Software Development Project - Payroll System (Group Assignment)

Software Development Project – Payroll System
ASIA PACIFIC INSTITUTE OF INFORMATION THECHNOLOGY
Design Documentation
SOFTWARE DEVELOPING PROJECT
PAYROLL SYSTEM
SUBMITTED TO: Mrs. Nadeera Ahangama
INTAKE CODE: DF0931ICT
Praveena Sarathchandra (CB003403)
Mayuran Chelvachandran(CB003514)
Pulasthi Perera (CB003472)
Date Assigned – 17/10/2009
Due Date – 18/12/2009

Abstract
Staffordshire University is one of the leading and progressive universities. Currently

university is providing students part time employments to work within the campus and the
job titles are relevant to their courses therefore providing them experience on their area of
interest.
We were asked to develop a payroll system which would calculate the payments for student
employees. This is the design document for proposed Student Employee payroll system.
This documentation explains how the design meets the requirements. Project Description,
Problem Analysis, Project Requirements, Solution and Solution Design are explained
within the documentation.
Acknowledgement
Throughout the course of this assignment there were numerous people who helped us in
their own ways towards the successful completion of this project. We wish to recognize
their contributions herewith.
We would like to thank Mrs.Nadeera Ahangama for all her time, guidance and invaluable
advice.
As a project manager Mrs.Nadeera’s help is greatly appreciated. her patience,

understanding and insight was a great source of inspiration for us, and was instrumental in
helping us understand the intricacies involved when doing a development project such as
this.
We would also like to thank our colleagues and friends for all the moral support, motivation
and all the relevant information given.
We would also like to thank Mr.Eranjan Padumadasa for setting us the path for analyzing
and developing a system.
Table of contents
Introduction
Introduction to client
Staffordshire University has a long and proud history of providing high quality, progressive
and inclusive higher education for people from across Staffordshire, the region, the UK and
the rest of the world. Established in 1992, Staffordshire University has evolved into one of
the country's most self-motivated, progressive and forward-thinking learning institutions.
Always quick to adapt as student requirements change, we have become renowned for our
groundbreaking new courses and first-class learning opportunities.
As a encouragement student the university is providing its students with part time
employments within the university.
Introduction about the project
This task was assigned as a part of Software Development Project module and we were
given the scenario of developing a payroll system for Staffordshire University’s student
employees. University has 7 departments within it and it should be able to expand in the
next few years. Job titles differ from department to department so the system must be able
to add new job titles as well as add new departments to its system
Our system should be developed with a user friendly interface and it should have the
feature of allowing the students to mark their preferred timeslot and choose, it should also
limit the working hours as mentioned by the university.
Lecturers are given the freedom of choosing the student employee they want in First come
First serve basis. Each department has different job titles and therefore each handled by
their respective head of department.
The whole system is computerized so that the work done will be made faster and more
efficient. The system has the ability to limit students working hours so that they stay within
the defined time limit by the University.
Students can exchange work with co-worker if they are unable to attend for the job so there
should be a mechanism to record the work exchanged between student employees and it
should correctly record the payments and their working hour
Students are allowed 15 days of annual leaves so there should be a way of limiting the
leaves and there should be a way of calculating the annual leaves.
Work Load Matrix

Tasks Praveena Mayuran Pulasthi
(CB003403) (CB003514) (CB003472)
System Planning
• Identifying the problem 40 30 30
• Feasibility Study
- - 100
1. Schedule
2. Operational - - 100
3. Economic - - 100
4. Technical
- - 100
• Understanding the
60 20 20
specifications for
required system
System Analysis
• Identifying system 33.33 33.33 33.33
requirements
System Design
• Dataflow Diagrams
1. Context 20 - 80
2. Level 0 20 - 80
- - 100
3. Level 1
• Data Dictionary - - 100

• Entity relationship
50 50 -
Diagram
• Normalization - 90 10
• System Hierarchy Chart 50 - 50

• Report Design - - 100
• Database design 60 40 -
• Table Structure 70 30 -
• Algorithm Design 90 5 5
• Interface Design 50 50 -
(Screen Design)
Testing
• Test plan - - 100
• Assumptions - 100 -
• Validations - 100 -
Documentation
• Introduction - 100 -
• Work load matrix/ Gantt - - 100
chart
• Finalized the 20 50 30
documentation
Context Diagram
Academic Administration Head Of Department

Approval Details
Pay Slip
Job Vacancies/System Updates
Moderation
Modify system Details
Pay Rates/Rules Leave Approval
Overtime Period S.E Leave Request
Lecture details S.E CV

CV Confermation
Lecture Approval
Time Slot requests
S.E Details
Final Time Slots
Worked Hrs FeedBack
Rating Details Time Slots/OT Details
Add new Dep/Job/Emp Pay Rates
Approval Worked Hrs
OT Rules/Details
Student Employee Payroll System
Cancelation Confirmation
Feed Back
FeedBack
Cansel Reservation
Cancelation Details
Confirmation Reservation/Notification
Reservation confirmation/Co-worker assignation
Reserve S.E/Course Details
Lecture Reservation Msg
List Of Employees
Approved Shift Details
Check S.E Request time slots
Registration Approval Appoiment Approval/S.E Account
Student Details/CV
Registration Details
Request Leave
Record time In/time Out
Leave Approval
Payment Details/Rules
Lectures Pay Slip Student Employee

Level 0 Data flow Diagram
Student Employee S.E Details

profiles S.E Details
1.0 S.E C.V Confirmation
Student Employee
User Account Details S.E C.V
Registration
S.E CV Handling
Time Slot Requests

Finali zed Time Slots
Approved 2.0
Student Employee Time Slot Time Slot Handling
Time Slot Details

Time Slot Req
Time Slot Details
OT Request OT S .E Details
OT Details
3.0
S.E Rating Time Slot S chedule
Overtime Management
O.T details S.E O.T Details
Approved O .T Details
Modification
Student Employee S.E Rating
Details S.E Rating
profiles
4.0
Student Employee
Feedback
Approval Handling
User Profiles
Lecture Details
S.E
Feedback
5.0
Lecture Handlng
Account Details
Account Details
Pay rates of
Registration Details Employee
O.T pay types
Payroll Data
Total pay
Pay rate
O.T details
6.0 O.T Details
Total Hrs
Payroll Management
Handling
Worked hrs
Payments Data Timesheet
Worked Hrs
List Of S .E S.E Status
Confirmation /Notification Reservation Check S .E
Cancelation Details Student Employee
Cancel Reservation 7.0 Reservation
Student Employee
Reserve S .E
Reservation Lecture
Check S .E Handling Reservation
Msg
Leaves
Resv . Confirmation /
Co-worker assignment
Pay Slip
Lecturer
9.0
System Modification
Student Employee
System Details Modification Details Login details
Leave
Req Leave Request
Leave 8.0
Head Of Department Leave Approval
Approve Leave Handling
Leave Request /S.E ID
Notification
Leave Notification
Level 1 Data flow Diagram
Process 1.0 Student Employee Registration Handling
1.1
CV Approval
S.E
CV Handling S.E CV
New Employee
Approved CV details
CV Approval
S.E CV
1.2
S.E ID Handling
S.E Reqests
S.E Details S.E Requests/msgs
/msgs
Username
S.E Comments + Passwrd
Lecturer /msgs
Student Employee
S.E Details
User Name 1.3 Login Request

+Password S.E
Updated
Profile Handling Requests to Admin
S.E Details Requests to H.D
Requests to Lecturer
Update Profile Details
Student Employee
Process 2.0 Timeslot Handling
Approved Time slots

Time Slot Shedule
2.1
Time Slot
Approved Time Slots
Management
Time Slot Shedule
2.3 Scheduled Time Slots

S.E Time Slot
Handling Approved Time Slots
Random Position
Student Employee
Reservation
Request
2.2
Generating
Reservation Order
S.E Time Slots

Approved Time Slots
Time Slot Details Time Slot Shedule
Scheduled Time Slots

Process 3.0 Overtime Management
Determined OT Details
3.1
OT
Management Determined OT Details
S.E OT Hrs
Head Of Department
Academic Administration OT Details
OT Approval
3.2 OT Competition Details
OT S.E OT Request
Handling
Approved
OT Details OT Shifts
OT Completion Details
Approved OT Shift
S.E OT Request
Student Employee
S.E OT Completion Details

Process 4.0 Student Employee Feedback Handling
Rating S.E Details

Academic Administration OT Details Head Of Department
S.E Comments FeedBack
4.1 Rating
Feedback S.E Feedback OT Details

Handling Requests/Suggestions/Coments
Working Hrs
Lecturer Student Employee
S.E Details
Student Employee
Process 6.0 Payroll Management Handling
Pay Rates
6.1 Pay Rates
Payroll Management
Pay Rates
OT Rates
Time In-Time Out
6.2
OT Rates OT Hrs
Time Handling
Time data
Payments
Pay Rates
/Working Hrs
Pay Slip
Approved
Pay Slip
Pay Rates
6.3
Pay Slip Handling
S.E Details
Working Details
Pay Slip Student Employee
Student Employee
Process 7.0 Student Employee Reservation Handling
Approval Head Of Department
7.1
Check S.E Availability Co-Worker Assignment
Status S.E Status
List Of S.E
Check S.E
Check S.E Student Employee

Resevation
Reservation Confirmation/
Co-Worker Assignment
Reserve S.E Reservation

S.E 7.2
Approved Co-Worker Details
Reservation Handling
Approved
S.E
Details
Reservation Confirmation/
Co-Worker Assignment
Slot Reservation
Lecturer
7.3
Cancelation Details Cancel Reservation
Handling
Cancelation Details
Student Employee
Cancelation Details
Process 8.0 Leave Handling
S.E Leave Req Approval
8.1
Determined Leaves S.E S.E Leave Request
Leave Handling
Leave Request
Leave
Requst
New Leave Deails Leave Approval Leave
To update Status
Determined Leave Details Confirmation Note
8.2
Check
Leave Availability
Student Employee
Previous Leave
Details
Total
Leaves
Leave Details
Assumptions
Assumptions are made so that the system is successful when it’s functioning. While we
designed our system we had to make few assumptions to design which would meet its
requirements.
• One student can do only one job at a time
• There are many different user levels
• Only one admin for the entire system
• Admin is the only super user who has the power to add and delete head of department
• Lecturer can reserve only one student at a time.
• If there is a lack of technical assistants they can be reserved from other departments as
well.
• Job allocation modules follows FCFS basis.
• One lecturer works on one department only, lecturers cannot be transferred.
• Two maximum number of student employees, with the same job title and in the same
department can select one particular timeslot to work on a timeslot plan.
Limitations
Limitations are said to be restriction of a system from extending its performance. However
we may plan the system the rules governing it will restrict and limit the system. Here are
few limitations we found while working on the requirements of the system.
• Any information deleted from the system cannot be recovered
• System cannot be networked.
• Only Head of Department and Admin can change rates
• System has security issues that outsider can hack the system through SQL injection
• Students have to log in to view the notifications. Notifications can’t be delivered

online through emails.
• Admin cannot monitor performance, system summary from outside. He must login
using his machine situated at the university premises.
Requirement Identification
Admin
• Add/Edit Lecturer profiles
• Determine pay rates for students
• Moderate student accounts
• Edit/Add new job titles
• Edit/Add new departments
• Determine over-time periods
• Send messages
• View Lecturers’ Feedbacks
Head of Department
• Determine required employments
• Approve Over-time requests
• Divide Over-time periods among students
• Modify job requirements
• Add/Edit Student Employees
• Approve time slots
• Send messages
• View Lecturers’ Feedbacks
• View Notifications (unattended jobs etc)
Lecturer
• Reserve student employees
• Cancel Student employee sessions

• Send messages
• Write Feedbacks for SE
• Report Unattended job
• View Notifications (View SE leaves/Cancellations+coworker)
Student
• Check reservations
• Cancel sessions
• Handover job to co-workers
• Record time-in and time-out
• Apply for leave
• Send messages
• Request for time slot changes
• Select preferred time slots
• Send OT request (only applied for tech, lab, research assistants)
• View Notifications(work cancelled by lecturer etc)

Hierarchy Chart
Login
LOGIN FORM
Academic
Head of Department Lecturer Student Employee
Administration
Admin
Academic Administrator
Head of Department Lecturer Student Employee Department Mesaging Feedback Notification
Add New Add New Add New Add New Inbox New Feedback New Notifications
Edit Edit Edit Edit New History History
Sent
Head of Department
Head of Department
Student Employee Overtime Departments Timesheets Messaging Notifications Feedback
Edit Job New Lecturer

Add New OT Requests Veiw TimeSlots New Canceled Jobs
Requirment Feedbacks
Edit OT History Add Job Titiles Leave Requests Inbox Unattended Jobs History
Edit Job Titles View Reservations Sent

Reservations
Lecturer
Lecturer
Reservations Messaging Notifications Jobs
Reserve a Student
New Completed Jobs Recently Completed Jobs
Employee
Cancelled/ Transferred
Browse Student Employee Inbox Unfinished Jobs
Jobs
Cancel Reserved Slot Sent Unattended Jobs Job History
Unattended Jobs
Student
Student Employee
My Jobs Leaves Messaging Overtime Time Slots Notifications
Job Awaiting
My leave Requests New My OT Requests Reserve Slots Leave Request
Confirmation
Request for
Transferred Job Apply for Leave Inbox Apply for OT OT Request
Modifications
Cancel Job Leave History Sent OT History My Time Slots

Date Dictionary
Level 0
External Entities
Academic Administration
Name
Configurations, Modification in system are done by Academic

Description Administration. They have Administration rights.
S.E rating
Data inflow
Approval, Modification Details

Data outflow
Head Of Department
Name
S.E, Time Slot Handling and Department Management are done by

Description Head Of Department.
S.E CV, OT S.E Details, Time Slot Requests

Data inflow
CV Confirmation, Finalized Time Slots

Data outflow
Lecturer
Name
Lectures are handled by Lecturers.

Description
List of S.E, Confirmation /Notification Reservation, Account Details

Data inflow
Check S.E, Reserve S.E, Cancel Reservation, Registration Details

Data outflow
Student Employee
Name
The Students who works as employee in University.

Description
Approved Time Slot Details, User account Details, OT Details,

Data inflow Lecture Reservation Msg, Cancelation Details, Leave Approval and
Pay Slip.
S.E CV, Time Slot Request, OT Request, Reservation

Data outflow Confirmation/Notifications, Login Details, Leave Request,
Data Flows.
Name S.E Details
Description Student Employee Details
Origin/Source Student Employee Profile Data Store
Destination/Sink Student Employee Registration Handling Process
Data Structures S.E id+ CV+ Feedback
Name S.E Details
Description Student Employee Details
Origin/Source Student Employee Registration Handling Process
Destination/Sink Student Employee Profile Data Store
Data Structures S.E id+ CV+ Feedback+ Comments
Name S.E CV
Description Student Employees Curriculum Vitae
Origin/Source Student Employee Entity
Data Structures S.E Name+ S.E id+ CV
Name S.E CV
Description Student Employees Curriculum Vitae
Destination/Sink Head Of Department Entity
Data Structures S.E Name+ S.E id+ CV

Name S.E CV Confirmation
Description Confirmation Details for selected CVs in S.Es
Origin/Source Head Of Department Entity
Data Structures S.E Name+ S.E id+ Job Title+ Confirmation
Name User Account Details
Description User Account Details for new Student Employees
Destination/Sink Student Employee Entity
Data Structures S.E id +User Name+ Password
Name Time Slot Request
Description Requests are done by S.E to get Time Slots.
Destination/Sink Time Slot Handling process
Data Structures S.E id+ Request Details
Name Time Slot Request
Description S.E Requests send to head Of Department.
Origin/Source Time Slot Handling process
Data Structures S.E id+ Department id+ Request Details
Name Finalized Time Slot Requests

Description Finalized Time Slots by Head Of Department
Data Structures S.E id+ Department id+ Time Slot Details
Name Approved Time Slot Request
Description Approved time Slots by HD to S.Es
Data Structures S.E id + Time Slot Details
Name Time Slot Details
Description Time Slot details, lecture Hrs conduct at University.
Destination/Sink Time Slot Schedule Data Store
Data Structures Date+ Department id+ Job id+ Time Slot Details
Name Time Slot Details
Description Available Time Slots in the System
Origin/Source Time Slot Schedule Data Store
Data Structures Date+ Department id+ Job id+ Time Slot Details
Name OT Request
Description Requests are done by S.E to get OT Slots
Destination/Sink Overtime Management process
Data Structures S.E id+ OT Request
Name OT S.E Details
Description S.E Requests send to head Of Department.
Origin/Source Overtime Management process
Data Structures S.E id+ OT Details
Name Approved OT Details
Description Approved OT Hrs by HD to S.Es
Destination/Sink Overtime Management process
Data Structures S.E id+ Approved OT Details
Name OT Details
Description Approved OT Slots by HD to S.Es
Data Structures S.E id+ Approved OT Details

Name S.E OT Details
Description OT Details are Stored in OT Details Data Store
Destination/Sink OT Details Data Store
Data Structures S.E id+ Department id+ Approved OT Details
Name Check S.E
Description Check available Student Employee to reservation
Origin/Source Lecturer Entity
Destination/Sink Student Employee Reservation Handling process
Data Structures Lecturer id+ Date+ Time+ Job Title
Name Check S.E
Description Check available Student Employee to reservation
Origin/Source Student Employee Reservation Handling process
Destination/Sink Student Employee reservation Data Store
Data Structures Date+ Time+ Job Title
Name S.E Status
Description Status of available Student Employee to reservation
Origin/Source Student Employee reservation Data Store
Data Structures Date+ Time+ Job Title+ S.E Details
Name List of S.E

Description List of available Student Employee to reservation
Destination/Sink Lecturer Entity
Data Structures Date+ Time+ Job Title+ S.E Details
Name Reserve S.E
Description Student Employee reserved by Lecturer
Data Structures Date+ Time+ Job Title+ S.E id
Name Lecture Reservation Message
Description Send reservation message to S.E
Data Structures Date+ Time+ Job Title+ Lecturer id
Name Reserve Confirmation/ Co-worker assignment
Description Reservation is Confirmed by S.E or assign another

employee by him
Data Structures S.E id+ Confirmation /Assignment Details

Name Confirmation/ Notification Reservation
Description Reservation confirmation notification to Lecturer
Data Structures Date+ Time+ S.E id+ S.E Name+ Job Title
Name Cancel Reservation
Description Reservation is canceled by Lecturer
Data Structures Date+ Time+ Lecture id+ S.E id
Name Cancelation Details
Description Reservation cancelation notice to the S.E
Data Structures Date+ Time+ Lecture id+ S.E id
Name Registration Details
Description Lecturer registration Details
Destination/Sink Lecturer Handling process
Data Structures Lecturer name+ Department id+ Module
Name Account Details

Description User Account Details for new Lecturers and updates
Origin/Source Lecturer Handling process
Data Structures Lecturer id +User Name+ Password
Name Login Details
Description Student Employee login Details
Data Structures S.E Name+ Job Title
Name Leave Request
Description Applying for leaves by student Employees
Destination/Sink Leave Handling process
Data Structures S.E id+ Leave Details
Name Leave Request
Description Applied leaves send to the data store
Origin/Source Leave Handling process
Destination/Sink Leaves Data Store
Name Leave Notification

Description Current Leave Status
Origin/Source Leaves Data Store
Data Structures S.E id+ Leave Status
Name Leave Notification
Description Current Leave Status of Student Employees
Destination/Sink Head Of Department
Data Structures S.E id+ Leave Status
Name Leave Request
Description Applied for leaves by student Employees
Destination/Sink Head Of Department
Name Leave Approval
Description Leaves are approved by Head Of Department
Origin/Source Head Of Department
Data Structures S.E id+ Approval Details
Name Leave Approval

Description Approved leaves are send to S.E
Data Structures S.E id+ Approval Details
Name S.E Feedback
Description Student Employee Feedback to get quality of work
Origin/Source Head Of Department, Lecturer Entity
Destination/Sink Academic Administration Entity
Data Structures S.E id+ Job Title+ Feedback details
Name Modification Details
Description System configuration details/ Modification details
Origin/Source Academic Administration Entity
Destination/Sink System Modification process
Data Structures Modification Details
Name Modification Details
Description System configuration details/ Modification details
Origin/Source System Modification process
Destination/Sink System Details Data Store
Data Structures Modification Details
Name Worked Hrs

Description Worked Time Slots(Hrs) by Student Employee
Destination/Sink Time Sheet Data Store
Data Structures S.E id+ Date+ Time+ Worked Time Slot Details
Name Worked Hrs
Description Worked Time Slots (Hrs) by S.E as report.
Origin/Source Time Sheet Data Store
Destination/Sink Payroll Management Handling process
Data Structures S.E id+ Period+ Worked Time Slot Details
Name OT Details
Description Worked OT Slots(Hrs) by S.E
Origin/Source OT Details Data Base
Data Structures S.E id+ OT Slots
Name Pay Rate
Description Pay Rates for each Job Title
Origin/Source Pay Rates Of Employee Types Data Store
Data Structures Department id+ Job Title+ Pay Rates
Name Payments Data

Description Payment Details such as previous salary details
Origin/Source Payroll Data Store
Data Structures Department id+ Job Title+ S.E id
Name OT Pay
Description Paid OT Details
Origin/Source Payroll Management Handling process
Destination/Sink Payroll Data Store
Data Structures OT Time Slots+ S.E id+ Time+ Date
Name Total Hrs
Description Worked Time Slots (Normal+ OT) by S.E as report.
Data Structures S.E id+ OT Hrs+ Worked Hrs
Name Total Pay
Description Payment Details as a report
Data Structures S.E id+ OT Pay+ Normal Pay+ Total Pay+ Tax
Name Pay Slip

Description Finalized Payment Details
Data Structures S.E id+ OT Pay+ Normal Pay+ Total Pay+ Tax
Name Lecture Approval
Description Confirmation Details for selected Lecturers
Origin/Source Academic Administration Entity
Destination/Sink Lecture Handling Process
Data Structures Lecturer Name+ L id+ Dep_id+ Confirmation
Name Account Details
Description User Account Details for new Lecturers
Origin/Source Lecture Handling Process
Destination/Sink User Profiles Data Store
Data Structures S.E id +User Name+ Password
Name Lecture Details
Description All Lecturer Details
Origin/Source User Profiles Data Store
Destination/Sink Lecture Handling Process
Data Structures Lecturer id+ Department id
Name S.E Rating

Description The rate is calculated by using quality of worked
Origin/Source Student Employee Feedback Handling process
Destination/Sink Student Employee Profiles Data Store
Data Structures S.E id+ Rating
Name S.E Rating
Destination/Sink Academic Administration Entity
Name S.E Rating

Data Stores
Name Student Employee Profiles
Description New records And Updated records of the S.E
Data Inflow S.E Details, S.E Rating
Data Outflow S.E Details
Data Structures CB Number, First Name, Last Name, Batch Code,

S.E id, Job Title, Degree Followed, Year of
Graduation, Civil Status
, Professional Qualification, Country, City, Address,

Home T.P. No, Mobile No, Fax No, E-mail,
Registration Details
Name Time Slot Schedule
Description Time Slot details, lecture Hrs conduct at University.
Data Inflow Time Slot Details
Data Outflow Time Slot Details
Data Structures Date+ Time+ Department id+ Job id+ Time Slots+
Lecture Hrs+ Reserved Hrs
Name OT Details
Description Approved OT Slots by HD to S.Es
Data Inflow S.E OT Details
Data Outflow S.E OT Details
Data Structures S.E id+ OT Slots+ OT Rates+ Lecturer id

Name User Profiles
Description New records And Updated records of the Lecturers
Data Inflow Account Details
Data Outflow Lecturer Details
Data Structures Full Name, Lecture id, Degree Followed,

Professional Qualification, Country, Address, T.P.
No, Mobile No, Fax No, E-mail, Registration
Details
Name Pay Rates Of Employee Types
Description Payment Details of each Job Types
Data Inflow Pay Rate
Data Outflow Pay Rate
Data Structures Job Title+ Pay Rate
Name Payroll Data
Description All Payment Details to calculate Pay Slip
Data Inflow OT pay, Total hrs, Total pay
Data Outflow Payment Data
Data Structures Job Title+ Pay Rate+ Worked hrs+ OT hrs
Name Time Sheet
Description All Worked hrs stored in Time Sheet as a Report
Data Inflow Worked hrs
Data Outflow Worked hrs
Data Structures S.E id+ OT hrs+ Worked hrs

Name Student Employee Reservation
Description All details about available S.Es in period
Data Inflow Check S.E
Data Outflow S.E Status
Data Structures Time+ Date+ S.E id+ Department id+ Job Title
Name Leaves
Description Student Employee leaves
Data Inflow Leave Request
Data Outflow Leave Notification
Data Structures S.E id+ Job title+ Department id, Leave type, Leave
details
Name System Details
Description System Modification/Updates
Data Inflow Modification Details
Data Outflow Modification Details
Data Structures Department id+ Job title+ Configuration details
Process
Name Process1.0 Student Employee Registration Handling
Description The process through which the new student

Employee can register to the system.
Data Inflow S.E Details, S.E CV, S.E CV Confirmation
Data Outflow S.E Details, User Account Details, S.E CV
Process Description Begin
Do
Read S.E’s details
Sort details
Record personal information in S.E’s

Information File
Send login details to the S.E for updating their

profiles
End.
Name Process 2.0 Time Slot Handling
Description The process through System can handle time slots

and users can find the available time slots.
Data Inflow Time Slot Request, Time Slot Details, Finalized

Time Slots
Data Outflow Time Slot Request, Time Slot Details, Approved

Time Slot Details
Do
Read S.E Request
Read Time Slot Details
Send Request
Record Time Slots
Send Slot details to S.E for updating their records
End.
Name Process 3.0 Overtime Management
Description The process through System can handle Overtime

slots and users can find the available Overtime slots.
Data Inflow OT request, Approved OT details
Data Outflow S.E OT details, OT S.E details, OT details
Process Description Do
Read OT Request
Read S.E OT Details
Send Requests for approval
Record Overtime Slots
Send OT details to S.E for updating their slots
End.
Name Process 4.0 Student Employee Feedback Handling
Description
The process through which the Academic
Administration and head of Department can find the
student employee’s previous worked details.
Data Inflow S.E Feedback,
Data Outflow S.E Rating, S.E Rating, S.E Rating
Do
Read S.E Feedback
Send Feedback to the Academic Administration
Send Feedback to the Head of Department
Send Feedback to the Data Store
End
Name Process 5.0 Lecturer Handling
Description The process through which the new Lecturer can

register, update their profiles to the system.
Data Inflow Registration details, Lecture details, Approval
Data Outflow Account details, Account details
Do
Read Lecturer’s details
Sort details
Record personal information in Lecturer’s profile
Send login details to the Lecturers for updating

their records
End.
Name Process 6.0 Payroll Management Handling
Description The process through System can handle Payments

and users can send comments about their pay slip.
Data Inflow Pat rate, OT details, Worked hrs, Payments data
Data Outflow OT pay, Total pay, Total hrs, Pay slip
Do
Read Pay rate
Read S.E OT details
Read worked hrs
Read payment details
Record personal information in Lecturer’s profile
End.
Name Process7.0 Student Employee Reservation Handling
Description The process through which the Lecturers find list of

available S.E and can reserve them.
Data Inflow Check S.E, Reserve S.E, Cancel reservation, Login

details, Reserve confirmation, S.E status
Data Outflow List of S.E, Confirmation/Notification Reservation,
Worked hrs, Check S.E, Cancelation details, Lecture

reservation message

Do
Read list of S.E
Reserve S.E through the list
Send message to the S.E
Send Confirmation details to Lecturer
Send cancelation details
Record cancelation details
Record lecture information in S.E’s profile
Send working details to Head of Department
End.
Name Process 8.0 Leave Handling
Description The process through System can handle Leaves and

S.E get to know about details
Data Inflow Leave request, Leave notification, Leave approval
Data Outflow Leave request, Leave notification, Leave approval
Do
Read leave request
Send request to Leave data store
Read leave status
Send request to Head of Department
Leave approval
Send Feedback
Update the data store

End
Name Process 9.0 System Modification Handling
Description The process through System can modify the system

and set up configuration
Data Inflow Modification details
Data Outflow Modification details
Do
Read Modification details
Sort details
Record details in data stores
Update the system configuration
End.
Level 1
Processes
Name Process 1.1 CV Handling-New Employee
Description The process through System can handle the

registration details of new employee
Data Inflow S.E CV, CV Approval
Data Outflow S.E CV, CV Approval, Approved CV

Do
Read S.E’s CV
CV approved by Head of Department
Record information in S.E’s profile
Send approved CV to S.E
End.
Name Process 1.2 S.E Id Handling
Description The process through System can issue id to S.E
Data Inflow Approved CV
Data Outflow S.E details, Username+ Password
Do
Read approved S.E’s CV
Record information in S.E’s profile
Send Login details to S.E
End.
Name Process 1.3 S.E Profile Handling
Description The process through system can maintain the S.E

profiles
Data Inflow Login request, Requests to Academic

Administration/ Head of Department/ Lecturer,
Update profile details, Username/ Password
Data Outflow S.E comments/ Messages, S.E details, Updated S.E

details
Do
Read Login request
Send S.E Messages to each entities
Update S.E Profiles
End.
Name Process 2.1 Time Slot Management
Description The process through System can handle time slots.
Data Inflow Approved time slots, Time slot schedule
Data Outflow Approved time slots, Time slot schedule
Do
Read Time Slot Details
Record Time Slot Schedule
Send Approved Schedule
End.
Name Process 2.2 S.E Time Slot Handling
Description The process through users (S.E) can find the

available time slots.
Data Inflow Scheduled time slots
Data Outflow Approved time slots
Do
Read approved time slots
Record time slots
Send Scheduled time slots
End.
Name Process 2.3 Generating Reservation Order
Description Generating Reservation order using random method

to reserve new time schedule
Data Inflow Time slot details, Scheduled time slots, Reservation

request
Data Outflow Random position, S.E time slots, Approved time

slots
Do
Read Time slot details
Read reservation request
Generate random position
Send position to employees
Record time slots
End.
Name Process 3.1 OT Management

Data Inflow Determined OT details
Data Outflow OT details, S.E OT details, Determined OT details
Do
Read determined OT details
Read S.E OT Details
Send OT details
End.
Name Process 3.2 OT Handling

Data Inflow OT approval, S.E OT request, OT competition detail
Data Outflow Approved OT shift, OT competition detail, S.E OT

request
Do
Read OT Request
Send OT requests to Head of Department
Read OT approval
Read S.E OT competition details
End.
Name Process 4.1 Student Employee Feedback Handling
Description The process through which the Academic

Administration and head of Department can find the
student employee’s previous worked details.
Data Inflow S.E Feedback, Rating, OT details, Requests,

Working Hrs, S.E details
Data Outflow S.E Rating, S.E comments, S.E details, OT details,

S.E Feedback
Do
Read S.E Feedback

Send Feedback to the Academic Administration
Send Feedback to the Head of Department
Send Feedback to the Data Store
Record OT details
Send S.E OT details to Head of Department
End
Name Process 6.1 Payroll Management
Description The process through System can handle Payments.
Data Inflow Pay Rates
Data Outflow Pay Rates
Do
Read Pay rate
Read payment details
Send Payment details
End.
Name Process 6.2 Time Handling
Description The process through System will calculating

Payments using worked hrs
Data Inflow OT Rates, OT hrs, Time in/ Time out
Data Outflow OT Rates, Pay Rates, Working hrs
Do
Read Pay rate
Read S.E OT details

Read worked hrs
Read worked in/ out details
Record Overtime Slots/ time slots
End.
Name Process 6.3 Pay Slip Handling
Description The process through System can handle Pay Slips

with employee.
Data Inflow Pay Rates, Working Hrs, Pay Rates, S.E details,
Working details, Approved Pay Slip
Data Outflow Pay Slip, Pay Slip
Do
Read Pay rate
Read S.E OT details
Read worked hrs
Read approved Pay Slip
Record Payment details in data store
Send Pay Slip to S.E and update system
End.
Name Process 7.1 Check S.E Availability Status
Description The process through which the Lecturers find list of

available S.E.
Data Inflow Check S.E, Approval, Co-worker assignment, S.E

details
Data Outflow List of S.E, Check S.E

Do
Read Lecturer request
Send Request to the data store
List down the available S.E
Send details to Lecturer
End.
Name Process 7.2 Reservation Handling
Description The process through which the Lecturers can

reserve Student Employee
Data Inflow Reserve S.E, Approved co-worker details,

Reservation Confirmation/ Co-worker assignment
Data Outflow Approved S.E details, Reservation Confirmation/

Co-worker assignment, S.E reservation, Slot
reservation
Do
Read Lecturer reservation
Send working details to Head of Department
End.
Name Process 7.3 Cancel Reservation Handling
Description The process through which the Lecturers can cancel

the reservation
Data Inflow Cancelation Details
Data Outflow Cancelation Details

Do
Send cancelation details
Record cancelation details
Send cancelation details to Head of Department
End.
Name Process 8.1 S.E Leave Handling
Description The process through System can handle Leaves and

S.E get to know about leave status
Data Inflow Determined Leaves, Leave Status, Confirmation

note, Leave request, S.E Leave request
Data Outflow New leave details to update, Determined leave

details, Leave request, Approval leave
Do
Read leave request
Read leave status
Send request to Head of Department
Leave approval
Send Feedback
Update the Leave data store

End
Name Process 8.2 Check Leave Availability
Description The process through System can handle Leaves
Data Inflow Leave request, Total leaves
Data Outflow Leave status, Previous leave details
Do
Read leave request
Read leave status
Send Leave details to Leave Handling process
End
Entity Relationship Diagram
Job_Types
PK Job_title
Hourly_rate
System-configuration
Ot_rate
Departments
has Max_work_hours
PK Dept_name Book_allowance
belongs Paye
Total_available Paye_selection_amount
Total_current
User
Timesheets
PK User_id
PK Slot_id
Notifications
Username
PK Not_id Password Time_in
Type Time_out
FK1 User_id sends First_name Report
From_id Last_name Std_id
date Address Date
notification email Dept_id
Contact_no Job_title
Date_joined Status
Dept_id Coworker_id
FK1 Job_Title Remarks
OT_Records
Rating
PK OT_rec_id FK2 Dept_name enters
has
FK1 Std_id
Date sends
Time_in Reservations
Time_out
PK Res_id
Date_requested
Lec_feedback
FK2 Lec_id
Approved_by
FK1 Slot_id
Lec_feedback
has work_completed
Payroll_records has
enters Leaves
PK Pay_id
PK,FK1 Std_id
FK1 Std_id
Pay Type
OT_pay Requested_date
tot_hours Status
Deducted_PAYE Allowances
PK,FK1 Std_id
Period
Allowances
Normalization
Un normalized form
Users : User_id, Username, Password, Type, First_name, Last_name, Address, E-mail,

Contact_no, Date_joined , Date_id
Head of Department: HOD_id , Dept_id
Departments : Dept_id , dept_name
Studentemployees : Std_id , Job_title
Job_Types : Job_title, Hourlyrate
Department_Employments : Dept_id , Job_title, total_available , Total_current
System_confugration : Ot_rate , Max_work_hours, book_allowed, Paye, Paye_selection
Notification : Not_id,User_id,From_id,Date, Notification
Reservation :Res_id , Lec_id ,Slot_id , Lec_feed_back
Timesheets :Slot_id, Time_in,Time_out,Report
Timeslots :Slot_id , Std_id, Slot_code , Date ,Job_title, Coworker_id , Remarks
Ot_records : Ot_rec_id, Std_id, date, Time_in, Time_out , Date_requested, Lec_feedback,

Approved_by
Payroll_records : Pay_id , Std_id , Month , Pay , Ot_pay , Tot_hours , Dedicated_paye
Allowance: Std_id , Year, Allowance
Leaves : Std_id,Type,Requested_date, Status , Leave_start , Leave_end

1 Normal form(1NF)
Users : User_id, Username, Password, Type, First_name, Last_name, Address, E-mail,

Contact_no, Date_joined , Date_id
Head_of_Department: HOD_id , Dept_id
Departments : Dept_id , dept_name
Studentemployees : Std_id , Job_title
Job_Types : Job_title, Hourlyrate
Department_Employments : Dept_id , Job_title, total_available , Total_current
System_confugration : Ot_rate , Max_work_hours, book_allowed, Paye, Paye_selection
Reservation :Res_id , Lec_id ,Slot_id , Lec_feed_back
Timesheets :Slot_id, Time_in,Time_out,Report
Timeslots :Slot_id , Std_id, Slot_code , Date ,Job_title, Coworker_id , Remarks
Ot_records : Ot_rec_id, Std_id, date, Time_in, Time_out , Date_requested, Lec_feedback,

Approved_by
Payroll_records : Pay_id , Std_id , Month , Pay , Ot_pay , Tot_hours , Dedicated_paye
Allowance: Std_id , Year, Allowance
Leaves : Std_id,Type,Requested_date, Status , Leave_start , Leave_end

2 Normal form (2NF)
Users : User_id , Username ,Password ,Type ,First_name ,Last_name ,Address ,Email

,Contact_No ,Date_joined , Date_id
Departments : Field Name , Dept_id , Dept_name
Department_employments: Dept_id , Job_title , Total_available , Total_current
Job_types : Job_title , hourly_rate
Student_employees : Std_id , Job_ title , Rating
Reservation :Res_id , Lec_id ,Slot_code , Lec_feed_back, Classm Work_completed,

Feedback, Notes
Timesheets: Slot_id, Res_id, Time_in,Time_out,Report, Workdone, Co_Worker_id
Timeslots: Slot_code, Year, Month, Std_id
System_Configuration : OT_rate, Max_work_hours, Book_allowed, Paye, Paye_selection
Ot_records : OT_rec_id, Std_id, Date, Time_in, Time_out, Date_requested, Lec_feedback,

Approved_by
Payroll_records : Pay_id, Std_id, PeriodPay, OT_pay, Tot_hours, Deducted_paye
Allowance : Std_id, Date, Allowance
Leaves : Std_id, Type, Requested_date, Status, Leave_start, Leave_end

3rd Normal form(3NF)
Users : Username,Password, Type, First_name, Last_name, Address, Email, Intercom_no,

Tel_No, Mobile_no, Date_joined, Dept_id
Departments :Field Name, Dept_id, Dept_name
Department_Employments :Dept_id, Job_title_code, Total_available, Total_current
Job_Types: Job_title_code, Job_title, Hourly_rate
Student_Employees: Std_id, Job_title, Rating
Notification: Not_id, User_id. From_id, Date, Notification, Status
Messages: Msg_id, To_id, From_id, Date, Message, Status
Reservations: Resv_id, Lec_id, Reserved_date, Slot_code, Std_id, Class, Due_date,

Description, Work_completed, Feedback
Timesheet: id, Resv_id, Time_in, Time_out, Work_done, Coworker_id, Locked, Status
Timeslots: Std_id, Slot_code, Year, Month, Reserving_Order, Active
Timeslot_Change_requests: Std_id, New_Slot_code, Requested_date, Status
System_Configuration: OT_rate, Max_work_hours, Book_allowance, Paye,

Paye_selection
OT_Records: OT_rec_id, Std_id, Date, Class, Start_time, End_time, Date_requested,

Lec_feedback, Status
Payroll_records: Pay_id, Std_id, Period, OT_pay, Tot_hours
Earnings: Pay_id, Earning
Deducted_PAYE: Pay_id, Deducted_paye
Allowance: Std_id, Date, Allowance
Leaves: Std_id, Type, Requested_date, Status, Leave_start, Leave_end

Table Structure
Table: Users
Field Name Type Length Constraints Description
User_id (PK) INTEGER 10 10 User ids all

characters types of
limited, users in the
required system
field
Username TEXT 10 10 Usernames

characters
limited,
required
field
Password TEXT 10 10 Passwords

characters
limited,
required
field
Type TEXT 1 1 character Type

limited (A=admin,
H=HOD,
required L=Lecturer,
field S=Student)
First_name TEXT 20 20 First name

characters
limited
required
field
Last_name TEXT 20 20 Last name

characters
limited
required
field
Address TEXT 50 50 Address

characters
limited
Email TEXT 20 20 Email
characters
limited
Intercom_no INTEGER 5 5 characters intercome_N

limited o
Tel_No INTEGER 10 10 Contact_No

characters
limited
required
field
Mobile_no INTEGER 10 10 mobile_No

characters
limited
Date_joined DATE 10 10 Date_joined,

characters added when
limited user profile
created
required
field
Dept_id (FK) INTEGER 10 20 Dept_id

characters
limited
required
field
Table: Departments
Dept_id(PK) INTEGER 10 10 characters Dept_id

limited
required field
Dept_name INTEGER 15 15 characters Dept_name

limited
required field
Table: Department_Employments
Dept_id(PK) INTEGER 10 10 Dept_id

characters
limited
required
field
Job_title_code(P TEXT 2 2characters TA=Tech.

K,FK) limited assistant, LA=lab
assistant,
required TT=tutor,RA=res
field earch assistant
Total_available INTEGER 5 5 characters Total_available

limited
required
field
Total_current INTEGER 5 5 characters Total_current

limited employements
required
field
Table : Job_Types
Job_title_code TEXT 2 2characters Abbreviations:

(PK) limited TA=Tech.
assistant, LA=lab
required field assistant,
TT=tutor,RA=res
earch assistant
Job_title(PK) TEXT 20 20 Tech. assistant,

characters Lab assistant etc.
limited
required field
Hourly_rate INTEGER 5 5 characters Hourly_rate

limited
required field
Table: Student_Employees
Std_id(PK,FK INTEGER 10 10 characters Std_id

) limited
required field
Job_title(FK) TEXT 20 20 characters Job_title

limited
required field
Rating INTEGER 2 2 characters Rating:

limited increased or
deducted by
required field lecturers upon
student’s
performance.
Using this
students can
be ranked.
Table: Notification
Field Name
Table: Messages Type Length Constraints Description
Not_id(PK)
Field Name INTEGER
Type 10
Length 10 characters
Constraints Notification
Descriptionid
limited
Msg_id(PK) INTEGER 10 10 characters message id
required
limited
field
User_id(FK) INTEGER 10 10 characters

required field User_id
limited
To_id(FK) INTEGER 10 10 characters receiver
required
limited
field
From_id(FK) INTEGER 10 10 characters

required field From_id( pers
limited on sending
From_id(FK) INTEGER 10 10 characters sender
the
limited notification).
required field Left blank if
auto sent
Date DATE 10 10 characters Date
Date DATE 10 10 characters
limited Date
limited
required field
required field
Message TEXT 35 35 characters Message
Notification TEXT 35 35 characters
limited Notification
limited
required field
required field
Status INTEGER 1 1 characters Used to check
Status INTEGER 1 1 characters
limited Used to check
if message is
limited if message
viewed is
required field viewed
required field
Table: Reservations
Resv_id(PK) INTEGER 10 10 characters Reservation id

limited auto
generated
required field
Lec_id(FK) INTEGER 10 10 characters Lecturer who

limited does
reservation
required field
Reserved_date INTEGER 10 10 characters Date

limited reservation
added
required field
Slot_code(FK) TEXT 15 15 characters Slot_code as

limited defined in
Timeslots table
required field
Std_id(FK) TEXT 15 15 characters Std_id

limited
required field
Class TEXT 5 5 characters Class

limited
required field
Due_date DATE 10 10 characters Due_date

limited
required field
Description TEXT 35 35 characters Description

limited about what
needs to be
done.
Work_complet INTEGER 1 1 characters Work_complet

ed limited ed
required field
Feedback TEXT 35 35 characters Feedback

limited
Table: Timesheet
id(PK) INTEGER 10 10 characters Auto

limited generated
when user
required field accepts the
job and starts
work(record
time-in)
Resv_id(FK) INTEGER 10 10 characters Reservation id

limited set when
lecturer
required field reserves
Time_in FLOAT 5 5 characters work started

limited time
required field
Time_out FLOAT 5 5 characters work

limited completed
time
required field
Work_done TEXT 35 35 characters Description

limited about task
completed.
Coworker_id(F INTEGER 10 10 characters Set when a

K) limited coworker is
assigned
Locked INTEGER 1 1 characters Set to 1 when

limited work started,
set to 0 when
required field, user ends the
Default value session.
0
Status INTEGER 1 1 characters Set to 1 when

limited work
completed,
required field else default is
0
Table: Timeslots

) limited
required field
Slot_code(PK INTEGER 10 10 characters Code

) limited representing
25 timeslots
required field of each week.
(ie. MO1 is
slot one of
Monday)
Year INTEGER 5 5 characters Year

limited
required field
Month INTEGER 2 2 characters Month

limited
required field
Reserving_Ord INTEGER 1 1 characters Reserving

er limited order (for all
users of a with
required field same dept,job
title)
generated
when the first
user of a job
title, of a
department
logs in to
reserve slots
for the next
month. New
records are
added for
other students
with active ‘0’
Active INTEGER 1 1 characters Set to 1 when

limited current plan is
required field active, set to
0 when new
plan entered
for a new
month
Table: Timeslot_Change_requests
Std_id(PK,FK) INTEGER 10 10 characters Std_id

limited
required field
New_Slot_cod INTEGER 10 10 characters Code

e(PK) limited representing
25 timeslots
required field of each week.
(ie. MO1 is
slot one of
Monday)
Requested_date DATE 5 5 characters DATE

limited requested
required field
Status INTEGER 1 1 characters Records if

limited request is
approved or
required field not
Table: System_Configuration
OT_rate FLOAT 5 5 characters To hold the

limited OT rate when
calculating OT
required field pay(i.e hourly
rate * 1.5)
Max_work_hou INTEGER 5 5 characters i.e 15 Hrs.

rs limited
required field
Book_allowanc INTEGER 5 5 characters i.e 50%

e limited
required field
Paye INTEGER 5 5 characters i.e 8.7%

limited
required field
Paye_selection INTEGER 5 5 characters i.e 110

limited pounds per
week
required field
Table: OT_Records
OT_rec_id(PK INTEGER 10 10 characters Auto

) limited generated
required field
Std_id(FK) INTEGER 10 10 characters Std_id

limited
required field
Date DATE 5 5 characters Due date for

limited OT
required field
Class TEXT 5 5 characters Working place

limited
required field
Start_time INTEGER 5 5 characters Start_time

limited
required field
End_time INTEGER 5 5 characters End_time

limited
required field
Date_requeste DATE 5 5 characters Date when OT

d limited was requested
for approval
required field
Lec_feedback TEXT 15 15 characters Lec_feedback

limited after work
completed
required field
Status INTEGER 1 1 characters Set to 1 when

limited work
completed,
required field else default is
0
Table: Payroll_records
Pay_id(PK) INTEGER 10 10 characters Auto

limited generated
required field
Std_id(PK,FK INTEGER 10 10 characters Student id

) limited who got paid
required field
Period DATE 5 5 characters Month

limited
required field
OT_pay FLOAT 5 5 characters Total OT

limited earning
required field
Tot_hours INTEGER 5 5 characters Tot_hours

limited worked
required field
Table: Earnings
Pay_id(PK,FK INTEGER 10 10 characters Pay _id

) limited
required field
Earning FLOAT 5 5 characters Earning(for

limited hours worked)
required field
Table: Deducted_PAYE
Pay_id(PK,FK INTEGER 10 10 characters Pay _id

) limited
required field
Deducted_pay FLOAT 5 5 characters Deducted

e limited amount from
the Earning
required field
Table: Allowance

) limited
required field
Date DATE 5 5 characters Date

limited
required field
Allowance INTEGER 5 5 characters Allowance

limited
required field
Table: Leaves
Std_id(PK,FK) INTEGER 10 10 characters Std_id

limited
required field
Type TEXT 10 10 characters Type(a=annua

limited l, c =casual)
required field
Requested_dat DATE 5 5 characters Date

e limited requested for
Leave
required field
Status INTEGER 1 1 characters Status

limited
required field
Leave_start DATE 5 5 characters Leave_start

limited date
required field
Leave_end DATE 5 5 characters Leave_end

limited start
required field
Screen Design
SCREEN DESIGN
Login Form
START
IF textbox “txtUsername” is Clicked THEN
TxtUsername = “”
ELSE IF textbox “txtPassword” is Clicked THEN
txtPassword = “”
END IF
IF textbox “txtUsername” NOT “” AND textbox “txtPassword” NOT “”

THEN
SELECT username, password, user type FROM table Users WHERE
username = txtusername AND password = txtpassword
IF rows found THEN
IF user type = “Admin”
LOAD MDIAdmin form
ELSE IF user type = “HOD”
LOAD MDIHOD form
ELSE IF user type = “Lecturer”
LOAD MDILecturer form
ELSE IF user type = “Student”
LOAD MDIStudent form
END IF
ELSE
DISPLAY error “Invalid Username or password”
END IF
ELSE
DISPLAY error “Username or Password cannot be blank!”
END IF
IF button “Forgot your password” is Clicked THEN

READ security question, answer
IF security question AND answer are true
DISPLAY temporary password
End if
END IF
END
Test Plan
Tes Test Test Data/Test Expected Value Actu

t Actions al
Descriptio
Value
Cas n
e
1 Login Testing Correct Username Error Message

and wrong password “Wrong Password”
2 Login Testing Wrong Username and Error Message

correct password “Invalid Username”
3 Login Testing Correct Username Successful login

correct password
4 Login Testing Click forgot your Msgbox “Enter your

password Username” &
Security Question
5 Login Testing Click “Login” button If Username+

Password correct
Login to the User’s

profile
Else
Error message
Administrator
START
ON FORM LOAD load “welcome” into MDIAdmin

IF button “HOD” is clicked THEN
LOAD form frmHOD into MDIAdmin
END IF
IF button “Lecturer” is clicked THEN
LOAD form frmLecturer into MDIAdmin
END IF
IF button “Student” is clicked THEN
LOAD form frmStudent into MDIAdmin
END IF
IF button “Departments” is clicked THEN
LOAD form frmDepartments into MDIAdmin
END IF
IF button “Messaging” is clicked THEN
LOAD form frmMessaging into MDIAdmin
END IF
IF button “Feedback” is clicked THEN
LOAD form frmFeedback into MDIAdmin
END IF
IF button “Notifications” is clicked THEN
LOAD form frmNotifications into MDIAdmin
END IF
IF menu item “Logout” is clicked THEN
End current session
LOAD login form
END IF
END
Test Plan

t Actions al
Descriptio
Value
Cas n
e
1 Check Button Click every button After button click

Click and check the result goes to the relevant
form with out errors
2 Check HOD Click HOD Goes to the HOD

form
3 Check Click Messaging Goes to the Message

Messaging form and it has new,
inbox and sent
functions
4 Check Click Feedback After click goes to

Feedback the feedback form
and can view the
rating
5 Validity of Enter “pula” and Accept, Show details

Search by ID press Search button
or Name
6 Validity of Enter “003472” and Accept, Show details

Search by ID press Search button
or Name
7 Check Help Click Help Load in to the help

forms and login to
the university official
site
8 Check Log Click Log Out Log Out from the

Out User account
9 Check Colour Form Load event Back ground colour

change and Hide some
group boxes
10 Check Screen Form Load event Screen size

size customise to the
customise monitor size
Administrator -> HOD -> Add New
START
READ first name, last name, address, contact details, username,
password
IF first name, last name, address, contact details, username, password
NOT “” THEN
IF username NOT FOUND on users table
INSERT first name, last name, department, address, contact
details, username into table “users” with the type “HOD”
ELSE
DISPLAY error “Username already found”
END IF
END IF
END
Administrator -> HOD -> Edit
START
LOAD HOD profiles into Datagridview
IF item selected on Datagridview AND button “Edit” is Clicked THEN

DISPLAY HOD details in textboxes
END IF
IF button “Save” is Clicked THEN

password
UPDATE table “users”
DISPLAY message “Profile Updated”
END IF
END
Administrator -> Lecturer -> Add New
START
password
IF first name, last name, address, contact details, username, password
NOT “” THEN
details, username into table “users” with the type “Lecturer”
ELSE
END IF
END IF
END
Administrator -> Lecturer -> Edit
START
LOAD Lecturer profiles into Datagridview

DISPLAY Lecturer details in textboxes
END IF

password
END IF
END
Administrator -> Student -> Add new
START
IF combo item “job title” AND “department” are selected THEN
DISPLAY job title description
END IF
IF button timeslot is clicked THEN

INCREMENT “tot hours”
END IF
IF “tot hours” >= 15 THEN
DISPLAY “Maximum hours 15 allowed”
END IF

password, timeslot
IF first name, last name, address, contact details, username, password,
NOT “” AND tot hours <= 15 THEN
details, username into table “users” with the type “Student”
INSERT timeslots into table “timeslots”
ELSE
DISPLAY error “Max hours allowed is 15”
END IF
END IF
END
Administrator -> Student -> Edit
START
LOAD Student profiles into Datagridview

DISPLAY Student details in textboxes
END IF

password
END IF
END
Administrator -> Departments -> Add new
START
IF button “Add” is clicked THEN
READ Dept. Name, Dept. ID, Dept. Description, HOD Name, Image
INSERT new department into table Departments
Upload new department image
END IF
END
Administrator -> Messaging -> Inbox
START
ON FORM LOAD load unread messages into datagridview
IF button “View” is clicked THEN
DISPLAY full message
END IF
IF button “Delete” is clicked THEN
DISPLAY “Are you sure you want to Delete this message?”
IF “yes” THEN
Delete selected message
END IF
END IF
END
Administrator -> Messaging -> New
START
IF textbox “To” NOT “” AND textbox “Title” NOT “” AND textbox
“Message” NOT “” THEN
READ “To”,”Title”, “Message”
INSERT ”Title”, “Message”, “From”, “To” into table “messages”
ELSE
DISPLAY error “Please fill important fields!”
END IF
END
Administrator -> Messaging -> Sent
START
ON FORM LOAD load sent messages into datagridview
END IF
IF “yes” THEN
END IF
END IF
END
Test Plan

t Actions al
Descriptio
Value
Cas n
e
1 Check Tab Click “new” Tab Show Messaging

pages interface with group
boxes
2 Check Tab Click “inbox” Tab Show Messaging

pages interface with
textboxes, data grid
view & group boxes
3 Check new Send Message

messages without destination Error Message “No
receptionists”
Administrator -> Feedback -> New Feedbacks
START
ON FORM LOAD load unread feedbacks into datagridview
DISPLAY full feedback, DISPLAY “Add feedback” textbox
END IF
IF button “Delete All” is clicked THEN
DISPLAY “Are you sure you want to Delete ?”
IF “yes” THEN
Delete all feedbacks
END IF
END IF
END
Administrator -> Notifications -> Completed Jobs
START
ON FORM LOAD load completed jobs into datagridview
IF button “More” is clicked THEN
DISPLAY details of completed job
END IF
END
HOD (Head of Department)
START
ON FORM LOAD load “welcome” into MDIHOD
IF button “Student” is clicked THEN

END IF
IF button “Overtime” is clicked THEN
LOAD form fromHODOT into MDIAdmin
END IF
IF button “Timeslots” is clicked THEN

LOAD form frmTimeslots into MDIAdmin
END IF
IF button “Department” is clicked THEN

LOAD form frmDepartments into MDIAdmin
END IF
END IF
IF button “Feedback” is clicked THEN
LOAD form frmFeedback into MDIAdmin
END IF
IF button “Notifications” is clicked THEN
LOAD form frmNotifications into MDIAdmin
END IF

End current session
LOAD login form
END IF
END
Test Plan
Tes Test Test Data/Test Expected Actu
t Actions Value al
Description
Software Development Project – Payroll System Value
Cas
e
1 Check Tab Click “Add new” Tab Show add new

pages Head of
Department
interface with
textboxes & group
boxes
2 Check Tab Click “Edit” Tab Show Head of

pages Department
interface with
textboxes, data
grid view & group
boxes
3 Check validity Didn’t fill some of Error Message “ Fill

of text boxes your information”
“Add new”
page
4 Check validity Didn’t fill some Error Message “ Fill

of “Edit” page information in data your information”
grid view
5 HOD textbox gayan jayakody Accepted

name check
HOD textbox Gayan Jayakody Accepted

name check
HOD textbox _@#4Gayan Jayacody Error Message

name check
6 Check “Upload Click “Upload Image” Open the webcam

Image” or user can upload
photo from
computer
7 Check the Correct Username Error Message “Re-

Account details Password, wrong enter your
department or didn’t department”
choose department
8 Check validity 234po56t Error Message

of “Enter correct No”
HOD -> Student -> Add new
START
IF combo item “job title” AND “department” are selected THEN
DISPLAY job title description
END IF
IF button timeslot is clicked THEN

INCREMENT “tot hours”
END IF
IF “tot hours” >= 15 THEN
DISPLAY “Maximum hours 15 allowed”
END IF

password, timeslot
IF first name, last name, address, contact details, username, password,
NOT “” AND tot hours <= 15 THEN
details, username into table “users” with the type “Student”
INSERT timeslots into table “timeslots”
ELSE
DISPLAY error “Max hours allowed is 15”
END IF
END IF
END
HOD -> Overtime -> New OT requests
START
ON FORM LOAD load new OT requests into datagridview
DISPLAY more about OT request
END IF
IF button “Approve” is clicked THEN
Approve the selected request
END IF
IF button “Reject” is clicked THEN
Reject the selected request
END IF
END
HOD -> Timeslots -> Timeslot change requests
START
ON FORM LOAD load time slot change requests into datagridview

END IF
END IF
END
HOD -> Timeslots-> View Timeslots
START

IF combo “Select student” NOT “” THEN
Load timeslot plan from table “Timeslots”
Generate and display plan
ELSE
DISPLAY error “Please choose a student”
END IF
END IF
END
HOD ->Timeslots->leave requests
START
ON FORM LOAD load leave requests into datagridview

END IF
END IF
END
HOD -> Departments -> Add new
START
IF button “Add” is clicked THEN
READ Dept. Name, Dept. ID, Dept. Description, HOD Name, Image
INSERT new department into table Departments
Upload new department image
END IF
END
Test Plan
t Actions al
Descriptio
Cas n
e

pages Department
interface with
textboxes & group
boxes
2 Check Tab Click “Edit” Tab Show Department

view & group boxes
3 Department 87£$%com Error Message

Name Check
4 Department School of Computing Accepted

Name Check
5 Restriction of Maths Error Message

Department
ID
6 Check combo Does not select the Error Message

box HOD “Select HOD”
7 Check” Select Click button and Change the previous

Image select image image
“button
8 Check validity Filled all the If

of information in form
All information are
and click button
Add Button valid
Click
Save information
Else
Error Message “Re-

enter information”.

All information are
and click button
Edit Button valid
Click
Save information
Else
HOD -> Messaging -> Inbox
START
END IF
IF “yes” THEN
END IF
END IF
END
HOD -> Messaging -> New
START
ELSE
END IF
END
HOD -> Messaging -> Sent
START
END IF
IF “yes” THEN
END IF
END IF
END
HOD -> Feedback -> New Feedbacks
START
ON FORM LOAD load unread feedbacks into datagridview
DISPLAY full feedback, DISPLAY “Add feedback” textbox
END IF
IF button “Delete All” is clicked THEN
DISPLAY “Are you sure you want to Delete ?”
IF “yes” THEN
Delete all feedbacks
END IF
END IF
END
HOD -> Notifications -> Completed Jobs
START
ON FORM LOAD load completed jobs into datagridview
IF button “More” is clicked THEN
DISPLAY details of completed job
END IF
END
Lecturer
START
ON FORM LOAD load “welcome” into MDILecturer
IF button “Reservations” is clicked THEN

END IF
IF button “Jobs” is clicked THEN
END IF
END IF

End current session
LOAD login form
END IF
END
Test Plan
Tes Test Test Data/Test Expected Actu
t Actions Value al
Description
Cas
e

pages Lecturer interface
with textboxes &
group boxes
2 Check Tab Click “Edit” Tab Show Lecturer

textboxes, data
grid view & group
boxes
3 Check validity Didn’t fill some of Error Message “ Fill

of text boxes your information”
“Add new”
page
4 Check validity Didn’t fill some Error Message “ Fill

of “Edit” page information in data your information”
grid view
5 Lecturer _@#4Nadeera Error Message

textbox name Ahangama
check
6 Check the Correct Username Error Message “Re-

Account details Password, wrong enter your
department or didn’t department/
choose department Subject”
or Subject
7 Check “Upload Click “Upload Image” Open the webcam

Image” or user can upload
photo from
computer
8 Check “Change Click “Change Open the webcam

Image” Image” or user can upload
photo from
computer
9 Check validity 0112454545 Accepted

of
Telephone No
Lecturer ->Reservations->Reserve Student Employee
START
IF button “Reserve” is clicked THEN
IF combo “Select job title” NOT “” AND combo “Select student”
NOT “” AND combo “Class” NOT “” AND combo “Slot code” NOT “” AND combo
“Work description” NOT “” AND Due date is selected THEN
READ combo “Select job title”, combo “Select student”,
combo “Class”, combo “Slot code”, combo “Work description”, Due date
Insert new reservation
ELSE
DISPLAY error “Important fields are missing”
END IF
END IF
END
Lecturer ->Reservations->Browse Student Employee
START
ON FORM LOAD load student details into datagridview
IF item selected in datagridview AND button “View Profile” is clicked

THEN
LOAD form frmViewProfile
DISPLAY complete user details
END IF
END
Lecturer ->Reservations->Cancel Reservation
START
ON FORM LOAD load reservation details into datagridview
IF item selected in datagridview AND button “Cancel reservation” is

clicked THEN
DISPLAY message “Are you sure you want to cancel this?”
IF yes THEN
cancel the selected reservation
END IF
END IF
END
Lecturer ->jobs->Recently Completed Jobs
START
ON FORM LOAD load recently jobs details into datagridview
IF item selected in datagridview AND button “add feedback” is clicked

THEN
READ feedback
Insert feedback into selected job
END IF
END
Student
START
ON FORM LOAD load “welcome” into MDIStudent
IF button “My jobs” is clicked THEN

END IF
IF button “Timeslots” is clicked THEN
END IF
IF button “Overtime” is clicked THEN
END IF
IF button “Leaves” is clicked THEN
END IF
END IF
End current session
LOAD login form
END IF
END
Test Plan
t Actions al
Descriptio
Cas n
e

pages Lecturer interface
with textboxes &
group boxes
2 Check Tab Click “Edit” Tab Show Lecturer

view & group boxes
3 Student Name 12$£praveena Error Message

Check
validation
4 Check Click “Upload Image” Open the webcam or

“Upload user can upload
Image” photo from
computer
5 Check Click “Change Open the webcam or

“Change Image” user can upload
Image” photo from
computer

All information are
and click button
Add Button valid
Click
Save information
Else


All information are
and click button
Edit Button valid
Click
Save information
Else

Student -> My jobs->Jobs Queue
START
ON FORM LOAD load awaiting jobs into datagridview
IF item selected in datagridview AND button “Begin Session” is clicked
THEN
Insert record to tabe “Timesheets” table, add time-in
Lock the student account from logging in from another
department to start another timeslot
END IF
END
Student -> My jobs->Transfer a Job
START
ON FORM LOAD load awaiting jobs into datagridview
IF item selected in datagridview AND button “Assign Coworker” is clicked
THEN
READ “corworker”
Insert record to tabe “Timesheets” table, with “coworker”
Send notification to coworker, lecturer
END IF
END
Student -> Timeslots->Reserve Timeslots
START
IF current week = last week of month THEN
IF user = first user reserving for the new month THEN

Generate random reserving order
Insert generated order into table “Timeslots”
ELSE
SELECT reserving order from table “Timeslots”
IF order is correct THEN
DISPLAY available timeslots
ELSE
DISPLAY error “You can reserve slots according to the
lucky number in the generated order”
DISPLAY “The order you got was” + generated order
END IF
END IF
ELSE
DISPLAY “You cannot make slot reservations at the moment”
END IF
END
Student -> Timeslots->Change Timeslot
START
DISPLAY timeslots
IF button “Send request” is clicked THEN
Send selected timeslots to HOD to confirm modification
END IF
END
Student -> Timeslots->Reserved slots
START
DISPLAY timeslots plan
END
Student -> Overtime->OT requests
START
ON FORM LOAD load awaiting OT requests into datagridview
END
Student -> Overtime->OT apply
START
READ date, start time, end time, class
IF button “Apply” is clicked THEN

Send OT request to HOD
END IF
END
Student -> Leaves->Leave requests
START
ON FORM LOAD load awaiting leave requests into datagridview
END
Student -> Overtime->Leave Apply
START
READ leave type, leave start, leave end
IF button “Apply” is clicked THEN

Send leave request to HOD
END IF
END
Student -> Messaging -> Inbox
START
END IF
IF “yes” THEN
END IF
END IF
END
Student -> Messaging -> New
START
ELSE
END IF
END
Student -> Messaging -> Sent
START
END IF
IF “yes” THEN
END IF
END IF
END
Welcome Screen
Test Plan
t Actions al
Descriptio
Value
Cas n
e
1 Form Load Form Load event Load Background

image
2 Label Check Check “Welcome” Label text will be

label changed according
to Username
3 Customise Form Load event The form is

the Screen expanded to the
size current monitor size
Main Menu
Pseudo Code
Begin
IF Menu item = Monthly Earning Detail report THEN

Get Year, Month and Time, Get Shift Earning, Get OT Earning, and
Get Total hours from database
Calculate the Total Earning
Display Total Earning Detail report
End if
End.
Begin
IF Menu item = Monthly Attendance report THEN

Read Date, Full name, S.E ID, User Name, Job title and
Department Name
Get Year, Month, Total Reserved Hours, Days attended, Days
absent and Days transferred from database
Calculate the Monthly Attendance report T
End if
End.
Begin
IF Menu item = Monthly Attendance report THEN

Department Name
Get Year, Month, Total Reserved Hours, Days attended, Days
absent and Days transferred from database
Calculate the Monthly Attendance report T
End if
End.
Begin
IF Menu item = Monthly Payment report THEN

Department Name
Get Year, Month, Total Hours, Earning, OT pay, Deduct PAYEE from
database
Calculate the Monthly payment Report
Display Monthly payment Report
End if
End.
Begin
IF Menu item = Lecturer’s support utilization report

Read Date, Full name, Lecturer ID, User Name and Department
Name
Get Year, Month, S.E Id, S.E Name, Worked hours and Lecture
from database
Calculate the Lecturer’s support utilization report
Display Lecturer’s support utilization report
End if
End.
Report Design
Monthly Earning Detail Report
Date: ***********
Full Name: ***********
S.E ID: ***********
User Name: ***********
Job Title: ***********
Department: ***********
Year Month Shift Earning OT Earning Total Hours Total Earning
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***

Monthly Attendance Report
Date: ********
Full Name: ********
S.E ID: ********
User Name: ********
Job Title: ********
Department: ********
Year Month Total Reserved Hrs Days Attended Days absent Days Transferred
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***

Monthly Payment Report
Date: ********
Full Name: ********
S.E ID: ********
User Name: ********
Job Title: ********
Department: ********
Year Month Total Hours Earning OT Pay Deducted PAYE Total Pay
*** *** *** *** *** *** ***
*** *** *** *** *** *** ***
*** *** *** *** *** *** ***
*** *** *** *** *** *** ***
*** *** *** *** *** *** ***

Lecturer’s support utilization report
Date: *******
Full Name: *********
Lecturer ID: *********
User Name: *********
Department: *********
Year Month S.E ID S.E Name Worked Hrs Lecture
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***
*** *** *** *** *** ***

Student Employees Details
Date: *******
Student ID Student Name Job Title Department Payment per Hour
*** *** *** *** ***
*** *** *** *** ***
*** *** *** *** ***
*** *** *** *** ***
*** *** *** *** ***

Pay Slip
Date: *******
Worked Hours = ***
Rate per Hour = ***
OT Hours = ***
OT Rate per Hour = ***
PAYE(Tax) = ***
Total Pay Slip = (Worked hrs*Rate) + (OT hrs+ Rate) -PAYE
=(***.***) + (***.***) - ***
= ****.**
Limitations
Limitations are said to be restriction of a system from extending its performance. However
we may plan the system the rules governing it will restrict and limit the system. Here are
few limitations we found while working on the requirements of the system.
• Any information deleted from the system cannot be recovered
• System cannot be networked.
• Only Head of Department and Admin can change rates
• System has security issues that outsider can hack the system through SQL injection
• Students have to log in to view the notifications. Notifications can’t be delivered

online through emails.
• Admin cannot monitor performance, system summary from outside. He must login
using his machine situated at the university premises.
Assumptions
Assumptions are made so that the system is successful when it’s functioning. While we
designed our system we had to make few assumptions to design which would meet its
requirements.
• One student can do only one job at a time
• There are many different user levels
• Only one admin for the entire system
• Admin is the only super user who has the power to add and delete head of department
• Lecturer can reserve only one student at a time.
• If there is a lack of technical assistants they can be reserved from other departments as
well.
• Job allocation modules follows FCFS basis.
• One lecturer works on one department only, lecturers cannot be transferred.
• Two maximum number of student employees, with the same job title and in the same
department can select one particular timeslot to work on a timeslot plan.

Software Development Project - Payroll System (Group Assignment)

Загружено:

Сведения о документе

Оригинальное название

Авторское право

Доступные форматы

Поделиться этим документом

Поделиться или встроить документ

Параметры публикации

Этот документ был вам полезен?

Это неприемлемый материал?

Авторское право:

Доступные форматы

Software Development Project - Payroll System (Group Assignment)

Загружено:

Авторское право:

Доступные форматы

Software Development Project – Payroll System

ASIA PACIFIC INSTITUTE OF INFORMATION THECHNOLOGY

SOFTWARE DEVELOPING PROJECT

SUBMITTED TO: Mrs. Nadeera Ahangama

INTAKE CODE: DF0931ICT

Praveena Sarathchandra (CB003403)

Pulasthi Perera (CB003472)

Date Assigned – 17/10/2009

Due Date – 18/12/2009

Staffordshire University is one of the leading and progressive universities. Currently

As a project manager Mrs.Nadeera’s help is greatly appreciated. her patience,

Introduction about the project

Work Load Matrix

• Identifying the problem 40 30 30

• Data Dictionary - - 100

• System Hierarchy Chart 50 - 50

• Work load matrix/ Gantt - - 100

Academic Administration Head Of Department

Overtime Period S.E Leave Request

Lecture details S.E CV

Student Employee Payroll System

Check S.E Request time slots

Registration Approval Appoiment Approval/S.E Account

Record time In/time Out

Lectures Pay Slip Student Employee

Level 0 Data flow Diagram

Student Employee S.E Details

Time Slot Requests

Time Slot Details

Process 1.0 Student Employee Registration Handling

User Name 1.3 Login Request

Process 2.0 Timeslot Handling

Approved Time slots

Time Slot Shedule

Academic Administration Head Of Department

2.3 Scheduled Time Slots

S.E Time Slots

Scheduled Time Slots

Process 3.0 Overtime Management

3.2 OT Competition Details

S.E OT Completion Details

Process 4.0 Student Employee Feedback Handling

Rating S.E Details

Feedback S.E Feedback OT Details

Lecturer Student Employee

Process 6.0 Payroll Management Handling

Time In-Time Out

Process 7.0 Student Employee Reservation Handling

Approval Head Of Department

Status S.E Status

Check S.E Student Employee

Reserve S.E Reservation

Process 8.0 Leave Handling

S.E Leave Req Approval

Academic Administration Head Of Department

Determined Leave Details Confirmation Note

• One student can do only one job at a time

• There are many different user levels

• Only one admin for the entire system

• Lecturer can reserve only one student at a time.

• Job allocation modules follows FCFS basis.

• One lecturer works on one department only, lecturers cannot be transferred.

• Any information deleted from the system cannot be recovered