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Software Requirements Specification On Payroll System

(Pad Dr. D.Y Patil Institute Of MCA, Akurdi, Pune-44.)

Version 1.0 approved

Date: 15-07-11

Prepared by:

Diwakar Kumar(10) Manish Kumar(20) Raman Gupta(36) Priti Mahato(33)

Table of Contents
1. Introduction..4-6
1.1 Purpose.5 1.2 Project Scope5 1.3 Requirement Gathering6

2. Overall Description..7-10
2.1 2.2 2.3 2.4 Product Perspective.7 Product Features..7-9 User Classes and Characteristics10 Constraints..10

3. External Interface Requirements....10

3.1 Software Requirements...10 3.2 Hardware Requirements..10 4.1 4.2 4.3 4.4

4. Other Nonfunctional Requirements11

Performance Requirements..11 Security Requirements..11 Software Quality Attributes..11 Feasibility Study..11

5. Software Communication..12 6.Design and Analysis.13-35

Work Breakdown Structure..14 Functional Decomposition Diagram.15 Data Flow Diagram.16-20 Use Case Diagram21-22 Activity Diagram..23-25 Sequence Diagram.26-27

3 E-R Diagram28 Table Design29-33 Implementation Diagram34-36 Screen Shots37-42

1. Introduction
We are going to develop Payroll Management System for PAD. Dr.D.Y Patil Institute Of MCA. It has all the features of Payroll process that the Institute follows. The software will cover all the forms which the Government of India has made compulsory for the Indian firms to adopt with respect to there employees. The Payroll Management System is the systematic recordings of all the transactions take place during generating pay slip in every month. The Payroll Management System is being developed to maintain many employee details, leave management and also Tax calculation. The system will also maintain HRD like Bonus, final settlement, Leave status, etc.

Overview Existing System:

1.1Purpose:
The aim of the proposed system is to address the limitations of the current system, the requirements of the system have been gathered from the defects recorded in the past, and also based on the feedback from users of previous matrix tool. Following are the purpose of the proposed system: This will be able avoid the bulky registration during the payroll generation. All the processes categorized, giving a very simple interface to the end user. After filling of entire Employees information, assign the employee a salary structure. To avoid the human efforts time and cost. To check availability of the remaining leaves for a particular faculty. It will reduce time in activities. it reduces time taken to process Slip generation, submission of Leave application, status of applied leave and generating various Reports. Centralize data handlingThe data will be maintained in the Centralize database. Operational efficiencyIt will improve the operational efficiency By improving the quality of processing

1.2 Scope:
It will provide Multi-user system. The System will be user friendly but effective and efficient. The system will also manage the institution and national holidays. System will send email and sms to employees to inform that employee will get this much amount in this month and also for sanctioning the leave System will send email and sms to employees for payment confirmation. Pay-slip will be generated at end of every month according to the attendance.

Admins Scope:
Admin will do the registration for new users and provide with the Login Id along with the password to respective users. Administrator will be able to maintain all databases as well as users profile. Admin will generate the pay-slip generation. Admin is also responsible for manual attendance entry in the case of failure of sensor (thumb Biometrics).

1.3 Requirement Gathering:

Observation :We observed the document of related to the project. In this we observed that contents of these sub-systems how they are linked, the way in which the information are communicated.

Interview :We interacted with admin and the other staff to get the proper information about the requirement. In that how they are manage the PAYROLL and how they are get the information about the employee, tax etc. All the information regarding to develop the project is gathered from: a. Sujit sir(Account department,DYPIMCA). b. Prof. Kavita Suryavanshi(Assistant Professor,DYPIMCA). c. http:/www.google.com

Record Review :We are gone through the daily secretarial reports and some old constructor for detailed information like Files, Registers, and written Documents from useful information.

2. Overall Description:
2.1 Product perspective:
The Payroll Management System is an package to be used by Account Dept and faculties to improve efficiency of payment and users. The system will be greatly beneficial for the members. The System provides a login Id along with the password. The members can view their Own profile, number of leaves taken, remaining days of leave and also status of applied days of leaves. The System provides leaves reports and information to members and helps them to decide for taking leaves or granting the leaves. The account dept can do the registration for new users and can keep the updated information. The system has to interact with the sensor(thumb biometrics) everyday for taking the attendance. If power is not there at that time then the system should take the attendance by manual entry.

2.2 Product Features:

The Payroll Management system provides real time information about the faculties and there leaves. The system uses information security requirements defined by institute to provide the Login facility along with the password to the users. There are several functionality to be deal by the system, those are following:a. Employee Profile: Employee Profile shall include the Personal Profile, Official Profile, Family details, Qualification, and Education details. This comprehensive feature captures all the Employee related data like: Previous Company Names Duration of Working Starting Designation while entering the Company and Last Designation while leaving the company Salary drawn in the previous Companies This Employee profile also maintains Login and Registration.

8 b. Leave Management System: Leaves are categorized into paid/unpaid leaves. This module is used for automation of leave of the employee. All the procedure done by the system, based on the organization business rule. The management allocates the no. of days for each category of leave in one year. System are able to provide the balance leave of the employees. If any faculty wants a number of days of leave then The system will provide an application form to the faculty. He/she has to fill the form and send it to the authorized person . A mail will also be sent to the authorized person. Now the authorized person will check for available days of leave for respective faculty and he will decide for sanctioning the leave. The status of applied days of leave will reflect to the respective faculty.

9 C.HRD Procedure: HRD(Human resource Development) procedures like Bonus, final settlement, Encashable leave status and leave updation will be provided by the software. Approvals of the leave application of the employees as well as the leave travel allowance application of the employees are also included in HRD procedures.

d.Income Tax Management(TDS): User can maintain the Tax deducted at the source details after the employee gives his projections for the financial years investment. According to the projected details the Income Tax can be deducted per month from the salary of the employee. When the accurate details on the basis of hard copy reports of investments are fed into the software, then TDS is recalculated and accurate amount is deducted in the form of Income Tax.

e.Pay-slip Generation: This system gives us the flexibility of creating Salary Heads,Salary Formulae, Tax Automation and finally provide a easy way of generation of pay-slip. Salary for a particular employee is generated in accordance of his attendance for the particular month. Management are also able to add any incentive or any earning/deduction for a particular month.

f.Reports: Employees profile report Attendance report month/yearly wise. Pay-slip reports Balance-Leave reports. Tax-slab reports. Various HRD reports.(like bonus etc) ESIC (form-01 ) reports etc.

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2.3 User Characteristics

The users should have the basic idea to operate(use) the system and he already has the experience to work. Default language is English. User classes/Types of users: Admin Director Faculty

2.4 Constraints:
The information of all the users must be stored in database that is accessible by the system. The institute information security system must be compatible with the system. The payroll Management System is connected with the server and must run during the college hours. Users must have there correct username and passwords entered to the system.

3. Operating Environment: 3.1 Software-Requirements:-Operating System is required to provide the services for application as well as user interface. Web browsers are required to open the site & display it in appropriate format as per design & layout also required to provide the interaction with web server. For Writing Code

Operating System

Windows -XP /Vista/Win-7

Web - Browser

Internet Explorer 7.0 , Mozilla- Firefox ,Opera.

Text Editor

Notepad

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4. Non-Functional Requirements:
4.1 Performance requirement:
The database should be able to accommodate large records of customer

4.2 Security requirement:

some of the factors that are identified to protect the software from accidental or malicious access, use, modification, destruction or disclosure are described below Keep specific log or history data sets. The authorised users can access only there access rights.

4.3 Reliability:
All data storage for user will be committed to the database at the time of entry. Data corruption is prevented by applying the possible backup procedures and techniques.

4.4 Feasibility Analysis:

Operational feasibility Operational the project is very easy and user friendly. The syntax is easy to understand and implementation is secured. User friendliness was the ultimate criteria for designing interface for the system. Easy to use Menu Shortcuts help on available topic and tool tips makes the operating training of the user as easy as childs play. There is no need to given special training to the user on how to implement the project. Due to its ease of operation the developed system is operationally very feasible.

Technical Feasibility This study involves the weather work for the project can be done with the current procedure, existing software technology available personnel. If new technology need whether alternatives will be needed in the present structure and work echoes should also be considered. This requires close examination of the present system. Economical Feasibility This feasibility study identifies the alternatives, determines the expected savings of each of the alternatives and determines the cost and recurring cost. It is observed that the system is feasible economically as its benefits the organization in ways.

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5.Overall-System Interaction:

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Design & Analysis

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Work Breakdown Structure

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Functional Decomposition Diagram

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Context Level Data Flow Diagram

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Zero Level Data Flow Diagram

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Zero Level Data Flow Diagram

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First Level Data Flow Diagram (2.0)

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First Level Data Flow Diagram (3.0)

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Use Case Diagram

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Use Case Diagram Cont.

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Activity Diagram
Login

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Leave

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Tax Salary Calculation

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Sequence Diagram
Login and Registration

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Leave Management

E-R Diagram
Notify M

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Notification_Info

Gives

Attendance

1 Employee

M M

1 Has

Category 1

Leave_detail M

Apply for

M Leave_Master 1 Belongs

1 Pays

Tax_Master

1 IS_A M EmpTaxDetail Allowance_Master

16_A_Form

16_Form

Other_Form

Cash in

SalaryDetail

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Table Design
TABLE: EMPLOYEE
ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Employeeid FirstName MiddleName LastName Gender DateofBirth MarritalStatus Spouce PermanentAddress City Pincode State Country TemporaryAddress LandlineNumber MobileNumber EmergencyContact No Emailid Userid Password Categoryid JoiningDate EmployeeType Degree

Number Text Text Text Text Date/Time Text Text Varchar Text Number Text Text Varchar Number Number Number Varchar Varchar Varchar Number Date/Time Text Text

10 20 20 20 06 10 10 30 100 15 06 20 20 100 15 15 15 30 10 16 05 10 20 20

No No Yes No
SalaryDetail

Pk

Primary Key Of Employee Table First Name Of Employee Middle Name Of Employee Last Name Of Employee Gender of Employee Date of Birth Of Employee Married or Unmarried Spouce Name Permanent Address Of Employee

No No

No Yes No No No No No No Yes No No No No No No No No No

Temporary Address Of Employee

Fk

UserID provided by the system to the employee Password for login The category from which employee belongs Joining date in organization Permanent or Temporary

TABLE:EMPLOYEE Continues. University Text YearofPassing Date/Time Percentage Number Achievements Varchar Certification Text Duration Number Grade Text TypeofExperience Text organisationName Designation SalaryperAnnum NumofYearsServed ServedFrom ServedUpto SubjectTaught LastModifiedDate Text Text Number Number Date/Time Date/Time Text Date/Time 20 10 05 30 20 05 05 20 20 20 10 05 10 10 30 10 No No No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No

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Any certified Course Duration of Course Obtained Grade in Course Previous category in previous organization Designation in previous Organisation Previous salary per annum Number of years in served in previous organization

Last modification date in Employee profile

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TABLE: CATEGORY MASTER

ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Categoryid CategoryName

Number Text

05 10

No No

Pk

Primary Key Of Category Table Name Of the Category

TABLE: LEAVE MASTER

ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Leaveid LeaveType Days Categoryid

Number Text Text Number

05 20 20 05

No No No No

Pk

Fk

Primary Key Of Category Table Type of the Leave Number of days in this Leave Foreign Key from Category Table

TABLE: LEAVE DETAIL

ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

LeaveDetailid Employeeid Leaveid NumberofDays FromDate Todate Reason

Number Number Number Number Date/Time Date/Time Text

05 10 05 02 10 10 100

No No No No No No No

Pk Fk Fk

Primary Key Foreign key from Employee Table Foreign key from LeaveMaster Table Number of days in 1 Leave Request The date from Requested Leave starts The date on Requested Leave Ends Reason For Leave

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TABLE: ATTENDENCE
ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Sr. No. Employeeid InTime OutTime Date

Number Number Date/Time Date/Time Date/Time

05 10 10 10 10

No No No No No

Pk Fk

Primary Key Foreign key from Employee Table In Time Out Time The date On Employee makes Attendence

TABLE: NotificationInfo
ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Notificationid Employeeid Status

Number Number Text

05 10 10

No No No

Pk Fk

Primary Key for Notifications Foreign key from Employee Table In Time

TABLE: ALLOWANCE MASTER

ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Allowanceid Categoryid TravellingAllowance DailyAllowance HouseRentAllowance Extras

Number Number Number Number Number Number

05 05 05 05 05 05

No No No No No Yes

Pk Fk

Primary Key of Allowance Table Foreign key from Category Table Allowance Amount for Travelling Daily Allowance Amount Allowance Amount For HouseRent Amount for extra Activities

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TABLE: TAX MASTER

ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Sectionid Categoryid TaxableAmount

Number Number Number

05 05 05

No No No

Pk Fk

Primary Key of Tax Master Foreign key from Category Table Tax Amount for deduction

TABLE: EmployeeTaxDetail
ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Srno Employeeid Sectionid

Number Number Number

05 05 05

No No No

Pk Fk Fk

Primary Key Foreign key from Employee Table Foreign key from Taxmaster Table

TABLE: SalaryDetail
ATTRIBUTE NAME DATATYPE SIZE NULLABLE VALUE PRIMARY/ FOREIGN KEY DESCRIPTION

Salarydetailid Employeeid Month SalaryAmount

Number Number Text Number

05 05 10 10

No No No No

Pk Fk

Fk

Primary Key Foreign key from Employee Table Each Month name Amount of Salary per Month

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Implementation Diagram
Deployment Diagram

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SDLC Timeline

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Gnatt-Chart

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Screen Shots
Home Page

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Admin Home

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Registration

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Allowance

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Category

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Employee Home