Introduction Of Payroll information Management System

The electronic and computerized Payroll System and at the same time information management system will not only offer exact calculations and accurate data of designated employees but it will also implement security measures and confidentiality of the files and accordingly arrange documents provided by an ingenious and quick-witted database that will indeed construct a paperless environment. With the aspiring technologies been thought up today, this minimize the burden and heavy loads of labor of the employees designated in the human resource management office of a certain company or institutions.

Statement of the Problem

The EVSU – Human Resource Management Office carries out different functions where it comprises manpower planning, job analysis and description, determining wages and salaries and welfare to each employed individual in the institution. As a result, the proponent’s interest to conduct an observation has led them to apprehend the EVSU – Human Resource Management Office present problems: 1. What are the common problems do the employees of EVSU-HRMO encounter in their current system? 2.

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Who are the employees that will use the entire system?

3. What are the advantages of the system that will help the employees? 4. What are the benefits can be derived from a payroll information management system? 5. How far this system could ensure the different payroll calculations proficiently and generate the desired and precise payroll transaction outputs?

Theoretical Framework

The proposed project needs a lot of help to things such as software, database and others that will make it possible to be developed. The reason of why these inventions had occurred is the innovative minds of people who saw the advantage of making such inventions to help not only the community but also the individuals to make and establish their own works that will soon be made known in the whole world.

MySQL is the world most used open source relational database management system that runs as a server providing multi-user access to number of databases. It is also a popular choice of database for use in web applications.

The proponents used the MySQL as the database since the developed system requires intensive data management that requires fast and reliable database that can handle masses of records for the Savers Gas Corporation. Microsoft Visual Basic is a third-generation programming language and an integrated development environment that has been developed by Microsoft. The Visual Basic was derived from BASIC, a high-level programming language, and it enables the rapid application development of graphical user interface applications.

The proponents used the Visual Basic since developing a transaction processing systems using this programming language is easier. It has all the components and tools that can be used for the development of the system. it is also ideal for the prototyping model of system development.

MYSQL Database. The proponents used the MySQL as the database and backend since the developed system requires intensive data management that requires fast and reliable database that can handle masses of records for the payroll information management system

VB.Net Programming Language. Visual Basic is Microsoft's high-level object-oriented rapid application development environment for the Windows platform. The first versions of Visual Basic were intended to target Windows 3.0 (a version for DOS existed as well), however it was not until version 3.0 for Windows 3.1 that this programming language gained large-scale acceptance in the shareware and corporate programming community. Using drawing tools that resemble those found in hardcopy page layout programs or Photoshop, VB programmers make user interfaces by drawing controls and other UI components onto forms. The programmer then adds code to respond to user interactions with the controls (for example, clicks, drag and drop, etc) known as events.

http://en.wikibooks.org/wiki/Visual_Basic_.NET/The_Visual_Studio_Integrated_Development_Environment

Local Area Networks (LANs). The advent of personal computers changed the type of information sent over office computer networks. Terminals were no longer "dumb," but contained the power to perform their own instructions and maintain their own memories. This took considerable pressure off mainframe devices, whose energies could now be devoted to more complex tasks. LANs allowed for the transmission of data between workers. In turn, they enabled this shared data to be directed to a common printer, serving a larger group of users. This eliminated the need for each worker to have a printer and ensured that the one printer provided was not underutilized. In addition, LANs allowed data to be called up directly on other workers' computers, providing immediate communication and eliminating the need for paper. The most common application was in interoffice communications, or electronic mail (e-mail).

Messages could be directed to one or several people and copied to several more over the LAN. As a result, an e-mail system became something of an official record of communications between workers. Addressees became obligated to respond to e-mail messages in a timely manner because their failure to answer could be easily documented for supervisors. Personal computers transformed LANs from mere shared processors to fully integrated communication devices. With processing power distributed among several computers, the mainframe's main role was eclipsed and complex processing, administrative functions, and data file storage became the job of a new device, the file server. Today, there are many different types of LANs. For example, many Macintosh computers use AppleTalk, while IBM computers commonly use Ethernets.

(http://www.referenceforbusiness.com/small/Inc-Mail/Local-Area-Networks-LANS.html#b) Conceptual Framework

Input Process Output

Figure 1.0 IPO (Input-Process-Output of the Proposed System)
The figure above shows the conceptual framework of the proposed study. The framework encapsulates the major functionalities that take place in a payroll information management system. It helps understand the flow of the system to be more precise and easier. The proposed system will ask the user, particularly the employee, to input their detailed personal information that will be saved as soon as they click the submit button which will output as their records and later on be retrieved as the system requests it.

From manual to automated transaction, the system will request for the days to be keyed by the user. Then, the system itself will modify the operation by adding the earned and subtracting the lost points that will automatically result to the total number of days the employee will credit. As soon as the user input the loans, premium, and LWOP, the system is automatically programmed to deduct it to the basic salary pay of the employee which then will result to his/her payroll.

Significance of the Study
The proponents found the system significant or substantial to create a system that will later be very useful for the department’s different functionalities. The study caters some advantages to the following:

School. Specifically, Eastern Visayas State University will also benefit the proponent’s study. Since the proponents are bona fide students of the said prestigious institution, the system won’t be somebody’s establishment or department’s property but by the school itself. The proposed system will actually help the school to promote and perform better services and to satisfy individual’s satisfaction within the civic and in society in general. This will however aid the university to uphold its mission and vision.

Management. The department of course will be the first one to benefit the proponent’s study because it would mean a great relief for them. As a result, an upgraded and improved way of processing staff’s important records as well as dealing out payroll transactions cautiously is at hand. This states more paper works reduction, data’s security, proper usage of manpower, lessening the company’s expenses which can be used in their other expenses , as well as an increased productivity of the office.

Employees. All because the activities happen inside the department will turn out to be electronically, expectedly it will allows employees to exchange information with greater ease without the need to count on paper loads. They will find it easier to transact about their records since searching in the system is faster than tracking in the record book or log book. A solution on dealing non-strategic and ordinary task is within their grasp. Working with this proposed system is such an exciting way, indeed.

Proponents. The proposed study will let the proponents calculate themselves on how far they have gone through creating and developing the system. They can certainly identify whether the knowledge and effort they executed or exerted are sufficient enough for accomplishing the project. If so, this may lead them to cultivate their abilities & knowledge more. Or at best, through their experiences as well as expertise, the proponents could even make a better and complex system for the future purposes. Future researcher/s. This project will be of great help and is very significant to the future researcher/s for this will serve as their guide and reference in creating a payroll system especially those who are in line of Information Technology field. They can also use the system for information purposes. And at the same time, they can even upgrade or enhance the mentioned system. Scope and Delimitations of the Study

This study concentrates and focuses on the improvement of a more organized and paperless payroll information management system for the EVSU – Human Resource Management Office. The system would be of great service to the department as well as the school itself, as it will reduce the mind numbing tasks and the countless stuff to be accomplished when using a manual payroll system. The department will speed up furnishing and securing computations of the employee’s workforce. It will also cover some features of payroll and information of each staff of the school.

Furthermore, associated matters about the payroll transaction of the EVSU – Human Resource Management Office: the institution give the employees it’s entitled basic pay to each staff according to its designated positions. To compute their number of hours worked, the employees provide their computerized DTRs to the staff in the HRMO, released from their biometric records. The end users of the system inputs the wage of a certain employee in a span of a month since the payroll takes place monthly, multiplied from the percentage of the deductions.

Subtracted from the basic pay is the wage of the certain employee. The monthly salary is divided by two as the 15th and 30th of the month. Deductions taken are: GSIS, Philhealth, and Pagibig. However, the computations for the withholding taxes to subtract from its basic pay are not involved in the system for the accounting department has its access in these matters.

The proposed Payroll Information Management System for EVSU – Human Resource Management Office does not support online program or online transaction. Therefore, Employees cannot inquire their salaries or earnings through internet. It is designed for a small topology suitable for a small and medium size.

The proposed system has 5 to 6 admins that can solely and exclusively access the said system. Only the said admins can edit and update the payroll presented in the system. The system can add, modify and update the employees. It can also view personal and private information about the staffs.

The proposed Payroll Information Management System for EVSU – Human Resource Management Office.

Definition of Terms
Payroll. This refers to a sum of all financial records of salaries for employee, wages, bonuses and deductions. In accounting, payroll refers to the amount paid to employees for services they provided during certain period of time.

Basic Pay. This refers to monthly rate divided by the number of working day multiplied by the number of days worked. Daily Time Record/DTR. This refers to a record of how a person’s time has been spent. It is used to calculate pay, asses the efficient use of time, or charge for work done. Database. This refers to an organized collection of data for one or more purposes, it is usually in digital form.

Deduction. This refers to business expenses or losses which are legally permitted to be subtracted from the gross revenue of a firm in computing its taxable income.

Loan. This refers to funds transferred from one party to another payment for purchased goods or services.

Net Pay. This refers to the remaining amount of an employee’s gross pay, after deductions, such as taxes, and retirement contributions, are made.