PAYROLL MANAGEMENT SYSTEM

PROJECT ANALYSIS AND DESIGN TABLE OF CONTENTS :

1. Executive summary. 2. Project scope,objectives,deliverables. 3. Cost and budget management. 4. Schedule management(milestone and work control). 5.Risk Management plan. 6. project controls and reporting plan.

EXECUTIVE SUMMARY
In accounting , payroll refers to the amount paid to employees for services they provided during a certain period of time ,payroll plays a major role in a company for several reasons .From an accounting point of view , payroll is crucial because payroll and payroll taxes considerably affect the net income of most companies and they are subject to laws and regulations .The primary

mission of the payroll department is to ensure that all employees are paid accurately and timely with the correct withholdings and deduction ,and to ensure the withholdings and deductions are remitted in a timely manner. To enable proper calculation of employee pay ,deduction and increments a company has decided o develop an automated payroll system that does the required operations. The tasks, which are required to be included in the software are,

user login with personal details like name and employee ID, updating of personal details ,updating of deduction and incrementing ad calculating gross pay . The system should generate the gross pay , calculated amounts of deduction and increment . from the

PROJECT SCOPE , OBJECTIVE , DELIVERABLE SOFTWARE PROJECT PLAN

The goal of the software is to allow employees to view their gross pay in a timely fashion and to reduce workload ,manual errors and maintaining the employees records I an organized manner .

PROJECT SCOPE
The objective of developing this software project namedpayroll system is to easy the salary generation process of the staffs in the company.

With regard of the scope:

Payroll transaction and exception processing Supporting payroll related technology Payroll processing procedures& documentation Overall payroll process compliance(payroll operations and input

dependencies) Processing of HR transactions which affect

OBJECTIVE: The main objective of this software are:

Generate year-to-date reports for employee income. Generate pay checks and pay slubs.

The other objectives are:

Support the delivery of organisations strategic objectives

Increase efficiency by stream lining process and procedures across

organisations pay & pensions Provide closer integration of the payroll processes Provide efficiency gain in business processes delivered through electronic

workflow month Reduce payroll errors from the current 5% of payslips being incorrect each

Improve the overall scope and quality of management reporting Provide information for annual statistical returns Introduce manager self service Improve staff self service Support staff performance and development Enable non organizational and pay & pensions staff to input data directly

into the system Capture and manage training and development information Support adherence to pay & pensions polices Reduce the risk of the loss of business critical information Improve overall services to customer.

INPUT
User login details with login name and employee ID. Personal details like name ,ID and designation . Deduction of salary display or updating personal details operations .

OUTPUT
The gross pay of the employee , calculated from the deduction and increment amounts .

MAJOR SOFTWARE FUNCTIONS :

Modularizing the software into different major functions to be performed plays a vital role in the project development. Allows enquiry of gross pay for the employees Allows updating of personal details like name ,ID and designation Generation of the gross pay for the employee

PERFORMANCE / BEHAVIOUR ISSUE :

The companys finance manager and the system administrator are given authority to calculate the gross pay , update amount of deductions , increments and employees personal details .

MANAGEMENT AND TECHNICAL CONSTRAINTS :

The software must be flexible enough to implement any changes in question or choice area of specialization without much difficulty .since university exams are going to be in 3 months ,the system must be developed in two and a half months by minimum number of people for successful completion of project in time

PROJECT RESOURCES Project manager :

Plans, motivates ,organizes ,controls the members of the project and mainly the team members .

Team leader :
Control and coordinate the work done by the members of their respective teams .

Testers :
Tests the software so that it performs its function correctly without errors .

HARDWARE REQUIREMENTS
1) Intel Motherboard with Pentium Processor 2) RAM 256MB(minimum)

3) Hard disk 40GB(minimum)

SOFTWARE REQUIREMENTS
1) Microsoft VisualBasic6.0 2) Microsoft Access 3) Rational Rose

COST AND BUDGET MANAGEMENT Non Staff Resources

121 days @ 950 per day 114,950 +VAT=132,193 Connection of ports and software licence =1000 Hospitality for tea & coffee =1000 TOTAL= 134,193 Following more detailed examination it was agreed by the project convenor that a further 9 days would be require to cover the mapping of every key business function. This would be likely to require additional funding of 8,075+VAT although it may be to reduce the number of days provide assistance during the procurement which would help to reduce this funding requirement.

Staff Resources
Staff resources will be require throughout the project. These resources will be provided from existing HR, payroll and MIS staff, details of which can be seen below.

Role Involvement in project

Project manager 1.0FTE

Advisor on payroll Requirements 0.8FTE Advisor on payroll Requirements 0.2FTE Advisor on HR Requirements 0.5FTE

Advisor on HR Requirements 0.8FTE Advisor on HR Requirements 0.8FTE Project assistance Technical advisor Technical advisor 0.5FTE 0.5FTE 0.5FTE

It is anticipated that these costs will be: 1.0FTE at Grade 7 backfill for HR =c.45k 1.0FTE at Grade 3 backfill for HR =c.20k

1.0FTE at Grade 7 backfill for payroll =c.52k TOTAL =117k

Schedule management approach

This section provides a general framework for the approach which will be taken to create the project schedule. This includes the scheduling tool/format, schedule milestones, and schedule development roles and responsibilities.

The following will be designates as milestone for the project schedule:

complementation of scope statements and WBS/WBS dictionary. Baselined project schedule. Approval of final project budget. Project kick-off. Approval of roles and responsibilities. Requirements definition approval. Completion of data mapping/inventory. Project implementation.

Acceptance of final deliverables.

RISK MANAGEMENT PROJECT RISKS a) Project Complexity

Lack of identifying the modules and function in details .

b) Support risks
The degree of uncertainty that the resultant software will be easy to correct ,adapt and enhancement .

c) Schedule risks
The degree of uncertainty that the project schedule will be maintained and the product will be delivered on time .

d) Involvement :
Lack of customizing full involvement in the definition of requirement and their commitments to the project .

RISK TABLE
A Risk is a potential problem in a system .It is identified with likelihood of a hazardous event occurring within a designated time or in designated

circumstances . It is needed in choosing product development paths that have the best chance of success within a reasonable time . Risk assessment is computed in terms of two factors : the probability that an undesirable event might occur and the consequent estimated loss . P (E) = m / n = number of favorable events / number of possible events. let e be the event that an undesirable event occurs

OVERVIEW OF RISK MITIGATION MONITORING AND MANAGEMENT ( RMMM):

The RMMM plan documents all the works performed as a part of risk analysis used by the project manager as a part of the overall project plan . Risk mitigation is a problem avoidance activity and risk monitoring to allocate the origin of risks. In case of risk monitoring manager monitors factors that may provide an indication of whether the risk is becoming more or less likely effectiveness also be monitored . Risk management assumes that the mitigation efforts have failed and that risk has become a reality .

STAFF ORGANIZATION : Team structure :

The project team has one manager who will plan and organize the various attributes and acts as main head in controlling team leaders and in directing team members. The team leaders will directly control and co-ordinate the activities of their respective team members .

Mangement reporting and communication :

Group meeting will be held informally .the members should report about the progress in their activities which the individual team leaders will report about

the progress in their activities which the individual team leaders will report the project manger at their level of discussion .

TRACKING AND CONTROL MECHANISM : Quality assurance and control :

Quality assurance is an essential activity that is a planned sequence of actions required to ensure high quality software . Ensuring conformance to the requirement s Tight change management Close contact with clients

CHANGE MANAGEMENT AND CONTROL :

Deciding which authority has the right to access and modify a particular object . Synchronization where any parallel change that is performed by two different people, does not over- write one another using control locks. Change suggested by one member ,must be approved by other members also, this can implemented using an internal control channel .

PROJECT CONTROLS:
The main project controls are-

Project plan:
An initial project level plan is produced as part of the PID to provide an overview of the whole project. The project level plan identifies the major milestones in the project and the main stage of the project. This supports management and control pf the project by the project manager and the responsibility of the project. And issues they find should be raised as early as possible with the project manager.

Stage plans:
The project will be managed through the use of stage plans. Detailed Planning will be undertaken prior to each stage, producing a stage plan for approval by the project board. Risks and assumptions associated with stage plans will form part of the documtation on the plan.

End stage reports:

At the end of each stage of the project a report will be provided to the project board containingReport on completion of project stage. Detailed stage plan for next stage. Earned value analysis.

Up-dated risks log. Up-dated issues log. The project manager is responsible for production of these reports. The project board will be required to approve these reports. At the end of each stage the project should be assessed for viability the original business case. Approval of the detailed stage provides approval for the continuation of the project.