Enrollment System for High School Essay Example

Enrollment System for High School Essay ACKNOWLEDGMENT An ambition nurtured through the year has finally been fulfilled, this â€Å"program†. The realization of this ambition is attributed to their family and especially to the almighty God for his countless blessings bestowed on the group. For the unlimited guidance and being always in their side Mr. Romel P. Dagami for with him this priceless endeavor would have never come into fruition. To their classmates in CS 223 who shared their knowledge for the success of this system. Their family for their continued encouragement, financial and moral support and prayers. With this system a dream is now a reality. We share the joy and pride. To everyone who helped us in making this program, thank you. Table of Contents Acknowledgmentii Table of Contentsiii Chapter I Introduction Payroll1 (Advantages)2 Statement of the Problem6 Theoretical Framework8 Conceptual Framework10 Significance of the Study12 Scope and Delimitation14 Definition of Terms15 Chapter II Project Rationale19 Project Objective20 Project Description21 Constraints of the System and Project21 Project Team Organization23 Project Team Description24 Estimated time and Date25 Pert Chart26 Gantt Chart27 Data Flow Diagram28 System Flow Chart29 Program Flow Chart30 Program Output39 Codes45 Visual Table of contents62 Input Process Output Chart63 MDB Structure63 Chapter III Appendices Appendix A (User’s Manual)66 Appendix B (Guidelines in accessing the system)69 Appendix C (Curriculum Vitae)79 Chapter I Introduction Not so long ago, all payrolls used to be calculated manually, without any help from a computer. Professional accountants invested a lot of time and energy into keeping track of all employee data, files and information, calculating monthly salaries, hourly remunerations, bonuses, sick leaves, benefits, taxes, deductions and so on. We will write a custom essay sample on Enrollment System for High School specifically for you for only $16.38 $13.9/page Order now We will write a custom essay sample on Enrollment System for High School specifically for you FOR ONLY $16.38 $13.9/page Hire Writer We will write a custom essay sample on Enrollment System for High School specifically for you FOR ONLY $16.38 $13.9/page Hire Writer And they did this all by keeping numerous files filled with track records for each and every person employed. Nowadays, however, thing are far more simple than they used to be. Because technology is always dedicated to make things easier and better, quite a wide variety of computerized payroll systems is available to save us from this tedious task. Now, instead of keeping dozens of files and spending endless hours calculating, all you have to do is get a payroll software system and let it do all the nasty work. So, manual vs. computerized payroll system? It really bares no comparison. A manual payroll system means doing everything by hand, while a computerized one will enable its users to store unlimited data, keeping track of everything. While with a manual payroll system youd have to keep track of all employees time by hand, with payroll software you can automatically transfer all punches or swipes directly into the system, which will store them instantly. It can even separate regular work hours from overtime, and calculate the different remunerations according to set parameters. And if human error sneaks in even with the most organized manual payroll system, computerized payroll software will provide accurate calculations regardless of the amount of data stored. The computerized payroll software systems save time and money, theyre very easy to use and theyre also very practical. There are several different types of payroll software systems, with various features, functions or advantages. And of course, the price will also vary according to the type of software. All programs, however, include essential features for storing employee information, files and track records, and will enable authorized users to enter, view or change information anytime. Basic features include paycheck processing, direct deposit options, payroll reports, tax reports, deductions, quarterly and annual ware reports and many others. Moreover, while with a manual payroll system you have to do everything yourself, a computerized payroll software will calculate automatically all pay frequencies, employee statutory deductions, 401k contributions, bonuses, medical benefits etc. Basically, all you have to do is enter all the data upon which the deductions are based, and the software will handle everything else. In conclusion, compared to computerized software systems, the manual payroll system takes up valuable time, resources and money. So instead of wasting valuable time with the tedious accounting tasks, let the software calculate the paychecks, while you work on developing your business, increasing production and revenue. Statement of the Problem The researchers sought to answer the following: 1. What are the problems encountered of the company when it comes in paying their employees? 2. Does it take time before the employees get their monthly salary? 3. Does the owner/employer of the company need to add an additional employee in order to do the task (computing and releasing of employee’s salary)? 4. Do the employees need to wait before they can have their monthly salary? 5. Does the releasing of the employees’ wages consume a longer period of time because of editing and adding new record? 6. What would be the possible solution out of these problems? Theoretical Framework In this part of the documentation, we will be presenting a theory that will serve as the pattern on how the researchers would make their own plans and conceptualizations in the theories of experts of the computer field and analysis. The researchers are sure that the pattern they would be following is based on standards and proven technique. The first theory is called the â€Å"System and Systematic Theory† (SST) which says that â€Å"A â€Å"system† is a collection of things which have relationships among them. of course all three: things and relationships and the whole system have to be imagined by us, and tested against ‘reality’, to serve our purpose. )† This theory implies that in order for the system to be functional and efficient, it has to be tested against reality. Meaning all things must have be considered when system be implemented already. All errors must have been corrected prior to its delivery. The â€Å"Systems a nd Systematic Theory† (SST) would are a big impact or the development of the system. The researches would have to consider all omponents of their proposed system and make sure that all of them are working properly in achieving their main goal. Conceptual Framework Diagram 1 The diagram shows how the system would involve into an Automated Payroll System. The inputs must be considered properly assess and make sure that all data needed in the development are present and available. After the inputs are gathered, the process comes next. It involves analysis of data gathered and evaluation. After the inputs have been processed the Automated Payroll System is now created. Significance of the Study Based on the employees we’ve met, they we’re having hard time in getting their monthly salary. Sometimes, their payment they expected they will receive will seldom be delayed due to the personnel who are doing the task. Because we believe that every employee needs to be paid for the services they provide. For this to happen, the employer must have a payroll system in place. Without it, chaos occurs, as employees will become upset if their checks are inaccurate (or worse, if they dont get paid) due to a haphazard payroll structure. So obviously, there are benefits to be derived from using a payroll system. The advantage of having this kind of system is that to make the transaction of every employee in getting their monthly salary easily. Secondly, to lessen the possible time it will consume, because when the employer of the company will do it manually, maybe it will take week or more. And lastly, the task of doing the transaction will be higher because it is done with the use of computer. The persons who are being benefited with this study were the owner of the company, the personnel who is doing the job and at the same time the employee of that particular company. Scope and Delimitation The proposed project, an Automated Payroll System of Asia Computer Company is developed specially for the said company’s payroll processes. But aside from that, it also covers a little of their personnel information, basically includes computation of deductions, generating of pay slips, and payroll reports. The system can also generate personnel information from the company with the intention of coming up with a system that will generally make your flow of operation of the company’s payroll processing smoother and faster, experiencing more of an efficient, reliable and accurate system. Definition of Terms * Database- is a system intended to organize, store, and retrieve large amounts of data easily. It consists of an organized collection of data for one or more uses, typically in digital form. One way of classifying databases involves the type of their contents, for example: bibliographic, document-text, statistical. Digital databases are managed using database management systems, which store database contents, allowing data creation and maintenance, and search and other access. * Query design- A database query can be either a select query or an action query. A select query is simply a data retrieval query. An action query can ask for additional operations on the data, such as insertion, updating, or deletion. * Table- is a set of data elements (values) that is organized using a model of vertical columns (which are identified by their name) and horizontal rows. A table has a specified number of columns, but can have any number of rows. * Report- Microsoft Access Database report designs, from customizing the layout of the report to including parameters and images. You will also find rticles relating to generating your Microsoft Access database reports from forms in your Microsoft Access application, and how to modify database reports using VBA programming and Microsoft Access expressions. * Data- is information that has been translated into a form that is more convenient to move or process. * Automated Payroll System- A payroll system is the method used by payroll professionals to pay employees for their services. Regardless of the type of system used, there are basic functions that must be performedcalculation of hours worked, deductions (health, garnishment), and benefits (auto allowance, vacation, personal time). Form- A database form is a window or screen of related fields from a database. It is used to enter data or browse and view data. * Log in- (also called logging in or on and signing in or on) is the process by which individual access to a computer system is controlled by identification of the user using credentials provided by the user. * System- a collection of interrelated components that acts together as a single unit to perform a specific task. * Employee – a person for wages, a salary Project Rationale With the demands of the present competitive world, the pressing needs for the computerization, the problems encountered by the employees in getting their monthly payments, this Automated Payroll System is proposed for these reasons, the implementation of this computerized system will help the said company in achieving their goals with efficiency and effectiveness in compliance the needs of the employees regarding the releasing of their monthly salary. Project Objective Specifically, the project seeks to reach the following objectives: 1. To be able to know on how to make the research study in using an application software by making a program. 2. To be able to identify the problems of the existing system. 3. To be able to calculate the employee’s salary easily. Project Description The project is entitled â€Å"Automated Payroll System. † The system involves the use of computer software such as Visual Basic and Microsoft Access. In this Project the developers of this system have also incorporated training plan, test plan, security plan and maintenance plan which will serve as the framework in implementing this project. Constraints of the System and the Project System: 1. Storage media such as hard disk and the floppy disk are very sensitive to magnetic interferences, that is, they should isolate from electronic devices. 2. Data and information could be possibly infected with computer virus that may destroy data and information significant to the system. Project: 1. The size of the project is big; hence several trivial communication lines exist, which turn, make it hard for the project team members to arrived at decision timely and accurately, as here may unexpected ppositions from other members. 2. Time allotted to finish the project is very minimal. Project Team Organization [pic] Project Team Description System Analyst – a person who is responsible for planning and at the same time the one who designs the system. Programmer – the one who is responsible in making the program as well as developing the system designs. Designer – the one who is responsible gathering data and rese arching information and the encoder of the documents. Encoder – a person who responsible in encoding all data and all documents. Researcher – The one who is responsible in researching the information needed for the system. The team used egoless structure because all members are equal and responsible for all activities in developing the system. Table of Activities |ID |Activity | | |5 |10 | |Password |Text |8 | |Period |Text |50 | tblPayroll Employee Number |AutoNumber | | |Last Name |Text |30 | |First Name |Text |20 | |Middle initial |Text |50 | |Address |Text |60 | |Status |Text |50 | |Position |Text |50 | |Rate |Number | | |dependent |Number | | |Account number |text |12 | |total |Number | | |PLoan_Pay |Number | | |PRSNL_LOAN |Number | | |SSS_LOAN |Number | | |SLOAN_PAY |Number | | |SSS |Number | | |PHP_HEALTH |Number | | |PAG_IBIG |Number | | |DEDUCTION |Number | | |Net |Number | | |Monthly |Number | | Chapter III Appendices Appendix A User’s Manual Automated Payroll System Introduction To facilitate the procedures of the systems programs, a user’s manual like this was included. This p ortion indicates the standard procedures in adding, searching, saving, deleting, computing and reckoning records in a record window. To enhance the reliability of functions, graphical images are supplemented for further understanding on the routines included in the system. Hardware and Software Requirements Hardware The computer system must have the following: Intel Version 1 or higher version of processor. †¢ At least 32 MB or RAM for faster processing. †¢ 16B or higher memory Hard Disk †¢ Printer (Matrix, desk, jet or Laser) †¢ Colored Monitor †¢ Keyboard †¢ Mouse †¢ Printer Software Operating System †¢ Windows 7 Programming Language †¢ Microsoft Visual Basic 6. 0 †¢ Microsoft Access 2003 Operating System ? Window 7 Programming Language ? Microsoft Visual Basic 6. 0 General Operating Procedures One Significant part of computer, which plays a vital role, is the keyboard. It is composed of the alphabet ranging from a to z. The numeri c keypad which can be used as means for entering special keys which are use up and down. The function keys from F1 to F12, which has different usage. The enter key is used to move the cursor 1 line and or entering the command. Tab key is used to move the cursor some space to the right. The shift key which is used to change the character into its upper or lower case. The caps lock is used to capitalize all the letters. And lastly is the backspace, which is used to move one character space to the left of each word. Appendix B Guidelines in accessing the system: 1. Double click the payroll icon on the desktop. 2. Enter Username and Password ? Empty username and password is invalid. ? Three consecutive wrong inputs of username and password will automatically end the system. 3. Click the OK button after typing the username and password. ? Ok button – log-in serves name and password serves as a security of the system to avoid or to protect the system from unauthorized person. This button will search username and password from the database if available. If the record is not found, the system will ask from the user to input again the correct one. If the username and password are correct the main menu will display Main Form – the user can add entry, view or edit records, report generation, create pay slip, loan entry, pay period entry, help and find. †¢ Add Entry Button – this button will let you add additional employees information. View or Edit Record – will let you view and edit your employees information. †¢ Report Generation ? Bank Report – where you can see all your employees name, account number and net income for bank purpose report. ? Management Report – where you can see all your employees name, acco unt number and annual net income for management purpose. †¢ Create Pay Slip – this button will clear all the inputs in the textbox allowing the user to input new records in order to create employees pay slip. †¢ Loan Entry – the user can view the loans he/she applied either personal or SSS loan. †¢ Pay Period Entry – indications when the employees will be paid for their wages. †¢ Help – this button will help you on how to use the system. Find – this button will help you to search the employee record as specified by the user. †¢ Exit – end of the system. Add New Employee Entry View or Edit Record Report Generation Create Pay Slip Loan entry Pay Period Entry Find In the maintenance File, it consist of login form for changing the password in case that there were unexpected thing that happened on the system. Exit File terminates the execution of the program. Error Messages Error message that display when using the progra m reveals that exception or fault was encountered by the system. Its either the user provides the wrong data inputs or the record required by the user is not available. Error messages that will be encountered when accessing the system are as follows. This error occurs when the user entered an employee’s name that is not in the record. This error message takes place when the user inputted a wrong password. Appendix C Curriculum Vitae Personal Information Data Type Field Name 1. 4 Help 1. 3. 1 Create Payslip 1. 3 Payslip 1. 2. 1 Management Reports 1. 2. 1 Bank Reports 1. 2 Reports 1. 1. 2. 1 Add 1. 1. 1. 2 Add 1. 1. 2. 2 Add 1. 1. 1. 1 Add 1. 0 Employee 1. 0 Log-in 1. 1 Record 1. 1. 1 Faculty Computerized Payroll System Display â€Å"Add Entry† â€Å"View or Edit Records† â€Å"Create Pay slip† â€Å"Loan entry† â€Å"Pay Period entry† â€Å"help† â€Å"Find† â€Å"exit† Read Username and password Begin Cashiers 23 Feedback 2 Database 0 Generate Computerized Payroll System Payroll Reports System Analyst Programmer Researcher Designer Encoder 18 Record and Management System Users 1 Employees ET=20 TE=49 TL=49 ET=10 TE=28 TL=29 ET=20 TE=29 TL=29 E1 ET=1 TE=9 TL=9 ET=4 TE=8 TL=8 ET=10 TE=18 TL=19 D2 D1 C2 B2 C1 B1 A2 ET=3 TE=52 TL=52 ET=2 TE=4 TL=4 Admin. Department Payroll Reports Employees data 6 Pay slip 14 17 Process Automated Payroll system ii Automated Payroll System Process the inquires / operation 24 Mission and Vision Downloaded References Hardware and software Development Books Research Analysis evaluation Programming 8 Document 6 5 Input Field Width A A Is Click=cmd add? Display Form empoyee Read Info. B Is Click=view or edit records? Display Form empoyee Display â€Å"Edit†,†close†,†delete†,†process† C Is Click=report generation? Display Form report Display â€Å"Bank report† â€Å"Management report† D E B display â€Å"save† â€Å"cancel† Is Click=save? Save Info. Is Click=cancel? exit Display â€Å"new† â€Å"process† †close† Is Click=new? F G C Is Click=edit? Edit employees information Display â€Å"Save† â€Å"cancel† H Is Click=delete? Display â€Å"are you sure? † Is Click=yes I Is Click=process? Display â€Å" Last Record† J J Is Click=close? J K K H Is Click=Bank Report? Display Report Monthly M Display Report Annual L Is Click=Bank Report? Is Click=Cancel? K N N E Is Click=CreatePayslip? Display Form Payslip K Is Click=Loan Entry? Display Form Loan Display â€Å"Personal† â€Å"SSS† â€Å"EXit† P Is Click=Pay Period Entry? Display Form Pay Period Q R R If Click=Find? Display Form Find S If Click=Exit? End K P Field Name Data Type Width Close User name OK button Password Add Entry View or Edit records Pay Period Entry Help Loan Entry Create Pay Slip Report Generation Find Exit Cancel button Close Close Close Close Close Close Is click= Personal? Display Form Find K Is click= SSS? 1 1 Is click= Exit? K T T Q Read Pay Period K S Display â€Å"Find† and â€Å"cancel† Is Click=Find? Display Employee information K K Y Y Y Y Y Y Y Y Y Y Y Y N N N N N N N N N N N N Y Y Y Y Y Yy y 2 2 N N N N N N N N K K N Y N N Y Y N Y Input Password Username Input Password Username Process Verify the username password in the password Output Display the main form menu Input Employee Info Process Verify if data inputed are all correct *Add the record to the faculty table *update data Output New employee record added *Datebase Updated. iii 7 8 9 10 11 12 13 12 15 16 15 18 19 20 21 22 23 25 27 iv 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 43 48 47 50 49 53 52 51 55 57 58 60 59 56 58 63 60 3 62 4 64 70 69 2 69 73 71 75 76 74 77 26 28 v v Output 14 45 46 54 56 61 64 65 66 67 68 71 72 74 78 62