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3.1.1 Introduction 3.1.1.1 Goals and Objective The purpose of this project is to describe requirements for the Airline payroll system software that will serve as a requirement for the capstone Project study of the researchers fourth year students of Bestlink College of the Philippines. The company is generic the researcher and data was gathering was limited but the researchers manage to gather enough data. This document uses written description as well as various types of modeling diagrams to illustrate the high level structure of the application. This gives researcher and future researchers an idea for a better payroll system. A LAN base solution will be delivered so that user can access the system with their computer. By designing around a standardized language like Java the application will run on the most popular computer platforms. In addition, a centralized database connected to the internet will allow employees to more easily share information. The Airline Payroll System software is intended to provide a computer based system that will assist in managing the employees payroll. Many of the typical functions involved in operating a center will be automated through software to improve the operational workflow within the facility. For instance, database for previous employees, secure and avoiding data redundancy will performed by the computer system so management can focus on improving their business. In addition, tasks like processing invoices and printing employees report will be available within the program to minimize the time that HR staff must spend creating these documents. This Requirements Specification will describe these as well as many other features of the software in greater detail. 3.1.1.2 Statement of Scope This area contains a general description of the systems functional , logical and technical aspects which the proponents aims to achieve. In accessing the Airline Payroll System , the administrator, usually a payroll department staff, needs to make a secure logging in using theyre unique username and password. Usually an administrators access privilege is the most highest , thus gives them the right to manipulate almost 90 100 % of the systems processes. The transaction within the Payroll System usually starts at receiving the attendances of all current employees of the company. After the data is fetched from the centralized database server, it was automatically computed to salary by rating. Then after that, all deductions are subtracted, all incentives or additional benefits are added and a report was made to be submitted to the finance and accounting system for their own references. To finish the transaction,the system is tasked to generate a payslip form to be given as a receipt to the receiving employee.

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3.1.1.3 Software Context 3.1.1.4 Major Constraints The Airline payroll system is an integrated system which will have problem in scope.

3.1.2 Usage Scenario 3.1.2.1 User Profile The following definition describes the actors in the system. Payroll Department (Administrator) - An administrator has the full access within the Airline Payroll system, which includes computing, viewing and generating payroll, reports and pay slips. Finance and Accounting Department those whom concerned inreceivingand viewing financial and salary related reports from the system. Personnel and Crew Management Department gives the appropriate information needed such as attendance, leaves and penalties which will be used in computations. Employee are those whom can be classified as end-users of the system or its users. End-user employees are those who receive pay slips generated by the system. On the other hand, user classified employees are those who work for the payroll department itself. System The system refers to the computer hardware and software that controls the application. It accepts user inputs, displays and generated user outputs and maintained by the administrator. LocalServer is a remote computer workstation that maintains and serves as the systems database within the network (connected via LAN or WAN).

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3.1.2.2 Use cases The following use-cases are typical Interaction between the external environment and the internal software system. Each user-case is described in 3.1.2.2.1 1. Log onto system 2. Time In/Time Out 3. Compute Wage or Salary 4. Displays Rate / Hour 5. View Account information 6. Update account Information 7. Enter Deductions and Penalties Costs 8. Computes Deductions / Penalties 9. View Deductions / Penalties 10. View Reports 11. View Payslip

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3.1.2.2.1Use- Case Diagram

Logon onto System Time In Time Out View Deduction and Penalty Enter Deduction Compute Employee Salary or Wage Payroll Admin Employee

Display Rate/ Hour Update Account Information Compute Deductions and Penalty

View Report View Payslip View Account Information Finance and Accounting Generate Report Generate Payslip Logout

HR Department

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3.1.2.2.1 Use case description Use case Primary actor Goal In context Precondition Trigger Scenario Log on to system Payroll Dept. Employee To gain Access to the System The employee has a valid username and password An Employee need access to the system to perform their job 1. The System prompts the employee for their username and password 2. The Employee enters their user name and password 3. The System sends the user name to the Web Server 4. The Local Server sends back the password registered to the user name 5. The System verifies the password and sets the user authorization. 6. The employee is given access to the system to perform their job The username and password cannot be verified Compute Employee Wage or Salary Payroll Department To compute employees total salary Employee should have an attendance from the HR Department 1. HR Department will give the time of the employee to the payroll department. 2. The Admin log onto the system. 3. The Admin select the Employee from the Main Console 4. The Admin search the ID number of employee 5. The system will verify if the employees number is existing 6. The Admin will type time Rate/ Hour 7. The system starts and compute the salary 8. The system will store the data into the database 9. HR will receive confirmation that data has been computed and stored. 10. Finance and Accounting will also receivea report of employee computed wage or salary. The employees ID cannot be verified Displays Rate / Hour Payroll Department To display the total salary of employee The Account exists An employee needs information from the HR Department 1. The Payroll Admin will log onto system.

Exception Use case: Primary actor Goal In context: Precondition: Scenario:

Exception: Use case: Primary actor Goal In context: Precondition: Trigger: Scenario:

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Exception: Use case: Primary actor Goal In context: Precondition: Trigger: Scenario:

The system prompts the user to enter the employees ID The payroll admin will fill up the specific requirement The system will sent the information to the server The server will verify the employees ID and send it back to the payroll admin 6. The employee record will be displayed on the screen. The Account does not exist View Account Information Administrator To view a report Information required for the report has previously been entered An administrator decides to view a summary of an employees Information 1. The Administrator logs onto the system. 2. The Administrator selects View Employee Account from the Main Menu. 3. The Administrator selects search ID number of employee from the selected form. 4. The System will callthe data from theLocal Server. 5. The Account information is displayed on the screen. The Account does not exist Update Account Information Administrator To update the reports of an employee Information required for the report has previously been entered An administrator decides to view a summary of an employees Information 1. The Administrator logs onto the system. 2. The Administrator selects Edit Account Information from the Main Menu. 3. The system prompts the employees ID number. 4. The System requests the record from the Server. 5. The record is displayed on the screen. 6. The Administrator edits the appropriate fields 7. The Administrator selects save. 8. The system sends the updated record to the Local server 9. The Administrators employees wage and salary rate, penalty and deduction account is logged 10. The Administrator receives confirmation that the information was saved The Account does not exist

2. 3. 4. 5.

Exception: Use case: Primary actor Goal In context: Precondition: Trigger: Scenario:

Exception:

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Use case: Primary actor Goal In context: Precondition: Scenario:

Exception: Use case: Primary actor Goal In context: Precondition: Scenario:

Enter Deductions and Penalties Costs Administrator To deduct all the penalties made by the employee Information must be accurate and prcised 1. The Administrator logs onto the system. 2. The Administrator selects Deduction and Penalties from the Main Menu. 3. The system will prompts the ID number of the employee. 4. The System sends information from the Local Server. 5. The Local Server verifies the employee. 6. The system prompts the administrator for their deduction and penalty cost. 7. The Administrator enters the deduction and penalty costs of the employee and select save. 8. The System sends the deduction and penalty cost to the Local Server. 9. The Administrator receives confirmation that the information was saved. The Account does not exist View Deductions / Penalties Payroll Master To view all the deductions and penalties made by the employee Information must be accurate and prcised 1. The payroll admin will logon onto the system 2. The payroll admin will select the view records from the main menu 3. The payroll admin will input the employee ID 4. The system will send the information to the local server 5. The local server will verify and send the record back to the system 6. The system display the deductions and penalties of employee

Exception: Use case: Primary actor Goal In context: Precondition: Scenario: Computes Deductions / Penalties System To compute all the penalties made by the employee Information must be accurate and prcised 1. The system request the record of the employee 2. The system will compute the total penalties of an employee 3. The system will deduct all the penalties which the system has computed 4. The record will send back to the web server

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Exception: Use case: Primary actor Goal In context: Precondition: Scenario: View Reports Administrator To view all the wage or salary of the employees and their deduction and penalty Salary will based from the employees attendance 1. The administrator will logon onto the system 2. The administrator will select the view records from the main menu 3. The administrator chose Payroll Master list 4. The system will send the information to the web server 5. The web server send all the records of all the employees back to the system 6. The administrator have the option to print or close the program The account cannot change View Payslip Administrator To view all the salaries of a specific employees Salary will based from the employees attendance 1. The administrator will logon onto the system 2. The administrator will select the view records from the main menu 3. The system will ask the employee ID 4. The administrator will fill the required information 5. The system will send the information to the web server 6. The web server send the records of that employee back to the system 7. The administrator have the option to print or close the program The account cannot change

Exception: Use case: Primary actor Goal In context: Precondition: Scenario:

Exception:

3.1.2.3 Special usage considerations

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3.1.2.4 Activity Diagrams The following activity diagrams show the actions that occur during a particular use-case. Figure 2 shows the steps taken as an employee logs on to the computer system. Access is only granted if the correct user ID/ password combination is entered within the first three attempts. After a third attempt the user ID will be locked out and an administrator will need to issue a new password. Once access is granted the admin can use the system according to their level of authorization.

Enter User ID and Password

Prompt for the User ID and Password

[<3]

[>3] Lock Use ID out of System

Verify Password [Correct] [Incorrect] Check number of Bad Entries

Access Granted

Figure 2 Activity diagram for logging on to the system

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In Figure 3 an employee contacted an administrator to request for available position. The administrator will first check if there is still an available position then send the information to the employee.

Give Time Record

Log onto System

Search Employee Not Employee

Employee Add Time Record

Compute Time

Send Confirmation to HR Department

Send Reports to Finance and Accounting Department

Figure 3 Activity diagram Computing Employee Time Record

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On this diagram Figure 4 its shows how the admin login to the system and search the employees rate/ hour.

Log onto System

Enter Employees ID

Display Employee Rate/ Hour

Figure 4 Activity Diagram for Display Rate/ Hour

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Figure 5 it show the process of selecting and editing the employees account information. By searching the name of the employee the system will display the employees account information and edit the employees account information.

Log onto system

Select Account Information

Enter Employee Name

Display Information

Select Edit

Edit Record

Save Record

Figure 5 Activity Diagram to view / Update account information

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Log onto system

Select Deduction and Penalty

Enter Employee ID number

Display Employees Deduction and penalty Not Compute Comput e Compute Deduction and penalty

Send report to the finance and accounting Department

Figure 6 View and Compute Deduction and Penalties

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Figure 7 shows the system viewing and generating report of the employees.
Log onto system

Select Report

Display Report

Prompt to Display Report NO YES

Print Report

Figure 7 Activity Diagram for viewing and printing reports

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3.1.3 Data Model Description 3.1.3.1 Data Objects Advance Entry Data Object ID EmployeeID A unique identifier assigned to the child Amount Indicates the employees money Deduction The Employees penalty WorkingDate Indicates the employees working date

Employee Data Object PaymentID A Unique number assigned to the employees payment DateFrom The Employees Starts DateTo The Employees Ends EmployeesID A Unique number assigned to the employees PresentDays A Date when the payslip is given Salary Shows the employees salary Advance The Employees advance salary Deduction The Employees deduction OverTime The Employees overtime OverTimeRate The Employees rates OverTimeAmount The Employees Over Time Amount SSS A Unique number given to the employee from the SSS PhilHealthA Unique number given to the employee from the PhilHealth Tax Pag-IbigAUnique number given to the employee from the Pag-ibig PaymentDate Date of the payment to the employee PaymentModeDetails Details Payment wether ATM or Slip Net The Employees Total Net Salary or Wage

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EmployeesRegistration Data Object EmpIDA Unique Number given to the employee EmpFNameThe Employees First Name EmpMName The Employees Middle Name EmpLName The Employees Last Name Address The Employees home Address MobileNo. The Employees cellphone number Email The Employees email address Bloodgroup Department The Employees assigned department Designation The Employees position DateOfJoining The Employees Date of Hired Salary The Employees Salary BasicWorkingTime The Employees Basic Working Time

EmployeeAttendance Data Object AttendanceID A Unique Number given to the employee WorkingDate The Employees working date EmployeeID The Employees Unique ID number Status InTime The Time when the Employee logged in OutTime The Time when the Employee logged out Overtime The Employees Overtime

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3.1.3.2 Relationship In order to have a transaction to the system the employee must be registered to the personnel and crew management. When Employee is registered to the personnel and crew management the employee will receive a RFID from the department.

Working in the company, employee will use the RFID to swipe to the scanner to Time In. After Time In the data from RFID will be stored in the system to the database LAN Server. The Employee can work for eight hours per day to receive his regular monthly salary or work Overtime for extra income. Working undertime will deduct to his salary.

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3.1.3.3 Complete data model The Relationship between the data objects describe in 3.1.3.3 is shown in Figure 11.

Figure 11 Relationship diagram for the ACCM system

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3.1.4 Functional Model Description\ 3.1.4.1 Class Diagram

1 1

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3.1.4.2 Software Interface 3.1.4.2.1 External Machine Interfaces The software will capable of printing payslip and reports on a local or network printer. 3.1.4.2.2 External System Interfaces The Airline Payroll system will communicate with a Local Server on the high speed network connection such as cable or a T1 line. 3.1.4.2.3 Human Interface The System shall permit complete navigation using the keyboard alone, In addition to using mouse and key board combination. 3.1.4.3 Reports 3.1.4.2.1 Inventory Reports 3.1.4.2.2 Layout of Reports 3.1.4.2.3 Data Dictionary of Reports 3.1.5 Behavioral Model Description 3.1.5.1 Description for the software Behavior 3.1.5.1.1 Events Employee Class Events Employees Last Name Employees First Name Employees Middle Name Employees Time In Employees Time Out Admin Class Events Admin logs onto the system Admins Compute Wage or Salary Admins Update and View Account Admins Enter and Computes Deduction and Penalties Admins View and Generate Reports Admins View and Generate Payslip Advance Payment Class Event Advance Payment Request Advance Payment Receive

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Deduction and Penalties Deduction and Penalties Report Payment Class Event 15th day of month Payment received. Attendance Class Event Time In Time Out Late Overtime Class Event

Nightshift

3.1.5.1.2 States Admin States On line Off line Employee States Time In Time Out Working Overtime Time Compute States Count Time Compute Time Total Basic Save Description The Admin has Logged on to the system. The Admin has logged off the system. Description The Employee has Time In The Employee has Time out The Employee is working The Employee is working overtime Description Counting the employee number of hours Computing the employees totals hours Getting the total basic rate/hour Saving Total Basic. Description The Employees Total Basic

Deduction and Penalties State Total Basic

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Advance Loan Insurance Penalties Other Deductions Total Deduction and Penalties

The Employees advance payment. The Employees loan. The Employees insurance. The Employees Penalties. TheEmployees Other Deduction The Employees Overall Deduction and Penalties

Total Net Pay States Total Basic Deduction and Penalties Net Pay Generate Payslip

Description The Employees Total Basic The Employees Deduction and Penalties The Employees Net Pay Generating Payslip

3.1.5.2 Statechart Diagram Astatechart diagram for the entire system is shown in Figure 13.

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Time In

Idle
[Incorrect < 3] [Password Enter]

Time Out

Updating
[Incorrect > = 3]

Verifying
[Password = Correct]

Blocked

Viewing

Computing Checking Date

[date = 15 day of the month or end of the month]

Deducting Employee Monitoring

Debit Reporting
Log off [Print = Yes]

Printing

Printing Complete

Payslip
[Print = Yes]

Printing

Printing Complete

Signing out Figure 13 Overall system statechart diagram

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Logon

Logoff

Online
Logon

Offline

Employee Class Statechart Diagram

Will Work [time = 0 hours] Will Stop Working

Will Work

Time In

Working
Will Work [time => 8 hours]

Time Out
[time => 8 hours]

Overtime
[time => 8 hours]

Figure 14 Statechart Diagrams

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Time Compute Statechart Diagram

Count Time

Compute Time

Total Basic Generate Payslip

[Total Basic Deduction and Penalties]

Total Basic

Deduction and Penalties

Net Pay

Generate Payslip

Figure 15 Statechart Diagram

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Deduction and Penalties Statechart Diagram Total Basic

Do Not Deduct Do Not Deduct Do Not Deduct Do Not Deduct

Deduct Deduct Deduct Deduct Deduct

Advance

Loan

Insurance

Penalties Other Deduction

Total Deduction

Figure 16 Statechart Diagrams

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3.1.6 Restriction, Limitation, and Constraints 3.1.6.1 The system shall integrate with Personnel and Crew Management system and its database. 3.1.6.2 Database will be MySQL. 3.1.6.3 Java NetBeans or Java Eclipse will be the programming application. 3.1.7 Validation Criteria Software validation will ensure that the system responds according to the adviser and the researchers expectations; there for it is important that the adviser and the instructor of PS2 (Project Study 2) be involved in some phases of the test procedure. 3.1.7.1 Class of tests 3.1.7.1.1 System testing will be conducted on all subsystems including 1. Time In/ Time Out 2. Updating Account 3. Viewing and Editing Account 4. Computing Time (rate/hour) 5. Deduction and Penalties 6. Viewing and Printing Payslip 7. Login/Logout 8. Employee Attendance 3.1.7.2 Expected software response 3.1.7.2.1 The system should not be capable of deleting any record of the employee even if they left the company. 3.1.7.3 Performance Bounds 3.1.7.3.1 The System shall support Glossary Account Information A reference for all of the information related to employees attendance, report, payslip, deduction and penalties. Administrator A person on the administrative staff of the Payroll Department. Employee A person who is working in the company. Java An Open Source programming language use in almost all gadget. LAN Server A remote computer connected to the LAN that stores and delivers Data.

Airline Payroll System