Salary payment management system 2018

Chapter 1

INTRODUCTION
1.1 Introduction to DBMS
A database management system (DBMS) is system software for creating and
managing databases. The DBMS provides users and programmers with a systematic way to
create, retrieve, update and manage data. A DBMS makes it possible for end users to create,
read, update and delete data in a database. The DBMS essentially serves as an interface
between the database and end users or application programs, ensuring that data is
consistently organized and remains easily accessible. The DBMS manages three important
things: the data, the database engine that allows data to be accessed, locked and modified --
and the database schema, which defines the database’s logical structure.

The DBMS is perhaps most useful for providing a centralized view of data that can be
accessed by multiple users, from multiple locations, in a controlled manner. A DBMS can
limit what data the end user sees, as well as how that end user can view the data, providing
many views of a single database schema. End users and software programs are free from
having to understand where the data is physically located or on what type of storage media it
resides because the DBMS handles all requests.

The DBMS can offer both logical and physical data independence. That means it can
protect users and applications from needing to know where data is stored or having to be
concerned about changes to the physical structure of data (storage and hardware). As long as
programs use the application programming interface (API) for the database that is provided
by the DBMS, developers won't have to modify programs just because changes have been
made to the database. One of the biggest advantage of using a DBMS is that it lets end users
and application programmers access and use the same data while managing data integrity.
Data is better protected and maintained when it can be shared using a DBMS instead of
creating new iterations of the same data stored in new files for every new application. The
DBMS provides a central store of data that can be accessed by multiple users in a controlled
manner.

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1.2 Introduction to project

The project titled “SALARY PAYMENT MANAGEMENT SYSTEM” is a salary

payment management software for controlling and managing the transaction in payment of salary
in organization. The project “Salary payment management system” is developed in visual studio
2010 and SQL server.

“Salary payment management system” is a web application designed and developed to

help the employee and the organization to keep track of the salary payment. Our software is easy
to use, it features a familiar and well thought-out, an attractive user interface, combined with
strong searching insertion and reporting capabilities.

1.3 Objective of the project

The basic objectives behind developing this project “SALARY MANAGEMENT
SYSTEM” is as follows:-

 To keep and manipulate the details of all employees in company.

 To generate the enquiry of employee on demand.
 To keep record of salary to be paid employee grad wise.
 To make enquiry of salary to be paid for each grade employee.
 To keep details of fund paid to the employee.
 To keep details about the insurance paid to the employee.
 To calculate the employee salary with leave and without leave.
 To calculate the employee salary paid to employees in a given month.
 To make entry and enquiry of fund paid to employee.
 To make query on various database table.

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1.4 Input to the project

o The major inputs to the project are…

1. Employee detail.
2. Details of salary for each grade employee.
3. Detail of salary taken by employee.
4. Fund type that organization provide.
5. Salary detail.

Output to the project

o The major outputs of the project are…

1. Employee Enquiry.
2. Details of employee taken salary for a given month.
3. Detail of salary of employee.
4. Details of employee not taken salary in a month.
5. Reports from various modules.
6. Reports of fund given to a particular employee

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Chapter 2
REQUIREMENT SPECIFICATION
In this chapter we are going to discuss about hardware and software requirements which
are required in developing the project and also we give the brief introduction to the software
environment used for developing the project.

2.1 Software requirement specification

 General description

Product description:
Salary payment management system is a computerized system which helps user and the
admin to manage the salary payment in electronic format. It reduces the paper work such as file
lost, file damaged and time consuming. It can help the user to manage the transaction or record
more effectively and time saving.

Problem statement:
The problem occurred before having computerized system includes:

 File lost when computerized system is not implemented file is always lost
because of human environment. Sometimes due to human error there may
be loss of records.
 File damaged when computerized system is not there file is always lost
due to some accident like spilling water by member on file accidently.
Besides some natural disaster like floods or fires may also damage the
files.
 Difficult to search records when there is no computerized system there is
always a difficulty in searching of records if the records are large in
number.
 Space consuming after number of records become large the space for
physical storage of file and records also increases if no computerized
system is implemented.
 Cost consuming as there is no computerized system to add each record
paper will be needed which will increase the cost for the management of
library.

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2.2 System requirements

 Non-functional requirements
 Product requirement
Efficiency requirement

When a salary payment management system will be implemented admin and the
user will easily access payment criteria.

Reliability requirement
The system should accurately perform adding new employee information,
employee validation, payment transaction and search.

Usability requirement

The system is designed for a user friendly environment so that student

Organizational and implementational requirement

In implementing the whole system it uses visual studio in front end with SQL as
the server side scripting language which will be used for database connectivity and
the backend i.e the database part is developed using MySQL.

2.3 Hardware requirements

1. Processor : Intel core or higher
2. RAM : 2GB or higher
3. Monitor : 15” CRT or LCD monitor
4. Keyboard : Normal or Multimedia
5. Mouse : Compatible mouse
Software requirements

1. Front End/Language : Visual Basic / C#

2. Back End/Database : MySQL server
3. Operation : Windows 10
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Chapter 3
SYSTEM DESIGN
It is a process through which requirements are translated into a representation of the
software. Initially the representation depicts a holistic view of the software. Subsequent
refinement leads to a design representation that is very close to the source code.

The importance of the system design can be stated with a single word- quality. Designing is a
place where the quality fostered in software development. Design provides us representation of
the software that can be accessed for quality. It is the only phase where user requirement
accurately translated into finished software.

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3.1 Modules and descriptions

SALARY MASTER MODULE

This is an administrative module, which feeds the details of salary paid to each
grade employee with all type of allowance that organization provides. The module can also
manipulate these details. The enquiry about salary for each grade types can also be done by using
this module. The modification and deletion operations can also be done from this module.

EMPLOYEE ENTRY MODULE

The module is used to make entry of employees which comes to make

organization. The module accepts details, validates it and stores the details into the database. The
module can also update and delete employee information.

EMPLOYEE ENQUIRY MODULE

The module is used to query the employee database in various ways, such as
query on employee id, name, designation, and gender. The module accepts the search criteria and
according to given criteria the module searches the detail and display.

LEAVE MODULE

This is the main module of the software. The module is used to process the leave
request of employee and assign the leave to the employee. The module keeps track of employee
on the leave. The module accept the leave request and if it is a valid request then assign the leave
to the employee and have the leave detail s along with employee information for further
manipulation.

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SALARY CALCULATION MODULE

This module is used to calculate and pay salary of employee for each month.
Before calculating the salary the module checks for leave of employee of that month and then
separates the leave with pay and without pay. Then calculate the salary and update the database
of the salary. The module can also be used to pay fund to the employee. And make enquiry of
fund, salary and paid, unpaid employee for a given month.

LEAVE ENQUIRY MODULE

This module is basically for the management of organization. This module

provides the details of employee and their leaves in a desire manner. The module can be used to
calculate the salary of employee on the basis of his/her leave. The module looks as an
information retrieved module for management.

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3.2 ER-diagram

Fund_name
E_id
F_amount

E_city FUND Date

E_address
1

ES Date
Desig TAK
E_id E_id Slip no

bs
n
E_name GETS
EMPLOYEE 1 n PAY SLIP

da
E_phone
ta
n nC ded
AN
E_gend TA hra
KE

E_sal HAS

m
1 LEAVE
From_date

total
INSURANCE
E_id D i

E_id To_date
amount D i

Ins_no D i Reason
D i Ins_name
D i

Figure 3.2 ER diagram

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3.3 Relational schema diagram

Employee details

Empid e_f_name e_l_name e_dob e_add e_gender e_phone e_desgn e_dept e_salary e_doj e_ac_no e_type

Fund

Empids f_no f_name f_amount f_total

Insurance

Empids ins_no ins_name amount total

Leave

Empid dept. name month from_d to_d reason days totals lastleave

Pay slip

month Slip Empid grade Basic ta da hra commission deduction net Working leave
no pay salary days

Figure 3.3 ER diagram

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3.4 Use case diagram LOGIN

PERSONAL INFO

SALARY PAID

INSURANCE PAID

FUND PAID

USER
EMPLOYEE DETAILS

SALARY PAY

INSURANCE

LEAVE APPLICATION
ADMIN

FUND

Figure 3.4 Use case diagram

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3.5 Activity diagram

START

USER LOGIN

ADMIN

EMPLOYEE SALARY MASTER FUND MASTER

CHECK SALARY MANAGES

MANAGES SALARY
RECEIVED FUND/INSURANCE

CHECK INSURANCE
RECEIVED CHECKING THE
PAYMENT OF
WORKING DAYS
FUND/INSURANCE

CHECK FUND
RECEIVED CREATE PAYSLIP

LOGOUT

STOP

Figure 3.5 Activity diagram

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Chapter 4

DATA BASE DESIGN

4.1 Database table

4.1.1 Login table

Fields Data type Description

User_id varchar Not null
Password varchar Not null

4.1.2 Employee details table

Fields Data types Description

e_id int Not null
e_f_name varchar(50) Not null
e_l_name varchar(50) Not null
e_dob datetime Not null
e_gender varchar(50) Not null
e_add varchar(50) Not null
e_phone varchar(50) Not null
e_designation varchar(50) Not null
e_department varchar(50) Not null
e_salary varchar(50) Not null
e_doj datetime Not null
e_grade char(10) Not null
e_ac_no int Not null
e_type varchar(50) Not null

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4.1.3 Fund table

Fields Data types Description

empids int Not null
f_no int Not null
f_name varchar(50) Not null
f_amount float Not null
f_total Float Not null

4.1.4 Insurance table

Fields Data types Description

Empids Int Not null
ins_no Int Not null
ins_name varchar(50) Not null
Amount Float Not null
Total Float Not null

4.1.5 Leave table

Fields Data types Description
Empid int Allow nulls
department varchar(50) Allow nulls
Name varchar(50) Allow nulls
Month varchar(50) Allow nulls
from_d datetime Allow nulls
to_d datetime Allow nulls
Reason varchar(50) Allow nulls
Days int Allow nulls
Totals int Allow nulls
Lastleave int Not null

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4.1.6 Pay slip table

Fields Data types Description

month varchar(50) Not null

Slip no int Not null
Empid int Not null

Grade int Not null

basic pay float Not null

Ta float Not null

Da float Not null

Hra float Not null

commission float Allow nulls
Deduction float Allow nulls
net salary float Allow nulls
working days int Not null

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Chapter 5
SYSTEM IMPLEMENTATION
5.1 SQL Commands
SQL commands are instructions, coded into SQL statements, which are used to communicate
with the database to perform specific tasks, work, functions and queries with data.

SQL commands can be used not only for searching the database but also to perform various other
functions like, for example, you can create tables, add data to tables, or modify data, drop the
table, set permissions for users.

CREATE TABLE Command in SQL

SYNTAX:

CREATE TABLE TABLENAME(ATTRIBUTE1 DATATYPE1,……,ATTRIBUTE N

DATATYPE N);

The CREATE TABLE Statement is used to create tables to store data. Integrity Constraints like
primary key, unique key, foreign key can be defined for the columns while creating the table.
The integrity constraints can be defined at column level or table level.

INSERT TABLE Command in SQL

SYNTAX:

INSERT INTO TABLENAME VALUES(VALUE1,VALUE2,….VALUEN);

INSERT INTO TABLENAME (ATTRIBUTE1,ATTRIBUTE2,….ATTRIBUTEN)

VALUES(VALUE1,VALUE2,….VALUEN);

The INSERT Statement is used to add new rows of data to a table.

While inserting a row, if you are adding value for all the columns of the table you need not
specify the column(s) name in the sql query. But you need to make sure the order of the values is
in the same order as the columns in the table.

UPDATE TABLE Command in SQL

SYNTAX:

UPDATE TABLENAME SET ATTRIBUTE=VALUE WHERE CONDITION;

The UPDATE Statement is used to modify the existing rows in a table.

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In the Update statement, WHERE clause identifies the rows that get affected.

DELETE TABLE Command in SQL

SYNTAX:

DELETE FROM TABLENAME WHERE CONDITION;

The DELETE Statement is used to delete rows from a table.

The WHERE clause in the sql delete command is optional and it identifies the rows in the
column that gets deleted. If you do not include the WHERE clause all the rows in the table is
deleted.

ALTER TABLE Command in SQL

SYNTAX:

ALTER TABLE TABLENAME OPERATION ATTRIBUTES DATATYPE;

The sql ALTER TABLE command is used to modify the definition (structure) of a table by
modifying the definition of its columns. The ALTER command is used to perform add, drop,
modify table columns and also helps us to add and drop constraints.

DROP TABLE Command in SQL

SYNTAX:

DROP TABLE TABLENAME;

The sql DROP command is used to remove an object from the database. If you drop a table, all
the rows in the table is deleted and the table structure is removed from the database. When a
table is dropped all the references to the table will not be valid.

SELECT Command in SQL

SYNTAX:

SELECT ATTRIBUTES FROM TABLENAME WHERE CONDITION;

A SELECT statement retrieves zero or more rows from one or more database tables or database
views. In most applications SELECT is the most commonly used data query language (DQL)
command.

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Chapter 6
PROCESS LOGIC

 NEW EMPLOYEE ENTRY

1. Start.
2. Get employee details.
3. Connect to database.
4. Validate information.
5. Insert detail into table.
6. Close connection.
7. Stop.

 EMPLOYEE ENQUIRY

1. Start.
2. Get employee id.
3. Connect to database.
4. Search records of employee for given id.
5. IF (record found) then
{
Display details
}
Else
{
Write “not found”
}
6. Close connection.
7. Stop.

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 SALARY PAYMENT

1. Start.
2. Get employee id.
3. Connect to database
4. Find salary information of given employee id.
5. Find the leave taken by given employee id.
6. If (without pay leave found) then

{
Calculation amount to be deducted into ded
}
Else
{
ded =0
}

7. Calculate salary to amount.

8. Net salary=amount-ded.
9. Update salaries data base.
10. Print salary slip.
11. Close connection.
12. Stop.

 SALARY PAID ENQUIRY

1. Start.
2. Get employee id, date.
3. Connect to database.
4. Search records of salary paid to employee for given id and date.
5. If (record found) then

{
Display ”salary paid”

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Else
{
Write “not paid”
}

6. Close connection
7. Stop

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Chapter 7 RESULTS AND SNAPSHOTS

Figure 7.1 Enter page

Figure 7.2 Admin login

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Figure 7.3 Admin page

Figure 7.4 New employee details

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Figure 7.5 Leave application

Figure 7.6 Salary payment

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Figure 7.7 Employee login

Figure 7.8 Employee option

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Figure 7.9 Employee personal info

Figure 7.10 Leave enquiry

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Figure 7.11 Salary slip

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Chapter 8
CONCLUSION

We have successfully implemented the “Salary payment management system”. This is

made computerized to reduce human error and to increase efficiency and also saves time. This
allow the user’s to keep track of their salary payment, know about the application of leave, about
the fund payment and also about various insurance of the organization.

The admin of the organization can easily control the payment criteria through this system
and can efficiently maintain the records of employee information working in the organization. It
has a user friendly-interface and also it automatically calculates salary to be paid to the employee
considering the leaves applied. The “Salary payment management system” not only improves the
efficiency but will also reduce human stress.

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BIBLIOGRAPHY
REFERRED BOOKS:
 Database systems Models, Languages, Design and Application Programming,
Ramez Elmasri and Shamkant B. Navathe, 7th Edition, Pearson.
 John Sharp, Microsoft Visual C# Step by Step, 8th Edition, PHI Learning Pvt. Ltd. 2016

REFERRED WEBSITES:
 www.google.com
 www.scribd.com
 www.stackoverflow.com
 www.w3schools.com

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