Payroll System Essay Example for Free

Payroll System Essay 1.0 Introduction A payroll system involves everything that has to do with the payment of employees and the filing of employment taxes. This includes keeping track of hours, calculating wages, withholding taxes and other deductions, printing and delivering checks and paying employment taxes to the government. A computerized payroll system saves on time and lowers your error ratio. You can enter payroll payment information quicker than with a manual system, and run payroll registers to double check your information before printing the checks. This allows you to detect errors and adjust them beforehand I have completed a preliminary investigation of the payroll system. As our project the payroll system is one of the software that the professional is develop, the system is good for its specialty in the fields of accounting, it is easy to use and effective and efficient in organizing and calculating the payroll process and it is more important application that should be used by businesses of any size. Payroll systems are very simple to use, they can easily be incorporated into any business applications being used by the company. These systems are a guaranteed way to make sure your payroll is done on time and in agreement with all taxing authorities. Tax laws and rates have continually changed in recent years, new tax credits, expiration of old credits and rate changes can all affect the outcome of your payroll. 1.1 Background of the study Holy Rosary School of Science Technology was established in 1987 by Mr. and Mrs. Rosario. The old name of the school is Holy Rosary Child Center School. It started as learning center and has been improved until 4th year high school. There are four quarters every year. Every last week of the quarters, the examinations are conducted. First quarter will start from the beginning of the school year mainly June and ends at the month of August. Second quarter will start from September until October. Third quarter will start from November until December. Then Christmas break will fall in the middle of December and last until the first week of January. The examination for third quarter will be on the second week of January. Fourth and the last quarter  will start from January until the end of the school year mainly March. In every classroom there are 20-30 students. The system they are using is manual. The manual payroll system is an inexpensive method of performing the payroll process. Manual payroll means that you, or another employee within your company, calculate the payroll each pay period entirely on paper. You will need to calculate taxes, insurance, 401K, and any other applicable deductions in addition to each employees actual earnings. The advantage of using a manual system is that it is very inexpensive, with virtually no start-up costs. The disadvantage is that whatever you save on start-up costs will probably be eaten up by the amount of time it takes to process payroll. In addition, its very easy to make mistakes when processing payroll manually, and the penalty for mistakes, especially mistakes in taxing, can be very costly. There are at least free payroll templates out there, but it still difficult to do manual payroll processing. Student’s knowledge is measured by having examinations. Teachers will manually create the exam inations base on the lessons they already tackled each quarter. There are problems occur during these days. First is the creation of the questionnaire, it takes time and effort for it to be done and be ready for the examination day. Second, the examinations are mirrored to each other, so some of the students can easily cheat. Third, the questionnaire will be manually checked and it takes time before the Teachers and the student can see the results. Lastly the Teachers are having a hard time manually creating reports for the student record. 1.1 Statement of the problem 1.2.1 General problem As a manual payroll system is done entirely by hand, there are plenty of points at which things can go wrong due to human error. They need a long time to enroll and lack of security such as because of poor data storage. An individual carries out all timesheets, taxes, wages, checks, verification and recordings, and there are many small calculations that can be slightly mistaken that will cause far more serious problems further down the line. The fact that a manual payroll is done by hand can cause problems  with liability. If one individual is in charge of the payroll system, then anything and everything that goes wrong is their responsibility, meaning they will have to deal with the consequences. If there are any mistakes made with taxes, then the individual can infer penalties from the government. A manual payroll system can only really used successfully and efficiently if it is only for a handful of employees. 1.2.2 Specific problems 1.2.2.1 Poor Student Info. Using manual system, the students information are only place or written in index card, so there are times that some of the index must misplace or lost. Because it is not a computerized system, computerized payroll system saves on time and lowers your error ratio. You can enter payroll payment information quicker than with a manual system, and run payroll registers to double-check your information before printing the checks. 1.2.2.2 Lack of Security Using manual system, there is a tendency that a data will be lost or misplaced. Storing of data in everywhere, like in the table which can lead to misplacement of the data because its not a computerized system, using that system they dont need to store it everywhere because it is placed on a computer, which is a data are secured. 1.2.2.3 Problems with a paycheck Problems with a paycheck can mess up an employees budgeting for the month. Being over or underpaid and too early or too late is not only extremely irritating, but can lead to bills not being paid on time and payments being missed. The most common problems in manual payroll systems are due to the margin for error being much higher than other systems. 1.3 Objectives of the Study 1.3.1 General objective To provide a computerized system because manual system can consume time or it can waste time. Using manual system, there are plenty of points at which things can go wrong due to human error. The fact that a manual payroll is  done by hand can cause problems with liability. If one individual is in charge of the payroll system, then anything and everything that goes wrong is their responsibility, meaning they will have to deal with the consequences. Computerized system can help Holy Rosary School of Science and Technology to secure important data by the use of computer. Computerized System can manage things easier and faster. 1.3.2 Specific Objectives 1.3.2.1 Complete and Upgraded Student Information Students and Teachers in Holy Rosary School of Science and Technology can find any information easily and more accurate because it is already stored in computer. 1.3.2.2 To maintain a data secured By keeping a data secured, all students and teachers are worry free from their files or data by the help of a computerized system. They can secured it more by using password. 1.3.2.3 Complete paycheck Using computerized system, employers can manage their workers or teachers salary accurately or on time. 1.4 Significance of the study This study is conducted by the researchers for the purpose of developing a manual system to lessen the chances of the aforementioned problems to occur again. Nowadays, computerized system are widely used by schools around the world. This gave the researchers the idea to conduct this study and give solutions to the problems encountered. This study can also benefits school, principal, registrar, faculty, students, parents, researchers, and also future researchers. 1. The school The researchers proposed study can benefit Holy Rosary School of Science and Technology by having a record that we conduct a survey and interview or we are studying the system of their school. 2.The Principal The researchers proposed study will benefit the principal of the school that we conduct a survey by gaining a knowledge from our interview because the principal will know that they need to upgrade their system from manual system to computerized system. 3. The Registrar The benefit of the researchers prop osed study is to influence the owner of the school to upgrade their system, to find any  information easily and accurately. 4. The Faculty The researchers proposed study will benefit the faculty from their study because it will help them check, locate and print the reports easily. 5. Students/ Pupils The researchers proposed study serves the students as their reference or guide in creating their program. It will also help students taking computer related courses to identify the best programming language to use. 6. Parents The researchers proposed study will benefit every parents or researchers parents by being happy because of the knowledge of the researchers gained. 7. The researchers Researchers will benefit from this study by applying the knowledge and skills gained in programming to real life scenario. 8. The future researchers The proposed study will benefits and help the future researcher as their guide. The study can also open in development of this study. 1.5 Scope and Limitation of the Study Scope of the Study Easily to find data Security Setting Certification of Grades Sectioning of the Students Viewing of Student Form Updating Requirements Viewing of Schedule of Exam Viewing of Students Schedule Limitations Students examination Payment Students grade 2.0 Methodology of the Study Figure 1 Waterfall Model 1. Software Requirement Specification – This is the most crucial phase of the whole project. Here, the project team, along with the customer makes a detailed list of user requirements. The project team chalks out, in detail, the functionality and limitations of the software they are developing. The document which contains all this information is called SRS and it clearly and unambiguously indicates the requirements. A small amount of top-level analysis and design is also documented. This document is verified and endorsed by the customer before starting the project. SRS serves as the input for further phases. 2. Software Design and System Design – Using SRS as input, system design is done. System design includes designing of software and hardware i.e. functionality of hardware and software is delineated. After the separation design of the software, the modules are done. The design process translates requirements into representation of the software that can be assessed for quality before generation of code begins. At the same time test plan is prepared. Test plan describes the various tests which will be carried out on the system after completion of development. 3. Implementation and Unit Testing – After the system design, code generation begins. Code generation is the conversion of design into machine-readable form. If designing of software and system is done well, code generation can be easy. Software modules are now further divided into units. A unit is a logically separable part of the software. Testing of units can be done separately. In this phase unit testing is done by the developer himself, to ensure that there are no defects.