Payroll System (LGU)



CHAPTER I

1. Introduction

As computer technology changes at such fast phase, many enterprises try to cope up by upgrading computer system in order to stay competitive. The proposed Payroll System is a computer based system that provides calculation of salary for the local government employees.

This chapter identifies the proposed Payroll System of local government unit, states the purpose of the system and defines the payroll problems of the local government that will be used to present information throughout the study.

1. Project Overview

The payroll system keeps accurate employee data stored in an easily accessible database and easily compute the salary from different department. The proponents designed a profitable payroll system which can rapidly calculate the salary of local government employees. The system has the ability to update and maintain employee’s information and generate required outputs including pay slips, summarize payroll reports and remittance reports of mandatory deductions of local government employees.

1.2 Statement of the Problem

The following are the problems of the existing payroll system of local government unit (LGU):

➢ Updating, editing and searching of employees records are not comprehensible with the existing system.

There are too many modules in the existing payroll system which causing the user a hard time to navigate the system.

➢ The existing payroll system can’t record the leaves and absences of employee.

The existing payroll system could not handle the recording of leaves and absences of employees.

➢ The existing payroll system is not user-friendly.

The user tends to miscode in entering data to the existing payroll system because it’s not user-friendly.

➢ Time-consuming in generating reports.

It takes time to double check the reports that are going to print before submitting to the accounting office, because of separate computation of recording of leaves and absences of employees.

1.3 Background and Objectives of the Project

1.3.1 What initiate the project? Could be:

1.3.1.1 Current relevant institutional gaps

Nothing is constant in this world but change. This saying is the basis of modernization. Many enterprises all over the world rely on computers to function and maintain high standards of efficiency and effectively. As the technology grows, enterprises should upgrade the existing system for the reliability and accuracy of the system.

The proponents had decided to improve the existing payroll system of local government unit (LGU) to speed-up the process of computing the salary of the employees that is more accurate and reliable than the existing payroll system. To update, edit and search employees’ record understandable to the end-users. To lessen miscoding of data, lessen the time of encoding employees’ information and to view the history of payroll reports.

1.3.2.1 Improvements/enhancements to the current running systems

Employees are entitled to be paid on designated paydays. Failure to pay employees on time can lead to problems. The payroll system should be accurate and reliable. The proponents will design payroll system for local government unit (LGU) to speed up the current process of making payroll compute accurately the salary of employees. The proposed payroll system will be user-friendly.

1.2.1.3 Requests by users/clientele for systems development initiative.

As the users requested, the proponents will create payroll system for local government unit that is more understandable than the existing system. The users ask for more user-friendly interface that will help them to navigate without difficulty in using the system.

1.4 Significance and Scope of the Project

The proposed payroll system (LGU) will benefit the local government unit, employees, future researchers and other researchers.

➢ This study will benefit the local government unit (LGU) in computing the salary of every employee.

➢ This study will give information to the employees of the other enterprises that are still using manual payroll system.

➢ This will also profit the researchers to gain knowledge in conducting study.

➢ This study will also be of immense benefit to the future researchers who are carrying out researches on the same study.

The Scope of this proposed payroll system for local government unit (LGU) uses programming language JAVA as the front-end and MYSQL as the back-end.

➢ The proposed payroll system has log-in/log-out module which end- user must enter their corresponding username and password. Only the authorized personnel can update and generate payroll records. This module will be used for security purposes to prevent any malicious acts.

➢ It can record the information of employees and their corresponding salary grade.

➢ The proposed payroll system can add and update employee if needed.

➢ The system can automatically calculate the total salary of the employees.

➢ It can also categorize who are the active and inactive employees. It can identify the start date of service of the employee as well as the end date of service.

➢ The proposed payroll system can record the employees’ status. It can provide the reason of the employees being inactive. The possible reasons are; terminated, resigned, end of service/contract or retired.

➢ The proposed payroll system can generate reports for the payroll and pay slip of employees.

1.5 Documentation of existence and seriousness of the problem

1.5.1 Documentation of current system/s (if any)

➢ There are too many modules in the existing payroll system which causing the user a hard time to navigate the system.

➢ The existing payroll system could not handle the recording of leaves and absences.

➢ The user tends to miscode in entering data to the existing payroll system because it’s not a user-friendly.

➢ It takes time to double check the reports that are going to print before submitting to the accounting office, because of separate computation of recording of leaves and absences of employees.

1.5.2 Problem/s identified with the existing systems

The proponents conducted an interview to gather information about the payroll process of local government unit (LGU). The problems of existing system are the following:

➢ Updating, editing and searching of employees records are not comprehensible with the existing system.

➢ The existing payroll system can’t record the leaves and absences of employees.

➢ The existing payroll system is not user-friendly.

➢ Time-consuming in generating reports.

• Accuracy in computing employees’ benefits and deductions.

Since existing payroll system consumes a lot of time and is susceptible to errors, it would be helpful to improve the existing system that will accurately compute the salary of employees. The proposed payroll system will improve employees work efficiency. As a result, the time can be used in more productive activities.

The accuracy of the current system will also be improved, since the proposed payroll system would eliminate the need of constantly encoding lengthy details of information of employees by having a payroll database.

1.5.3 Process models of existing systems contributing to the problem

No

4. Data models of the existing system

5. Data (or any form of statistics) that may be relevant to prove existence and serious of the identified problems

Figure 1.4.5.1 the existing system of local government unit (LGU) for contractual employees.

Figure 1.4.5.2 the existing system has too many modules which causing the user a hard time to navigate the system.

1.6 Review of existing alternatives

1.6.1 Describe of how users/clientele currently cope with the problem

As we conduct an interview to them, we distinguished how the local government copes up on the existing problems.

The payroll administrator is being careful of encoding the data so that there will be no error when they have to submit reports to the accounting office. Double check the report before printing it. If there is an error in the printed report, payroll administrator should produce new report.

2. Asses the best available resources for addressing the problem

The existing payroll system of local government unit helps them to compute the salary of employees from different departments. The payroll administrator is computing manually the leaves of employees before using and encoding or inputting it into the existing payroll system.

Because of the relevant work experience of the payroll administrators and being familiarize on the existing system they manage the problems they encounter properly.

3. Describe how you propose to take advantage of existing and current best practices in your project.

The proposed payroll system will help the local government unit (LGU) to lessen the time of making payroll. Miscoding of data will be less prevented. The proposed payroll system will accurately compute the salary of the employees as well as the deductions. It will automatically save the history of the transactions that being made by the payroll administrator.

-----------------------

PREPARATION OF SALARIES FOR GOVERNMENT EMPLOYEE FLOWCHART

Receives attendance report, attachments of DTR, (sick leave, vacation leave-if any)

Checking for errors in encoding

Printing of final monthly payroll

Prepare for final payroll processing

Encode and compute employees’ salary

Initial processing of payroll

Initial print out of payroll

Yes

No

PREPARATION OF SALARIES FOR GOVERNMENT EMPLOYEE ACTIVITY DIAGRAM

Receives attendance report, attachments of DTR, (sick leave, vacation leave-if any)

Encode and compute employees’ salary

Initial processing of payroll

Initial print out of payroll

Prepare for final payroll processing

Printing of final monthly payroll

[Checking if there are errors in encoding]

Yes

No

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download