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Under Guidence Of: Developed By:

Miss. Kalpana Pranaw Kumar


This is to certify that this Project Report entitled “Payroll

Management System” submitted to Indira Gandhi National
Open University in partial fulfillment of the requirement for the
award of the degree of BACHELOR IN COMPUTER
APPLICATIONS(BCA), is an original work carried out by Mr.
Pranaw Kumar Solanky
Enrollment No..010238463 under the guidance of Miss. Kalpana

The matter embodied in this project is a genuine work done

by the student and has not been submitted whether to this
University or to any other University/Institute for the fulfillment of
the requirement of any course of study.

(Pranaw Kumar Solanky)

(Project Guide)
Name:-Pranaw Kumar Solanky Name:-Kaplana
Address:-B-35,South Ganesh Nagar, Designation:-
Near Mother Dairy, New Delhi, Address:-H No3/116,Lalita
Pin-110092. ,Laxmi
Enrollment No:-010238463 pin-110092


Project Category

Tools Platform, Languages

Structures of Payroll Management




Data Structures

Process Logics

Report Types

Future Scope

“Success is to be measured not so much by the position that one has
reached in life, but as by the obstacle which he has had to overcome
while trying to succeed.”
In many ways it is, more difficult to acknowledge one’s but I express my deep
sense of gratitude to each and everyone whose support and co-operation helped me
to complete this project successfully, and without which the completion of this
project would ever have been easier.

I here by take the pleasure of thanking my project guide. I have truly

benefited a lot from the constructive critism and suggestions given to me by Miss.
Kalpana.Here is some special thanks to few special people whose co-operation
made this work really special.

I am thankful to my elder brother Ashok Kumar, Junior Programmer (JP

Group) whose timely and important suggestions motivated me to complete my
goal. If I forget the support of Ashok Kumar who helped me to complete the
project on time then it will be injustice with him.

I also wish to thanks my parents who always stand by me in my all

decisions and without their help it was not possible for me to reach at this place.
At last but not least I am very greateful to almighty god who provide me
the energy and stamina to do some creative work which can help peoples doing
their work efficiently and with ease.

To assist and ease the works of the Retail Outlet of Any Type of Companies, in
particular, Payroll Management System is being developed. This would comprise
the features that can be operated easily. Payroll Management System would take
care of the day to day Attendance of All Employee. It covers activities from
keeping the details of day to day In, Out ,OD etc.
The master and transaction activities are divided in modules so that
the activities can be operated easily. The regular backup to the data can be taken
and the backup data can be restored effectively.

So, the Payroll Management System assists the employees of Company in each
and every aspect of In and Out.

The Payroll Management System is customized software and developed according

to the needs of Any Type Company.

 Features
1. Manage the daily attendance for the employ of the
2. Date wise reports
3. Easily maintainable and updateable
4. Timing setter
5. Shift wise attendance manageable
6. Multi level attendance entry
7. Multi level Reports
8. One software deals with multi company attendance
9. Easy to handle
10. And lastly secure and reliable

Tools and Environment used

GUI Tools: Visual Basic 6.0

RDBMS: Oracle 8.0

Internet: Active X

Operating System: Windows 98, Windows 95

About Visual Basic and Oracle

Visual Basic:
Microsoft Visual Basic is the world’s most popular rapid application development tool for creating
standalone software components including executable programs, ActiveX Controls and COM components.
Visual Basic family is designed to offer powerful programming capabilities based on an easy to learn and
easy to use programming language. Visual Basic development system is the most productive tool for
creating fast business solutions for Windows and the Web. A comprehensive, rapid application
development environment helps developers quickly create and deploy client/server applications, plus easily
program for the Internet using familiar Visual Basic programming tools and techniques. Visual Basic 6.0
now supports the Microsoft universal data access architecture with ActiveX Data Objects(ADO).

About Visual Basic and Oracle

Oracle is an “Object Relational Database Management System (ORDBMS). It offers capabilities of both
relational and object-oriented database systems. In general, objects can be defined as reusable software
codes which are location independent and perform a specific task on any application environment with little
or no change to the code.
Oracle products are based on “Client/Server” technology. This concept divides an application
between two systems. One performs all activities related to the database (server) and the other performs
activities that help the user to interact with the application (client).
A client or front end database application also interacts with the database by requesting and
receiving information from the ‘database server’. The commonly used front end tool of Oracle is
The Database Server or back end is used to manage the database tables optimally among multiple
concurrent clients. It also enforces data integrity across all client applications and controls database access
and other security requirements.
Oracle uses the Internet File System which is a Java based application which enables the database
to become an Internet development platform.
Multimedia data stored in a network-accessible database can be manipulated using the Oracle interMedia
Audio, Image and Video Java Client developed applications.


I Pranaw Kumar Solanky here by declare that the project report submitted to
the University has been entirely programmed by me to fulfill the
requirement of the final year project CS-76 of the IGNOU(NEW DELHI). I
declare that this project has been completed within given time & facilities
mentioned by me in the report. I shall also declare that this project send to
the university has not been produced or presented before any other
university for any kind of degree or diploma. It is genuine and my own

Pranaw Kumar Solanky

Enrl No-010238463

Data Flow Diagram

A data flow diagram is a graphical technique that depicts, information flow and the transforms that are
applied as data move from input to output. The data flow may be partitioned into levels that represents
software at any level of abstraction. In fact DFD may be partitioned into levels that represent increasing
information flow and functional detail. A level zero DFD called a context model, represent the entire
software element as a single bubble with input and output data indicated by incoming and outgoing arrows
Each process represented at level is sub functions of the overall system depicted in the context
model. The data flow diagram is a graphical tool that can be very valuable during the software requirement
analysis. However the diagram can cause confusion if its function is confused with the flow chart. A DFD
depicts information flow without explicit representation of processed logic.
A few simple guidelines can aide immensely during deviation of a data flow diagram:

1. The level zero DFD should depict the software as a single bubble.
2. Primary input and output should be carefully noted.
3. Refinement should begin isolating processes, data items stores to be represented the next level.
4. An arrow and bubble should be labeled with meaningful names.
5. One bubble at a time should be refined.

There is a natural tendency to over complicate the DFD. This occurs because the analyst attempts to show
too much detail too early or represents procedural aspects of the software in the information flow.
The refinement of DFD continues until each bubble performs a simple function that is until the processes
represented by the bubbles perform a function that would be easily implemented as a program component.

Data flow diagrams for the various Modules

DFD for the Register Employee.


Employee Data

DFD for the Edit Employee Data


Employee Table

DFD for the Register a Employee Live

Employee Record retrival


Live Table

DFD for the Edit a Employee Live

Employee Record retrival


Live Table

DFD for the Details or Search of a Employee

EmployeeID RECORD Record retrival


In most organizations the computer is a very valuable resource. Among the resources that a
computer has are processing speed, storage space, printers and information. The management of these
resources is performed largely by a type of system software called Operation System. There are two types
of software
System software and application software. System software is a set of programs that manage the resources
of a computer system. Application software on the other hand, performs specific tasks for the computer
user. Application programs such as spreadsheets are used for many general purposes, whereas applications
such as the one, which is being developed by us i.e the DBMS for IGNOU is very specific in the problems
it solves. Developing computer programs is expensive because the programming must be done buy
humans and not by computers. These can be developed using third generation programming languages like
C, Cobol and Visual Basic
“Database” as one single word, is an alternative terminology for data management software.
“Data base” as two works, refers to the highest level of the hierarchy of data organization. As students of
businesspersons, we may want to keep information on taxes, customers, inventory and personal data on the
computer system. With data management system, you can create and maintain a database and extract
valuable information from the database. To use data management or database software, you first identify
the format of the data, and then design a display format that will permit interactive entry and revision of the
database. Once the database has been created, its records can be deleted or revised and other records can be
added to the database.
All commercial data management software packages permit the creation and manipulation of
databases, but what the user sees on the screen may be vastly different for the various packages.

However the concepts embodied in these database packages are very similar. The conceptual converge that
follows is generic and can be applied to all database packages. Defining fields to store data establish the
structure of database file. We use the CREATE and MODIFY commands to define a field of which
consists of the name, type and width. Field names can be up to many characters long. They must begin
with an alphabet and can’t contain embedded blank spaces. Letters, numbers, and underscores are
permitted. The field width is the maximum number of characters or digits that are to be contained in the
Thousands of commercially available software packages run on microcomputers, but the most
popular business software is the family of productivity software packages. These programs are the
foundation of personal computing in the business world. The current software being designed and
implemented for IGNOU by us is also confirming to such productivity standards. It is designed to0
increase the efficiency and decrease the workload of the employees working with the university. It is a
very user-friendly program, which can boast of a comprehensive user manual, and it generates easy to
understand graphical outputs. Any required report can be easily generated just by the click of a button.
Making software is the analysis, design construction, verification, and management of the
technical entities. Before software can be built, the system in which it resides must be understood. To
accomplish this the overall objective must be determined, the role of hardware, software, people, database,
procedures and other system elements must be elicited, analyzed, specified, modeled, validated and
managed. Computer software is the product that the software engineers design and build. It encompasses
programs that execute within a computer of any size and architecture, documents that encompass hard copy
and virtual

forms and data that combine numbers and text but also includes presentation of pictorial.
Software’s impact on our society and culture continues to be profound. As its importance grows,
the software community continually attempts to develop technologies that will make it easier, faster and
less expensive to build high quality computer programs. Some of these technologies are targeted at specific
application domain while some are broad based. Software may be applied in any situation for which a pre-
specified set of procedural set of procedural steps has been defined. Information content and determinacy
are important factors in determining the nature of the software application. Content refers to meaning and
form of incoming and outgoing information. For example many business applications use highly structured
input data and produce formatted reports.

Complete System Analysis and Design

From the inception of an idea for a software system, until it is implemented and delivered to a customer,
and even after that, the system undergoes gradual development and evolution. The software is said to have
a life cycle composed of several phases. In
Traditional “Waterfall model” each phases has well-defined starting and ending points, with clearly
identifiable deliverables to the next phase. Here for the project being submitted I have followed “Waterfall
Model”. The Waterfall Model consists of following phases.
1. Requirements analysis and specification:
Requirements analysis is usually the first phase of large-scale software development project. It is
undertaken after a feasibility study has been performed to define the precise costs and benefits of a software
system. The purpose of this phase is to identify and document the exact requirements for the system. The
customer, the developer, a marketing organization or any combination of the three may perform such study.
In cases where the requirements are not clear e.g., for a system that is never been defined, more interaction
is required between the user and the developer. The requirements at this stage are in end-user terms.

2. Design and specification:

Once the requirements for a system have been documented, software engineers design a software
system to meet them. This phase is sometime split into two sub-phases: architectural or high-level design.
High-level design deals with overall module structure and organization, rather than the details of the
modules. The high level design is refined by designing each module in detail. Separating the requirements
and analysis phase from the design phase is instance of fundamental “what/how” dichotomy that we

Encounter quite often in computer science. The general principle involves makings a clear distinction
between what the problem is and how to solve the problem. In this case, the requirement phase attempts to
specify what the problem is. There are usually many ways that the requirements may be met, including
some solutions that do not involve the use of computers at all. The purpose of the design phase is to
specify a particular software system that will meet the stated requirements. Again there are usually many
ways to build the specified system. In the coding phase, which follows the design phase, a particular
system is coded to meet the design specification.

3. Coding and module testing:

This is the phase that produces the actual code that will be delivered to the customer as the
running system. The other phases of the life cycle may also develop code, such as prototypes, tests, and
test drivers, but these are for use by the developer. Individual modules developed in this phase are also
tested before being delivered to the next phase.

• Integration and system testing: All the modules that have been developed and tested
individually are put together integrated-in this phase and tested as a whole system.
• Delivery and maintenance: Once the system passes the entire test, is delivered to the
customer and enters the maintenance phase. Any modifications made to the system after initial
deliveries are usually attributed to this phase.

Waterfall Model of Software life Cycle

Analysis and
Design and

Coding and

Integration and
System testing

Delivery and

Analysis of existing system for retail petroleum products

Retail Outlet of Any Type Companies are common in Indian Context. It can be seen everywhere
in India either towns or rural areas. Till date working system of most outlets are manual in nature.
Employees maintain account and book keeping on registers. It is cumbersome and time consuming and
always there is possibility of errors. Also employees can make wrong entries in register and can take away
money easily.
Calculating profit or losses is a time consuming process and for checking purpose all registers
have to keep in safe custody. Thus we can say that there is huge possibility for change.

Advantages of existing system:

The advantages of the current system are as follows:
It is very simple in nature & doesn’t provide much functionality, thus reducing
complexity of the system.
It doesn’t require employees to know about computers at all i.e. it doesn’t require training
its employees any special technique except of simple bill preparation and book keeping.
Because of manual work it doesn’t require any investment in computers or any other
Since there is no systems at all there is no need to keep available the facilities like 24-
hour power backup or other facilities.

Disadvantages of existing system:

The disadvantages of current system are all those associated with manual working systems.
It is time consuming to produce bills or reports as compared to any other computerized

Humans are more probes to errors so always possibility of errors in producing results.
As all the work done is written on registers if any register is missed or damaged it is
simply very difficult to produce to present accurate figures.
Employees can make fraud by writing wrong entries on register and take away the money
and it is simply impossible to catch the defaulter because there is no proof.

Proposed System
With the shortcomings in the existing system at every area of work a new system has to be worked upon
which may overcome all the inefficiencies that the present system has.
In today’s high-tech world all the above mentioned characteristics of the system is outdated and a
need for a new, powerful, stable and result oriented software is required which is why a new system based
on Visual Basic & Oracle is formulated. Visual Basic is used to provide front-end application for user-
friendly ambience and Oracle is used to maintain & update database for fast and reliable retrieval of data
and processing of queries.

Advantages of the proposed system:

• User friendly and simple in nature
• Compatible on all windows based systems
• Upgradeable with slight modification in coding
• Easy application maintenance due to its robustness
• Menu driven navigation to facilitate simple and quick access to required functionality.
• A central database for all the data related to ensure data consistency
• Easier and faster data entry with menu support
• Can quickly produce required reports related to Daily, Weakly, monthly, Yearly etc
Feasibility Study
• Operational Feasibility
• Technical Feasibility
• Economical Feasibility
• Motivational Feasibility
• Scheduled Feasibility

Feasibility study:
Every project is feasible for given unlimited resources and infinitive time. Feasibility study is an
evaluation of the proposed system regarding its workability, impact on the organization, ability to meet the
user needs and effective use of resources. Thus when a new application is proposed it normally goes
through a feasibility study before it is approved for development.

Feasibility and risk analysis and related in many ways. If a project risk is great and feasibility of producing
software is reduced. During the feasibility analysis in this project has been discussed below in the above
mentioned topics.

• Operational Feasibility: Feasibility of the working of the system after the installation in
the organization as mentioned in the feasibility analysis.

• Technical Feasibility: Technical feasibility is frequently the most difficult area to ensure
at this stage. It is essential that the process of analysis and definition to be conducted parallel to
an assessment of the technical feasibility. The consideration that is normally associated with
technical feasibility includes the resources availability of the

Organization where the project is to be developed and implemented. By taking these facts into
consideration before developing the resource availability at Retail Outlet of Hindustan Petroleum was
observed. As very limited resources are required for this project hence this project is considered
feasible for development.

• Economic Feasibility: An evaluation of development cost is weighted against the

ultimate income or benefits derived from the developed system. There was no need of extra
hardware and software for development of this project. Hence this project has economically
justified for development in this organization.

• Motivational Feasibility: An evaluation of the probability that the organization is

sufficient motivation to support the development and implementation of the application with
necessary user participation, resources, training etc. The interest and support shown by the
organization during the system study do not seem that the new system developed to have efficient
support from the organization.

• Schedule Feasibility: An evaluation of the time needed for the development of this
project. The time schedule required for the development of this project is very important, since
more development time effects machine time, costs and delays in the development of the other
systems. So the project should be complete with in affixed schedule time as far as the
organization is concerned.

Project Schedule:
The major output of the production process is the project schedule. This is a graphic
representation of the entire project related activities necessary to produce successful project. They allow
the project manager to efficiently coordinate and facilitate the efforts of the entire project team for the live
project. This project schedule dynamic in nature that will undoubtedly be modified as the project proceeds.
Without the master schedule the effective project control would be virtually impossible. If the schedule
does not exist it is impossible to accurately estimate the project status. Projects that are not complete
within the time frame established by the master schedule almost invariably exceed planned costs. The most
complaint is that production takes too much time and costs too much money.

For schedule to be effective, it must process several major characteristics:-

• Understandable by those who will use it.

• Sufficient detail to be provide on the basis of measurement and control of project progress.
• Capable of highlighting critical tasks.
• Flexible and easily modifiable.
• Confirm to available resources.
• Compatible with the system available in the organization.
Hardware Requirements
Hardware Minimum Recommended
Primary Memory 64 MB RAM 128 MB RAM
Hardware Platform Intel Based 32 bit Same
Processor 300 MHz 933 MHz
Secondary Memory 800 MB 1.5 GB

Software Requirements
Software Supporting Software
Oracle 8.0 MS Office 2000
Visual Basic 6.0 Internet Explorer
Crystal Report 8.0 Outlook Express
Scope and Future Applications
 This project has many future applications like it can be used in any of the Retail Outlet of Any
Type companies.

 This project was build keeping in mind all the requirements of these outlets and they can be
implemented in any such type of organization with very few modification.

 With modifications it can be possible for Employee Attendance to control all retail outlets by
connecting them through a network. Because of this software all they need is a Server application
and any type of connectivity to that server.
Limitations of the project
 Not supports web based operations

 Multiprocessing not allowed.

 Extensive help is not provided.

 Not support in the OS lower than windows.

Tables used for this project
• Absent Employee
• Advance
• AdvancePayment
• Attendlog
• Company
• Deptmaster
• DesigMasterl
• EmpLeaves
• EmployeeNominee
• EmployeeSalary
• EmployeeShift
• EmpPerInfo
• EmpSmartCard
• EmpTakenLeaves
• EmpWorks
• HoliDay
• InvalidAttendance
• LastProcessOn
• LoanMaster
• LoanPayment
• Pass
• ProcessedSalary
• SalaryInfo
• SalaryPaid
• SalaryIngoTime
• TakenAdLeaves
• UserLogs
• YearInfo

Structure of the tables

Field Name Data Type Size
Employeeid VarChar 10
ShiftId Number 10
WorkingDate Date
Lstatus Char 1

Field Name Data Type Size
Employeeid VarChar 10
DrawingDate Date
AdvanceAmt Number 10
Status Char 1
Remarks Varchar2 50
PaidAmt Number 10

Field Name Data Type Size
EmployeeId Char 10
PaidAmount Number 10
PaidDate Date
PaySlipNo VarChar 10

Field Name Data Type Size
Employeeid Char 10
Shiftid Char 10
Employeeid Varchar 10
InTimeDate Date
InTime Date
OutTimeDate Date
OutTime Date
InStatus InStatus 10
OutStatus Varchar2 20
MinWorked Number 10
Status Char 1
CkeckStatus Char 1
Processed Char 1
WorkingDate Date

Field Name Data Type Size
CompId Number 10
CompName Varchar2 50
Estno Varchar2 25
EpfNo Varchar2 25
GicNo VarChar2 25

Field Name Data Type Size
DeptNo Number 10
DeptNo Varchar2 25

Field Name Data Type Size
DesigNo Number 10
DesigName VarChar2 25

Field Name Data Type Size
EmpId Number 10
Syear Number 10
LeaveType Varchar 10
TotalLeave VarChar 10

Field Name Data Type Size
EmployeeId Varchar 10
NomineeName Varchar2 35
Relation varChar 20
Age VarChar 3

Field Name Data Type Size
EmployeeId VarChar 10
BasicPay Char 20
Da_p Char 20
Hra_p Number 10
WashingP Number 10
Conv Number 10
Epf_p Number 10
Esi_p Number 10
Gic_amt Number 10
Wef Number 10
EndDate Date
Status Char 1
GrossSalary Number 10

Field Name Data Type Size
EmployeeId VarChar 10
ShiftId VarChar 10
Wef Date
WefTime Date
EndDate Date
Status Char 1

Field Name Data Type Size
EmployeeId Varchar 10
Fname Varchar 15
Mname Varchar 15
Lname Varchar 15
FatherName Varchar2 50
Dob Date
MaritalStatus Char 1
Sex Char 1
Nataionality Varchar 20
Address Varchar2 50
TelePhone Number 10
Doj Date
Status Char 1
IsTEmporary Char 1
BankAccountNo Varchar 15
EsiNo Number 10
PfNo Number 10
NameOfBank Varchar 25
ImageFile Varchar 25
CompId Varchar 10
DOL Date

Field Name Data Type Size
EmployeeId Varchar 10
CardId Varchar 10
Issuedate Date
Status Char 1

Field Name Data Type Size
EmployeeId Varchar 10
Syear Number 10
Smonth Number 10
LeaveType Varchar 10
AvailLeave Number 10
TakenLeaves Number 10

Field Name Data Type Size
EmployeeId Varchar 10
DeptNo Number 10
DesigNo Number 10
JobStatus Char 1
Wef Date
EndDate Date

Field Name Data Type Size
CurDate Date
ReMarks Varchar2 50
AssignByCardId Varchar 20
Cyear Number 10

Field Name Data Type Size
EmployeeId Varchar 10
CardId Varchar 10
ShiftId Varchar 10
InDate Date
InTime Date
OutDate Date
OutTime Date
SwaptType Char 1
SwaptDate Date

Field Name Data Type Size
LoanNo Vaechae 10
EmployeeId Varchar 10
LoanType Varchar 20
LoanDate Date
LoanAmount Number 10
NoofInst Number 10
Status Char 1
InstAmt Number 10
Paidamt Number 10

Field Name Data Type Size
Employeeid Varchar 10
LoanNo Number 10
InstNo Number 10
Smonth Number 10
Syear Number 10
AmtPaid Number 10

Field Name Data Type Size

PassWord Varchar 10

User Varchar2 40


DataType Size
ShiftId Varchar 10

InTime Date

OutTime Date

CutOfOuttime Date

CutOfInTime Date
GraceTime Number 10

MinWorhHours Number 10

ShiftName Varchar2 25

NormalWorHours Number 10