Automated payroll system

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PERPUSTAKAAN KUi TTHO 111111 1111111111111111111111111111

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that the project paper is appropriate in terms of scope and coverage and quality for awarding a Bachelor of Technology in Mechatronics.

Signature

Name of supervisor : MR MD NOH SATARI

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4 BTL-00-2

MOHO HEIRWAN BIN HARIS

PROJECT SUPERVISOR

MR. MOHO. NOH SATARI

MECHATRONICS

INDUSTRIAL ELECTRONICS

~{UiTTHO

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Signature

Name of Author : MOHO HEIRWAN BIN HARIS

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AC~{NOWLEDGEMENT

First and foremost, with sincere thanks to project committee who has approved my project proposal. Next, I would like to express my utmost gratitude to those who have offered assistance, advice, guidance, and support during the proposal and implementation stages of my project. The credits should go to the following:

o Head of Department - Mr. Badli Shah

0 Program Manager Mr. Md Noh

0 Project Supervisor Mr. Md Noh

0 TTOs Mr. George, Mr. Woon, Mr. Pun nose,

Mr. Samsi, and Mr. Zubi.

0 IE Technicians

0 IE Secretaries

0 All GMI's July 2000 Degree Intake students

To my mom, dad, brother and my sister, you're the best love god has given me. Thanks for helping me through every single of my life and making my life shine with love.

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ABSTRACT

In Malaysia, the Information technology is not being fully utilized by the consumer even though they have used it in their life. They are unaware that the technology available can made their life easier.

This project will introduce a new method of staff attendance system, which will added to the different kind of software available in the market. This project incorporates the development of software that enable to calculate automatically the staff salary by the end of the month This software will also able to monitor the staff attendance at workplace, generate individual pay-slip, and calculate the overtime.

Beside that, the workers are able to see their performance and salary through online network by scanning their barcode number (on ID card) and keying in their password (security). Through this, it is also possible to update their basic personal particular.

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2.1.2 Database Management System 4 2.1.3 Objectives Of A Database System 5 2.1.4 Advantages Of Database System 5 2.1.5 Disadvantages Of Database System 7 2.1.6 Database Design Considerations 8 2.1.7 Database Design Principles 9 2.1.8 Qualities Of A Good Database Design 9 2.1.9 Concept & Term Of The Database Design 9 2.1.10 Database Design Rules Of Thumb 11 2.1.11 General Features Of A Database

Software Package

2.1.12System Development Controls

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2.2 Microsoft Access Features 14 2.2.1 true Relational Database Management 14 2.2.2 Importing, Exporting,& Linking External

Tables Files 15

2.2.3 Multiple Table Queries & Relationships 15 2.2.4 Business Graphs & Charts 15 2.2.5 DOE & OLE Capabilities 15 2.3 Developer Software 16 2.3.1 Microsoft Visual Basics 6.0 16 2.3.2 Introduction To Software 16 2.3.3 What Is Software Products? 17 2.3.4 Software Product Attributes 17

CHAPTER 3 Literature Review 20

3.0 Bar Code 20

3.1 Why Bar Code Reader Is Preferred? 20 3.1.1 How Bar Coding Works 21 3.1.2 An Explanation Of The EAN-13 Symbology 23 3.1.3 How Bars & Spaces In The EAN-13

Symbology Represent Characters 24 3.1.4 Calculating The Check Digit For

The EAN-13 Code 26

3.1.5 Self Checking 27

3.2 Punch Card 28

3.2.1 The Punch Card History 28 3.2.2 Cards For Computers 33 3.3 Study On Other Software Available In Market 40 3.3.1 Payroll Data System Inc. 40 3.3.1.1 Payroll Services 40 3.3.1.2 Comprehensive Suite Of Services 40

CHAPTER 4 Research Methodology 42

4.0 Methodology 42

4.1 How The Project Is Implementing? 42 4.1.1 Study & Understand The Method Of Used

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4.1.2 Study & Mastering The Database &

Programming 43

4.1.3 Application Software Programming 43 4.1.4 Test & Verify Functionality 43

4.2 Project Life Cycle 45

4.3 Project Assumption 48

4.3.1 Collecting Information 49

4.3.1.1 Explore & Analyze The Client!

Server System 49

4.3.1.2 Client Front End 49

4.3.1.3 Server Back Ends 50

4.3.1.4 Graphical User Interface(GUls) 50

4.3.1.5 Networks 51

CHAPTER 5 Presentation And Analysis Of Data 52

5.1 Project Specifications 52

5.2 Project Functionality & Capability 53

5.3 System Selection 53

5.4 Attendance Admin Software 54

5.4.1 Main Menu Windows (Admin) 54

5.4.1.1 Add New Staff Sub Menu 57

5.4.1.2 View Info Sub Menu 58

5.4.1.3 Attendance Sub Menu 60

5.4.2 Main Menu Windows(Staff) 62

5.5 Attendance Software 64

CHAPTER 6 Recommendations And Conclusion 67

6.0 Recommendations 67

6.1 Conclusion 68

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LIST OF TABLES

TABLE TITLE PAGE NUMBER

3.1 Encoding Table

26

3.2 Check Digit Table 27

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LIST OF FIGURES

FIGURE CONTENT PAGE NUMBER

3.1 Bar Code Characters 21

3.2 Type Of EAN Barcode 22

3.3 EAN-13 Symbology 23

3.4 Modules 24

3.5 Binary Characters 25

3.6 Early invented Punch Card 28 3.7 Punch Card Invented By IBM 30 3.8 IBM Line Processing Card 32

3.9 Tab Removal Punch Card 33

3.10 IBM Calculator Instruction Card 34

3.11 Assembly Language Card 34

3.12 FORTRAN Card 35

3.13 University of Illinois Digital Computer

Laboratory Data Card 36 3.14 Princeton University Data Card 37

3.15 MIT Card 37

3.16 IBM 128 Column Card 38

4.1 Project Approach 44

4.2 Software Construction Phase 47

4.3 Network Diagram 48

5.1 Login Windows 54

5.2 Main Windows 55

5.3 File Menu 56

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5.5

New Staff Info Windows

57

5.6

Staff ID Card Report

58

5.7

View Info Windows

59

5.8

Attendance Windows

60

5.9

Check In Detail Menu

61

5.10

Check In Detail View

61

5.11

Generate Pay Slip Report

62

5.12

Staff Info Windows

63

5.13

Staff Windows

63

5.5.1

System Flow Chart

65

5.5.2

Scan Barcode

66

5.5.3

Login Successfully Report

66

5.5.4

Wrong Pin Report

66

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LIST OF ABBREVIATIONS

EAN European Article Number

UPC Universal Product Code

JAN Japanese Article Number

GUls Graphical User Interfaces

IT Information Technology

DBMS Database Management System

PC Personal Computer

SQL Structural Query Language

ODBC Open Database Connectivity

DOE Dynamic Data Exchange

OLE Object Linking and Embedding

IDE Integrated Development Environment

MOl Multiple Document Interface

PS Product Sum

CD Check Digit

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LIST OF APPENDIX

APPENDIX TITLE PAGE NUMBER

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INTRODUCTION

1.1 Overview

This project is basically related with what the industry had implemented in their organization long time ago. They used the barcode reader with the help of management system like Microsoft Access to do the calculation of overtime and salary, and to check the attendance of their staff. The usage of barcode reader is to change the punch card and magnetic card system, which have created a lot of problems.

The benefits of using this software with barcode reader

are:-e To eliminate the fraud where the staff take advantage of the flaws in the

existing system (helping their colleagues to punch card).

o To improve the efficiency of the performance in finance and management

department.

o Low maintenance compares to the usage of magnetic reader and punch

card system.

o To enhance the usage of the Information Technology (IT) in the

management system.

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1.2 THE CURRENT METHOD

The current method of the staff attendance system is using punch card. Punch card is one of the oldest way of monitoring whether an employee come to work or not, and it has a lot of loop holes. Year by year research had been done to upgrade the usage of the punch card system, but error still occurred and could not be totally eliminated.

1.3 A SIMILAR CONCEPT

There are a lot of software available in the market using barcode reader as its hardware. This software is normally used for system inventory in warehouse, book keeping software in library, and many more.

1.4 PROJECT CONSTRAINTS

As the software is to be applied in an organization, the constraints includes:

o The availability of the computers, o The reliability of the system, and o Appearance

1.5 PROJECT LIMITATIONS

In this final year project illustrating its concept, there are subjected to some limitations which includes:

o The time constraint,

o The allocated project budget, o

o o

Knowledge in developing software,

Knowledge on developing good management software, and

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DISCUSSION

2.1 DATABASE SYSTEMS

Today, the success of an organization greatly depends on its ability to:

o Acquire timely yet accurate data about its operations, e Manage this data effectively, and

Q Analyze the data to help guide its activities.

The amount of information available to us is literally exploding, and this has driven the value of data to be widely recognized as an organizational asset. However, if one were not able to manage this vast amount of data, and to quickly manipulate it, it tends to become a distraction and a liability, rather than an asset, as the amount of information is steadily increasing.

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2.1.1 DATABASE

What is a database? Well a database is typically a collection of data, which typically describes the activities of one or more related organizations. For example, a university database might contain information regarding:

I' Entities such as students, faculty, course, and classrooms.

o Relationships between entities, such as students' enrollment in courses,

faculty teaching courses, and the use of rooms for courses.

2.1.2 DATABASE MANAGEMENT SYSTEM (DBMS)

A database management system (DBMS) is a software that is designed to help assist in the maintaining and utilizing large collections of data. The purpose of the DBMS is to provide an environment that is both convenient and efficient to use in the retrieving and storing of the database infonnation. In addition, these systems must provide for the safety of the information stored, despite system crashes or attempts at unauthorized access. Therefore the demand for the use of such a system is growing rapidly.

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2.1.3 THE OBJECTIVES OF A DATABASE SYSTEM.

o It should be shared. Different users should be able to access the same data in

the database for their own processing applications, and at the same time if required. This removes the need to duplicate data on different files. Database systems need not be multi-user (multi-access) systems, but they will be much more useful if they are. One person can only use a database on a stand-alone PC at a time.

Q The integrity of the database must be preserved. This means that one user

should not be allowed to alter the data so as to spoil the database records for other users. However, users must be able to update the data.

o The database system should provide for the needs of different users, who each

have their own processing requirements and data access methods.

o The database should be capable of evolving, both in the short term (it must be

kept updated) and in the longer term (it must be able to meet the future data processing needs of users, not just their current needs).

2.1.4 ADVANTAGES OF DATABASE SYSTEMS.

o Unnecessary duplication of data is avoided. Data can be used for many purposes

but only needs to be input and stored once. For example, the ID number and name of each employee will be input and stored once, instead of phone number, address, working hours, and the designation of the employees. The drawback to single entry input is that one department must accept responsibility for the accuracy of the input.

o Off-the-shelf DBMS software packages can be obtained, and so the cost of

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• A database provides data for the organization as a whole, not just for individual departments. The database concept encourages management to analyze data, relationships between data items and how data is used in different applications.

o The organization of data into a database, rather than into separate files,

encourages the integration of data and makes data more widely available.

o Because each item of data is only held in one place, it is easier to ensure that it is

up to date, so that no department in an organization uses out of date data, or data that differs from the data used by other departments.

o Data is independent of the user programs that access the data. This allows

greater flexibility in the ways that data can be used. New programs can be easily introduced to make use of existing data in new ways. A database can also be easily extended and then more user programs can be developed for these additions, without affecting existing application programs. In other words, a database can be evolved as the user's data needs evolve.

o Developing new application programs with a database is easier than developing

them without one, because the programmer is not responsible for the data organization, which is already taken care of by the DBMS software.

I) A database provides data for the organization as a whole, not just for individual departments. The database concept encourages management to analyze data, relationships between data items and how data is used in different applications.

o The organization of data into a database, rather than into separate files,

encourages the integration of data and makes data more widely available.

o Because each item of data is only held in one place, it is easier to ensure that it is

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~ Data is independent of the user programs that access the data. This allows greater flexibility in the ways that data can be used. New programs can be easily introduced to make use of existing data in new ways. A database can also be easily extended and then more user programs can be developed for these additions, without affecting existing application programs. In other words, a database can be evolved as the user's data needs evolve.

o Developing new application programs with a database is easier than developing

them without one, because the programmer is not responsible for the data organization, which is already taken care of by the DBMS software.

2.1.5 DISADVANTAGES OF DATABASE SYSTEMS.

e There are problems of data security and data privacy. (Data security is preserving

data from the alteration by unauthorized people and data privacy is preserving the confidentiality of certain data). Forms of control include of control of terminal access, user identification and restrictions on access by certain users to certain programs or certain parts of the database. However, because of the widespread access by a variety of users to the same database, the potential for unauthorized access to data creates a serious problem. Problems of data security are increasingly handled by DBMS software. Even so, administrative procedures for data security must supplement software controls.

o Since there is only one set of data, it is essential that the data should be accurate

and free from corruption. The responsibility for ensuring the integrity of the data might have to be delegated to a data administration manager.

o Since data is held once, but its use is widespread, there are potential problems of

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Q A database implies a central store of data, but access might be required over a

wide geographical area. The data itself could be spread around several computers on a single network system (a distributed database), but this might add to the problems of access.

o A system that has users over a wide geographical area must rely on a

communications network, which can be both expensive and unreliable.

2.1.5

DATABASE DESIGN CONSIDERATIONS.

A good database design should exhibit the following characteristics:

-o Minimal data redundancy.

o Duplication of data in a database should be minimal. Although there will be some redundancies in a database, such redundancies however are controlled.

o Data consistency.

o If the same data or information is stored in multiple tables, then they should be identical. For example, if the ID number of the worker is modified, then all other occurrences of that information in the database must also be updated. Otherwise, the data will be inconsistent.

o Data integration.

o Data stored in one table should be easily accessible from other tables. o Data sharing.

o Often there will be many users who share the same database. Each user may be given a view of the database. A view roughly corresponds to a subset of the database fields

o Provide security, privacy and integrity controls.

o There must be proper controls for accessing, updating and protecting data. This often requires setting standards and procedures.

o Data accessibility and responsiveness.

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a Data independence.

a Data should be separated from the application programs that use the data. In other words, the data stored in a database can change without necessitating change in the application programs. This calls for some kind of data dictionary or repository to store information on the data stored in the database.

2.1.7 DATABASE DESIGN PRINCIPLES.

a All data are represented as tables.

a Tables are comprised of rows and columns. a Column order is determined by each query.

a Rows and columns are (officially) unordered (Le., the order in which rows and columns are referenced does not matter).

a Rows are sorted only upon request. Otherwise, their order is arbitrary, and may change for a dynamic database.

2.1.8 QUALITIES OF A GOOD DATABASE DESIGN.

a Reflects real-world structure of the problem. a Can represent all expected data over time. a Avoids redundant storage of data items. a Provides efficient access to data.

a Supports the maintenance of data integrity over time. a Clean, consistent, and easy to understand.

2.1.9 CONCEPT AND TERM OF THE DATABASE DESIGN.

o Tables and Views.