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SVIT, Vasad 388306
VASAD- 388306

This is to certify that the project entitled

been carried out by BHAVIK PATEL(06-CEG-
31) and BHAVIN PATEL(06-CEG-27) under
my guidance in partial fulfillment of the degree
of Bachelor of Engineering in Computer
Engineering of Gujarat University, Ahemdabad
the academic year 2008-2009. To the best of
my knowledge and belief this work has not
been submitted elsewhere for the award of any
other degree.
Internal Guide Head
of the Department
Mrs. Neha Soni Prof. B. J. Talati
Comp. Engg. Dept.





It gives us great pleasure in placing in the hands of our esteemed Faculties this individual
report, which, we believe, will go through the documentation of the project work done by

The objective of this report is to provide both a conceptual understanding of the system
as well as working guide.

Surely no other Science as Computer Science is proven as the driving force of the Nation.
Computer Science not only decides the present but also the future. The need for software
development today is a competence in a G.U.I based front-end tool as far as the database
programming is concerned.

A typical scenario today involves an application consisting of a visual front end for
presenting data and reporting options to the enterprise users, and a connection to a
database for piping data to controls such as text boxes, tables, and list boxes. These
applications typically feature reporting functions to provide documentation to teachers
and administrative.

As a student of B. E. (3rd Year) when we acquire all the theoretical knowledge, it is both
necessary and advisable to acquaint the students with the real situation through, well-
planned project in relevant fields. Using all the theoretical knowledge and applying into
the real application we learns to develop efficient real world application at the time of
project training. So, the project training is very important for the student for self-
development and self-confident. Also student learns organizational structure, rules and
regulations and management in a real sense, which helps student to get discipline in all
aspects of life.

Aimed for providing the reader with easier and in-depth knowledge of all the basic as
well as important aspects related to the systems having the functionality's of there
respective fields in form of report. The report contains the literature of almost all the
things, which I have gone through from the point of view of any system development life


With great enthusiasm I present this project carried out as a part of Computer semester
VI. I would like to take this opportunity to express my hearty thanks to all those who
have guided, advised, inspired & supported me during the project work. This project
work is an integrated effort of all those persons concerned, without whose co-operation
and effective guidance I couldn’t have achieved its completion
First I would like to thank for giving me the opportunity to work on this project. I would
like to thank my faculty Mrs. Neha Soni for always assisting and helping me in
compilation of the project work successfully. I am very grateful to
I would also like to thank my head of the department Mrs. Bijal Talati for constantly
sharing his knowledge and experience with me throughout the project work.
I am very grateful to all others whose names might not appear in this formal
acknowledgement but the sense of gratitude will always remain in my heart for them.

1.1 Domain Description

Industry employs full-time and casual (contractual) academics. Employees in the
Personnel Department will use the system to maintain employee information, manage
leave, and make payments to the academics every fortnight.
The Payroll system can add new employees and delete employees. It can manage annual
and long-service leave as well as record any sick leave. The system must pay each
academic the correct amount, on time, and by the payment method requested by an
Employees in the Personnel Department will access system via a Windows-based
desktop interface.
However, the system will also provide a web-based access (called Academic Kiosk)to
full-time academics to view their payment details, leave balances, and personal
information. Some of this information, such as personal details and payment method, can
be updated by academics using the web-based interface.
The Payroll system verifies if the total hours worked so far do not exceed the number of
hours agreed in the contract. The contract information is maintained by another system
called Contracts Management, however the Payroll system stores basic information about
contracts, in particular hourly rate for each contract. The industry deducts standard tax
rates from payments made to full-time academics.
Casual academics can request receiving payment notifications by mail or by email. Full-
time academics employees do not receive payment notifications but they can use
Academic Kiosk to query the system about fortnightly payments, total salaries received
year-to-date, tax and other deductions, leave balances, etc. As mentioned, Academic
Kiosk can be used to modify personal details and payment method.
The academics can choose the payment method. The payments can be mailed (as bank
cheques) to academics to the postal address of their choice. Alternatively, the payments
can be directly deposited into an academic’s bank account.

1.2 Objectives
Employees are the backbone of any company; their management pays a major role in
deciding the success of the organization. Employee information management helps in
deciding the future management needs and any changes that has to be made for greater
productivity. It keeps the records of the functions performed by the individual employee
playing a vital role at the time of performance appraisal. Employee management software
can carry out many functions like employee data analysis, employee monitoring,
centralized employee database, management of the time sheet, etc.

The usage of payroll management system would ultimately reduce the overall
management costs thus ensuring greater profits and reduced burdens. The system is very
easy to use and can adjust into any business frame.
1.3 Limitations of the existing system

The institute doesn’t have any software application which maintains data of the
employees. The record keeping is done manually. This leads to great difficulty when
certain needs arrive of looking into employees’ past data.

The institute uses a payroll application which has limited features and doesn’t work
efficiently and effectively. It doesn’t fulfill many requirement of the administrative
department. The application just keeps very trivial information of the employees and
doesn’t facilitate with any kind of analytical ability.

We have analyzed the feasibility of the system in terms of following spans:

1. Technical Feasibility
2. Operational Feasibility
3. Economical Feasibility

4. Scheduled Feasibility

2.1 Technical Feasibility: The development process of Payroll Management System

would be advantageous to the organization because we would make use of only the
currently available resources of the organization. All the tools needed for the
development are already available with the organization and the organization does not
have to acquire any new resources. The technical feasibility is also attributed to the fact
that the system does not make use of any additional or external third party components
which can lead to increased load on the system.

2.2 Operational Feasibility: The Payroll Management System is intended to provide a

very user-friendly and easy to use interface which is beneficial for both the visitors as
well as the operators who help in providing support for the system. This system would
also be easily acceptable among the visitor and administrator, as there is no need of any
special skill set for using the application. This system also benefits the users as they do
not have to download anything on their terminals increasing their efficiency and ease of
2.3 Economic Feasibility: The Payroll Management System has a very low
development cost. The low cost is attributed to the usage of the existing resources of the
organization. As the website is very user friendly and easy to use, there is no need to
provide special training to the users of the website, thus saving valuable time and money.

2.4 Scheduled feasibility: Projects are always given deadlines. Every project is
completed in a specific duration. I was the only working on the project and I had the
project duration of four months only. So i have tried our level best to fulfill each and
every requirement. I had to complete the project in time and if it is not possible to
complete the software in time then I would try our best to fulfill client requirements.

The Payroll Management System is a database software application which is developed

using a waterfall software developing model.

The waterfall model is a popular version of the systems development life cycle model for
software engineering. Often considered the classic approach to the systems development
life cycle, the waterfall model describes a development method that is linear and
sequential. Waterfall development has distinct goals for each phase of development.
Imagine a waterfall on the cliff of a steep mountain. Once the water has flowed over the
edge of the cliff and has begun its journey down the side of the mountain, it cannot turn
back. It is the same with waterfall development. Once a phase of development is
completed, the development proceeds to the next phase and there is no turning back.

The advantage of waterfall development is that it allows for departmentalization and

managerial control. A schedule can be set with deadlines for each stage of development
and a product can proceed through the development process like a car in a carwash, and
theoretically, be delivered on time. Development moves from concept, through design,
implementation, testing, installation, troubleshooting, and ends up at operation and
maintenance. Each phase of development proceeds in strict order, without any
overlapping or iterative steps.
The disadvantage of waterfall development is that it does not allow for much reflection or
revision. Once an application is in the testing stage, it is very difficult to go back and
change something that was not well-thought out in the concept stage. Alternatives to the
waterfall model include joint application development (JAD), rapid application
development (RAD), synch and stabilize, build and fix, and the spiral model.
To follow the waterfall model, one proceeds from one phase to the next in a purely
sequential manner. For example, one first completes requirements specification, which
are set in stone. When the requirements are fully completed, one proceeds to design. The
software in question is designed and a blueprint is drawn for implementers (coders) to
follow — this design should be a plan for implementing the requirements given. When
the design is fully completed, an implementation of that design is made by coders.
Towards the later stages of this implementation phase, separate software components
produced are combined to introduce new functionality and remove errors.

Thus the waterfall model maintains that one should move to a phase only when its
preceding phase is completed and perfected. However, there are various modified
waterfall models (including Royce's final model) that may include slight or major
variations upon this process.

Engineering Analysis


month january february march april

task 1/1 8/1 15/1 22/1 5/2 12/2 19/2 26/2 5/3 12/3 19/3 26/3 2/4 9/4 16/4 23/4






There are three types of team organizations:
1. DD: Democratic Decentralized
2. CD: Control Decentralized
3. CC: Control Centralized
For our project the team organization is Control Decentralized because here we are
having the lecturers as our guide. The problems are being recognized by them and are
solved by us.
The software project team for “Payroll Management System” consists of 2
Bhavin Patel and Bhavik Patel (S.V.I.T. – Computer department)
The project was undertaken under the guidance of Mrs.Neha Soni, Mr. Milin
Patel And Ms. Jignya Seth.

Nowadays, the world is moving at a lightening swiftness and so is computer field. It is
each and every day.
Initially the work of project management was done manually and the data was
kept in files
but now the technology is such that each employee who is part of project management
team has
all the projects, their phases, reports all at hand.
Due to which user can quickly know regarding the status of any project and its
Such is the technology which is increasing at a very fast pace. This system has been made
so, that user can work faster and in a much better environment.



 Function 1: Administration of the Application

Function Purpose and Priority
Administrator can create new roles/rights/users and edit the existing
Function Inputs
Create User: - User name, Full Name, Password.
Create Rights :- Give rights to the user
Function Operations
Create User: - The admin fills the information about the user and selects rights to
be given to the user clicks on the “Save” button.
Function Outputs
Create User: - New user is created and assigned to the selected rights and then
added in the database.
Edit User: - Changes made to the user information are saved.

 Function 2: Manage Employee Data

Function Purpose and Priority

It stores detailed employee profile including his/her personal information,
qualification profile, experience profile and basic salary information.
Function Inputs
Personal Details : Name , Address , Contact , Date of Birth , Sex etc.
Qualification Profile : Qualification , Grade , Passing Year , Institute.
Experience Profile : Worked As, Nos. Working Years, Working Category
Basic Salary Information : Designation , Department , Scale , Date of
Joining, Applicable allowances and deduction and bank information etc.
Function Operations
The employee details can be added , edited and deleted by the users who
have enough authority for the functions.
Function Outputs
The user authentication is checked against the operation used by the user.
If user is not allowed to access the asked operation he/she is reported by
the application

 Function 3: Designation History

Function Purpose and Priority
The past data of the employee designation and his/her progress throughout
career is maintained.
Function Inputs
Designation, Type, Date of Joining, Reason for new designation etc.
Function Operations
The user fills the input details save.
Function Outputs
The current designation is upgraded. New scale is assigned and joining
date , month of increment is changed.

 Function 4: Increment and Incentive Detail

Function Purpose and Priority

The functions allows to keep track of the increments/incentives given to
the employee.
Function Inputs
Date, Nos of increment/incentives, Reason.
Function Operations
The user can add increment/incentives records.
Function Outputs
The current basic is upgraded according to the given increment/incentives
based on the employee’s scales.

 Function 5: Scale Prediction

Function Purpose and Priority

This is the analytical tool which allows to generated data showing the
normal progress of any employee in future
Function Inputs
Selects employee , Starting Date ( Joining date , Current date) , Ending
date, The years after which the scales should be upgraded.
Function Operations
Generates the data including year and basic of the employee according to
the given inputs.
Function Outputs
Shows graphical view of the generated prediction.


Hardware Requirements :

233 MHz Pentium processor or other compatible

Intel Chipset Motherboard
4 GB hard disk

Software Requirements :

1) Operating System -Windows 98 onwards

2) Application Software –Microsoft Visual Basic 6.0
3) Database Tool – Oracle



Registration Process

Selection of

Diff. Depat

View the Time

ADMINISTRATOR & Date for Joinig

View Reports


6.System Design


The method that we have used for designing this system is “Structural Design”.
In the structure-oriented approach, the problem is viewed as a sequence of things to
be done. A number of functions are written to accomplish these tasks. The primary
focus is on functions.

A typical program structure for structural programming is as follows:

Main Program

Function – 1 Function – 2 Function – 3

Function – 4 Function - 5

Function – 6 Function – 7 Function – 8

In a multi-function program, many important data items are placed as global so

that they may be accessed by all the functions. Each function may have its own local

Global data are more vulnerable to an inadvertent change by a function. This

provides an opportunity for bugs to creep in. Another serious drawback with the
structural approach is that it does not model real world problems very well. Along with
the disadvantages the structural design has various advantageous features, which
encouraged us to use the structural approach.
Some of the striking features that encouraged us for using structural design are:
1. Emphasis is on doing things (algorithms).
2. Large programs are divided into smaller programs known as functions.
3. Most of the functions share global data.
4. Data move openly around the system from functions to function.
5. Functions transform data from one form to another.
6. Employs top-down approach in program design.
Diagrams For Each Operation :

1) Add Employee:
Check Access [Not Allowed] Return Error Message


Add Employee Record Return Success Message

2)Delete Employee:

Check Access [Not Allowed] Return Error Message


Delete Employee Record Return Success Message

3)Update Employee:

Check Access [Not Allowed] Return Error Message


Update Employee Record Return Success Message


A sequence diagram in Unified Modelling Language (UML) is a kind of interaction
diagram that shows how processes operate with one another and in what order. It is a
construct of a Message Sequence Chart.

Sequence diagrams are sometimes called Event-trace diagrams, event scenarios, and
timing diagrams.

Enter password

Verify password

Open admin screen

Password OK

User Functions

Verify functions

Acknowledge functions

Perform functions

Display result


A state diagram is a type of diagram used to describe the behavior of systems. State
diagrams require that the system described is composed of a finite number of states.State
diagrams can describe the possible states of an object as events occur. Each diagram
usually represents objects of a single class and track the different states of its objects
through the system. State diagrams can be used to graphically represent finite state

Employee Data Authentication Scale Prediction

Incentive/Increment Backup/Restore


1 M
M M L o a n
L e a v e

C a t e g a r y
C a n 1 C a n
T a k e T a k e

C a n
H a v e

1 1
C a n E m p l o y e e C a n
H a v e M 1 T a k e
1 1

1 1

D e p a r t m e n t A d v a n c e
C a n C a n
H a v e H a v e

1 1

A l l o w a n c e s D e d u c t i o n
C u t
M M A m t
C a t e
g a r y

C a n M M
H a v e
M o n t h l y S a l a r y


0th Level DFD

L o a n
I n
s t a l m e n t M a n a g e m e n t
D e t a i l P o l i c My a n a g e m
S a l a r y S l i p
P a y r o lO l t h e r R e p o r t s
E m p l o y eM e a n a g e m e n t R e p o r t s
E m p l o y e e
D e t a i l S y s t e m

L e a v e
D e t a i l S a l a r y S t a t e m e n t
L e a v e A c c o u n t

1st Level DFD

E m p l o y e e
A l l o w a n c e s
Em p l o y e e D e t a i l A l l o w a n
E m p l o y e e D e t a i l

t e g C a a r ty e g a r 1 y . 0
C a 1 . 1
D e t a i lP r o c e s s i n g P r o c e s s i n g
L e a v e L D e e a t va e i l o f o f
S a l a r yS a l a r y A l l o w a n c e s
D e t a i l i n f o r m Ia n t if oo nr m c a a t il oc un l a t i o n
O v e r T i m e
O v e r t i m e
D e t a i l
P r e s e n t D e t a i l
P r e s e n t D e t a i l

G r o s s S a l a r y

A d v a n c e 1 . 2
A d v a n c e
D e t a i l P r o c e s sG i n r go s s S a l 1 a . r3 y
o f N e t
D e d u c t i o n s S a l a r y
L o a n D c e a t al c i ul l a t i o n
L o a n
E m p l o y e e
R e p o r t s
D e d u c t i o n

S a l a r y S t a t m e
D e d u c t i o n o r
R e p o r t s

2nd Level DFD

E m p l o y e e
D e t a i l L e a v e
E m p l o y e e D e t a i l s L e a v e
D e t a i l

2 . 0
C a
t e g a r y
C a t e g a r y P r o c e s s i n g
D e t a i l O f O v e r t i m
S a l a r y D e t a i l
i n f o r m a t i o n
D e p a r m e n t
D e p a r t m e n t
D e t a i l
O v e r t i m

E m p l o y e e
P r e s e n t s

P r e s e n t s D e

2nd Level DFD

i n f o r m a t i o n B a s i c S a l a r y
B a s i c S a
D a i l y A l l o w a n c e s

2 . 1
T A P r o c e s s i n g
T r a v e l l i i nn f g o r m a t i o n o f
A l l o w a n c e s A l l o w a n c e s
c a l c u l a t i o n

i n f o r m a t i o n M e d i c a l
M e d i c a l
i n f o r m a t i o n

2nd Level DFD

i n f o r m a t i in o f n o r m a t i o n
P r o v i d e n t F u n d P r o f e s s i o n a l

G r o s s S a l a r y
2 . 2 G r o s s S a l
P r o c e s s i n g
o f
D e d u c t i o n s
c a l c u l a t i o n

A d v a n c e L o a n
D e t a i l D e t a i l
2 . 2
. 0 2 . 2 . 1
A d v a n c e L o a n
D e t a i l D e t a i l

E m p l o y e e L o a n
A d v a n c e M a s t e Lr o a n
D e t a i l T r a n s e c t i o
D e t a i l
A d v a n c e L o a n _ M a s t
L o a n _ T

7.Standard Used For Coding



1 Checkbox Chk
2 Combo box,dropdown list box Cmb
3 Command button Cmd
4 Common Dialog Dlg
5 Control Ctr
6 Directory listbox Dir
7 Drive listbox Drv
8 Form Frm
9 Image Img
10 Horizontal scroll bar Hsb
11 Image combo Imgcbo
12 Image list Ils
13 Label Lbl
14 Line Lin
15 List box Lst
16 List view Lvw
17 Menu Mnu
18 Option button Opt
19 Picture box Pic
20 Rich text box Rtf
21 Shape Shp
22 Timer Tmr
23 Textbox Txt
24 Toolbar Tlb
24 Treeview Tre
25 Vertical scroll bar Vsb


• Testing plan is one of the modules of the system analysis and the design, which has
greater importance. After system is ready it should go for testing. Testing is one of the
critical phases. The system Developer has to undergo and which one should not avoid
before final system implementation.
• If testing is conducted successfully, it will never cover errors in the software.
Secondly, testing demonstrates that software functions appear to be working according to
specification and that performance requirements appear to have been met. In addition,
data collected as testing is conducted provides a good indication of software reliability
and some indication of software quality as a whole. But there is one thing that testing
cannot do:

• Testing cannot show the absence of defects, it can only show that software errors
are present. Testing should be planned before testing begins. Test planning can begin as
soon as the coding phase is complete.

• During system testing the system is used experimentally to ensure that software
does not fail special test data are input and result examined and likewise corrections are


• Unit Testing
• Integration Testing
• System Testing
• Acceptance Testing
Unit Testing

System Testing


• In Unit Testing, we tested individual components like each controls for their
validations to ensure that they operate correctly.

• The next level is called Integration Testing. In this many unit tested modules are
combined into subsystems, which are then tested. The goal here is to see if the
modules can be integrated properly. This testing activity can be considered testing the

• In System Testing, we tested whether system elements have been properly integrated
and perform allocated functions to detect the errors that may result from unanticipated
interactions between sub-system and system components.

• Finally, in Acceptance Testing, we tested whether the system is accepted for

operational use or not.

In this employee management system I have used unit testing & integration Testing

Following test cases were carried out:

Test Description: Testing for Login Module
Action To Be Performed Expected Result Actual Result
Case 1: To Login Into Application

If username is valid then ask

Double Click on the user. Checked and OK
for password

If it is checked already
Checks remember my name
directly jump to password Checked and OK
Check box

Test Description: Testing for Authentication Module

Action To Be Performed Expected Result Actual Result
Case 1: Operate functions in the Employee Form

If the user have enough

rights to perform function
Take further action
Click on the function(e.g
Checked and OK
If user doesn’t assigned the
rights to perform particular
function show error message

Case 2: Change user rights

If the user is administrator

then allow him to change
user rights and information.
Click on the user menu Checked and OK
If the user is encoder the
menu should be disabled

Display all the information

Selects user Checked and OK
of the selected user.
Update rights of the selected
Change user information Checked and OK

Test Description: Testing for Scale Prediction Module

Action To Be Performed Expected Result Actual Result
Enter inputs(Start
Checks if the ending year is
Year,Ending Year,Scale Checked and OK
valid.If not then shows error.
change yrs)
Checks if the selected employee
is regular typed.
Click Generate Scale Checked and OK
If not then show error message.

If yes then generate scale records

Test Description: Testing for Backup Restore Module

Case 1: Backup Database
Action To Be Performed Expected Result Actual Result

Checks if the the user is allowed

Click on Database utility to take backup
Checked and OK
If not then show error message.

Selects backup directory Show directory viewer Checked and OK

Copy database on the choosen

Click on start backup Save log into database Checked and OK

Show error report is file is not

copied correctly
Case 2: Restore Database

Checks if the the user is allowed

Click on Database utility to restore
Checked and OK
If not then show error message.

Selects any previously taken Restore the database to the Checked and OK
Backup from log original path

If there is something wrong

with restoration show error


When a new system needs to be implemented in an organization, there are three different
ways to adopt this new system: The big bang adoption, phased adoption and parallel

• Parallel adoption: The old and the new system are running parallel, so all the
users can get used to the new system, and meanwhile do their work using the old
• Phased adoption :The adoption will happen in several phases, so after each phase
the system is a little nearer to be fully adopted.
• Big bang adoption: The switch between using the old system and using the new
system happens at one single date, the so called instant changeover of the system.
Everybody starts to use the new system at the same date and the old system will
not be used anymore from that moment on.

Since our system is completely independent from the existing system and makes no
use of the existing system, the implementation method used is the Big Bang Adoption.
User documentation does not need to be updated during the implementation process,
because it happens in such a short period. There are no special interfaces needed to be
able to get used to the new system, because the new system is all there is.

This application can be further enhanced to cover each aspect of the institutes. Employee
management system will be extended towards a complete management package for the
institute. It will really help to manage and organize the employees’ detail very efficiently
and effectively. The application will prove itself as a powerful tool which enhance the
working power of the administration department and can help in improving overall
management of the institute.

The following are some of the important enhancement that can take place into the current
working software application :

1) This includes management of employees salary , leave status and each kind of
financial features which helps the institute as a financial tool.
2) In Our System an Administor easily Modify and Update the any Emplyee’s
3) Easily add new user in database.

1. Process: A process done in the system is denoted by this symbol. For example prepare
attendance report, pay slip, etc.

2. External entity: A source or destination of data which is external to the system.

3. A data flow: it is packet or data. It may be in the form of document or letter.

4. Data store: Any store data but with no reference to the physical method of storing.

5. Multiplicity: Use to represent one to many relationship between the entities

6. Association: It represents the relationship between the entities

7. State: It represents current state of system that is being designed.


This part shows the terms used in my project.

Data Flow Diagram: a means of representing a system at any level of detail with a
graphic network of symbols showing data flows, data stores, data processes, and data

Data Table: the connection between the output of one object or process and The
Input to another.

Function: it describe in the statement of scope are evaluated and in some Cases
refined to provide more detail prior to the beginning of estimation.

Performance: Performance is measured by processing speed, response time, resource

consumption, throughput and efficiency.

Process: something that transfers the data value. It processes input data and generates

Requirement analysis: requirement analysis categorizes requirement and

organizes them into related subsets.

Requirement specification: it is the final work product produced by the system and
requirements engineer.

System: an organized collection of components that interact with each other.

System Design: the first stage of design, during which high-level decisions
are made about the overall structure of the system.

• VB Black Book
• Mastering VB
• Visual Basic in 21 Days
• SQL/PLSQL - Ivan Bayross
• www.vbtutor.net
• www.google.co.in
• www.wikipedia.com