Employee-Salary Automation System
Chapter 1
INTRODUCTION
An “Employee Salary Automation System” is design to organize all the task of employee
payment and the filling of employee salary details, taxes and leave details etc. These tasks can be
including keep tracking of hours, calculating wages, withholding taxes and deductions. Then this
application calculates the information and performs withholdings automatically. It eliminates
manual data entry and it takes less time to generate salary.
It enables the employer to process its payroll through a computerized system. A manual
payroll be processed by hand and is therefore a considerably slower procedure than an automated
system. The former makes payroll processing simpler, and reduces errors, which are more likely
with the manual system.
1.1 Role
The role of the “Employee Salary Automation System” is to provide a system which manages
the Payroll activity i.e. the salary paid for each employee in a college depending upon their attendance
and its calculation which is very huge. The users will consume less amount of time when compared to
manual paper work through the automated system. The system will take care of all the payroll activities
like managing each employee’s attendance, the number of leaves taken by that particular employee and
calculation in a very quick manner and it avoids data storing is easier. Paper work will be reduced and
the company staffs spend more time on monitoring the progress. The system is user friendly and easy to
use. All the important data’s will be stored in the database and it avoids any miscalculation.
1.2 Existing System
Payroll system is a vast application to maintain a day to day information regarding presence and
absence of employees to their work and also calculating salary on each month and maintaining all the
details and salary paid, getting details of salary paid on the different query basis etc.., so it is important
for admin to maintain all the details for long durability.
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Employee-Salary Automation System
Presently all these operations are performed in manual by means entering details manual in
record books and maintaining separately which is tedious task to store and maintain along with difficult
to search particular record on different circumstances.
Similarly, if administrator wants to generator report on month based or department based and
each employee based etc. it is also very difficult in manual process.
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Employee-Salary Automation System
Chapter 2
LITERATURE SURVEY
2.1 Literature Survey
Application on “Employee Salary Automation System” in the college refers the existing payroll
system. It has some data entry problems and storing problems. Collect the feedback from the
college.
According to Salehi et al [4], Accounting Information System [AIS] are focused on
recording, summarizing, and validating the data into transaction and it performs in various
groups which concerned of making decision in financial, managerial and tax compliance issue.
The effectiveness of AIS can provide a profitably on major concern to the company and widely
used to satisfy the user and improves the quality of company’s performance. AIS created a
business directly to the organizational culture, level strategic planning and the information
technologies that has a specific in business, AIS also plays an important roles on managing the
enterprise activities, and it can provide the management information to assist a decision to the
successful managing and the company will achieve the goals.
There’s some advantage from using the AIS method:
• Good corporation, all the things happen always linked to the certain environment even the third
parties that exist in the market, but there’s still no maintain of relationship. The new system will
record and select all the company’s parts and all the things done by the internet.
• To meet the needs of multi-users. It different between the traditional system and new system
used now. In traditional system, the IS system only generate the financial statement and it makes
the uses of object become narrow, but in the new system all the resources will be record through
the database system and make it integrated based on the computer system, so the new system
make the all the data complex and can reduce the lack and un valid data
• To control afterwards, and control in advance and in concurrent, the new IS will help the
company to reduce the cost and all the system will integrate in the real time processing, so all the
target of company can be achieved in the standard cost and will depends on time schedule.
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Employee-Salary Automation System
Grande et al.[1], AIS will show that computerized accounting tools are directly will
connect to the result and productivity of the business organization in the company, AIS will
combines a methodology control and techniques in the company through the IT, such a user
interface, computers, and sophisticated software. AIS will help for better adaptation in changing
environment, better management, and high degree competitive. AIS help the company to reduce
the cost and increase the company’s productivity by the innovation. IT innovation that adopted
by the company will increase their performance even in the financial and operational, and the
productivity will be analysed in three components: efficiency, technological change, and change
of scale, which has not been a part of company.
Sori [5], AIS separately in two ways, first into literature document that defined into three
components which are namely IS, language of business, and source of IS. Then, into a valuable
data processing to process the making of decision by the management. AIS works in the
integrated business which design specially for the company and it will generate the financial data
to be analysed by the accountants to be used in the top level of management to take a right
decisions and identify the opportunities that company could take in the company. There are also
some of AIS users in the company, they are such as the Financial Accountants, Management
Accountants and Finance Manager are the internal users of the system. Also, the management
team that consists of Finance General Manager, Chief Operating Officer, Managing Director and
Board of Directors are among the internal users of the system. AIS will also provide an
information on actual and budget data of the company and help the management to control the
business, and AIS will also played the crucial roles that contribute to the value added by provide
the internally generated input from the financial statement.
Mauldin (1999), AIS will help to diverse with a potential for exploring in many different
interrelationship such a technical, organizational, and individual aspect on making decision, it
also process the transaction which happened in many aspect of company (ex. Auditing, financial,
managerial, and tax) , and also will recognized the fundamental changing task process and in
decision support to increase the speed of accounting tasks.
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Employee-Salary Automation System
2.2 Problem Statement
Designing and Developing an Application on employee salary for college Payroll system to help
administrator to maintain all employee, and their salary paid details as automated system.
2.3 Proposed System
Developing employee payroll management system for college, to overcome all the manual process
of payroll system which is carried out by college administrator. Here by automated payroll system it is
easy for administrator to maintain all the employee details, their present and absent details, along with
their payment details all are done easily.
Payroll Management System is computerized maintenance of all records by this system
administrator can also generate report based on month basis, department basis, employee basis etc.., and
easy to get necessary details as and when they required.
Here we can also allow employee of the campus to get necessary details of their payment by online
itself without going to ask office admin and also take report print by themselves.
2.4 Objectives of System
The objective of the “Employee Salary Automation System” is to provide a system which manages
the Payroll activity i.e. the salary paid for each employee in a college depending upon their attendance
and its calculation which is very huge. The users will consume less amount of time when compared to
manual paper work through the automated system. The system will take care of all the payroll activities
like managing each employee’s attendance, the number of leaves taken by that particular employee and
calculation in a very quick manner and it avoids Data storing is easier. Paper work will be reduced and
the company staffs spend more time on monitoring the progress. The system is user friendly and easy to
use. All the important data’s will be stored in the database and it avoids any miscalculation.
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Employee-Salary Automation System
This project is helpful in calculating the salary for each employee and it also focuses on each
employee’s attendance and the no of leaves taken per month/year. There is also a possibility of checking
salary report at any time so that it doesn’t lead to any miscalculation.
• To develop user friendly application for administrator to enter for storing and retrieving the
employee’s salary details, ESI, LIC, Loans and Health insurance details.
• To design application for teaching and non-teaching employee details and retrieving the
employee details with month or year wise reports.
• To maintain salary details such as gross salary, net salary and deductions of all employees in the
department level and institution level.
• To design application for generation of report based on different queries.
• To design application which allow easy to maintain of employee details of 5 years.
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Employee-Salary Automation System
Chapter 3
Methodology
3.1 Data Flow Diagram
Fig 3.1.1: Zero Level DFD – Payroll Management System
Fig 3.1.2: First Level DFD – Payroll Management System
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Employee-Salary Automation System
Fig 3.1.3: Second Level DFD – Payroll Management System
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Employee-Salary Automation System
3.2 ER diagram
Fig 3.2.1: ER diagram – Payroll Management System
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Employee-Salary Automation System
3.3 Description of Phases
The main concept we cover in our system is manage employee detail, manage leave,
Generate monthly salary, Extra Allowance and Deduction. Admin is a responsible for operate
whole system. Admin has rights to Add new Employee, Each employee has a unique username
and password to login in to system. After login in to system all employee can apply for a leave
with valid reason. The admin can check leave and he can approve and reject employee leave.
According to approve leave the leave deduction will be deducted from salary.
At the time of generate salary we can manually set Travel Allowance, Medical Allowance,
Washing Allowance and Calculate HR and DA. Admin can generate and view Employee Report,
Leave Report, month wise salary report, year wise salary report, Employee wise salary report.
We have use crystal report for generate salary slip of employee.
Modules:
Admin: Admin logins to the system and manage all the functionalities .Such as add, edit, delete
and view the records of Employee and he can manage all the details of Attendance, Leave,
Payslip, Salary.
Login: This module allows users to type user name and password to login.
Employee: Admin can add new employee and manage employee details. Each employee has
unique username and password.
Attendance: Here Admin enters the number of leaves available per month/year for each
employee.
Leave: An employee enters leave in advance of a pay period by selecting the ‘Leave’ option
under the Employee. And employee can apply for leave after login to system. Admin can
respond leave by approve. Employee can check his leave status it would be approved.
Salary: Here salary is calculated for each employee based on their attendance. As soon as the
salary is paid to an employee. Here the user can look through the salary given to an employee for
a particular month and year.
Payslip: Admin can generate month wise salary for each employee one by one and generate
salary pay slip.
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Employee-Salary Automation System
Increment: The Increment to meet organization needs. Flexibility to give Increment with
effective date, Declaration date, Arrear from the effective date.
Deduction: Deduction module represents any amount that may be deducted from an employee’s
pay check. You must set up these modules and their corresponding Earning Flags so they can be
assigned.
Loan: Employees can request loans, which are then reviewed and approved. For the approved
loans, repayment schedule for the entire loan cycle can be generated and automatic deduction
from salary can also be set up.
Department: There are different departments in the institution each of the department has
assigned with the unique Id. Each department has an individual head.
Logout: This module allows the user to Logout the application. Further operations cannot be
performed after user exits
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Employee-Salary Automation System
Chapter 4
TOOLS AND TECHNOLOGY
4.1 Web API’s Services
Web Server : Internet Information Services.
4.2 System Components:
Operating System
• Microsoft Windows® XP Service Pack 3.
• Microsoft Windows®7.
Other
• Visual Studio 2010
• MySQL Data base Tool
Language
• .net With C#
Hardware interface:
Hardware : Pentium based systems with a minimum of P4
RAM : 256MB (minimum)
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REFERENCES
[1] E. U. Grande, R. P. Estébanez, and C. M. Colomina, “The impact of Accounting Information
Systems (AIS) on performance measures: empirical evidence in Spanish SMEs,” in The
International Journal of Digital Accounting Research, vol. 11, 2011 pp. 25 – 43.
[2] E. G. Mauldin and L. V. Ruchala, “Towards a meta-theory of accounting information systems,” in
Accounting, Organizations and Society, vol. 24, 1999, pp. 317-331.
[3] H. Sajady, M. Dastgir, and H. H. Nejad, “Evaluation of the Effectiveness of Accounting Information
Systems,” in International Journal of Information Science & Technology, vol. 6, no. 2, July 2017,
pp. 49-59.
[4] M. Salehi, V. Rostami, and A. Mogadam, “Usefulness of Accounting Information System in
Emerging Economy: Empirical Evidence of Iran,” in International Journal of Economics and
Finance, vol. 2, no. 2, May. 2019, pp. 186-195.
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