MIS 122: DATABASE SYSTEM DEVELOPMENT, SECTION A, D

Employee and Payroll

Management System
Process and Data
Group: Overclocked
Jic Lim, Romwel Mina, Mikey Paras, Jason San Diego, Allen Tai
01/30/2009
 PROCESS REQUIREMENTS & USER INTERFACE DESIGN

Inputs and Outputs Design Specifications

Employee and Payroll Management System

Screen Specifications

I. Narrative Overview

Screen: Input New Employee Information

Users: Auditor
Functions: To take the data in the respective fields and put them into
a database.
Controls: The numerous textfields are meant for the user to type in
specific data indicated by the label. The dropdown menus are mostly
used for error-proofing, and are used for the dates and the job position.
And the radio buttons are there for simple choosing of choices between
gender and marital status.

II. Sample Design

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 Employee and Payroll Management System
Reports Specifications

I. Narrative Overview

Report: View Employee Information

Users: Retailer
Description: The dropdown menu shows all the available employee
numbers to choose from. Choosing one employee number and clicking
on the generate button will generate the employee information in the
text area.

II. Sample Design

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 Employee and Payroll Management System
Screen Specifications

I. Narrative Overview

Screen: Input Employees Deductions

Users: Team Leader
Functions: Takes down the deductions made by employees and saves
them in the database.
Controls: The dropdown menus are for the date and employee
number error-proofing, while the text field is for the amount the
employee deduction is. Clicking the create button will save the
deduction.

II. Sample Design

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 Employee and Payroll Management System
Reports Specifications

I. Narrative Overview

Report: View Payroll Summary

Users: Retailer
Description: Choose the date desired from the dropdown menu and click
generate. This will show the payroll summary of that date within the
text area.

II. Sample Design

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Use Cases

CASE: Input Employee Information

Use Case Name: Input Employee Information

Actor/s: Auditor
Description: The Auditor adds new employee and information to the employee
database
Trigger: Press the Add Employee button on the Employee Database Page.
Preconditions: 1. Employee forms must be at hand.
2. Auditor must be successfully logged in.
Postconditions: 1. Employee database updated
Normal Flow: Actor System
1. Auditor presses the Add 2. Display form with empty fields
Employee button on the to be filled out
Employee Database Page
3. Fill up information fields
4. Press OK button 5. Update database
6. Close form with fields
7. Display employee database
page
Alternative Actor System
Flows:

Notes and
Issues:

CASE: Edit Employee Information

Use Case Name: Edit Employee Information

Actor/s: Auditor
Description: The Auditor edits employee information in the employee database
Trigger: Press the Edit employee information button on the Employee
Database Page.
Preconditions: 3. Employee must already have information in the database..
4. Auditor must be successfully logged in.
Postconditions: 2. Employee information is edited and updated.
3. Employee database updated.
Normal Flow: Actor System
8. Auditor presses the edit 9. Display previously filled up
employee information forms
button on the Employee
Database Page
10. Edit specified fields
11. Press OK button 12. Update database
13. Close form with fields
14. Display employee database
page
Alternative Actor System
Flows:

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Notes and
Issues:

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CASE: Delete Employee Information
Use Case Name: Delete Employee Information

Actor/s: Auditor
Description: The Auditor deletes employee information from the employee
database
Trigger: Press the Delete Employee button on the Employee Database
Page.
Preconditions: 5. Employee must already have information in the database.
6. Auditor must be successfully logged in.
Postconditions: 4. Employee information is deleted from the employee database.
5. Employee database updated.
Normal Flow: Actor System
15. Auditor presses the delete 16. Display list of employees in the
employee information database
button on the Employee
Database Page
17. Chooses the name of 4. Ask for the confirmation for
employee to be deleted deletion
18. Press OK button 19. Displays message that
employee has been
successfully deleted from the
database
6. Press OK button 7. Update employee database.
8. Display employee database
page
Alternative Actor System
Flows:

Notes and
Issues:

CASE: Input Hours Worked

Use Case Name: Input Hours Worked

Actor/s: Team Leader

Description: The Team Leader inputs the Hours Worked by employees for the
day.
Trigger: Press the Input Employee Hours button.
Preconditions: 7. Hours Worked must be updated.
8. Team Leader must be successfully logged in.
Postconditions: 6. Hours Worked for employees are recorded
7. Hours Worked are sent to the gross salary computations
Normal Flow: Actor System
20. Team Leader presses the 21. Display form for inputting
Input Employee Hours hours worked
button.
22. Press OK button. 23. Display confirmation of having
recorded the hours worked
Alternative Actor System
Flows:

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Notes and
Issues:

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CASE: Input Deductions
Use Case Name: Input Deductions

Actor/s: Team Leader

Description: The Team Leader inputs the deductions incurred by employees for
the day.
Trigger: Press the Deductions button.
Preconditions: 9. Deductions report must be updated.
10. Team Leader must be successfully logged in.
Postconditions: 8. Deductions for employees are recorded
9. Deductions are sent to the net salary computations
Normal Flow: Actor System
24. Team Leader presses the 25. Display form for inputting
Deductions button. deductions
26. Press OK button. 27. Display confirmation of having
recorded the deductions
Alternative Actor System
Flows:

Notes and
Issues:

CASE: Print Employee Information

Use Case Name: Print Employee Information

Actor/s: Retailer
Description: Retailer prints out a copy of an employees information.
Trigger: Press the Print button on employees information page.
Preconditions: 11. Employee Records must be updated.
12. Retailer must be successfully logged in.
Postconditions: 10. Employee Information printed
Normal Flow: Actor System
28. Retailer presses the Print 29. Display print set-up
button on employees
information page.
30. Press OK button. 31. Display data being formatted
for printing
32. Display confirmation of having
printed the employee
information
33. Press OK button. 7. Printer prints out hard copy of
an employees information
Alternative Actor System
Flows:

Notes and
Issues:

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CASE: Print Payroll Summary
Use Case Name: Print Payroll Summary

Actor/s: Retailer
Description: Retailer prints out a copy of the payroll summary.
Trigger: Press the Print button on payroll summary page.
Preconditions: 13. Payroll must be updated on a daily and/or hourly basis.
14. Retailer must be successfully logged in.
Postconditions: 11. Payroll summary printed
Normal Flow: Actor System
34. Retailer presses the Print 35. Display print set-up
button on payroll
summary page.
36. Press OK button. 37. Display data being formatted
for printing
38. Display confirmation of having
printed the payroll summary
39. Press OK button. 7. Printer prints out hard copy of
the payroll summary.
Alternative Actor System
Flows:

Notes and
Issues:

CASE: Set System Settings

Use Case Name: Set System Settings

Actor/s: Retailer
Description: Retailer sets the date and time settings or payroll settings of the
system.
Trigger: Press the System Settings button on employees information page.
Preconditions: 15. Retailer must be successfully logged in.
Postconditions: 12. System settings are set accordingly.
Normal Flow: Actor System
40. Retailer presses the 41. Display system settings form,
System Settings button with the current system
on the home page. settings.
42. Retailer edits the settings
that he or she would like
to change.
43. Press OK button. 5. The system confirms the
change with a pop-up message
box.
6. Press OK button.
Alternative Actor System
Flows:

Notes and
Issues:

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CASE: Generate System Alarm
Use Case Name: Generate System Alarm

Actor/s: Time
Description: The system generates an alarm, either birthday or contract
expiration, and sends it to the Retailer.
Trigger: The date corresponds to either the date of a contract expiration of
an employee or a birthday of an employee.
Preconditions: 16. The system settings must be set.
17. The employee database must be updated.
18. Retailer must be successfully logged in.
Postconditions: 13. Alarm is sent to the retailer.
Normal Flow: Actor System
44. The system detects a
correspondence between
dates.
45. The system determines
whether its a contract
expiration or birthday.
46. The system sends the alarm to
the home screen as a reminder
on the message box at the side
of the home screen, after the
retailer has logged-in.
Alternative Actor System
Flows:

Notes and
Issues:

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 DATABASE REQUIREMENTS

Conceptual Data Model

1. Input New Employee Information

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2. Input Hours

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3. Input Deductions

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4. Input Bonus

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Overall

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 DATABASE DESIGN

Logical Data Model

EMPLOYEE_PERSONAL
Employee_Number | Last_Name | First_Name | Middle_Name | Email |
Birthdate | Birthplace | Height | Weight | Religion | Marital_Status | Citizenship
| Preferred_Language

EMPLOYEE__CITY_RESIDENCE
Employee_Number | City_Addres | City_Phone

EMPLOYEE_PROVINCIAL_RESIDENCE
Employee_Number | Provincial_Address | Provincial Phone

EMPLOYEE_SPOUSE
Employee_Number | Spouse_Name | Spouse_Address

EMPLOYEE_FATHER
Employee_Number | Father_Name | Father_Address | Father_Occupation

EMPLOYEE_MOTHER
Employee_Number | Mother_Name | Mother_Address | Mother_Occupation

EMPLOYEE_PARENTS_RESIDENCE
Employee_Number | Parent_Name | Parent_Address | Parent_Phone

EMPLOYEE_ELEMENTARY
Employee_Number | Elementary_School_and_Address |
Elementar_Year_Attended

EMPLOYEE_HIGHSCHOOL
Employee_Number | HighSchool_School_and_Address |
HighSchool_Year_Attended

EMPLOYEE_VOCATIONAL
Employee_Number | Vocational_School_and_Address |
Vocational_Degree_Received |Vocational_Year_Attended

EMPLOYEE_COLLEGE
Employee_Number | College_School_and_Address | College_Degree_Received
| College_Year_Attended

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EMPLOYEE_RECORD
Employee_Number | Company_Name | Company_Address | Company_Position
| Company_Year

EMPLOYEE_REFERENCE
Employee_Number | Name | Address | Position | Phone_Number

DEDUCTION
Report Number | Employee_Number | Date | Amount | Reason | Witness

WORK_HOURS
Date | Employee_Number | Number_of_Hours

BONUS
Report_Number | Employee_Number | Date | Amount | Reason | Witness

NET_PAY
Employee_Number | Month | Year | Net_Pay

Data Dictionary

System: Employee and Date: January 29,2009

Payroll
Management
System
Analyzed Overclocked Group
By:

Entity/ EMPLOYEE
Relationship
Name:
Entity/ Contains the personal, educational, work and reference
Relationship information of an employee.
Description:

Attribute Name Description Prima Default Possible Values Can

ry Value be
Key? Null
?
Employee_Num Assigned Y
ber number to an N/A 4 digit integer No
employee
Last_Name Last Name of N N/A 20 char

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 employee No
First_Name First Name of N
N/A 30 char
employee No
Middle_Name Middle Name N
N/A 20 char
of employee No
City_Address Employees N
address at a N/A 100 char Yes
city
City_Phone Contact N
number at Yes
N/A 7 digit integer
employees
city residence
Provincial_Addr Employees N
ess address at a N/A 100 char Yes
province
Provincial_Phon Contact N +ZZ XXXXXXX
e number at (where Z is an Yes
employees integer digit of
provincial N/A the area code
residence X is an integer
digit of the
phone number)
Email Email address N
N/A 45 char
of employee Yes
Birthdate Date of birth of N 01/01/20
DD/MM/YY
employee 09 No
Birthplace City/Municipalit N
y of birth of N/A 15 char No
employee
Height Height of N X X where X
00 ft
employee is int No
Weight Weight of N X lbs, where X
0 lbs
employee is int No
Religion Religion or N
denomination N/A 15 char No
of employee
Marital_Status Marital status N Single, Married,
of employee Single Divorced/Separ No
ated
Citizenship Citizenship of N
N/A 15 char
employee No
Spouse_Name Name of N
employee's N/A 50 char Yes
spouse

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Spouse_Address Residence N
address of Yes
N/A 100 char
employee's
spouse
Spouse_Occupa Occupation of N
tion employee's N/A 15 char Yes
spouse
Father_Name Name of N
employee's N/A 50 char No
father
Father_Address Residence N
address of No
N/A 100 char
employee's
father
Father_Occupati Occupation of N
on employee's N/A 15 char No
father
Mother_Name Name of N
employee's N/A 50 char No
mother
Mother_Address Residence N
address of No
N/A 100 char
employee's
mother
Mother_Occupat Occupation of N
ion employee's N/A 15 char No
mother
Parents_Address Residence N
address of Yes
employee's
parents (If N/A 100 char
parents are not
living together,
choose one)
Parents_Phone Residence N
phone number Yes
of employee's +ZZ XXXXXXX
parents (If (where Z is an
there are more integer digit of
than one, N/A the area code
choose one; it X is an integer
should be the digit of the
number to the phone number)
given parents'
address)

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Prefered_Langu Prefered N
age language or No
dialect of
employee in N/A 15 char
writing and
oral
communication

Entity/ Work Hours

Relationship
Name:
Entity/ Contains number of hours worked by an employee
Relationship
Description:

Attribute Name Description Prima Default Can

Possible
ry Value be
Values
Key? Null?
Date Date of hours Y 01/01/20 No
DD/MM/YY
worked 09
Employee_Numb Assigned number Y 4 digit
N/A
er to an employee integer No
Number_of_Hour Amount of hours N 2 digit No
0
s during the date integer

Entity/ Deduction
Relationship
Name:
Entity/ Shows deductions incurred by an employee. Contains date,
Relationship amount, reason and witness for deduction
Description:

Attribute Name Description Prima Can

Default Possible
ry be
Value Values
Key? Null?
Report_Number Assigned number Y No
6 digit
to the deductions N/A
integer
report
Employee_Numb Assigned number Y 4 digit No
N/A
er to an employee integer
Date Date of hours N 01/01/20 DD/MM/YY No
worked 09 YY
Amount Amount deducted N 7 digit No
0.00
double
Reason Reason for N N/A 50 char No
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 deduction
Witness Witness to the N No
N/A 25 char
deduction

Entity/ Bonus
Relationship
Name:
Entity/ Shows the bonus pay an employee receives
Relationship
Description:

Attribute Name Description Prima Can

Default Possible
ry be
Value Values
Key? Null?
Report_Number Assigned number Y No
6 digit
to the bonus N/A
integer
report
Employee_Numb Assigned number Y 4 digit No
N/A
er to an employee integer
Date Date of hours N 01/01/20 No
DD/MM/YY
worked 09
Amount Bonus Amount N 7 digit No
0.00
double
Reason Reason for bonus N N/A 50 char No
Witness Witness to the N No
N/A 25 char
bonus

Entity/ Net Pay

Relationship
Name:
Entity/ Shows the pay that is due to employees
Relationship
Description:

Attribute Name Description Prima Possible Can

Default
ry Values be
Value
Key? Null?
Employee_Numb Assigned number Y 4 digit No
N/A
er to an employee integer
Month Month that net N Jan, Feb, No
pay is due Mar, Apr,
May, Jun,
Jan
Jul, Aug,
Sep, Oct,
Nov, Dec
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Year Year that net pay N 4 digit No
2000
is due integer
Net_Pay Amount of net N 8 digit No
0.00
pay due double

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 DATABASE TECHNOLOGY COMPONENTS

Comparison of DBMS
The teams attention and goal, in terms of the database management, is to
provide the client given to proper database management to ease the access
of data. And based on the teams research, businesses that use MS Access
begin to look for an alternative database management system which allows
better database performance, higher reliability, higher flexibility and yet
inexpensive.

Besides the fact that the team are introduced and being oriented with MySQL
as a part of the course curriculum, MySQL's flexibility allows the client to
install and organize it across various platforms, unlike MS Access where in it
can only be deployed in MS Windows, and also allows multiple concurrent
users, versus MS Access single user application.

Storage Estimate

Entity: Employee
Sub-Total: 8072 bytes

Work Hours
Sub-Total: 48 bytes

Deduction
Sub-Total x2: 1456 bytes

Bonus
Sub-Total: 720 bytes

Net Pay
Sub-Total: 120 bytes

Total: roughly 16240 bytes or 16.24Kb per employee

16240Kb x 50employees = 812000bytes or 812kb

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