Presentation Rules

Data Flow Diagram Example 1

The Manual Payroll System

The results of an information gathering exercise of a manual payroll system are described in the
following narrative:-

Each employee at the firm is required to fill in a timesheet for each full day he
works. The timesheets are checked for accuracy at the end of each day and
batched by department.

At the end of the working week the payroll department uses the batched
timesheets, together with employee record cards from a payroll file, to calculate
the pay for each employee.

The processing produces a two-part payslip which is passed to the accounts
department. The used timesheets are archived.

The accounts department draws cheques using the information produced on the
payslip. A cheque plus part 1 of the payslip is returned to each employee. Part 2
of the payslip is sent to the costing department. This department uses these
payslips to produce a number of management reports. Once used, the part 2s
are filed in a payroll listing file.

Details of Pay Calculation

The payroll department uses the checked and batched timesheets to calculate pay. Data from the
payroll file is also required to do this.

Each timesheet contains:-

- employee_number
- employee_name
- day ) repeated for each
- hours_worked ) day of the week

The payroll file consists of employee records cards, one for each employee. Each employee record
card contains:-
- employee_number
- employee_name
- hourly_pay_rate (used to calculate gross pay)
- tax_code (used to calculate tax deductions)

For each timesheet the following processes are carried out.

The employees total weekly hours are calculated from daily clocking on and off times. Gross pay is
then determined from the hourly_pay_rate. Tax deductions are then ascertained using the tax_code
data from the employee record card and thus net pay is determined. Gross pay, tax deductions, net pay
and all previous data are finally used to produce a 2-part payslip.

THE PAYROLL SYSTEM Context Diagram
Note that ASCENT numbers the system bubble with a "1"


Employees Management

Pay cheque Management
Reports
Timesheets

Payroll
System


Note: Accounting Dept )
Payroll Dept ) are all part of the payroll system and
Costing Dept ) are therefore NOT External Entitities
Date Control Dept )

A basic test for external entities is whether they are the final senders or receivers of
data, and are NOT involved in processing the data they send or receive.


Level 1.DFD
Strictly Yourden refers to this as Figure 0 but Ascent uses 1.1, 1.2, 1.3 etc so to avoid
confusion

Timesheet
Paycheque
1
Check
Batch 3
Timesheets Draw
Cheque

Checked_ 2-Part
Timesheets Payslip

2
Calculate Payslip
Payroll Part 2
Payroll Listing



4
Produce
Management Management
Reports Reports
Level 2 DFD or Yourden Figure 2


Checked
Timesheets

Calculated 2.2
Hours Calculate
Gross
Pay
2.1
Calculate
Total Calculated
Hours Gross
Pay


Used checked
timesheets Employee
Hourly rate
Archived Timesheets



Payroll File

Employee
Tax
Code



2.3
Calculate
Net Pay


Calculated
Net pay


2.4
Produce
2-Part
Payslip


2-Part Payslip


Presentation Rules:

a. You must ALL make a spoken
contribution.

b. You must ALL attend to hear ALL the
presentations to make a contribution.
Non attendance will automatically
result in a FAIL.

c. If you are sick then complete an
Extenuating Circumstances Form and
attach your Medical Certificate.

d. If a member is ill then the other
members MUST do their presentation.
There must not be a gap All members
should know ALL parts of the systems
being developed.

The Presentation is a STRUCTURED
WALKTHROUGH

1. Scheduled for Week 7, 17/18
November during the seminars

2. It must be no longer than 16 minutes
+ 4 minutes for questions. If you
take longer then you will be
unceremoniously thrown off the
stage!!

3. OHTs (B & W only) can be bought
from Media Resources next to MG98
at15p each or you may do posters, or
both. THINK BIG!
There is ONLY an OHP in the room
and
a. no support for powerpoint
b. no support for plain paper copies

4. You must be WELL REHEARSED
as there is only 1 slot per group.
TIMING IS PARAMOUNT. You
may need a friend to rehearse with
you in order to time you.

5. You MUST attend ALL the
presentations not just your own,
because that is what happens in a
structured walkthrough. You will
lose 10% from your mark for every
presentation that you miss. This is a
strict rule.