2. Chapter 1: System Planning
Introduction
The system is created as an interactive desktop application.
By the E4J Payroll System accountants didn’t expect to know each and every
formula in order to prepare employees payroll.
Smart enough to calculate each formulas.
it will help to improve employee satisfactions by providing best solution.
can increase the company revenue indirectly.
3. . . . introduction
All the details of the employees are stored in a database.
Each payroll of each month has been stored in double copy, one for operations and the
other for backup.
The system keeps up-to-date employee records.
E4J Payroll System has proven to the data integrity and reduces of data redundancy.
It provides simple navigation tools and a usable user interface to users.
The system provides simpler steps and reduces the chances of getting inaccurate reports.
The system can protect the private and Confidential information of records from
unauthorized person.
the system can be customized according to your company’s interest.
Easy HUMAN RESOURCE MANAGEMENT feature
4. OLD SYSTEM
There are tedious process while preparing payroll each month.
Each accountants are expected to know each formulas in order to prepare payroll.
In case of data loss, they are expected to start from scratch.
Difficulties in order to know payroll history of employees.
The chances to make an error is high.
No security mechanism.
5. Objectives
• Efficiency – easy to use payroll system.
• Prepare – prepare payroll every month .
• Save – save it to back end database.
• Retrieval – easy retrieval and backup.
6. Feasibility Study
• Feasibility analysis concerned with the different aspects that might influence
the acceptance of the system.
• It tries to answer questions like
• whether the system can be accepted,
• is it worth using and so on.
7. Economic feasibility - Also known as cost benefit analysis tries
to answer if the cost of using the system
• Tangible benefits - Reduction of salary paid for accountants that are assigning for
payroll preparation.
To evaluate the tangible economic benefits of the proposed system E4J ICT Solutions took a sample of 300
employees list and 1500 as a salary for a single accountant per month. And let’s say three (3) accountants are
needed to prepare payroll for 300 employees.
For a one month 1,500 birr * 3 = 4,500 birr
For a year 4,500 birr * 12 = 54,000 birr
* So the total tangible benefit for a year accounts to about 54,000 birr for a single company
and only for 300 employees.
8. Tangible costs - Tangible costs are the costs incurred in realizing the
proposed system this include equipment and services needed to run the system.
The table shows the cost to be incurred in using this system.
Item Unit price in Birr Quantity Total
Computer (if you have computers, you can use them) 4,000 1 4,000
Printer 1,500 1 3,000
Accountant 1,500 12 (months) 18,000
Total 25,000
9. . . . Economic Feasibility
From the above analysis we can conclude that, for 300 employees
For one year – 54,000 birr - 25,000 birr = 29,000 birr
* This shows that your company will minimize its cost by 29,000 birr for
the first year. The following year cost will minimize even by 7000 birr,
since it’s initial cost.
10. Intangible Benefits
• Saving time of preparing payroll in each month
• Being able to prepare payroll without any high quality professionals
• Easy and fast retrieval of needed reports and employee payroll history
• Increasing the working interest of accountants by making efficient system
• In conclusion the significance of this system can be summarized as all the
above and associated benefits being achieved.
11. Operational Feasibility - will the new system be convenient
for the accountants and company and will it solve the existing
issues.
• Having this system eliminates loss of an older payroll.
• Ability of the system keeping track of payroll history.
• Having professional is not also necessary.
• For accountants also give confidentiality in preparing payroll for employee
without remembering each formula.
• At the same time the company also minimizes its cost as we see in economic
feasibility.
12. The system is technical feasible in the sense
that it can used by any person he/she may
not know each formulas and by low level
accountants.
For implementing this system, it takes a
maximum of two weeks after all the
agreements are finished.
Since the system users the data that the user
give, users must make sure that there are no
legal issues concerned pension, loan, labor
union, income tax and others.
Legal
Feasibility
Schedule Feasibility
Technical feasibility
13. Chapter 2: Requirements Analysis
User Requirement - what the user expects the software to be able to do.
Non-functional Requirements - List of system quality attributes
Functional Requirements - defines a function of a system and its components.
14. User Requirement
• Effective: Up‐to‐date and accurate information.
• Information Retrieval: Easy information retrieval.
• System user friendliness: The system is design in a clear and simple way.
• Hardware Interface: E4J Payroll System can operate with any hardware
which supports Window XP SP3 or above.
• Software Interface: The system needs a proper configured version of
Window XP SP3, Window Vista or Window 7 to operate.
15. Non-functional Requirements
• Enhance the security - High protection to the user’s personal details.
• Ease of Use & Consistency - Provide simple navigation tools and layout.
• Reliability - Check for the error instantly whenever user key in data.
• Legislative Requirements - It does not consist of illegal or prohibited data.
• Ethical Requirements - increases the reliability and efficiency for payroll
preparation, so it’s accepted by users and public.
16. Functional Requirements
• Human Resource Manager
• Accountant • System Administrator
• Finance Head
Registering new employee and deleting employee
Updating fixed values of an employee
Registering new department
Payroll preparation
Payroll validation
User account setup
Changing company name
Backing up database and restore
Managing the system
Payroll preparation
Printing out all employees salary sheet
Printing employee pay slip
Printing bank report
17. System Implementation
Operating system Software
Microsoft Windows XP SP3 or Above Microsoft Office 2010 or Above
Computer Network (For multiuser)
For Server For Client Local Area Network (LAN)
Hard Disk > 10GB Hard Disk > 10GB Printer
RAM 1GB – 2GB RAM 512MB Any compatible printer
Minimum System Requirement
18. Guide for E4J Payroll System
• The following information is included in these instructions:
• Detailed procedures to initiate system operation
• Illustrations of input formats
• Descriptions of input preparation rules
• Descriptions of output procedures identifying output formats and specifying the
output’s purpose, frequency and options
25. How to Generate Monthly Payroll?
Method 1: Be sure first that the current employee list is ready for the current month payroll
before you use this method
26. Method 2: After you pass through method one, you use this method to update payroll information of
a specific employee (for example if you need to edit over time, incentive, loan and others)
29. Conclusion
• Strength
• The system provide login authorization feature to prevent unauthorized user
• E4J Payroll System uses encryption to enhance the security to store password.
• All the data that inserted to database are fully validated to ensure the accuracy of
information.
• E4J Payroll System is user-friendly and easy to use.
• Everyone including non-Professional can instantly preparer monthly payroll.
30. Future Enhancement and Improvement
• For the future improvement on E4J Payroll System, we will try to enhance
the functionality of the system. You can also give us any feedback and any
request for any customization.
