SOFTWARE REQUIREMENT

SPECIFICATION DOCUMENT
(SRS)
TITLE : PAYROLL MANAGEMENT SYSTEM

MEMBERS

MANAHIL ASHFAQ
FAIZA NASIR
 TABLE OF CONTENTS

CHAPTER 01: INTRODUCTION

1.1: Purpose………………………………………….………….………….. 4
1.2: Scope ………………………………………….………….…………… 5
1.3: Definitions, Acronyms, and Abbreviation…….………………………. 6
1.4: Overview…………………………………………………….….………8

CHAPTER 02: OVERALL DESCRIPTION

2.1: Product Perspective ……………………………………………………10
2.2: Product Features ……………………………………………………….11
2.3: User Characteristics ……………………………………………………12
2.4: Constraints …………………………………….……………………….13
2.5: Assumptions and Dependencies……………….……………………….14

CHAPTER 03: SOFTWARE REQUIREMENT SPECIFICATION

3.1: External Interface Requirements …..…………..………………………16
3.1.1: User Interface ……………………….….……………………….16
3.1.2: Hardware Interfaces ……………….….………………………...17
3.1.3: Software Interfaces ……………….…………………………….18
3.1.4: Communication Protocols ……….……...……………….…......18
3.2: Functional Requirements ……………………………………………….19
3.3: Non-Functional Requirements ………………………………………….21

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 TABLE OF CONTENTS

CHAPTER 04: DESIGN

4.1: Use Case Diagram……………………….………….………….. .23
4.2: Fully Dressed Use Cases ……….………….………….………....24
4.3: Class Diagram……………………………………………………34
4.4: System Sequence Diagram………………………………….……35

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 CHAPTER 01
INTRODUCTION

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1.1 Purpose

The main purpose of this document is to describe all the

software requirements for building a Payroll Management

System. This system is designed to help companies and

organizations pay their employees in a correct, timely, and easy

way. It will make the process of payroll management simple,

safe, and more efficient. This system will handle salary

calculations, tax deductions, benefits, and generate salary reports

for employees. This document is written for developers, testers,

designers, project managers, HR staff, and anyone involved in

using or building the system. It will help them understand what

the system should do, how it should work, and what features it

will have.

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1.2 Scope

This Payroll Management System is being developed to make

salary processing fast, accurate, and paperless. The main
features it will provide include:

 Automatically calculating monthly salaries based on

attendance, working hours, and other employee data.
 Calculating and deducting taxes as per rules set by the
company or government.
 Adding employee benefits like bonuses, overtime, or
insurance.
 Generating downloadable salary slips in PDF format.
 Creating and storing payment history and salary reports for
future reference.

The system will be helpful for different types of users, including

employees who want to check their pay slips, HR staff who
manage salary tasks, and the organization which needs correct
financial reports. It will also save time, reduce chances of human
mistakes, and keep records safe.

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 1.3 Definitions, Acronyms & Abbreviations
Definitions

 Payroll: Total money a company needs to pay its

employees for their work.
 Salary: Regular payment given to employees for their
work, usually monthly.
 Tax: A portion of the salary that is deducted and paid to
the government as per rules.
 Benefits: Extra support or payments given to employees
such as bonuses or health insurance.
 Pay Slip: A document showing details of salary, tax
deductions, and benefits.
 Report: A summary file that shows financial or payroll
data for record-keeping and review.
 Dashboard: The main screen of the system where users
(Admin/HR) can view key activities and manage tasks.
 Leave Status: Shows how many days off an employee has
used or has remaining.

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Acronyms

1. HR: Human Resources

2. GUI: Graphical User Interface
3. PDF: Portable Document Format
4. SMTP: Simple Mail Transfer Protocol (used to send
emails)
5. SMS: Short Message Service

Abbreviations

1. DBMS: Database Management System

2. CPU: Central Processing Unit
3. RAM: Random Access Memory

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1.4 Overview

This Software Requirements Specification (SRS) document

contains a full description of what the Payroll Management

System should do. It includes basic information about the

system’s purpose, what it will include, and who will use it. In

Chapter 2, we describe how the system will work in general. In

Chapter 3, we go into more technical detail, such as the types of

users, system features, and how users will interact with the

system. We also include both functional and non-functional

requirements. In Chapter 4, the expected use cases are listed,

visual modeling of system is there.

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 .CHAPTER 02
OVERALL DESCRIPTION

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2.1 Product Perspective

The Payroll Management System is a web-based software

designed to manage and automate all payroll-related processes
within an organization. It is a completely new product and not a
part of any existing system. It will be deployed as a centralized
application that can be accessed through a web browser on any
computer or device connected to the internet. The system will be
responsible for managing employee information, calculating
salaries, deducting taxes, adding benefits, and generating
reports. It will also serve as a digital record-keeping tool for
salary history and other payment-related data. The software will
interact with a backend database to store and retrieve
information and will use secure communication protocols to
ensure data safety. The system’s design will focus on simplicity,
accuracy, and user accessibility while ensuring that all payroll
operations follow the standard rules and procedures of the
organization.

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2.2 Product Functions/Features

The system will have the following key features:

1. Login page with username and password for Admin, HR,

and Employees.

• Admin can add HR staff and manage system settings.

• HR can add and update employee details such as name,

job title, and salary.

• The system will automatically calculate salary based on

attendance and other inputs.

2. Taxes and benefits will be applied as per company policy

3. Monthly salary slips will be generated, and employees can
view and download them.
4. Reports will be available for salary records, tax payments,
and employee history.

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2.3 User Characteristics

Users should know how to use a computer, open a browser, and

fill out forms. No technical background is required.

There are three type of user’s involved in payroll management

system:

 Admin: Controls the full system. Can create new users,

delete users, and update system settings.
 HR Staff: Uses the system to add employee information,
calculate salaries, view and generate reports.
 Employee: Can log in to see their own salary, view
payment history, and download pay slips.

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2.4 Constraints

 The system must be used with an internet connection.

 It will only work on supported web browsers like Chrome,
Firefox, or Edge.
 The system’s database must be kept secure to avoid data
theft or hacking.
 Passwords must be kept secret and protected using
encryption.
 Regular backups must be done to prevent data loss.
 The system must also comply with local tax laws and
company rules.

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2.5 Assumptions & Dependencies

 It is assumed that users have access to the internet and a

computer or device with a web browser.
 The organization using the system will provide accurate
and complete data for employees, such as names, roles,
salary structures, and attendance records.
 The system depends on a working server environment and
a secure database.
 Users will enter correct attendance and working day
records for salary calculation

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 CHAPTER 03
SOFTWARE REQUIREMENT
SPECIFICATION

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3.1 External Interface Requirements

3.1.1 User Interfaces

There are two main types of users:

1. Admin/HR Interface:
Admins and HR staff can use a dashboard to:

 Add or remove employees.

 Update salary details.
 Manage leave records.
 Process payroll.
 Create reports.

2. Employee Interface:
Employees can:

 View their profile.

 See salary slips and leave status.
 Check tax deductions.
 Submit requests or queries related to payroll.

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3.1.2 Hardware Interfaces

● The system executes successfully on standard office

computers.

● System operations depends on a minimum specification of

4 GB RAM, dual-core processor along with a stable internet
connection.

● Users can access the system through desktops and laptops

while the option to access it from tablets is available.

● Printers can be used to generate salary slips together with

reports.

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3.1.3 Software Interfaces

● The system development combines front-end components of

HTML CSS and JavaScript with PHP Python or Java as the
back-end framework.

● The program will access employee and payroll data which

resides in a relational database system that includes MySQL or
PostgreSQL.

● The application will use SMTP email service to transmit both

pay slips along with alert notifications.

3.1.4 Communication Interfaces

 Data will be sent securely using HTTP and HTTPS protocols.

 The system will send email notifications for:

 Salary processing.
 Tax deductions.
 Leave approvals.

 Future plan: Add SMS alerts for important updates.

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3.2 FUNCTIONAL REQUIREMENTS
1. User Authentication
 Users (Admin, HR, Employees) must log in with a username
and password.
 The system must restrict unauthorized access.

2. Admin Functionalities
 Add, update, and delete HR staff users.
 Manage system settings, such as tax rates and benefit policies.
 Oversee overall payroll processing.
 Generate and download payroll reports.

3. HR Staff Functionalities

 Add new employee records (name, job title, salary, etc.).

 Update existing employee details.
 Calculate salaries automatically based on attendance and
working hours.
 Apply tax deductions and benefits as per policy.
 Generate and manage monthly salary slips.
 View and export salary records and tax payment reports.

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4. Reporting & Record-Keeping
 Generate reports for salary records, tax payments, and employee
history.
 Maintain digital records for audit and future reference.

5. Employee Functionalities
 Access personal profile details.
 View and download salary slips.
 Check leave status and remaining leaves.
 View tax deductions on salary.
 Submit queries or requests related to payroll issues.

6. Attendance & Salary Calculation

 Calculate salaries automatically based on attendance records.
 Adjust salary for overtime, bonuses, and deductions.
 Store payment history for each employee.

7. Communication & Notifications

 Send salary slips and notifications via email.
 Notify employees about salary processing, tax deductions, and
leave approvals.
 Future scope: SMS notifications for alerts and reminders.

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3.3 Non-Functional Requirements
1. Ease of Use
The system should have a simple and clear design so that all
users—Admins, HR staff, and Employees—can use it easily
without needing special training. The interface should be
clean, with helpful instructions and clear buttons or forms.

2. Fast Performance
The system should load pages quickly. Each page should
open in less than 3 seconds under normal internet conditions
to ensure a smooth experience for users.

3. Security
The system should be protected from unauthorized access.
User login must be secured using strong passwords and
encrypted communication (HTTPS). Only approved users
should be able to access or edit data.

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4. High Availability
The system should be available all the time—24 hours a
day, 7 days a week. This will ensure that employees and HR
staff can access the system whenever they need to,
especially during salary processing periods.

5. Data Backup
The system should automatically back up all important data
(like employee records and salary details) at regular time
intervals. This helps prevent data loss in case of technical
problems or system failure.

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CHAPTER 04
DESIGN

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4.1 Use Case Diagram

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4.2 Fully Dressed Use Cases
1. Use Case: Log In

 Primary Actor: Admin, HR Staff, Employee

 Goal: Authenticate user access to the system.
 Preconditions: User has valid credentials.
 Postconditions: User is granted access to authorized
functionalities.
 Main Success Scenario:
1. User navigates to login screen.
2. Enters username and password.
3. System verifies credentials.
4. System grants access based on user role.
 Extensions:
o 3a. Credentials invalid → show error and prompt to
re-enter.
o 3b. User account locked → Notify user and deny
access.

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2. Use Case: Manage Employee Records

 Primary Actor: HR Staff

 Goal: Add or update employee information.
 Preconditions: HR is logged in.
 Postconditions: Employee information is added/updated.
 Main Success Scenario:
1. HR accesses the manage employee section.
2. Selects "Add" or "Edit" option.
3. Inputs employee data (name, title, salary, etc.).
4. Submits form.
5. System saves the information.
 Extensions:
o 3a. Missing required fields → system prompts for
correction.
o 3b. Invalid data format → System shows validation
error.
o 5a. Database error → Retry or notify system admin

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3. Use Case: Generate Monthly Salary Slips

 Primary Actor: HR Staff

 Goal: Generate employee salary slips for a specific period.
 Preconditions: Salaries are calculated.
 Postconditions: Salary slips are generated and stored.
 Main Success Scenario:
1. HR navigates to salary slip module.
2. Selects desired month and employee batch.
3. System generates slips.
4. HR reviews and confirms.
5. Slips are saved and sent to employees.
 Extensions:
o 2a. No salary data for selected month → Show error
message.
o 3a. Slip generation failed → Retry or alert IT admin.

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4. Use Case: Payroll Processing

 Primary Actor: Admin, HR Staff

 Goal: Process salaries based on attendance, tax, and
policies.
 Preconditions: Employee and attendance data are
complete.
 Postconditions: Payroll is processed and saved.
 Main Success Scenario:
1. HR/Admin initiates payroll module.
2. System fetches attendance, tax, and policy settings.
3. Calculates gross and net salary.
4. Displays result for approval.
5. Confirms and saves payroll.
 Extensions:
o 2a. Attendance data missing → Prompt to update
attendance.
o 3a. Incorrect settings → Notify admin to reconfigure.
o 5a. Calculation error → Show warning and log issue.

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5. Use Case: Configure System Settings

 Primary Actor: Admin

 Goal: Define tax rules, benefits, and salary structures.
 Preconditions: Admin is logged in.
 Postconditions: Settings are updated and used in
calculations.
 Main Success Scenario:
1. Admin navigates to system settings.
2. Modifies tax rates, bonuses, deductions.
3. Saves changes.
4. System applies settings globally.
 Extensions:
o 2a. Invalid configuration values → Show error.
o 4a. Update fails → Show message and retry.

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6. Use Case: Manage HR Staff

 Primary Actor: Admin

 Goal: Add, update, or remove HR accounts.
 Preconditions: Admin is authenticated.
 Postconditions: HR user data updated.
 Main Success Scenario:
1. Admin accesses HR user management.
2. Adds, edits, or deletes HR profiles.
3. Confirms action.
4. System applies changes.
 Extensions:
o 2a. Username conflict → Prompt to choose another.
o 3a. Deleting critical user → Prompt warning before
proceed.

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7. Use Case: Update and View Personal Details
 Primary Actor: Employee, HR Staff
 Goal: View or edit employee profile data.
 Preconditions: Actor is logged in.
 Postconditions: Profile is updated.
 Main Success Scenario:
1. Actor accesses profile section.
2. Views and edits data (e.g. phone, address).
3. Submits changes.
4. System saves new data.
 Extensions:
o 2a. Unauthorized changes → System blocks and logs.
o 3a. Validation failure → Prompt user to correct inputs.

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8. Use Case: View Salary Slips

 Primary Actor: Employee

 Goal: Access and download monthly salary slips.
 Preconditions: Slips are already generated.
 Postconditions: Slip is displayed or downloaded.
 Main Success Scenario:
1. Employee logs in.
2. Navigates to salary slip section.
3. Selects desired month.
4. Slip is displayed.
5. Downloads or prints slip.
 Extensions:
o 3a. Slip not available → Show message and contact
HR.

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9. Use Case: Generate Reports
 Primary Actor: Admin / HR Staff
 Goal: To generate payroll-related reports for analysis,
auditing, or record-keeping.
 Preconditions: Admin, HR staff logged in
 Postconditions: Selected report is generated and available
for view or download.

 Main Success Scenario:

1. Actor selects the "Generate Reports" option.

2. System displays available report types and filter options.
3. Actor selects report type and applies filters (e.g., month,
employee).
4. Actor clicks "Generate."
5. System compiles and displays the report.
6. Actor downloads or exports the report.

 Extensions:

 3a. No filter selected → System prompts actor to apply

filters.
 4a. System error during generation → System displays
error message and logs issue.

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4.3 Class Diagram

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4.4 System Sequence Diagram

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