Abstract
The proposed “Automated Payroll System” is aimed at computerization of each step involved in payroll system for the payroll operations going on in NCC, Abuja. In this project, all aspects from the user’s point of view are considered so that authorized users can interact with this project very easily. This system generates large amount of information, which would be very useful for the user who works with it. This system incorporates an authorization system whereby a user will be authorized to access information contained within the database Administrator with user ID and PASSWORD in place. The new system is designed in such a way that every user can adapt in a very easy and effortless way. By adding constraints in the database, some rules are enforced for the user to enter valid or acceptable data. In this way it prevents the authorized user from entering the wrong and invalid dat. In this new system, any type of information related to payroll can be obtained at any time using ADD, user enters an employee`s details and the pay amount is computed and the pay slip printed upon request. Similarly the information of an employee contained in the database can be obtained by choosing employee ID or name only. A “HELP” field is provided for new users to know their way around the system.
List Of Tables
Table 3.1: Percentage Distribution of Respondent on Staff Awareness of the Payroll System…………………………………………………………………..19
Table 3.2: Percentage Distribution of Respondents who want the Payroll system to
be computerized……………………………………………………..19 – 20
Table 4.1: Login Table………….…………………………………………………..29
Table 4.2: Employee Record ………………………………………………………..29
Table 4.3: Pay Slip …………………………………………………………………30
Table 4.4: Report …………………………………………….…………………..…30
Table 4.5: Hardware Requirement Cost…………………………………………..…39
Table 4.6: Software Requirement Cost…………………………..…………..…39 – 40
Table 4.7: Personnel And Training Requirement Cost…………….……………..…40
Table 4.8: Operation And Maintenance Requirement Cost………….………………41
Table 4.9: Total System Cost………………………………………….………….…41
List Of Figures
Figure 1.1: The organizational Structure………………………………………………7
Figure 3.1: Entity Relationship Diagram………………………………………..……23
Figure 3.2: Process Modules of The Proposed System………………………………25
Figure 4.1: Waterfall Software Development Methodology…………………………27
Figure 4.2: Outlines Of Topologies…………………………………………………..36
Figure 4.3: The Bus Topology………………………………………………………..36
Figure 4.4: Client-Server Model………………………………………………………38
Table Of Contents
Title Page: …………….………..………………………………………………………….i
Certification : ……………………………………………………………………………ii
Dedication: …………………………………………….…………………………………iii
Acknowledgement: ………………………………………………………………………iv
Abstract: …………………………………………………………………………………..v
List Of Tables And Figure: ………………………………………………………………vi
Table Of Content: ……………………………..………………………………….…vii-viii
CHAPTER ONE
1.0 INTRODUCTION……………………………………………………………….1
1.1 Statement Of The Problem…………………………………………………………2
1.2 Objective Of The Study………………………………………………………………..3
1.3 Significance Of The Problem…………………………………………………………3
1.4 Scope And Limitations……………………………………………………………..3 – 4
1.5 A Brief Description Of The Case Study…………………………………………..4
1.5.1 Services…………………………………………………………………4 – 5
1.5.2 The Organization Structure……………………………………………5 – 6
1.6 The Justification Of The Study……………………………………………………8
1.7 Definitions Of Terms…………………………………………………………8 – 10
CHAPTER TWO
2.O LITERATURE REVIEW………………………………………………….11 – 12
2.1 Maintenance Of Records……………………..……………………….12 – 13
2.2 Operating Cost Accounting…………….……………………………13 – 14
2.3 Computational Techniques And Labour Division……………………….15
CHAPTER THREE
3.0 RESEARCH METHODOLOGY AND SYSTEM ANALYSIS…………………….16
3.1 Research Methodology………………………………………………………16
3.1.1 Interviews…………………………………………………………16
3.1.2 Observation Of The Staff At Work…………………………16 – 17
3.1.3 Examination Of The Existing Documents……………………….17
3.1.4 Site Visitation………………………………………………..17 – 18
3.1.5 Questionnaires……………………………………………………18
3.2 System Analysis……………………………………………………………..18
3.2.1Preliminary Investigation On The Existing System & The New System.18-19
3.2.1.1 Questionnaire Response And Interpretation…………………………19- 20
3.2.1.2 System Proposal………………………………………………………….20
3.2.1.3 Feasibility Report On The Proposed System………………………..20 – 21
3.2.1.3.1 Operational Feasibility………………………………………………….21
3.2.1.3.2 Technical Feasibility…………………………………………………..21
3.2.1.3.3 Economical Feasibility……………………………………………21 – 22
3.3.1 Data Modeling And Analysis………………………………………………22
3.3.2 The conceptual Data Modeling And Data Normalization……………22 – 23
3.3.3 Entity Relationship Diagram………………………………………………23
3.4 Data From Existing Records/Document…………………………………23
3.4.1 Individual Pay Period………………………………………………………24
3.4.2 Overtime Sheet……………………………………………………………24
3.5 Promotion And Demotion Notification……………………………………..24
3.6 System Block Diagram………………………………………………………24
CHAPTER FOUR
4.0 SYSTEM DESIGN AND IMPLEMENTATION………………………………..26
4.1 Software System Development Methodology……………………………….26
4.1.1 Types Of Software System Development Methodology……..26-27
4.1.2 The Reasons For Adopting Waterfall Methodology For The Project……………………………………………………….27 – 28
4.2 Scope Of Design……………………………………………………………..28
4.2.1 Database Design And Database File Structure…………………28 – 30
4.2.2 Structural Query Language And Open Database Connectivity…..30
4.2.3 Input And Output Design Form …………………………………31
4.2.4 Security Specification……………………………………………32
4.2.5 System Development…………………………………………….33
4.2.6 Software Design………………………………………………….34
4.2.7 System Development Platform: Visual Basic 6.0…………..33 – 34
4.2.8 User Interface Design……………………………………………34
4.2.9 Application Architecture…………………………………………34
4.2.9.1 Network Topology……………………………………35
4.2.9.2 Bus Topology…………………………………………35
4.2.9.3 Types Of Network……………………………………35
4.2.9.4 A Client/Server Architecture…………………………36
4.3 Implementation………………………………………………………………37
4.3.1 System Development Packages………………………………….37
4.3.2 Site Preparation……………………………………………………..38
4.3.3 System Requirement Cost………………………………………..38
4.3.3.1 Hardware Requirements……………………..….38 – 39
4.3.3.2 Software Requirements………………………………39
4.3.3.3 Personnel And Training Requirements………………39
4.3.3.4 Operation And Maintenance………………………….39
4.3.3.5 Total Cost Of The System Requirement……………..40
4.3.4 System Testing……………………………………………………42
4.3.5 Conversion Plan………………………………………………….42
4.3.6 Deployment And Maintenance…………………………………..42
CHAPTER FIVE
5.0 SUMMARY, CONCLUSION, AND RECOMMENDATION………………….43
5.1 Summary……………………………………………………………………..43
5.2 Recommendations……………………………………………………………43
5.3 Conclusion……………………………………………………………………44
REFERENCES…………………………………………………………………….45 – 46
APPENDIX 1: Research Questionnaire………………………………………………A – B
APPENDIX II: Program Flowchart……………………………………………………C – J
APPENDIX III: Program Forms………………………………………………………….K
APPENDIX IV: Program Report Output……………………………………………..L – N
APPENDIX V: Program Codes………………………………………………………..a – i
CHAPTER ONE
1.0 INTRODUCTION
Nowadays all establishments are becoming modernized, modern technologies now make business transactions fast, easy, and accurate in order to avoid waste of time and for the sake of safety and security. It also helps human to solve and understand complex problem and analysis such as the computational need of humans. Especially to business establishment or corporation processing enormous data and complex transactions.
Payroll is an example of such complex transaction because it is a critical business operation dealing with numerous accounts and processing confidential financial report about each staff of the establishment. A payroll contains a list of the employee and the amount each has earned for a specific period of productive time. An automated payroll system is not only faster and more accurate than a manual system, but once it has been installed into the computer, the user can automatically print a variety of reports such as employee pay, checks, including stubs with earning information. All payroll systems whether automated or manual, must calculate net pay, which consists of gross pay, deductions for taxes and any other optional deductions.
This automated payroll system involves the design and implementation of computer-based payroll package procedure with an electronic data processing machine that brings about efficiency, high speed in computation, and self-storage system, easy retrieval of document/record. The automated payroll system is capable of maintaining all the records relating to payroll as well as producing the individual employee`s pay slip or pay advice.
It entails the computation of the employee`s wages/salaries based on their condition of service: weekly or monthly as hours worked and the number of overtime spent over regular time hours. The motivation of an employee to work hard is the attractiveness of the salary, and so an organization can be competitive because of its high wages they pay to their employees.
1.1 Statement Of The Problem
Problem Definition is the prepared information document, which defines in details, all aspects of the system and their basic inadequacies. It contains in effect, the analysis of the old system and based on this, the following findings and recommendations were made. The overtime required for the pay roll preparation is felt to be unnecessary and its elimination is required in the new system.
1) The majority of the overtime is spent in handling union deductions correction in payroll time sheets.
2) They are unwanted duplication in some of the system output such as deduction register, payroll listing.
3) In any payroll system handling errors no matter how small is not tolerated and this was clearly stated in this work for management.
Payroll system, the determination of wages and salaries of workers is a very sensitive issue in which business organizations should handle with care because the problems that emanate from it are endemic. In relationship to the case study of this project, some of the under listed problems were encountered while computing the payroll manually. These include:
1) Inability of organization to establish a good calculation system on which salary is determined.
2) The lack of uniform pay-rate among workers on the same level in different organization.
3) Lack of proper machinery for adjusting salaries periodically.
4) The job sometimes becomes cumbersome and monotonous to process.
5) Delay in payment of workers` salaries because the manual method wastes a lot of time.
6) Over payment and under payment which results from errors in the payroll salary computation, and this may give way to inaccuracy and fraud. To
eradicate these problems above, the use of computer is therefore needed in the payroll unit in order to automate the pay rolling operations.
1.2 Objective Of The Study
The fundamental aim of this project work is to design an electronic payroll structure by writing a program that can compute the NET PAY of each employee of the Nigerian communications commission, Abuja, using the basic salary, allowances, benefits and other deductions as input and to review the effectiveness and advantages of an automated payroll system over its manual counterpart.
1.3 Significance Of The Project
This software offers good benefits for more economical, realistic, faster and more efficient implementation of staff payment procedures. The software will help to check fraud, eliminate inaccuracy, and bring about efficiency and better documentation of staff records. It will point out the need for payroll computerization, assists students and researchers to know the concept of payroll and will act as a guide for a computerized payroll system.
1.4 Project Scope This study is designed to develop a Computerized Payroll System for the Nigerian Communications Commission, Abuja. It covers the process of preparing the Pay slip of each employee, the regular and job order employee, keeping of records safety and computing the exact wages of each employee. Including the stored report list of employee such as Monthly Salary, Basic salary, overtime, Gross payment, Net pay, and Deduction such as withholding tax, and Medicare, loan, Advances, Cash Advance, etc. The proposed Payroll System for NCC, Abuja is expected to generate Pay Slip of Employees, Report list of employees, Remittances for respective agencies, Payroll register of regular and job-order employees, and Payroll form for every pay period.
The basic limitation of the work is that the proposed Computerized Payroll System for the Nigerian communications commission does not support network topology implementation and online program or online transaction easily.
1.5. Background Of The Case Study
The Nigerian Communications Commission (NCC), Abuja is the independent National Regulatory Authority for the telecommunications industry in Nigeria. The Commission is responsible for creating an enabling environment for competition among operators in the industry as well as ensuring the provision of qualitative and efficient telecommunications services throughout the country. NCC was created on 24th of November, 1992 to regulate the whole telecommunications sectors in Nigeria. The commission was established to deregulate the telecommunications industry in Nigeria and is charged with regulating private telecommunications services, promoting fair competition as well as facilitating entry into the telecommunications market. The NCC is responsible for licensing and registering of private telecommunications activity in Nigeria. NCC undertakings include ensuring private sector provision and operation of Value added Network Services such as the Internet and other services. In the nearly two decades that the Nigerian communications commission was founded, it has moved from being a government body merely created to satisfy the yearnings of consumers to becoming the continent`s beacon in telecommunications regulation. It was charged with the responsibility of regulating the supply of telecommunications services and facilities, promoting competition, and setting performance standards for telephone services in Nigeria.
1.5.1 Services
The Nigerian Communications Commission (NCC), Abuja is versed with the sole responsibility of regulating the activities of telecommunications services and activities of public and private telecommunications establishments. NCC, Abuja also does spectrum assignment, monitoring and bandwidth management in and
around the country. Licensing also is one of the primary instruments for the actualization of the Commission’s twin mandate of regulating and promoting private sector participation in the deregulated aspects of the Nigerian telecommunications industry and the licensing of existing as well as intending private operators of telecommunications services.
All telecommunications service operators are required to obtain the relevant licenses from the Nigerian Communications Commission (NCC) via the license application process and compliance with the stipulated requirements.
This section contains information on licensing, license requirements, license application forms, the list of current licensees and other necessary information for interested parties intending to participate in the provision of telecommunications services in Nigeria.
1.5.2 The Organizational Structure
The Nigerian Communications Commission’s organizational structure is comprised of Fifteen (15) departments, including the Four (4) departments under the Human Capital & Infrastructure Group. The Executive Vice Chairman (EVC) is the Chief Executive Officer of the Commission and directly oversees nine (9) departments, including the Human Capital & Infrastructure Group, and the independent Internal Audit Unit. The Executive Commissioner – Technical Services (ECTS) directly supervise the departments charged with the oversight of technical standards, spectrum and engineering issues governing the Nigerian telecommunications industry. The Executive Commissioner – Stakeholder Management (ECSM) directly supervises the departments charged with addressing the needs of telecommunications industry stakeholders including vendors, service providers and consumers. The Board of Commissioners, of which the EVC and the two Executive Commissioners are members, is charged
with the governance of the Nigerian Communications Commission and has oversight functions over all of the Commission’s activities. The Leadership of the Nigerian Communications Commission consists of nine Commissioners made up of six Non-executive members, including the Chairman – representing each of the six Geopolitical Zones of Nigeria – and three Executive members, including the Executive Vice Chairman/Chief Executive and two Executive Commissioners. Mr. Peter Egbe Igoh is the Chairman of the Board of Commissioners of the Nigerian Communications Commission. A native of Otukpo Local Government Area, Benue State, Dr. Eugene Juwah is the Executive Vice Chairman (Chief Executive Officer). Dr. Bashir Gwandu is the Executive Commissioner (Technical Services) while Mr. Okechukwu Itanyi is the Executive Commissioner (Stakeholder Management).
Executive Governors
Internal Audit
USPF
Media
The Board
Executive Vice Chairman (EVC)
Executive Commissioner (Technical Services)
Executive Commissioner (Stakeholder management)
Internal Audit
Human Capital
Consumer Affairs
Infrastructure Group
Technical Standard
Spectrum Mgt
Vendors
Services providers
Consumer
Account
Admin
CPDM
Support
Payment
Maintenance
IR
Engineering Services
Training
Finance
CP
Information Technology
Network Monitoring
Services
IT
Technical Standard
Control & Monitoring
Bandwidth Management
Telecom Monitoring
1.6 Project Justification
The fact that the world has gone computerized has made most establishments to computerize their activities to reduce their work load and erroneous tendencies. It is obtained notice that 100% efficiency is the password of such an establishment and that can only be realized if worker/employee relationship is very cordial. Better still, if workers` wages and benefits are adequately implemented at shortest possible time. Prompt payment includes the monthly salary, allowances and overtime, etc.
Based on this, workers are ready to do their best assigned job in order to achieve the maximum efficiency. To be precise, this automated system is designed to enable the accounting department of Nigerian Communications Commission, Abuja get a payroll package that can facilitate the payment of workers` entitlement on schedule. In this automated payroll system, any valuable information about workers can easily be retrieved and wages are computed at shortest time. Here, there is no issue of fear of destruction since safety is ensured by the storage device which is simple to handle. Unlike the manual system that is prepared with pen and payroll sheet, and bulky physical files, errors like non-payment, over-payment, under-payment, and over deductions, etc are eliminated. The processes of payroll are electronically computerized. The ALU, memory and the register of the computer are for calculation. This checks the issue of workers queuing indefinitely at the pay –office thereby making the job to suffer. The new system requires few workers to operate thereby saving the establishment from employing above their means.
1.7 Definitions Of Terms And Concepts
PAYROLL: Is a list of the employees and the amount each has earned for a specific pay period.
PAY PERIOD: Is the amount of time for which an employee is paid such as hourly, weekly or monthly.
SALARY: Is a fixed annual sum, paid at regular interval, usually a monthly, to an employee, especially for a professional and clerical worker.
GROSS EARNING: Is the total amount an employee earns during a pay period.
NETPAY: Is the gross earning minus deductions for taxes and other optional deductions.
EMPLOYEE RECORD: Information about employee such as name and address, level, year of employment, type of pay, social security number earning and deduction and the accumulated earnings and deductions.
PAYROLL REGISTER: This consists of payment and deductions from each employee current period. It shows the employee gross earnings amount withheld, deductions from gross pay, net pay, and gross salaries changes to specific amounts wages. Compensation compiled hourly at a given rate for each of the employee`s payroll records. This consists of all the data needed in payroll system processing of personal record list. This contains the personal information of each worker in all departments, including their names, address, department, sex and marital status of employee, etc.
DATA: This is a collection of facts, figures, symbols, etc representing an idea that needs to be processed to yield information.
Data Store: File or table of contents used in the database called data repository
Server: A multi-user computer that provides interface services and appropriate database and processing service and connectivity
Client: User computer that uses the services of server computer in a network.
Analysis: Close examination of a task in details to draw a better understanding
File: A collection of related records
System: An organized method consisting of simple units, using procedures which are collectively integrated together for accomplishing a task.
Record: A collection of related fields that is used to process a file/document.
Process: A series of actions directed toward a specific aim.
Database: It is an organized collection of related information or data arranged to meet the various needs of an organization. Its contents are managed by powerful software known as database management software (DBMS).
Query: A request for a set of desired information from a database containing files.
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