COMPUTERIZED PAYROLL SYSTEM FOR TURNSHOP (A SUPERMARKET) PURPOSE AND PROBLEM(Initiation): Firstly the purpose of this system is to help Turnshop to solve it problem in the running of it accounting department which the whole company relies on it, so that they can have accurate, reliable and fast processing of their payroll system in the company.
For now the payroll system of the company is process manually and since there are 2000 employees and more actives of the company it make it very hard and tedious to accomplish this task in the company, it also cause a high room for errors, overtime, resources and money and it will help the company a lot if they have a computerized payroll system (CPS). PlANNING The cost of the computerized payroll system (CPS) is about 50,000 Ghana cedis. since we will install a two new severs for them to handle most of most of their data, one of the sever will act as a recovery and the other works as the main.
And also the cost will include a free demonstration and practical tutorial for the accounting staff in TURNSHOP as well with three (3) months training using the computerized payroll system (CPS). we will help during the period of transition. It will be a user friendly and easy to install and use. 1. Since the company already has some hardware requirements already this can be use for the computerized payroll system(CPS) ,so we only need to install the software on the computers and laptops in the company and link them to the sever.
SAP solutions will be installed to provide the company-wide accessibility so that they can accelerate an accurate financial closing cycle at any level. This will provide the business management solutions through the financial record of the employees and the management of finance in the company such The Detailed Employee List contains all the pay, deduction, benefit, state, And local tax codes, and monthly, quarterly, and yearly totals for each Employee. The report also provides wage and withholding information.
Print the Detailed Employee List to review all the employee records That is set up in Payroll. It will eliminate the manual payroll and transaction system in the company which is time consuming and also there is a bigger chance of having errors. FLOWCHART FOR THE EMPLOYEE PAYROLL SYSTEM REQUIREMENTANLAYSIS Beginning the payroll process for the company starts with obtaining the proper documentation from employees. The human-resources department and the accountant department will need to forward an internal form or a copy of the accepted-offer letter complete with the appropriate paperwork to us.
Once this process is verified as finished, recording of employee information can begin and designing and deploying for the payroll period can start. Question will be also ask and it will be both open and close questions, to help us get the full understanding of how the payroll works in the company. For example What is salary package in the organization? How the salaried will be paid? How do they calculate the local tax codes, and monthly, quarterly, and yearly totals? And many more DESIGN STAGE OF THE SYSTEM
In the design the organization system will be targeting a hierarchy as follows: Company -> Cluster -> Business Unit (BU) -> Department -> Employee, The salary for an employee is made up of various salary components. Each salary component has 3 rules associated with it, a Calculation Rule (Calculate component as percentage of another component, or percentage of a fixed number or a fixed number), an Eligibility Rule (whether an Employee/Dept is eligible for a component) and a Constraint Rule which limits the maximum and minimum of a component. These rules are editable and can be edited by a user end user.
Also these rules are inherited top-down, but if defined at a lower level, the lower level rule takes precedence. The database will contain Attendance, Leaves, Bonuses tables and these rules are also supposed to interact with each of the tables. The client will be generating payroll for multiple clients each hosting a Separate Database instance. They may each have a different interpretation of each component and may have different components. We are only looking to support SQL Server, and payroll generation will be an offline activity and also an online activity in some instant.
It will work upon where to put the logic which uses these rules to generate the individual tax components (which will include Tax Deductions, Tax Write-offs, Allowances, etc). The system will take an employee Id and generate a payroll for that month. The order of our priorities is: 1. The ability to adapt changes to new clients quickly 2. Long term maintainability 3. Performance 1 and 2 outweigh 3 here by a large factor as this will be an offline activity. Maintainability and Quick Customizability are very important; we will be deploying the application for different clients.
Client A may have a Salary Component Rule as ((0. 3 * Basic) + 800) and Client B as (0. 2 * Basic) + (0. 1 * Attendance Bonus) Also report on the payroll will be created in this stage. DEVELOPMENT STAGE After the System Design it leads to Development where the information system is built and programmed. Here we develop all the necessary ideas we got through the requirement stage and the design stage and send them a prototype so that they can try and gives us the feedback, also this phase where the bugs are worked out of the system. A contingency plan is also developed at this point.
A contingency plan is an emergency management document. If the power goes out – what happens to the system? What is the back up? How fast can it be brought back up to speed? INTEGRATION AND TESTING STAGE This is the formal integration and testing of the system. Testing has been done on the development phase, but in the Integration and Testing Phase it is a formal, documented testing procedure, not only to assure that the system performs as designed, but testing the roll-out of the system. If there is already another system in place with data, how fast can that data be migrated into the new system and useable to the company?
Usually, the system is rolled-out over a weekend so that if anything goes wrong, the old system is still active and available. Integration and Testing is vital for the decision to go with the new system, trusted to the system. Also In this stage the functionality of the individual sub systems in the payroll are tested to ensure proper operation. After successful testing of each subsystem the entire system of the payroll is tested to ensure all subsystems work together properly and so that an employees can check every information on his or her payroll.