JavaScript with functionality of write less and do more. It helps create animation effects with much ease than a flash files. An object-oriented programming language designed for the Common Language Infrastructure from Microsoft that aims to combine the computing power of C++ with the programming ease of Visual Basic.

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C#

Hardware Requirements: TYPE Processor Speed RAM Hard Disk Monitor Input Device SPECIFICATIONS Pentium IV or Above 266 MHz or Above (Used 1.8 GHz) 1 GB 5 GB or More (80 GB) VGA Color Mouse & Keyboard

Software Requirements: Mozilla Firefox 5.0+ Internet Explorer 8+ Screen Resolution 1024 pixels x 768 pixels

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FUNCTIONAL & NON FUNCTIONAL REQUIREMENTS

Initial Functional Requirements: 1 There should be no manual entry in the database table by directly accessing the tables i.e. there should be security at database server. 2 Only valid user can Input record and only administrator can perform any operation on master database and payroll module

Initial Non Functional Requirements: Secure access to authorized content 24 X 7 availability Better component design to get better performance at peak time through simplicity and transparency. Internet connection must be established. The website will be compatible with Netscape and Internet Explorer web browsers.

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DESIGN SYSTEM DESIGN WORK FLOW DIAGRAMS


DATA FLOW DIAGRAM The DFDs represents the flow of the data among the different processes, entities and records. There are 0-level (context diagram) and 1-level DFDs. The 0-level DFD represents the overall entities participating in the system excluding the detailed functionality of the system. Whereas 1-Level DFD represents the module wise detailed functionality of the system. Symbols for DFD are:

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Use Cases: Admin login-

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Accountant login:

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ADDITION OF EMPLOYEE:

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DELETION OF EMPLOYEE:

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0-Level Data Flow Diagram

Salary Info

Salar y Managem ent Syste m

Salary Slip

1-Level Data Flow Diagram

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Record Modification eco

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Admission of a new employee: ssi ployee:

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ENTITY RELATIONSHIP DIAGRAM


An entity-relationship (ER) diagram is a specialized graphic that illustrates the relationships between entities in a database.

Components used in the creation of an ERD


Entity A person, place or thing about which we want to collect and store multiple instances of data. It has a name, which is a noun, and attributes which describe the data we are interested in storing. It also has an identifier, which uniquely identifies one instance of an entity.

Relationship Illustrates an association between two entities. It has a name which is a verb. It also has cardinality and modality.

Cardinality and Modality are the indicators of the business rules around a relationship. Cardinality refers to the maximum number of times an instance in one entity can be associated with instances in the related entity. Modality refers to the minimum number of times an instance in one entity can be associated with an instance in the related entity. Cardinality can be 1 or Many and the symbol is placed on the outside ends of the relationship line, closest to the entity, Modality can be 1 or 0 and the symbol is placed on the inside, next to the cardinality symbol. For a cardinality of 1 a straight line is drawn. For a cardinality of Many a foot with three toes is drawn. For a modality of 1 a straight line is drawn. For a modality of 0 a circle is drawn.

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ENTITY RELATIONSHIP DIAGRAM

End slab Start slab HRA/CCA nit

HR A Contain

Salary Slip

Pay slab genera te Month

Sal_init

sen d

Salary Cal

Net Sal ha s No of leave s conta in

Year

Deduction

All/Ded Mst All Desc Ded desc

Leav e Mast er

Leave type

sen d

Fro m dat e

Emp id

To date

Leave Trans

Curre nt Leave

RemainingLeave

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DESIGN NOTATION ESI OTA

Administrator module 1. Login


Input : ID, Password. Process : Click on the login link. If administrator enters ID and password correct it goes to the admin services otherwise displays the same page with an error message. Output : Displays the admin services page.

2. Add new employee


Input : Name, Id, designation, Date of joining. Process : A new employee can be added into the system and admin can update his details. Output : The employee can be credited salary based upon his details.

3. Salary details
Input : Id, designation, basic salary, PF, DA, HRA. Process : The admin can update his salary details Output : Employee salary details will be updated to the database.

4. Loan details
Input : Id, Loan number, EMI, Repaid amount, Balance amount. Process : Administrator can update a particular employees loan details. Output : Employee Loan details will be updated to the database.

5. Leave details
Input : Id, Type of leave, Number of Leaves. Process : Administrator updates the leave details. Output : Employee Leave details will be updated to the database.

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6. Tax details
Input : Id, Basic salary, Tax percentage, income tax. Process : The tax details of an employee can be updated by the administrator. Output : Employee Tax details will be updated to the database.

7. Salary slip
Input : Id, Basic salary, Designation, Net pay. Process : Based on the leave, loan , tax details the slip will be generated Output : Salary slip will be generated.

Accountant modules
1. Login
Input : ID, Password. Process : Click on the login link. If Accountant enters ID and password correct it goes to the other page otherwise displays the same page with an error message. Output : Displays the Information to be viewed by an employee/Accountant.

2. Update profile
Input : Id, Name, Designation, Email-id, Mobile number, Address, key skills, qualification Process : The Accountant can update his profile if any modifications occur in his details Output : The details of an employee can be updated

3. View earnings
Input : ID, Month, Year. Process : The earnings can be displayed by this test case Output : The total earnings of an employee for the specified month and year can be viewed

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4. View deductions
Input : Id, Month, Year Process : The deductions can be known by using this test case Output : The total deductions of an employee for the specified month and year can be viewed

5. View salary slip


Input : Id, Month, Year. Process : The employee can view the salary slip. Output : The salary slip of an employee for the specified month and year can be viewed.

FLOW CHARTS

A flowchart is a common type of diagram that represents an algorithm or process showing the steps as boxes of various kinds, and their order by connecting these with arrows. Flowcharts are used in analyzing, designing, documenting or managing a process or program in various fields.

Symbols used in flowcharts:

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FOR ADMIN:

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FOR ACCOUNTANT:

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Pseudo code for admin


. The admin enters his user id and password in the login section and clicks on login button. The system validates the login credentials entered by the admin against the information stored in Database. If the credentials are correct, the system displays the admin home page. If the credentials do not match, the system returns a failure message on the home page of system. The admin can perform the following functions once he logs on to the system, he can update leave record of the employee, add new employee to the database, update the salary details of the employee, update tax details, generate slip record. Once the required actions are performed by the admin he logs out the system.

Pseudo code for accountant


. The accountant enters his user id and password in the login section and clicks on login button. The system validates the login credentials entered by the accountant against the information stored in Database. If the credentials are correct, the system displays the accountant home page. If the credentials do not match, the system returns a failure message on the home page of system once the accountant logs on to the system, he can perform the following functions update employee profile, perform deductions and view salary slip of the employee. Once the accountant is done with the required functions he can log out the system.