COMPUTERIZED PAYROLL SYSTEM

WITH BIOMETRIC TIMEKEEPING FOR

YZO’S ENTERPRISE

In Partial Fulfillment of the Requirements for The

Course of Bachelor of Science in Information Technology

BY:

Briz, Marc Emmanuel T.

Dela Fuente, Nikki P.

Soyangco, Simon T.

Mr. John Paul Aleviado

Mr. Ian Michael Quicho

Advisers
 ACKNOWLEDGEMENT

The proponents would like to give their sincerest gratitude to their parents, if not

for them, nothing would be possible; to our Alma Mater, Bataan Heroes Memorial College,

for pushing aspiring Bataenos to the next level of academic excellence; and to the

research adviser, who offered his expertise in its full capacity in aid of accomplishing this

research.
 PREFACE

The proposed Computerized Payroll System with Biometric Timekeeping for Yzo’s

Enterprise aims to improve the way timekeeping and payroll activities are handled by the

company. This will be done by integrating the timekeeping process, and salary

computation, and pay slip creation that is done every pay-day. The system will be built to

replace the manual practice of writing attendance record through pen and paper, and then

copying and pasting the information into a Microsoft Excel spreadsheet for computation.

Once the project is completed and deployed, it is expected that the company would be

able to accurately record the employees’ work hours, reduce the time required to compute

payroll, and allow convenient access to employee pay slips.

The following pages contain a brief background about the company, Yzo’s

Enterprise, as well as the problems and objectives set forth by the proponents for this

study. Finally, the details of the system and each of its features are discussed in the next

pages.
 ABSTRACT

Society has grown with Information Technology. With the current technologies at

their disposal, businesses both big and small are better equipped to meet the demands

of their craft. Prevalent use of technology has raised the bar for competitiveness, and any

business looking to be successful will need to harness the technology that is available

There great incentive for businesses to manage their operating expenses; and one

of the biggest operating costs are employees’ salaries – the effective accounting of which,

ensures that there will be no overspending. This also translates to satisfied employees,

and compliance the Philippine Labor Code.

BATAAN HEROES MEMORIAL COLLEGE
Computer Studies Department – Information Technology

TABLE OF CONTENTS

ACKNOWLEDGEMENT

PREFACE

ABSTRACT

I. INTRODUCTION

1.1 Introduction and Background of the Study

1.2 Statement of the Problem

1.2.1 General Problem

1.2.2 Specific Problems

1.2.3 General Objective

1.2.4 Specific Objectives

1.3 Scope and Limitation

1.3.1 Scope of the Study

1.3.2 Limitations of the Study

1.4 Significance of the Study

1.4.1 Owners

1.4.2 Managers

1.4.3 Employees

1.4.4 Future Researchers

1.5 Definition of Terms

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II. REVIEW OF RELATED LITERATURE AND STUDIES

2.1 Related Literature

2.2 Foreign

2.3 Local

III. TECHNICAL BACKGROUND

3.1 Conceptual Model of the Study

3.2 Overview of Current Processes and Technologies

3.2.1 Hardware

3.2.2 Software

3.2.3 Network

3.3 Diagrams

3.3.1 HIPO MODEL

3.3.1.1 HIPO Chart (Proposed System)

3.3.2 Context Flow Diagram

3.3.2.1 Context Flow Diagram (Current System)

3.3.2.2 Context Flow Diagram (Proposed System)

3.3.3 Data Flow Diagram

3.3.3.1 Data Flow Diagram (Manual Parent)

3.3.3.2 Data Flow Diagram (Manual Child)

3.3.3.3 Data Flow Diagram (Computerized, Parent)

3.3.3.4 Data Flow Diagram (Child Computerized)

3.3.4 Entity Relationship Diagram

3.3.5 Database Design

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3.3.5.1 Data Dictionary

IV. RESEARCH DESIGN AND METHODOLOGY

4.1 Research Method

4.2 Research Instrument

4.2.1 Interview

4.2.2 Questionnaire

4.3 Design Methodology

V. SUMMARY & CONCLUSION

5.1 Evaluation

5.2 Summary

5.3 Recommendation

Appendices

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CHAPTER I

INTRODUCTION AND BACKGROUND OF THE STUDY

1.1 Introduction and Background of the Study

Yzo’s Enterprise started operations in 2014 with the goal of

establishing a profitable business that also caters to the needs of the

residents of Abucay, Bataan. Upon the completion of a feasibility study

conducted that same year, the proprietress, Mrs. Cherry Mariano,

franchised Monterey Meatshop Plus from San Miguel Foods Inc., and

opened its doors as an alternative to the local public market.

Three years into its operations, the business has done well. The

growth allowed the company to employ more people, as well as provide

them with company privileges such as company-funded loans both short

and long term.

Now with an established foothold in the Abucay, Bataan meat

market, and a growing team of employees, the need for efficient accounting

of both earnings and expenses presented itself. The business responded

by moving the payroll computation into a computerized spreadsheet, but

kept the attendance data in time cards.

The owner entrusts the day-to-day management to the manager,

Jem Tuazon, and bookkeeping duties to an external accountant.

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Because the manual timekeeping requires transcription of the time

logs into a spreadsheet, the limitations of this practice have been identified.

The physical nature of the time cards mean that they can easily be

damaged, or lost. And with no rigorous process on logging the exact time

of arrival and departure from work, records have been tampered, or logged

incorrectly. Finally, transcribing 3,120 time logs of 52 employees into a

spreadsheet takes a significant amount of time, as well as the possibility of

incorrectly encoding the data.

Within the same spreadsheet is where the manager also lays-out and

prints the employees’ pay slips. While the business does not have any

issues providing pay slips in a timely manner, it is when an employee

requests a copy of the previous pay slip(s), that an issue is encountered:

for when the manager creates the latest batch of pay slips, the old ones are

deleted.

The Computerized Timekeeping and Payroll System with Biometric

Timekeeping for Yzo’s Enterprise implements an automated and up-to-the-

minute accurate timekeeping solution using a fingerprint scanner. This

improves the payroll computation process by allowing the payroll module to

directly access the timekeeping data. Integration with other modules would

allow the system to generate pay slips for the employees, and reports for

the manager and owner easily. Specifically, the system can perform the

following operations: manage all time-in and time-out activities for the

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employees of the business using a fingerprint scanner, provide the

capability of generating, storing, and viewing electronic pay slips that can

be transmitted through the internet, or printed-out.

The researchers aim to enhance the current system and integrate

the benefits of using Information Systems when used for record-keeping

and computation activities.

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1.2 Statement of the Problem

1.2.1 General Problem

 How to create a computerized payroll system that will

improve the accuracy and speed of the payroll computation

process.

The current timekeeping and payroll process relies on time-cards

where employees write their time stamps. The cards are stored

in a drawer for safe-keeping, and are taken out everytime the

employees need to write new time stamps. The manager said that

there were several instances of the time cards getting lost.

Three days before the employees’ payday, the time stamps from

the time card are then transferred into a computerized

spreadsheet which takes time and is susceptible to errors.

The same spreadsheet is used to create the pay slips that are

issued to employees. The same template is being re-used to

generate new pay slips every pay day, hence, old ones are

overwritten every time. This has caused an issue with employees

requesting for old pay slips, which they need for various

purposes.

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1.2.2 Specific Problems

 How to create a Timekeeping module.

The employees write their timestamps into their designated time

cards. Management has observed that some employees falsify

their time logs, and sometimes ask other employees to write their

logs for them. This poses a problem for the company, because

salary expenses can be driven up for minutes that are not

supposed to be paid.

 How to create a Payroll module.

Every pay period, the timestamps in the time cards are manually

encoded into a Microsoft Excel spreadsheet – a process done 3

days before the employees’ payday. Once encoded, the manager

computes the total salary, including deductibles and bonuses,

using a formula.

 How to create a Pay Slip Module.

Along with employees’ salaries, the manager also distributes

payslips for that pay period. The payslips are created within the

same Microsoft Excel spreadsheet, overwriting the previous

payslips, and are then printed. This is a time consuming process

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that has only been more challenging as they increased their

employee numbers.

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1.2.3 General Objective

 To create a Computerized Payroll System with Biometric

Timekeeping for Yzo’s Enterprise.

By developing a Computerized Payroll System with Biometric

Timekeeping, the speed and accuracy of the payroll process will

be increased greatly. Timekeeping will be made easier and more

accurate, payroll can be easily accomplished with just a few

clicks, and payslips for multiple employees are easily generated.

1.2.4 Specific Objectives

 To create a module that will automate and ensure the

integrity of the attendance records using a fingerprint

scanner.

Using a fingerprint scanner, the system will capture attendance

data from a scan of the employee’s thumb print. Inaccuracies

stemming from the manual writing on time cards will be

eliminated.

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This is a quick, and accurate way of recording the attendance

data as a person’s fingerprint is always present, and virtually

cannot be replicated by someone else.

 To create a payroll module that will automate the payroll

computation process.

The payroll module will have the advantage of being able to

acquire the needed attendance data from the database. This

reduces the amount of cross-checking that needs to be done on

employee attendance, salary, loans, leaves, etc. It gives the

company a relief on manual backtracking of the encoded data’s

and time logs in the spreadsheet.

 To create a pay slip module that allows the manager to

generate the pay slips quickly, and save a copy of them in a

folder on the computer.

The module will allow batch processing of the payslips and save

them into a folder in the computer. This would allow the manager

to quickly access previous pay slips when requested for, without

creating them again.

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1.3 Scope and Limitations

1.3.1 Scope of the Study

 Timekeeping module

The timekeeping module captures and verifies attendance data

by capturing a fingerprint specimen and comparing it to the saved

fingerprint data in the database.

 Login Module

The login module ensures that only authorized personnel are

allowed access to the management features of the system. The

login information entered is verified against the login information

in the database.

 Timestamp Management Module

The timestamp management module allows the system

administrator to make changes to existing time logs, and add new

time logs as needed.

 Overtime Module

The overtime module allows the system administrator to add

approved overtime hours into the system.

 Payroll Module

The payroll module allows the system administrator to start a

batch process of the salaries for a date range. The user then has

the option to save and / or print the payroll

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 Payslip Module

The payslip module allows the system administrator to generate

a single payslip, or batch generate payslips for all active

employees. The batch payslips are saved into the database for

future use.

 Payslip View Module

The payslip view module provides a list of batch-generated pay

slips for viewing or printing.

 Add Employee Module

The add employee module allows the system administrator to

add a new employee record.

 Edit Employee Module

The edit employee module allows the system administrator to edit

an existing employee record.

 Employees Module

The employees module provides a table listing all employees in

the company.

 Tax Table Module

The tax table module allows the system administrator to change

the withholding tax table values that are used for salary

computation.

 Loan module

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The loan module allows the system administrator to add an

approved loan into the system.

 Holidays Module

The holidays module allows the system administrator to add

holidays which are factored into payroll computation.

 Admin Accounts Module

The admin accounts module allows the system administrator to

add new administrator accounts and make changes to existing

ones.

 13th Month Pay Module

The 13th month pay module allows the system administrator to

view up to date 13th month pay data.

 Leave Module

The leave module allows the system administrator to add

approved employee leaves, which are factored into the payroll

computation.

 Maintenance Module

The maintenance module allows the manager to make a backup

of the database that can be used to restore the records in case

of failure.

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1.3.2 Limitations of the Study

 The system can only be accessed through the management PC

in the store.

 The system does not capture employee photos using a webcam

 The system does not automatically correct missed time logs due

to system downtime.

 The pay slips require a PDF application to be opened

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1.4 Significance of the Study

Upon completion of the study, the business should be able to:

efficiently track employees’ attendance, quickly compute salaries and

generate payroll, and provide access to all previous payslips. The system

would also be able to provide reliable storage and access to personnel and

time-keeping data for the Manager and Owner.

Specifically, the system will benefit the following:

1.4.1 Management

By being able to access relevant employee attendance

records, the owners will be able to make personnel decisions

quicker. Quicker generations of payrolls would eliminate the need to

spend time in doing them manually.

1.4.3 Employees

The employees will be assured that every minute worked is

accounted for.

1.4.4 Future Researchers

The system should serve as a starting point of their related

research, upon which the improved system can be based.

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1.5 Definition of Terms

Biometrics – refers to metrics related to human characteristics.

Cash Advance – also called a payday advance, salary loan, payroll

loan, small, short term, or cash advance loan) is a small, short-term

unsecured loan that is sometimes allowed by an employer to its

employees.

Database - a database is basically a collection of information

organized in such a way that a computer program can quickly select

desired pieces of data. You can think of a database as an electronic

filing system.

Deductions – Amount withheld by an employer from employee's

earnings. It typically includes income tax, national insurance or social

security contributions, and may also include group insurance or

pension fund contributions, union or association dues, authorized

wage assignments, etc.

Fingerprint Scanner – are security systems of biometrics. They are

now used in police stations, security industries and most recently, on

computers.

Gross Salary / Pay – is the total amount of money you get before

taxes or other deductions are subtracted from your salary.

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Home Development Mutual Fund – also known as PAGIBIG is a

Philippine government-owned and controlled corporation under the

Housing and Urban Development Coordinating Council responsible

for the administration of the national savings program and affordable

shelter financing for Filipinos employed by local and foreign-based

employers as well as voluntary and self-employed members.

Net Salary / Pay – is the amount of a person's paycheck left over

after any deductions are taken out.

PAGIBIG – see Home Development Mutual Fund

Payroll – A list of a company's employees and the amount of money

they are to be paid. The total amount of wages and salaries paid by

a company to its employees.

Payroll System - is software designed to organize all the tasks of

employee payment and the filing of employee taxes. These tasks can

include keeping track of hours, calculating wages, withholding taxes

and deductions, printing and delivering checks and paying

employment taxes to the government.

Philhealth – is a tax-exempt, government-owned and government-

controlled corporation (GOCC) of the Philippines, and is attached to

the Department of Health. It is mainly concerned with the health

insurance of all citizens of the Philippines.

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Philippine Labor Code - The Labor Code of the Philippines is the

legal code governing employment practices and labor relations in the

Philippines. The Labor Code sets the rules for hiring and firing of

private employees; the conditions of work including maximum work

hours and overtime; employee benefits such as holiday pay,

thirteenth-month pay and retirement pay; and the guidelines in the

organization and membership in labor unions as well as in collective

bargaining.

Salary – a fixed regular payment, typically paid on a monthly or

biweekly basis but often expressed as an annual sum, made by an

employer to an employee.

Social Security System – is a state-run, social insurance program

in the Philippines to workers in the private, professional, and informal

sectors.

Spreadsheet Application - is an interactive computer application for

organization, analysis and storage of data in tabular form.

Spreadsheets are developed as computerized simulations of paper

accounting worksheets. The program operates on data entered in

cells of a table. Each cell may contain either numeric or text data, or

the results of formulas that automatically calculate and display a

value based on the contents of other cells. A spreadsheet may also

refer to one such electronic document.

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Time-keeping – is the process of tracking and reporting work and

leave time.

Timestamp - record the time or date of.

Windows – is a family of graphical operating systems developed,

marketed, and sold by Microsoft. It consists of several families of

operating systems, each of which cater to a certain sector of the

computing industry with the OS typically associated with IBM PC

compatible architecture.

Withholding Tax – the amount of an employee's pay withheld by the

employer and sent directly to the government as partial payment of

income tax.

Withholding Tax Table – a table published by the Bureau of Internal

Revenue which indicates the values that are needed for calculating

withholding tax.

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CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

2.1 Related Literature

Visual Basic

A programming language and environment developed by Microsoft. Based

on the BASIC language, Visual Basic was one of the first products to

provide a graphical programming environment and a paint metaphor for

developing user interfaces. Instead of worrying about syntax details, the

Visual Basic programmer can add a substantial amount of code simply

by dragging and dropping controls, such as buttons and dialog boxes, and

then defining their appearance and behavior.

Although not a true object-oriented programming language in the strictest

sense, Visual Basic nevertheless has an object-oriented philosophy. It is

sometimes called an event-driven language because each object can react

to different events such as a mouse click.

Since its launch in 1990, the Visual Basic approach has become the norm

for programming languages. Now there are visual environments for many

programming languages, including C, C++, Pascal, and Java. Visual Basic

is sometimes called a Rapid Application Development (RAD)system

because it enables programmers to quickly build prototype applications.

[webovb1]

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.NET Framework

. The .NET framework is a software development framework from Microsoft.

It provides a controlled programming environment where software can be

developed, installed and executed on Windows-based operating systems.

The principal design features are:

 Interoperability: This allows for .NET-developed programs to access

functionalities in programs developed outside .NET.

 Common Runtime Engine: Also known as the common language

runtime, this allows programs developed in .NET to exhibit common

behaviors in memory usage, exception handling and security.

 Language Independence: Common language infrastructure

specifications (CLI) allow for the exchange of data types between

two programs developed in different languages.

 Base Class Library: A library of code for most common functions--

used by programmers to avoid repetitive rewriting of code.

 Ease of Deployment: There are tools to ensure the ease of installing

programs without interfering with previously installed applications.

 Security: Programs developed in .NET are based on a common

security model.[techonet1]

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Digital Persona

DigitalPersona, Inc. offers biometrics-based identity verification solutions.

The company's authentication solutions include DigitalPersona Pro

Enterprise, a multi-factor authentication and access management solution

that is managed via active directory provides access to computers,

applications, and networks; and DigitalPersona Online, a client-server

software development kit that allows users to differentiate its business

services by adding the security of fingerprint authentication to the Web-

based applications.[bloom1]

Digital Persona SDK

The U.are.U Software Development Kit (SDK) for Windows enables

integrators and developers to quickly add the power of fingerprint-based

authentication to their Microsoft® Windows-based applications.

Crossmatch™ offers powerful SDKs which feature accurate, high

performing fingerprint authentication algorithms. [xmatch1]

Time and attendance systems (TNA)

Time and attendance software provides management personnel with

diverse tools to help maximize cash flow and minimize waste. The programs

can generate, maintain, and archive important payroll and tax information.

The records can prove invaluable in the event of an audit by taxing

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authorities. A good time and attendance software suite will continue to

function properly as an organization evolves.

The most important features of time and attendance include:

 Tracking employee hours.

 Tracking wages paid.

 Automating payroll processes.

 Complying with government regulations.

 Ensuring that employees receive proper compensation for overtime.

 Minimizing errors in bookkeeping.

 Breaking down processes and events into tables, graphs, and charts.

 Integration with financial analytics, business intelligence/business

analytics (BI/BA) and human resources management

systems.[techtarget]

Payroll

Payroll is defined as the total amount of wages paid by a company to its

employees and other workers. Your company’s payroll may be your firm’s

largest business expense, and processing payroll is complicated. You must

collect insurance premiums, retirement plan contributions and tax

withholdings from employee pay.[intuit]

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Transaction Processing System - A transaction process system and

transaction processing are often contrasted with a batch process system

and batch processing, where many requests are all executed at one time.

The former requires the interaction of a user, whereas batch processing

does not require user involvement. In batch processing the results of each

transaction are not immediately available. Additionally, there is a delay while

the many requests are being organized, stored and eventually executed. In

transaction processing there is no delay and the results of each transaction

are immediately available. During the delay time for batch processing,

errors can occur. Although errors can occur in transaction processing, they

are infrequent and tolerated, but do not warrant shutting down the entire

system.

To achieve performance, reliability and consistency, data must be readily

accessible in a data warehouse, backup procedures must be in place and

the recovery process must be in place to deal with system failure, human

failure, computer viruses, software applications or natural disasters. [techotps]

Structured Query Language

SQL is referred to as Structured Query Language, is a database computer

language designed for managing data in relational database management

systems (RDBMS), and originally based upon relational algebra and

calculus. Its scope includes data insert, query, update and delete, schema

creation and modification and data access control. The most common

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operation in SQL is the query, which is performed with the declarative select

statement. Select retrieves data from one or more tables, or expressions.

Standard select statements have no persistent effects on the database.

Some non-standard implementations of select can have persistent effects,

such as the select into syntax that exists in some databases.

Queries allow the user to describe desired data, leaving the database

management system (DBMS) responsible for planning, optimizing, and

performing the physical operations necessary to produce that result as it

chooses.

Databases for various applications by database administrators (DBAs) and

other specialists. A database is an integrated collection of data records,

files, and other database objects. A DBMS allows different user application

programs to concurrently access the same database. DBMSs may use a

variety of database models, such as the relational model or object model,

to conveniently describe and support applications. It typically supports

query languages, which are in fact high-level programming languages,

dedicated database languages that considerably simplify writing database

application programs. Database languages also simplify the database

organization as well as retrieving and presenting information from it. A

DBMS provides facilities for controlling data access, enforcing data

integrity, managing concurrency control, recovering the database after

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failures and restoring it from backup files, as well as maintaining database

security. [sql]

2.2 Related Studies - Foreign

2.2.1 Computerized Payroll System

Payroll is a critical operation for every organization to pay

employee accurately their salary and enrollments on time. The idea

of taking control of employees pay calculations are quite tedious if

done manually and require more effort and time mainly for big

organizations. Hence if this process is automated, it would be of

great benefit as it would require less time to calculate the salary of

the employees. The software for payroll management system service

on the cloud is provided as a solution in this paper. This system

provides multiple user data access. Each user like employee or HR

or admin can login into the software by writing username and

password which are allocated to them from the company. It involves

keeping track of hours worked and is capable of keeping a record of

employee data including their pay, allowances, deductions and taxes

on monthly bases so that fresh definitions are reflected from the

month onwards, which leaves all the past data intact. The proposed

payroll system is advantageous as it provides a user friendly

environment and also increases security and minimizes human

calculation errors. The proposed system is a web based system. The

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base of the proposed system is a database, which stores all the

information pertinent to personnel, allowances, deductions, taxes,

savings and net pay.

This computer based Payroll system is accessible on the internet and

calculates, maintains and records the payroll information of

employees. This Application will help to automate payroll system of

an organization. The prototype computer based payroll system is

complete in itself and ready to be implemented but changes and

growth in requirements will be a reality on every software project so

there is need to timely update them. The same applies to this payroll

system. [ijarcce]

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2.2.2 Infonetics Computerized Payroll System

The PAYROLL SYSTEM is used to maintain a list of

employees’ names, addresses and employment information and is

used to interactively calculate and print payroll checks. Employees’

hours are entered and distributed to appropriate department/cost

centers. Annualized tax tables are then used to automatically

compute deductions before the check is printed on bank stock.

Monthly and quarterly reports are used to prepare tax filings, and

provide analytical information. W-2’s can be generated automatically

at year-end. [infonetx]

2.2.3 A System for Payroll Management

Information and database system projects are initiated to

improve the accuracy of the processing data and ensure the

procedure prescribing how to do a specific task. A computer program

can maintain accurate and consistent database, hence resulting is

an improved performance. The program efficiency can be increased

considerably by including automatic calculations and fast data

retrieval capabilities. This will dramatically reduce the manual error

and permit more study at lower cost and effort. Defense Institute of

Allied Sciences (DIPAS) is a large organization, consisting of

different cadres like Scientists, Technical staffs, Admin staffs and

Service officers and so on. The administration section is maintaining

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the pay records of all the DIPAS employees. One of the main jobs of

admin section is to generate pay roll for all the employees and their

payment reports. Due to the non-availability of a proper database

management system all the data is handled manually. Because of

large volume of payroll data and calculations, it is very difficult to

handle the data manually and delayed the pay roll process. This

created an immediate need to develop a new computer based pay

roll data base system to avoid the delay in generating pay bills, loan

schedules, payment reports, pay slips and so on. So this new Payroll

Management System (PMS) is developed in DIPAS as an internal

project.

In this study a comprehensive database PMS system for the

DIPAS employees is introduced. The study elaborates the system

analysis, software and database design and system development.

PMS is able to store huge data of the employees and generate

reports according to the need. In addition, PMS effectively controls

the data in a user-friendly manner. It also enables the user to access,

update and delete data in a flexible manner. [scipub]

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2.2.4 Implementation and Development of a Proposed Payroll System

Payroll software can be used to speed up the process of

calculating pay, ensuring that payments are both accurate and on

time. They save you the burden of learning and understanding

complex Payroll legislation. Trouble free Payroll processing is a

critical need of any business. Payroll software completes Payroll

calculations within a fraction of the time it would take to do them

manually, whilst you’re Payroll staff might not like it, it makes perfect

sense if you are trying to run a business. Another huge advantage of

running Payroll software over a manual process is in the reporting,

most systems allow, weekly, month and annually required reports to

be run at the press of a button. Instead of shuffling through endless

files let the software do the work. It possible with a lot of Payroll

software to integrate with your time sheet systems that record

employee attendance or time worked. It a simple way for information

about employee hours worked to be transferred into the Payroll

System removing yet another layer of manual processing. Some

companies choose to operate a swipe card door system whilst many

others operate on a system login basis. Payroll software also

provides the capability of "what-if" calculations. This helps in

forecasting and planning staff costs and budgets. Entering

hypothetical numbers allow you to compare the exact total cost of an

employee under different remuneration scenarios. Some Payroll

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systems also allow more personnel based data to be stored such as

records of annual leave and sick leave. The research on

Implementation and Development of a purposed Payroll System is

completely attached with database system. In this research we can

attach visual basic 6.0 programming language, database with Crystal

Reports. We can attach with database of a Payroll and generate the

Payroll System with its development and implementation. If we

required enter information on the form and create the print using print

command, then we are making a purposed system of Payroll. So my

research is that if we required enter the data of employees or worker

of any organization then we can create a purposed Payroll System

of the organization, which is better for the organization to make an

efficient system. This research is completely based on coding.

The criteria set for goals are to generate files, deliver on time,

performance and efficiency issues of the system. The major goal we

have achieved is to generate the bank files/invoices for the banks

with salary information so that the banks are able to transfer the

salaries of the employees into their accounts. After developing the

system, we calculated the salary and generated a Bank file. The

bank file was then sent to the bank and was practically done

successful to check the performance and efficiency of the system. It

is a load, stress and performance testing tool for web sites and web

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applications. We created basic testing scenarios and hence got

some meaningful results. These results are showing that this web

application is efficient and performing very well.

The system is able to calculate employees’ salaries according

to certain parameters, such as age. It is also able to generate specific

files for the organization such as employee salary slips and bank

files. The system is also able to calculate tax payable by the

organization on the basis of certain formulas provided by the tax

authorities according to the Swedish law. It generates and sends tax

files to tax office; moreover, the system is more cost effective as

compared to other salary management systems. As this system is

integrated with the existing system so does not need new resources

to run the system. Therefore, it is easy to handle single system

instead of two. Maintenance is easy and requires no further cost;

further enhancement is possible according to the requirements of the

organization which is not possible in the case of using existing salary

management software’s available in the market. Hence the system

is developed successfully and is in proper function according to our

goals and criteria. [edupedia]

2.2.5 SHAZ HR and Payroll System

The SHAZ HR and Payroll Management System is a web

based enterprise suite of business applicant with end to end

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integration among Human Resource and Payroll Management. The

system is conceived and developed based on business domain

intelligence in an effort to provide our clients with real time business

solution with greater simplicity and user friendly. This is an attempt

to automate the all processes involved in Human Resource and

Payroll. According to domain transactions and requirements nature,

this system is proposed to have three types of features i.e. Human

Resource, Payroll and Security. Accordingly, it is divided in six

modules those are discussed below.

SHAZ HR and Payroll system will be implemented in Client

Server environment, where database and application will be installed

and hosted on one server and users can access the application from

their system through intranet. To permission i.e. Administrator and

Limited User. In special circumstances, local copies of the software

can be installed on PCs and Laptops. [shaz]

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2.3 Related Studies - Local

2.3.1 LAN-Based Timekeeping and Payroll system using Biometrics

The system proposal entitled “LAN-Based Time Keeping and

Payroll System using Biometrics for Blanco Family Academy” will be

beneficial to the company for maximizing its profits; and minimizing

manpower and additional equipment necessary for “LAN-Based

Timekeeping and Payroll System. With the use of this new system,

computations and gathering are all accurate, Data manipulating and

processing are expedited, report generations ate faster and security

for the held are better, and consumes less office space, a powerful

business tool that would greatly aid updating of new time keeping

and payroll system. The computed difference was found to be

significant since the computed value 2.54 from the Existing System,

and 3.26 from the Prototype System is less than the tabular value of

the Proposed System which equates to 4.02 with this result the

researcher rejects the null hypothesis that there is no significant

difference between the effectiveness of the system evaluated by the

user evaluation result of the present, the proposed system and the

prototype system. This “LAN-Based Timekeeping and Payroll

System by using Biometrics” thus increasing effectiveness by a very

considerable amount. [lanb]

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2.3.2 Employee Attendance and Payroll System using Fingerprint

Biometrics

Biometric technology offers an advanced verification of

human identity used in most schools and companies for recording

the daily attendance (login and logout) and generating the payroll of

the employees. This study uses the biometric technology to address

the problems of many companies or institutions such as employees

doing the proxy attendance for their colleagues, stealing company

time, putting in more time in the daily time record (DTR), and

increasing the amount of gross payroll resulted of buddy punching.

The researcher developed a system for employee’s attendance and

processing of payroll with the use of fingerprint reader and the

webcam device. The employee uses one finger to record his or her

time of arrival and departure from the office through the use of the

fingerprint reader. The DTR of employees is recorded correctly by

the system; the tardiness and under time in the morning and in the

afternoon of their official time is also computed. The system was

developed using the Microsoft Visual C# 2008 programming

language, MySQL 5.1 database software, and Software

Development Kit (SDK) for the fingerprint reader and the webcam

device. The data were analyzed using the percentage technique and

arithmetic mean. The study was tested for 30 employees using the

fingerprint reader for biometric fingerprint scanning (login and

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logout), and 50 employees were recorded and used for processing

the payroll, and the proposed system. Results of biometric fingerprint

scanning for the login and logout revealed that 90% of the employees

have been accepted for the first attempt, 5.84% for the second

attempt, 3.33% and 0.83% for the third and more than four attempts,

respectively. The result of processing the advanced payroll

(permanent, substitute, temporary & casual employees) and regular

payroll (job order and contract of service employees) is 17.07 s and

5.08 s respectively. The Employee Attendance and Payroll System

(EAPS) showed that the verification and identification of the

employees in the school campus using the biometric technology

provides a reliable and accurate recording in the daily attendance,

and generate effectively the monthly payroll. [cresco]

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CHAPTER III

TECHNICAL BACKGROUND

3.0 Conceptual Model of the Study

On the basis of the foregoing concepts, theories and findings

of related literature and insights, a conceptual model is developed as

shown below.

Knowledge
Requirements:

 Timekeeping
 Payroll
 Philippine Labor Code Requirements
 BIR Withholding Tax
Table Gathering
 Visual Basic.NET
Programming Development of
 Structured Query Analysis Computerized
Language
Payroll System with
Design Biometric
Hardware
Requirements: Timekeeping for
Implementation Yzo’s Enterprise
 Computer system
 Fingerprint Scanner Testing
Software Maintenance
Requirements:
 Microsoft Visual Studio
2010
 SQL Server 2008

Evaluation

Figure 1Conceptual Model of the Study

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3.2 Overview of Current Processes and Technologies

Yzo’s Enterprise operates under the leadership of a general

manager. Day-to-day operations are handled by a team of butchers,

merchandisers, and utility personnel.

Timekeeping is done through pen, time cards, and logbooks,

while Payroll is computed using spreadsheets. Employees log their

time of arrival in a time card. The manager then transcribes the

timekeeping information into a computerized spreadsheet.

Salaries are then obtained by tallying the total hours of each

employee, including the holiday pay, and overtime, and applying

necessary deductions such as government deductibles and cash

loans. Payslips are then printed and handed out to employees on

pay day.

3.2.1 Hardware

The business uses a desktop computer that is used as the

Point-of-Sale machine. The same computer is used for document

editing and creation. An inkjet printer is also connected to the

computer to handle printing tasks.

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3.2.2 Software

The manager utilizes Microsoft Excel 2010 to store compute

salary, store attendance data, and generate and print pay slip

requests

3.2.3 Network

The desktop computer system is connected to the local

network through the use of a WiFi dongle connected through a USB

port. A wireless router provides Internet access to devices within the

premises; access to the Internet is provided through a DSL internet

connection.

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3.3 Diagrams

3.3.1 HIERARCHICAL INPUT PROCESS OUTPUT (HIPO MODEL)

HIPO model short for hierarchical input process output model is

a systems analysis design aid and documentation technique from the

1970s, used for representing the modules of a system as a hierarchy and

for documenting each module.

It was used to develop requirements, construct the design, and support

implementation of an expert system to demonstrate automated rendezvous.

Verification was then conducted systematically because of the method of

design and implementation.

The overall design of the system is documented using HIPO charts

or structure charts. The structure chart is similar in appearance to an

organizational chart, but has been modified to show additional detail.

Structure charts can be used to display several types of information, but are

used most commonly to diagram either data structures or code structures.

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3.2.1.1 HIPO CHART (Proposed System)

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3.3.2 Context Flow Diagram (CFD)

A context diagram is a graphic design that clarifies the
interfaces and boundaries of the project or process at hand. It not
only shows the process or project in its context, it also shows the
project’s interactions with other systems and users.

3.3.2.1 Context Flow Diagram (Current System)

Manager / Owner Receives written time logs

Receives
Completed Payroll

Submits old payslip request

0
Submits Loan Request

Creates Pay slip Submits leave Request

Transcribes time logs

YZO’S ENTERPRISE Writes time log
MANUAL PAYROLL
AND
TIMEKEEPING
Approves Loan Request
SYSTEM
Approves Overtime Request

Receives Payslip Employee

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3.3.2.2 Context Flow Diagram (Proposed System)

Manager / Owner Receives printed reports

Receives payroll print-out

Submits new
admin account
Submits updated
Tax table 0
Enters username
And password
Submits Payroll Command
Submits old payslip request

Submits Pay slip Generation Command

YZO’S ENTERPRISE Scans finger for timestamp
COMPUTERIZED
Submits edit timestamp command
PAYROLL SYSTEM
Enters Loan Information
WITH BIOMETRIC
Enters Overtime Information
TIMEKEEPING
Submits report print command
Enters override time stamp
Submits updated admin account

Receives Payslip
Employee

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3.3.3 Data Flow Diagram

A structured analysis technique that employs a set of visual

representations of the data that moves through the organization, the

paths through which the data moves, and the processes that

produce, use, and transform data.

On a DFD, data items flow from an external data source or an internal

data store to an internal data store or an external data sink, via an

internal process.

A DFD provides no information about the timing of processes,

or about whether processes will operate in sequence or in parallel. It

is therefore quite different from a flowchart, which shows the flow of

control through an algorithm, allowing a reader to determine what

operations will be performed, in what order, and under what

circumstances, but not what kinds of data will be input to and output

from the system, nor where the data will come from and go to, nor

where the data will be stored (all of which are shown on a DFD). [dfd]

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3.3.3.1 Data Flow Diagram (Manual Parent)

1.0
D1 Time card
EMPLOYEE Time Write time log Time

Employee
Time logs

2.0
Employee Employee
D2 MS Excel MANAGER
Time logs Time logs
Transcribe
Timelogs

3.0
Payroll Payroll
Information Information
Compute Payroll

Salary
Information
Salary
4.0 Information

Create Pay Slip

Figure 2: Data Flow Diagram (Manual Parent)

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3.3.3.2 Data Flow Diagram (Manual Child)

1.0

EMPLOYEE Time Time D1 Time card

Write To Time Card

D1 Time card

Time
Logs
2.0
Time Time
MANAGER D2 MS Excel
Logs Logs
Transcribe

3.0
Time Time
MANAGER D2 MS Excel
Logs Computes Logs

3.1

Payroll Payroll
Print

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4.0

MANAGER Payslip Payslip D2 MS Excel

Create

4.1

Pay slip Pay slip

Print

4.2

Pay slip Pay slip EMPLOYEE

Give

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3.3.3.3 Data Flow Diagram (Computerized, Parent)

1.0
Manager / Owner Username / Password Login Username / Password D8 adminaccounts

2.0 Timestamp
Timestamps View Timestamps Management
Module

2.0
Overtime
Overtime View Overtime
Module

3.0
Payroll
Payroll View Payroll
Module

4.0
Payslip
Payslip View Payslip
Module

5.0
Employees
Employee Records View Employee Records
Module

6.0
Add Employees
New Employee Info View New Employee Info
Module

7.0
Edit Employees
Edit Employee Info View Edit Employee Info
Module

8.0
Tax Table
Withholding Tax Table View Withholding Tax Table
Module

9.0
Loans
Loans View Loans
Module

10.0
Leaves
Leaves View Leaves
Module

11.0
Holidays
Holidays View Holidays
Module

12.0
13th Month Pay
13th Month Pay View 13th Month Pay
Module

13.0 Admin
Admin Accounts View Admin Accounts Accounts
Module

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Data Flow Diagram (Parent Computerized)

1.0
Employee Fingerprint Timekeeping Time Stamp D2 timekeep

3.3.3.4 Data Flow Diagram (Child Computerized)

1.0
Payroll
Manager / Owner Username / Password Login Username / Password
System

2.0
Employee Employee
Manager / Owner Timestamps
View Timestamps D2 timekeep

2.1
Timestamp Add Timestamp

2.2
Timestamp Edit Timestamp

3.0
Manager / Owner Overtime View Overtime D3 overtime

3.1
Overtime Add Overtime

3.0
Payroll
Manager / Owner Payroll Generate Payroll
Module

3.1
Payroll Print Payroll

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4.0
Manager / Owner Payslip Generate Payslip D6 payslip

4.1
Payslip
Payslip Print Payslip
Module

5.0
Employee Employee
Manager / Owner View D1 empdetails
Records Records

5.1
Employee Employee Employees
Records
Search Records Module

5.2
Employee Records Print Employee Records

6.0
New New
Manager / Owner Employee Add Employee D1 empdetails
Details Details

7.0
Employee Employee
Manager / Owner Edit D1 empdetails
Details Details

8.0
Tax Tax D10 withholdingtax
Manager / Owner Info
View Info

8.1
Tax Tax
Info
Update Info

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9.0
Manager / Owner Loans View Loans D4 loans

9.1
Loans Add Loans

10.0
Manager / Owner Leaves View Leaves D5 leaves

10.1
Leaves Add Leaves

11.0
Manager / Owner Holiday View Holiday D7 holidays

11.1
Holiday Add Holiday

11.1
Delete

12.0
13th Month 13th Month 13th Month Pay
Manager / Owner View
Pay Pay Module

12.1
13th Month 13th Month
Pay
Print Pay

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13.0
Admin Admin
Manager / Owner View D8 adminaccounts
Account Account

13.1
Admin Admin
Account
Add Account

13.2
Admin Account Edit Admin Account

1.0
Employee Fingerprint Timekeeping Time Stamp D2 timekeep

3.3.4 Entity Relationship Diagram

An entity relationship diagram is a graphical representation of

an organisation's data storage requirements. Entity relationship

diagrams are abstractions of the real world which simplify the

problem to be solved while retaining its essential features. Entity

relationship diagrams are used to: (1) identify the data that must be

captured, stored and retrieved in order to support the business

activities performed by an organisation; and (2) identify the data

required to derive and report on the performance measures that an

organisation should be monitoring. Entity relationship diagrams have

three different components the entity, attributes and relationships.

[erd]

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Entity Relationship Diagram

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3.3.5 Database Design

Database design is the process of producing a detailed data

model of a database. This logical data model contains all the needed

logical and physical design choices and physical storage parameters

needed to generate a design in a Data Definition Language, which

can then be used to create a database. A fully attributed data model

contains detailed attributes for each entity.

The term database design can be used to describe many

different parts of the design of an overall database system.

Principally, and most correctly, it can be thought of as the logical

design of the base data structures used to store the data. In the

relational model these are the tables and views. In an object

database the entities and relationships map directly to object classes

and named relationships. However, the term database design could

also be used to apply to the overall process of designing, not just the

base data structures, but also the forms and queries used as part of

the overall database application within the database management

system (DBMS). [dbdes]

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3.3.5.1 Data Dictionary

A data dictionary, or metadata repository, as defined in

the IBM Dictionary of Computing, is a "centralized repository

of information about data such as meaning, relationships to

other data, origin, usage, and format." The term may have one

of several closely related meanings pertaining to databases

and database management systems (DBMS) as follows: (1) a

document describing a database or collection of databases,

(2) an integral component of a DBMS that is required to

determine its structure and (3) a piece of middleware that

extends or supplants the native data dictionary of a DBMS.

[ddic]

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DATA DICTIONARY

Table 1.0 empdetails

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for Yzo’s

Enterprise

Subject: empdetails

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No employeeid int 50 No No

No No fname varchar 50 No No

No No lname varchar 50 No No

No No mname varchar 50 No No

No No empdesignation varchar 50 No No

No No schedulegrp varchar 50 No No

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No No dayoff varchar 50 No No

No No datehired datetime 50 No No

No No enabled varchar 50 No No

No No monthlypay nvarchar 50 No No

No No taxstatus nvarchar 50 No No

No No tinid nvarchar 50 No No

No No phcid nvarchar 50 No No

No No hdmfid nvarchar 50 No No

No No sssid nvarchar 50 No No

No No imagepath varbinary(MAX) No No

No No fingerprint varchar(MAX) No No

No No fpbyte varbinary(MAX) No No

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Table 2.0 timekeep

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: timekeep

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No id int 50 No No

No No stampdate datetime No No

No No stamptype varchar(50) 50 No No

No No foremp varchar(50) 50 No No

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Table 3.0 overtime

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: overtime

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No id int No No

No No ftime datetime No No

No No ttime datetime No No

No No employee int No No

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Table 4.0 loans

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: loans

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No id int No No

No No employee int No No

No No amount float No No

No No payment1 date No No

No No payment2 date Yes No

No No payment3 date Yes No

No No payment4 date Yes No

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No No dateapproved date Yes No

No No type int No No

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Table 5.0 leaves

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: leaves

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No id int No No

No No employee int No No

No No leavedate datetime No No

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Table 6.0 payslip

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: payslip

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No id int No No

No No date datetime No No

No No empid int No No

pdfpath nvarchar(MAX)

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Table 7.0 holidays

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: holidays

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No date date No No

No No holidayname nvarchar(MAX) No No

No No description nvarchar(MAX) No No

No No holidaytype nvarchar 50 No No

No No annualflag nvarchar 50 No No

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Table 8.0 adminaccounts

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: adminaccounts

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No username varchar(50) 50 No No

No No password varchar(50) 50 No No

No No enabled int No No

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Table 9.0 activitylog

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: activitylog

PK FK Field Name Data Type Length Nullable Default Description

Value

Yes No id int No No

No No date datetime No No

No No description nvarchar(MAX) No No

No No form nvarchar(MAX) No No

No No name nvarchar(MAX) No No

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Table 10.0

Data Dictionary Reference Number:

Version Number:

1.0

System Name: Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise

Subject: withholdingtax

PK FK Field Name Data Type Length Nullable Default Description

Value

No No taxstatus nvarchar(50) No No

No No tax1 float No No

No No tax2 float No No

No No tax3 float No No

No No tax4 float No No

No No tax5 float No No

No No tax6 float No No

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No No tax7 float No No

The empdetails table stores employee information with the employeeid

being the primary key. This includes essential payroll information such as

monthlypay, schedulegrp, tax status, fpbyte as the digital representation of

an employees’ fingerprint and day-off.

The timekeep table contains timekeeping information. It stores the

stampdate, stamptype (time-in, lunch-out, lunch-in, time-out), as well as

foremp, which is the employee id.

The overtime table stores all approved overtimes’ fromdate, todate, and

employee id.

The loans table stores approved loans, including the date it was approved,

and the payment schedule

The leaves table stores approved leaves from employees. This includes

dates, and employeeid of the employee who requested the leave.

The payslip table stores the employeeid for which the payslip belongs to,

and the path where the pdf file of the payslip is stored

The holidays table stores holiday dates, names, and descriptions

The adminaccounts store administrator information: username, password,

and enabled, which indicates if the account is active.

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The activitylog table stores activity logs and records the date of the event,

the description, the form which triggered the event, and the name of the

user or entity.

The withholdingtax table stores withholding tax values for payroll

computation.

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CHAPTER IV

RESEARCH AND DESIGN METHODOLOGY

This chapter provides further information on the research methods,

instruments, techniques, design, and testing and operating procedures that are to

be used during this research. Below are key details that the proponents will be

adhering to as guidelines to be able to come to an informed conclusion.

4.1 Research Method

The descriptive method of research was used for this study. The

method is defined by Creswell as the gathering of information about the

present, existing condition. The emphasis is on describing rather than on

judging or interpreting. This is used to describe the nature of a situation, as

it existed at the time of the study and to explore the cause of

phenomenon. The aim of descriptive research is to obtain an accurate

profile of the people, events or situations.

4.2 Research Instrument

To provide and gather as much informative and relative evaluation,

the descriptive method was used. This method includes the use of

questionnaires and interviews. A questionnaire was used as the main data-

gathering instrument for this study. It was divided into two main sections:

the profile and the questionnaire proper. The profile contains socio-

demographic characteristics of respondents such as name, age, gender

and educational background. The questions were structured using the

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Likert format. In this survey type, five choices are provided for every

question or statement. The choices represent the degree of agreement

each respondent has on the given question. The Likert survey was the

selected questionnaire type as this enabled the respondents to answer the

survey easily. In addition, this research instrument allowed the research to

carry out the quantitative approach effectively with the use of statistics for

data interpretation.

4.2.1 Interview

The researchers conducted an interview to gather information

in system development of Yzo’s Enterprise. The researchers sent a

letter to seek permission and an interview was conducted with the

Manager of Yzo’s Enterprise to learn about the background of the

company, its current system, and the problems associated with it.

The manager was able to provide key insights about the current state

of the timekeeping and payroll within the company.

4.2.2 Questionnaire

The questionnaire was prepared by the researchers to

determine the acceptance of the respondents. The respondents

need to answer the questions based on the following criteria: design,

performance, maintainability and security.

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4.3 Design Methodology

Planning

Analysis

Design

Implementation

Testing

Figure 3: SDLC Waterfall Model

Systems development life cycle (SDLC) is a conceptual model used

in project management that describes the stages involved in an information

system development project, from an initial feasibility study through

maintenance of the completed application. Various SDLC methodologies

have been developed to guide the processes involved, including the

waterfall model (which was the original SDLC method); rapid application

development (RAD); joint application development (JAD); the fountain

model; the spiral model; build and fix; and synchronize-and-stabilize. [sdlc]

The proponents choose the waterfall model to use for developing the

Payroll System as it describes a progress for each phase of development.

The Waterfall Method is comprised of a series of very definite phases, each

one run intended to be started sequentially only after the last has been

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completed, with one or more tangible deliverables produced at the end of

each phase.

Planning

The Planning Phase is the first phase of the SDLC and it focuses

principally on required project planning work. The concept is further

developed to describe how the business will operate once the approved

system is implemented, and to assess how the system will impact employee

and customer privacy. [sdlcplanning]

In this phase, the researchers determined the significance of the

system on the organization and its benefits. The proponents determine how

the proposed system will be built and will go about building the proposed

Payroll System. During this phase, the group is responsible to determine

first what the system needs to do for the organization. It involves the

creating of system proposal.

Analysis

The Analysis Phase is the second phase of the SDLC. Functional

user requirements are formally defined and delineate the requirements in

terms of data, system performance, security, and maintainability

requirements for the system. All requirements are defined to a level of detail

sufficient for systems design to proceed.

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The researchers conduct an interview to gather information

that lead to the development of the Computerized Payroll System

with Biometric Timekeeping. The requirements gathering process

takes as its input the goals identified in the high-level requirements

section of the project plan. Each goal will be refined into a set of one

or more requirements. These requirements define the major

functions of the intended application, define operational data areas

and reference data areas, and define the initial data entities. Major

functions include critical processes to be managed, as well as

mission critical inputs, outputs and reports. [sdlcana]

Design

The physical characteristics of the system are designed

during this phase. The operating environment is established, major

subsystems and their inputs and outputs are defined, and processes

are allocated to resources. Everything requiring user input or

approval must be documented and reviewed by the user. The

physical characteristics of the system are specified and a detailed

design is prepared. Subsystems identified during design are used to

create a detailed structure of the system. Each subsystem is

partitioned into one or more design units or modules. Detailed logic

specifications are prepared for each software module. [sdlcdes]

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In this phase, the planners design the interface of the system

with simple graphical interface. Furthermore, the Data Flow diagram

also belongs in this phase. It shows the flow of the proposed system

for better understanding. Also, the researchers managed this phased

by constructing conceptual model to specify inputs of the knowledge,

software and the hardware requirements of the study. Complete

entity-relationship diagram with a full data dictionary are also created

in this phase.

Implementation and Testing

The Implementation Phase is the final phase of the SDLC and

it involves the actual construction and installation of a system. In this

phase, the designs are translated into code. Computer programs are

written using a conventional programming language or an application

generator. This phase also includes the maintenance of the system

and any future updates or expansion of the system.

The system is written in Visual Basic.net. Normally, programs

are written as a series of individual modules and forms. The separate

modules are brought together and tested as a complete system. All

modules are integrated together and proper testing tools are

selected for error checking. The system is tested to ensure that

interfaces between modules work (integration testing), the system

works on the intended platform and with the expected volume of data

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(volume testing) and that the system does what the user requires

(acceptance/beta testing).

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CHAPTER V

SUMMARY & CONCLUSION

This chapter presents the summary of the study. The problems that were

stated, objectives set forth, research undertaken, and the recommendations of the

proponents for future researchers.

5.1 Evaluation Results

5.1.1 ISO-9126

Evaluation was done by using a questionnaire and the ISO

9126 software quality model. It is a standard describes a software

quality model which categorizes software quality into six

characteristics. The characteristics are manifested externally when

the software is used as a consequence of internal software attributes.

[iso]

Presentation of Evaluation Results:

For the results, the proponents asked 52 employees of the company,

along with the general manager to evaluate the software using the

four criteria.

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The detailed composition of the respondents are as follows:

Designation Number %

General Manager 1 1.9%

Merchandisers 16 30.77%

Butchers 15 28.89%

Utility 20 38.46%

Total: 52 100%

The respondents graded the system as follows:

For functionality, which is “the capability of the software product to

provide functions which meet stated and implied needs when the

software is used under specified conditions”, the respondents gave

a mean score of 4.95 with a descriptive interpretation of “Very Good”.

For reliability, which is “the capability of the software product to

maintain a specified level of performance when used under specified

conditions”, the respondents gave the system a mean score of 4.80,

with a descriptive interpretation of “Very Good”.

For usability, which is “The capability of software product to be

understood, learned, used, and attractive to the user, when used

under specified conditions”, the software was given a mean score of

4.93, with a descriptive interpretation of “Very Good”

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Lastly, for efficiency, which is “the capability of the software product

to provide appropriate performance, relative to the amount of

recourses used, under stated conditions”, the system rated by the

respondents with a mean score of 4.94, equivalent to the descriptive

interpretation of “Very Good”.

Over-all, the system has received an over-all mean score of 4.90,

equivalent to the descriptive interpretation of “Very Good”.

5.2 Summary

The study has identified several problems that has been

encountered by Yzo’s Enterprise with timekeeping, payroll, and payslip

creation; and from the problems outlined, the proponents formulated the

objectives of the study.

Using the waterfall model as the research method, the proponents

set forth to develop the system.

Once completed, the proponents used a questionnaire to evaluate

the performance of the system. The 52 employees, including the general

manager of the business was polled for the survey. The results of the survey

were then tallied to formulate a score of the system’s usefulness based on

these criteria: Functionality, Reliability, Usability, and Efficiency for which

the respondents gave the system an over-all rating of “Very Good”.

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5.3 Recommendation:

The proponents would like to recommend the following expansion to the

study for future researchers:

 Allow automatic distribution of the electronic payslips to

employees’ registered e-mail addresses

 Make the system web-based, allowing access to the system from

other computers in different networks.

 Design the system to support different forms of biometric

identification aside from fingerprints.

5.4 Conclusion

The study Computerized Payroll System with Biometric Timekeeping for

Yzo’s Enterprise was done by the proponents with the goal of addressing

the top three problems of Yzo’s Enterprise: Timekeeping, Payroll, and Pay

slips. With the completed system, the company was able to capture up-to-

the minute accuracte time-logs of employees; the integration of the

timekeeping and the payroll modules allowed for one-click payroll

generation, and the benefit extends to the payslip generation function as

well. All of the activities were previously done on much slower manual

systems that were prone to errors.

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Appendices

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STUDENTS’ AND ADVISER

PROJECT COMMITMENT CONTRACT

Students are expected to put their work into their thesis/ capstone project. Faculty
advisers are expected to guide students to produce their best work. Both jobs are time-
consuming and must be carried out by students and faculty members working together in
a disciplined way over a sustained period. Each person has the responsibility to see that
the necessary work is completed in time. Contracts should not be limited to chance
meeting in the hall. A clear schedule of conferences should be set up for the year.
As the student’s project adviser, you are expected to mentor him/ her throughout the
project by providing guidance for the preparation and completion of the thesis/ capstone
project, by being available for periodic meetings and draft/ performance reviews, and by
remaining a source of encouragement and support for the student.
Your signature below indicates that you agree to the responsibilities of a thesis adviser
as stipulated in the Thesis/Capstone Project Guide Manual.

Briz, Marc Emmanuel

______________________________________ _____________________

Dela Fuente, Nikki

______________________________________ _____________________

Soyangco, Simon
______________________________________ _____________________

Advisee’s Full Name Signatures Date

Ian Michael Quicho

______________________________________ _____________________
Adviser’s Full Name Signature Date

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STUDENTS’ AND ADVISER

PROJECT COMMITMENT CONTRACT

Students are expected to put their work into their thesis/ capstone project. Faculty
advisers are expected to guide students to produce their best work. Both jobs are time-
consuming and must be carried out by students and faculty members working together in
a disciplined way over a sustained period. Each person has the responsibility to see that
the necessary work is completed in time. Contracts should not be limited to chance
meeting in the hall. A clear schedule of conferences should be set up for the year.
As the student’s project adviser, you are expected to mentor him/ her throughout the
project by providing guidance for the preparation and completion of the thesis/ capstone
project, by being available for periodic meetings and draft/ performance reviews, and by
remaining a source of encouragement and support for the student.
Your signature below indicates that you agree to the responsibilities of a thesis adviser
as stipulated in the Thesis/Capstone Project Guide Manual.

Briz, Marc Emmanuel

______________________________________ _____________________

Dela Fuente, Nikki

______________________________________ _____________________

Soyangco, Simon
______________________________________ _____________________

Advisee’s Full Name Signatures Date

John Paul Aleviado

______________________________________ _____________________
Adviser’s Full Name Signature Date

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TRANSCRIPT OF INTERVIEW

Interviewer: Mr. Simon T. Soyangco, Proponent

Interviewee: Ms. Junemarie S. Tuazon, General Manager, Yzo’s
Enterprise
Date of Interview: February 04, 2017
Simon: Good morning Ms. Tuazon. Could you please introduce yourself,
and what your role is within Yzo’s Enterprise?
Junemarie: Good morning. I my full name is Junemarie S. Tuazon. I am
the owner, Mrs. Rosario Mariano’s niece, and I am currently employed as
the general manager of the store.
Simon: What does the position of general manager entail?
Junemarie: My duties as a general manager is to oversee the day-to-day
operations of the store such as verifying meat deliveries, managing
employees, being a point of contact for hotel and restaurant clients, and
processing the payroll at the end of each pay period.
Simon: How many employees do you manage?
Junemarie: I manage all 52 of the company’s employees
Simon: Could you please describe the type of jobs that the company’s
employees do?
Junemarie: Yes. We have several designations: first is the butcher, who is
responsible for keeping track of our stocks, and relaying the next order to
me. The merchandisers handle customer interactions and manning the
cashier. While the utility personnel are more versatile and perform various
tasks such as delivering orders, fixing faults in the store’s facilities, and
others as needed.
Simon: What is the working schedule of the employees?
Junemarie: There are two schedules. The first one is what we call the
openers – they are expected to come in for work at 8 o’clock in the morning,
and end their shift at 5 o’clock in the afternoon.

The other schedule, called the closers, come in later at 11 o’clock in the
morning and end their shift at 8 o’clock in the evening.
Simon: How many days-off do employees get??
Junemarie: Each employee is entitled to one day-off, which is negotiated
between the employee and the management. Upon agreement, the day is
deemed permanent unless the employee requests reconsideration.

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Simon: Are employees entitled to paid leaves?

Junemarie: Once an employee reaches one year of service, he is given
five leave credits per year with pay that he / she can use or receive as the
monetary equivalent at the end of the year.
Simon: Could you please describe to us how you currently log an
employee’s attendance?
Junemarie: Currently, our employees are required to write their time-ins
and time outs on a time card.
Simon: How do you compute their salaries?
Junemarie: At the end of every cut-off, I take all the time logs that are
written on the employee’s time cards and transfer them to Microsoft Excel.
From there, I use a formula that I have prepared to compute for the totals.
Simon: How do you prepare the pay slips?
Junemarie: The pay slips are prepared using the same spreadsheet file
that I use for the salary computation. One of the worksheets is a template
where I paste the values and then print them afterwards.
Simon: Do you encounter challenges with the way you currently do the time
keeping
Junemarie: When employees write their time logs, it is common for them
to round out their time of arrival. For example, if they arrive at 8:04 AM, they
write 8:00 AM instead. There were also times that they would ask a
colleague to write their time even if they are still on their way.
When starting to compute for payroll, one of the most strenuous processes
is transferring the time logs written in the time cards into our Microsoft excel
spreadsheet. This is something that I was able to do reasonably fast before,
but since our employee count has grown, it has been very slow.
The pay slips also go hand-in-hand with the challenges when computing
payroll. Each employee’s pay slip is manually created using a template,
where we paste the values into.
The excel file sometimes causes the computer to lock-up when opening.
Simon: Does the store have a computer available?
Junemarie: Yes, there is one computer that serves as the point-of-sale.

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Gantt Chart

A Gantt chart, commonly used in project management, is one of the most popular

and useful ways of showing activities (tasks or events) displayed against time. On

the left of the chart is a list of the activities and along the top is a suitable time

scale. Each activity is represented by a bar; the position and length of the bar

reflects the start date, duration and end date of the activity. This allows you to see

at a glance:

 What the various activities are

 When each activity begins and ends

 How long each activity is scheduled to last

 Where activities overlap with other activities, and by how much

 The start and end date of the whole project

To summarize, a Gantt chart shows you what has to be done (the activities) and

when (the schedule). [gantt]

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SAMPLE FORMS:

Figure 4: Time cards

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Figure 5: Microsoft Excel Spreadsheet for Payslip generation

Computerized Payroll System with Biometric Timekeeping for Yzo’s Enterprise