SOFTWARE REQUIREMENT SPECIFICATION

ON

PAYROLL SYSTEM
SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENT FOR COMPLETION OF DEGREE
BACHELOR OF TECHNOLOGY / ENGINEERING

SUBMITTED TO: SUBMITTED BY :

MR. SACHIN JAIN(cse deptt.) (IT/08/540) MS. SHILPA(lect.) JAIN (IT/08/507)

RICHA JAIN BERKHA

Table of Contents:
1. Introduction 1.1. Purpose 1.2. Scope of the project 1.2.1. Objectives 1.2.2. Limitations 1.3. Definitions,Acronyms and abbreviations 1.4. References 1.5. Overview of the document 2. Overall Description 2.1.Product Perspective 2.1.1. system interface 2.1.2. hardware interface 2.1.3. software interface 2.1.4. operation 2.2.Product Function 2.2.1.Features of software 2.2.2.Functions of product 2.3.User Characteristics 2.4.General Constraints 3. Specific Requirement
2

3.1. External Interface Requirements 3.2. Logical database Requirements 3.2.1. Data Flow Diagram 3.2.2. E-R Diagram 3.3. Functional Requirements

PROJECT DETAIL
1. Introduction :
This is in-house system, entirely processed by hand. Where it will used to maintain the set of new employee with salary details, And the calculation of salary. The main output of the system is to interactively calculate the salary of employee. 1.1 Purpose: The main purpose of the system is to calculate the monthly salary on the basis of the attendence of employee and the entered salary(included all types of tax and deductions).

1.2 Scope:
It will be offlice application and will need the local host. Needed LAMP or WAMP set up depends on you are using linux or windows LAMP :Linux , Apache ,Mysql,PHP WAMP:WAMP,Apache ,Mysql,PHP Will need atleast 50Mb space on system. All data will be reside on back end in Mysql.

1.2.1 Objectives:
There are multiple objectives behind the designing & implementation of the module. To prepare the detailed salary record of all the employees in an organization. To generate Pay-In-Slipthrough the calculation of salary. Proper use of man power To maintain allowances, deductions, loans, savings details for the employees.

1.2.2. limitations:
This software does not contains other payroll essentials like, gratuity, ESI, bonus, expenses, leaves management etc. Income tax calculation is not exactly as per the government rules. This software cannot be run in multi-user environment.

1.3 Definitions, Acronyms, and Abbreviations:.

The word Payroll signifies different meaning to different person .However, it includes every employee of a company who receives a regular wage or other compensation. AcronymsDOR- Department of Revenue EIC- Earned Income Credit

1.4 References:
1.

Java2 Complete Reference

By : Herbert Schildt 2. An Introduction to Networking Programming in Java By : Jan Graba 3. Core Java2: Advanced Features By: Cay S. Horstmann, Gary Cornell

1.5 Overview
Payroll Management System is a project built using Java language and MS Access. Payroll management software gives the power to: Manage employee information efficiently, define the emoluments, deductions, leave, tax etc, generate pay-slip at the convenience of a mouse click, generate and manage the payroll processes according to the salary structure assigned to the employee, etc.

2. The Overall Description: 2.1 Product Perspective :

The computerized Payroll System is used for the management of Employees and their Salaries (such as Basic Salary, Dearness allowances, House Rent Allowances, IT, PF etc)

2.1.1 System Interfaces:

List each system interface and identify the functionality of the software to accomplish the system requirement and the interface description to match the system. These are external systems that you have to
5

interact with. For instance, if you are building a business application that interfaces with the existing employee payroll system, what is the API to that system that designers will need to use?

2.1.2 Interfaces
GUI: Graphical User Interface helps users to interact graphically with the computer i.e. a user can use different graphical capability such as text, mouse and picture to communicate with the computer. The GUI divided into following types: 1. Front-End: JAVA 2.Back-end: MS-ACCESS

1 . Front-End:
The end is visible to the user and responsible for interactive with the user. The front end is responsible for receiving users queries, passing it over to the backend. The frontend includes graphical user interface. Apart from the user interface, the frond-end also contains database objects that form a layer between the user interface and the backend. Ex: Java, C#, VB, VC++.

2. Back-end:
What is a database? Data Base is a collection of tables and table is a collection of records in a tabular form i.e. in row and columns format. Data Base can be divided into two parts: DBMS RDBMS

We will be using RDMS (Relational Database Management System) in our project i.e. MS-ACCESS. RDBMS (Relational Database Management System):- RDBMS helps us to create & manipulate different types of databases or relations in the computer i.e. a user can insert, delete and modify records. Different types of RDBMS software available in the market are: Ms-Access, ORACLE, My SQL, SQL SERVER.

MS-ACCESS:- MS-Access is one of the leading RDBMS software created by Microsoft Corporation Ltd. It helps us to create & maintain different types of databases. Some common features of Oracle are: i. It helps us to create any type & size of database. ii. It helps us to manipulate the table data i.e. we can insert, delete or modify any specific information from any specific table. iii. It helps us to query the table for retrieving (displaying) any specific information from any specific database. iv. It helps us to protect or share the table data with multiple users. v. It helps us to maintain Data Dictionary & system catalog.

Software Interface:
GUI based Java : NetBeans 6.5 RDBMS: MS ACCESS

Hardware Interface:
Normal PC Printer

User Interface:
Keyboard Mouse

2.2 Product Functions:

The system is designed for the enhancement or development of computerized payroll system . it includes the features that can Add Employees record, Edit Employees information , Delete employees record,print/save the pay slip of each employee and Updating Employees informationas well as the weekly salary,cash advance. It is user friendly.

 It frees user from the internal working of the system. It performs maximum of work, while requiring a minimum of information from users. Its design is aesthetic.

3. Specific Requirements:
The program accepts employee hours worked. The program computes net pay. The program record all the payroll data for subsequent processing. The program should prepare pay cheque The program should prepare a payroll ledger The program should maintain data on a sequential payroll file. Non-statutory deductions such as union dues and pension plans to be made. Year-to-date total should contain earnings, federal tax, pension plan, and union dues. Payroll data are employee number, employee name, pay rate, and union member flag

User Manual (Menu Description):

Add New Employee: New employee joins the company, all the

information related to employee is stored in file employee.dat by selecting option 1 from the File menu. Modify Employee Records: Employee record could be modified at any time by selecting option 2 from the File menu. Delete Employee Records: Employee record could be deleted by selecting option 3 from the File Menu
9

 Calculate Salary: Salary slip could be generated for any employee

by selecting option 2 from the main menu. Display Employee Record: User could view any employee record by selecting option 1 from Report menu. List of all employees: User could view all employees list by selecting option 2 from Report menu. Monthly Salary Report: User could view monthly list of the employee salary. Print Salary Slip: User could print salary slip of any employee for any month. Calculate Income Tax: User could calculate Income tax of any employee for the given year.

3.2. Functions of software:

This software is portable i.e. we can use it in any organization, let it be a huge MNC or a small BANK. It will work for both of them. Cost of maintaining large databases is reduced, as we no longer need to maintain the paper work. Workload is reduced as now only one user can process the entire system. TDS calculation is just a few seconds work which earlier an experts opinion required.

FEASIBILITY
1. Economically Feasibility:

10

 The system being developed is economic with respect to Companys point of view. It is cost effective in the sense that has eliminated the paper work completely. The system is also time effective because the calculations are automated which are made at the end of the month. The result obtained contains minimum errors and are highly accurate as the data is required.

2. Technical feasibility:
The technical requirement for the system is economic and it does not use any other additional Hardware and software.

3. Behavioral Feasibility:
The system working is quite easy to use and learn due to its simple but attractive interface. User requires no special training for operating the system.

3.4.1. DATA FLOW DIAGRAM

Data Flow Diagramming is a means of representing a system at any level of detail with a graphic network of symbols showing data flows, data stores, data processes, and data sources/destination.
11

Data Flow Diagram (DFD) uses a number of symbols to represent the systems. Data Flow Diagram also known as Bubble Chart is used to clarify system requirements and identifying the major transformations that will become programs in system design. So it is the starting point of the design phase that functionally decomposes the requirements specifications down to the level of details.

3.4.2. E-R DIAGRAM Of Payroll System:

12

13

3.5 Design Constraints:

MAJOUR MODULES : Employee Profile: This module includes personal profile, official profile, family details and education qualification. Leave Management System: This include leave type, attendance register, cashable and noncash able leaves. Payroll Management System This include salary system, salary register etc. HRD Procedures: This includes bonus financial settlements, travel allowances. Employee, Transfer, Promotions & Increments. This includes thetransfer ,promotion and increment details.

Reports: This include reports base on the above modules like employee search, pay bill, salary ledger ,P F monthly details etc. Innovativeness & Usefulness: This is helpful to design and implement a payroll system that should accept employee hours worked, compute net pay and record all the payroll data for subsequent processing. The system should prepare pay slip and a payroll ledger, and maintain data on a sequential payroll file. Non- statutory deductions such as union dues and pension plans to be made.

14

15