SRSpayroll

1

Software Requirements Specification

On

Payroll System

Version 1.0 approved

Date: 15-07-11

Prepared by:

Diwakar Kumar(10)

Manish Kumar(20)

Raman Gupta(36)

Priti Mahato(33)

(Pad Dr. D.Y Patil Institute Of MCA, Akurdi, Pune-44.)

2

Table of Contents

1. Introduction…………………………………………………………………………..4-6 1.1 Purpose………………………………………………………………………………….5

1.2 Project Scope……………………………………………………………………………51.3 Requirement Gathering…………………………………………………………………6

2. Overall Description…………………………………………………………………..7-102.1 Product Perspective…………………………………………………………………….72.2 Product Features………………………………………………………………………..7-92.3 User Classes and Characteristics………………………………………………………10

2.4 Constraints……………………………………………………………………………………………………………………..10

3. External Interface Requirements…………………………………………………....103.1 Software Requirements………………………………………………………………...10

3.2 Hardware Requirements…………………………………………………………………………………………………..10

4. Other Nonfunctional Requirements…………………………………………………114.1 Performance Requirements……………………………………………………………..114.2 Security Requirements…………………………………………………………………..114.3 Software Quality Attributes……………………………………………………………..11

4.4 Feasibility Study………………………………………………………………………………………………………………..11

5. Software Communication……………………………………………………………..12

6.Design and Analysis……………………………………………………………….…13-35

Work Breakdown Structure………………………………………………………………………………………………………..14

Functional Decomposition Diagram…………………………………………………………………………………………….15

Data Flow Diagram……………………………………………………………………………………………………………….16-20

Use Case Diagram…………………………………………………………………………………………………………………21-22

Activity Diagram………………………………….……………………………………………………………………………….23-25

Sequence Diagram………………………………………………………………………………………………………………….26-27

3

E-R Diagram…………………………………………………………………………………………………………………………………28

Table Design………………………………………………………………………………………………………………………………29-33

Implementation Diagram……………………………………………………………………………………………………………34-36

Screen Shots…………………………………………………………………………………………………………………………………37-42

4

1. Introduction

We are going to develop “Payroll Management System” for PAD. Dr.D.Y Patil Institute Of MCA. It has all the features of Payroll process that the Institute follows. The software will cover all the forms which the Government of India has made compulsory for the Indian firms to adopt with respect to there employees. The Payroll Management System is the systematic recordings of all the transactions take place during generating pay slip in every month. The Payroll Management System is being developed to maintain many employee details, leave management and also Tax calculation. The system will also maintain HRD like Bonus, final settlement, Leave status, etc.

Overview Existing System:

5

1.1Purpose:

The aim of the proposed system is to address the limitations of the current system, the requirements of the system have been gathered from the defects recorded in the past, and also based on the feedback from users of previous matrix tool. Following are the purpose of the proposed system:

This will be able avoid the bulky registration during the payroll generation. All the processes categorized, giving a very simple interface to the end user. After filling of entire Employee’s information, assign the employee a salary structure. To avoid the human efforts time and cost.

To check availability of the remaining leaves for a particular faculty. It will reduce time in activities. it reduces time taken to process Slip generation, submission of Leave application, status of applied leave and generating various Reports. Centralize data handling—The data will be maintained in the

Centralize database. Operational efficiency—It will improve the operational efficiency By improving the quality of

processing

1.2 Scope:

It will provide Multi-user system. The System will be user friendly but effective and efficient. The system will also manage the institution and national holidays. System will send email and sms to employees to inform that employee will get this much

amount in this month and also for sanctioning the leave System will send email and sms to employees for payment confirmation. Pay-slip will be generated at end of every month according to the attendance.

Admin’s Scope:

Admin will do the registration for new users and provide with the Login Id along with the password to respective users.

Administrator will be able to maintain all databases as well as users profile. Admin will generate the pay-slip generation. Admin is also responsible for manual attendance entry in the case of failure of sensor (thumb

Biometrics).

6

1.3 Requirement Gathering:

Observation :-

We observed the document of related to the project. In this we observed that contents of these sub-systems how they are linked, the way in which the information are

communicated.

Interview :-

We interacted with admin and the other staff to get the proper information about the requirement. In that how they are manage the PAYROLL and how they are get the information about the employee, tax etc.

All the information regarding to develop the project is gathered from:

a. Sujit sir(Account department,DYPIMCA).

b. Prof. Kavita Suryavanshi(Assistant Professor,DYPIMCA).

c. http:/www.google.com

Record Review :-

We are gone through the daily secretarial reports and some old constructor for

detailed information like Files, Registers, and written Documents from useful information.

7

2. Overall Description:

2.1 Product perspective:

The Payroll Management System is an package to be used by Account Dept and faculties to improve efficiency of payment and users. The system will be greatly beneficial for the members. The System provides a login Id along with the password. The members can view their Own profile, number of leaves taken, remaining days of leave and also status of applied days of leaves.

The System provides leaves reports and information to members and helps them to decide for taking leaves or granting the leaves. The account dept can do the registration for new users and can keep the updated information. The system has to interact with the sensor(thumb biometrics) everyday for taking the attendance. If power is not there at that time then the system should take the attendance by manual entry.

2.2 Product Features:

The Payroll Management system provides real time information about the faculties and there leaves. The system uses information security requirements defined by institute to provide the Login facility along with the password to the users. There are several functionality to be deal by the system, those are following:-

a. Employee Profile: Employee Profile shall include the Personal Profile, Official Profile, Family details, Qualification, and Education details. This comprehensive feature captures all the Employee related data like:

Previous Company Names Duration of Working Starting Designation while entering the Company and Last Designation while

leaving the company Salary drawn in the previous Companies This Employee profile also maintains Login and Registration.

8

b. Leave Management System: Leaves are categorized into paid/unpaid leaves. This module is used for automation of leave of the employee. All the procedure done by the system, based on the organization business rule. The management allocates the no. of days for each category of leave in one

year. System are able to provide the balance leave of the employees.

If any faculty wants a number of days of leave then The system will provide an application form to the faculty. He/she has to fill the form and send it to the authorized person . A mail will also be sent to the authorized person. Now the authorized person will check for available days of leave for respective faculty and he will decide for sanctioning the leave. The status of applied days of leave will reflect to the respective faculty.

Manual Leave Flow

Filling leave appl. form

Application formSubmitted to office

After validating sending form to authorized person for approval

Approval/Disapproval

9

C.HRD Procedure: HRD(Human resource Development) procedures like Bonus, final settlement,

Encashable leave status and leave updation will be provided by the software. Approvals of the leave application of the employees as well as the leave travel

allowance application of the employees are also included in HRD procedures.

d.Income Tax Management(TDS):

User can maintain the Tax deducted at the source details after the employee gives his projections for the financial year’s investment.

According to the projected details the Income Tax can be deducted per month from the salary of the employee.

When the accurate details on the basis of hard copy reports of investments are fed into the software, then TDS is recalculated and accurate amount is deducted in the form of Income Tax.

e.Pay-slip Generation: This system gives us the flexibility of creating Salary Heads,Salary Formulae, Tax Automation and finally provide a easy way of generation of pay-slip.

Salary for a particular employee is generated in accordance of his attendance for the particular month.

Management are also able to add any incentive or any earning/deduction for a particular month.

f.Reports: Employee’s profile report Attendance report month/yearly wise. Pay-slip reports Balance-Leave reports. Tax-slab reports. Various HRD report’s.(like bonus etc) ESIC (form-01 ) reports etc.

2.3 User Characteristics

10

The users should have the basic idea to operate(use) the system and he already has the experience to work. Default language is English.

User classes/Types of users: Admin Director Faculty

2.4 Constraints:

The information of all the users must be stored in database that is accessible by the system. The institute information security system must be compatible with the system. The payroll Management System is connected with the server and must run during the

college hours. Users must have there correct username and passwords entered to the system.

3. Operating Environment:

3.1 Software-Requirements:--

1 Operating System Windows -XP /Vista/Win-7 Operating System is required to provide the services for application as well as user interface.

2 Web - Browser Internet Explorer 7.0 , Mozilla- Firefox ,Opera.

Web browsers are required to open the site & display it in appropriate format as per design & layout also required to provide the interaction with web server.

3 Text Editor Notepad For Writing Code

4. Non-Functional Requirements:

4.1 Performance requirement:

The database should be able to accommodate large records of customer

11

4.2 Security requirement:

some of the factors that are identified to protect the software from accidental or malicious access, use, modification, destruction or disclosure are described below—

Keep specific log or history data sets. The authorised users can access only there access rights.

4.3 Reliability:

All data storage for user will be committed to the database at the time of entry. Data corruption is prevented by applying the possible backup procedures and

techniques.

4.4 Feasibility Analysis:

Operational feasibility

Operational the project is very easy and user friendly. The syntax is easy to understand and implementation is secured. User friendliness was the ultimate criteria for designing interface for the system. Easy to use Menu Shortcuts help on available topic and tool tips makes the operating training of the user as easy as child’s play. There is no need to given special training to the user on how to implement the project. Due to its ease of operation the developed system is operationally very feasible.

Technical Feasibility

This study involves the weather work for the project can be done with the current procedure, existing software technology available personnel. If new technology need whether alternatives will be needed in the present structure and work echoes should also be considered. This requires close examination of the present system.

Economical Feasibility

This feasibility study identifies the alternatives, determines the expected savings of each of the alternatives and determines the cost and recurring cost. It is observed that the system is feasible economically as its benefits the organization in ways.

5.Overall-System Interaction:

12

System CommunicationRequired info. Taking data from DB

DATA

Generating Pay-slip

Pay-slip to ADMN.

13

Design & Analysis

14

Work Breakdown Structure

15

Functional Decomposition Diagram

16

Context Level Data Flow Diagram

17

Zero Level Data Flow Diagram

18

Zero Level Data Flow Diagram

19

First Level Data Flow Diagram (2.0)

20

21

First Level Data Flow Diagram (3.0)

22

23

Use Case Diagram

24

Use Case Diagram Cont….

25

Activity Diagram

Login

26

27

Leave

28

Tax Salary Calculation

29

Sequence Diagram

30

Login and Registration

Leave Management

31

E-R Diagram

32

Notify

Gives

Notification_Info

Attendance

CategoryEmployee

Leave_detail

Leave_Master

Allowance_Master

Tax_Master

EmpTaxDetail

16_A_Form 16_Form Other_Form

Has

IS_A

Pays

Apply for

Cash in

Belongs

M

M

M

M

11

1

M

M

1

1

1

1

1

M

M

11

SalaryDetail

33

Table DesignTABLE: EMPLOYEE

ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE

PRIMARY/FOREIGN KEY

DESCRIPTION

Employeeid Number 10 No Pk Primary Key Of Employee Table

FirstName Text 20 No First Name Of Employee

MiddleName Text 20 Yes Middle Name Of Employee

LastName Text 20 No Last Name Of Employee

Gender Text 06 No Gender of Employee

DateofBirth Date/Time 10 No Date of Birth Of Employee

MarritalStatus Text 10 No Married or Unmarried Spouce Text 30 Yes Spouce NamePermanentAddress Varchar 100 No Permanent Address Of

Employee City Text 15 No

Pincode Number 06 No State Text 20 No Country Text 20 No TemporaryAddress

Varchar 100 No Temporary Address Of Employee

LandlineNumber Number 15 Yes MobileNumber Number 15 NoEmergencyContactNo

Number 15 No

Emailid Varchar 30 No Userid Varchar 10 No UserID provided by the

system to the employee Password Varchar 16 No Password for login Categoryid Number 05 No Fk The category from which

employee belongs JoiningDate Date/Time 10 No Joining date in organization EmployeeType Text 20 No Permanent or Temporary

SalaryDetail

34

Degree Text 20 No University Text 20 No YearofPassing Date/Time 10 No Percentage Number 05 No Achievements Varchar 30 Yes Certification Text 20 Yes Any certified Course Duration Number 05 Yes Duration of Course Grade Text 05 Yes Obtained Grade in Course TypeofExperience Text 20 Yes Previous category in

previous organizationorganisationName Text 20 Yes Designation Text 20 Yes Designation in previous

Organisation SalaryperAnnum Number 10 Yes Previous salary per annumNumofYearsServed Number 05 Yes Number of years in served in

previous organization ServedFrom Date/Time 10 Yes ServedUpto Date/Time 10 Yes SubjectTaught Text 30 Yes LastModifiedDate

Date/Time 10 No Last modification date in Employee profile

TABLE:EMPLOYEE Continues….

35

TABLE: CATEGORY MASTER


PRIMARY/FOREIGN KEY

DESCRIPTION

Categoryid Number 05 No Pk Primary Key Of Category Table

CategoryName Text 10 No Name Of the Category

TABLE: LEAVE MASTER


PRIMARY/FOREIGN KEY

DESCRIPTION

Leaveid Number 05 No Pk Primary Key Of Category Table LeaveType Text 20 No Type of the Leave Days Text 20 No Number of days in this Leave Categoryid Number 05 No Fk Foreign Key from Category

Table

TABLE: LEAVE DETAIL


PRIMARY/FOREIGN KEY

DESCRIPTION

LeaveDetailid Number 05 No Pk Primary Key Employeeid Number 10 No Fk Foreign key from Employee

Table Leaveid Number 05 No Fk Foreign key from LeaveMaster

Table NumberofDays Number 02 No Number of days in 1 Leave

Request FromDate Date/Time 10 No The date from Requested

Leave starts Todate Date/Time 10 No The date on Requested Leave

Ends Reason Text 100 No Reason For Leave

36

TABLE: ATTENDENCE


PRIMARY/FOREIGN KEY

DESCRIPTION

Sr. No. Number 05 No Pk Primary Key Employeeid Number 10 No Fk Foreign key from Employee

Table InTime Date/Time 10 No In Time OutTime Date/Time 10 No Out Time Date Date/Time 10 No The date On Employee makes

Attendence

TABLE: NotificationInfo


PRIMARY/FOREIGN KEY

DESCRIPTION

Notificationid Number 05 No Pk Primary Key for Notifications Employeeid Number 10 No Fk Foreign key from Employee

Table Status Text 10 No In Time

TABLE: ALLOWANCE MASTER


PRIMARY/FOREIGN KEY

DESCRIPTION

Allowanceid Number 05 No Pk Primary Key of Allowance Table

Categoryid Number 05 No Fk Foreign key from Category Table

TravellingAllowance Number 05 No Allowance Amount for Travelling

DailyAllowance Number 05 No Daily Allowance AmountHouseRentAllowance Number 05 No Allowance Amount For

HouseRent Extras Number 05 Yes Amount for extra Activities

37

TABLE: TAX MASTER


PRIMARY/FOREIGN KEY

DESCRIPTION

Sectionid Number 05 No Pk Primary Key of Tax Master Categoryid Number 05 No Fk Foreign key from Category

Table TaxableAmount Number 05 No Tax Amount for deduction

TABLE: EmployeeTaxDetail


PRIMARY/FOREIGN KEY

DESCRIPTION

Srno Number 05 No Pk Primary Key Employeeid Number 05 No Fk Foreign key from Employee

Table Sectionid Number 05 No Fk Foreign key from Taxmaster

Table

TABLE: SalaryDetail


PRIMARY/FOREIGN KEY

DESCRIPTION

Salarydetailid Number 05 No Pk Primary Key Employeeid Number 05 No Fk Foreign key from Employee

Table Month Text 10 No Each Month name SalaryAmount Number 10 No Fk Amount of Salary per Month

38

Implementation Diagram

Deployment Diagram

39

SDLC Timeline

40

Gnatt-Chart

41

Screen Shots

Home Page

42

Admin Home

43

Registration

44

Allowance

45

Category

46

Employee Home