PROVINCIAL ENVIRONMENT AND NATURAL RESOURCES OFFICE...
PROVINCIAL ENVIRONMENT AND NATURAL RESOURCES
OFFICE (PENRO) BENGUET PAYROLL SYSTEM
An IT Project Presented to the Faculty
Of the Math-Physics-Statistics
College of Arts and Sciences
Benguet State University
In Partial Fulfillment of the Requirements of the Degree Course
Bachelor of Science in Information Technology
Submitted by:
Anas, Leo Mar L.
Chumacog, Melody S.
Copatan, Rigi May B.
Lutong, Germain C.
Sabino, Daisy I.
March 2012
ABSTRACT
The Payroll System aims to study thepreparation and generation of payroll
forms of PENRO-Benguet. Solutions were drawn to meet the problems and to
provide a system for preparation and generation of payroll forms as well as
processing of reports.
Based on interviews and data collections that were conducted by the
proponents the system was developed. Data were obtained as a basis in
determining the problems encountered as well as the proposed solutions. Gathered
data was also used in identifying which system model in the development of the
system is accurate to use.
Rapid Application Development (RAD) served as the system model since
it adjoined to the steps the proponents have undergone during the development of
the system starting from the requirements gathering, to the system designing,
construction up to the project implementation.
This study provides a payroll system solution to the problems related to all
current problems encountered during the process. This had required answers and
solutions to the problems related to data recovery, multi-user limitation and
transparency of records. The development of this payroll system provides faster
generation of forms and reports as well as easier manipulation of data.
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TABLE OF CONTENTS
Page
Title Page ........................................................................................................... i
Abstract .............................................................................................................. i
Table of Contents .............................................................................................. ii
INTRODUCTION
Background of the Study ................................................................................... 1
Statement of the Problem ...................................................................... 7
Objectives of the Study ..................................................................................... 8
Significance of the Study .................................................................................. 9
Scope and Delimitation ................................................................................... 10
Definitions of Terms ....................................................................................... 11
METHODOLOGY
Software Development Methodology ............................................................. 13
Data Gathering Instruments ............................................................................ 16
Sources of Data ............................................................................................... 17
DISCUSSIONS OF FINDINGS
viii
The Process in the Existing System ................................................................ 18
Problems Encountered in the Existing System ............................................... 28
Processes in the Proposed System .................................................................. 29
Database Schema ............................................................................................ 31
Security Control Measures to be adopted ....................................................... 41
Perceived Benefits ........................................................................................... 42
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
Summary ......................................................................................................... 44
Conclusions ..................................................................................................... 45
Recommendations ........................................................................................... 46
LITERATURE CITED ................................................................................... 47
APPENDICES
Company Profile
Letter to the Company
Reports and Forms
User’s Manual
CURICULUM VITAE
LIST OF FIGURES
Figure No
Page
1Rapid Application Design Phases (Kendall and Kendall, 2005) .................. 14
2 Income Tax Table for Individuals ....................................................... 20
ix
3PhilHealth Table............................................................................................ 22
4 Computation of Leave Credit Earned ................................................. 23
5 Conversion of Minutes to Fraction of Days ........................................ 24
6Graphical Representation of Existing Payroll System .................................. 25
7 Graphical Representation of the existing
Job Order Employees’ Payroll ....................................................................... 26
8Graphical Representation for Application of Leave ..................................... 27
9Entity Relationship Diagram of the proposed Payroll System...................... 32
10Use Case Diagram of the Proposed Payroll
System (Administrators) ................................................................................. 39
11Use Case Diagram of the Proposed Payroll
System (Member and Super Administrator..................................................... 40
1
CHAPTER I
INTRODUCTION
This chapter discusses the background of the study, statement of the
problem, objective of the study, significance of the study, scope and delimitation,
and definition of terms.
Background of the Study
As technology advances rapidly, business sectors cope up by constantly
upgrading their system to take advantage of what the current technology offers
and to stay competitive.
Computers, calculators and other technological by product progressively
became economical through the years as new and more powerful tools were
developed. Importance of these tools became evident as they were integrated into
business operations and processes.
A lot of business establishments today utilize automated machines,
computers, and specialized software to aid their everyday operations.
Computational power, speed, and ease of use became the prevalent reasons for
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integrating automation and computer software into an establishment. As
technology grows, it simply becomes one invaluable asset that an establishment
can acquire. (Aquisan, C. et.al, 2011)
Historically, records on salary or money matters are done in simple ways.
The first implementation of payroll activities was done during the Egyptian times
where in writing of data and information are done in papyrus reeds. Time passes
before payroll activities were done in papers. (Agnaya, M. et.al, 2008)
Today payroll
is the sum of all
financial records of salaries for
employees, wages, bonuses and deductions. In accounting, payroll refers to the
amount paid to employees for services they provided during a certain period of
time. (Payroll, 2011)
Payroll systems include any and all types of financial statements that
involve the payment of an employer’s employees, as well as any statements that
relate to the filing of employment taxes. Not only statements are included
withinthese types of systems but the actual functions of printing, delivering or
electronic transfer of employees’ funds are also included. Among payroll systems
statements are records of the amount of hours an employee has worked, any taxes
that have been withheld from an employee’s payroll check, any voluntary tax
deductions, and printed copies of checks that have been delivered and all records
of taxes that have been paid to the government. (Surepayroll, 2011)
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A payroll system on computer will also allow maintenance of files for all
human resources needs. This is where employees’ contact information education
work history and other details that are needed to be check at some point are
kept.The importance ofpayroll system cannot be stressed enough. This is the most
important wayto communicate to the employees that their welfare matters to the
employer. (The Magazine, 2011)
The Minister of Public Service of Uganda, Henry Kajura, has launched the
Integrated Personnel and Payroll System (IPPS).IPPS is an enterprise-wide
integrated, computerized and efficient human resource management information
system that will be used by ministries, departments, agencies and local
governments to undertake human resource management from recruitment to
separation, including payroll and pension processing.(IPPS, n.d.)
Sage Accpac Canadian Payroll is the system used by the SAC for payroll-
related processes. The system is capable of automatic calculations, importing
timecards, entering of after-the-fact pay checks. The payroll also handles all pay
frequencies, multiple work states, unlimited earnings, deductions, benefits and
taxes; and other pay factors such as expense reimbursements, accruals and
advances. (Sage Accpac Canadian Payroll, Sage Accpac Canada, n.d.)
Payroll Systems of Nevada was established in 1991. The company was
founded on the premise that a quality, local payroll service was needed in
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Northern Nevada. Businesses with one to several hundred employees did not
have a good option for payroll processing, tax services and other employer
services. Since 1991, Payroll Systems has grown and now provides payroll
services to over 1000 businesses primarily in Nevada, Arizona and California.
(Payroll System, 2011)
Internationally, the information systems have already been used. To cite,
the Massachusetts Institute of Technology uses a Payroll System whose objectives
are to release the salaries of their employees accurately and in a timely manner,
and to provide customer service to individuals on payroll related matters. (MIT,
2011)
Oregon State University Finance & Administration leaders are
implementing a new digital payroll system that will eliminate paper transactions,
reduce the existing system’s already low error rate and save nearly a half-million
dollars in staff time for data entry each year.
The system, provided by Workforce Software of Michigan, provides for
online submission of time and leave reports, electronic supervisor approvals and
extensive tracking of OSU’s more than 200 different employee codes. (Michigan,
2011)
Best Possible Retail, a company based on Australia, engaged in an online-
based payroll software system which considerably supported their in-house
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payroll officers in creating their payroll. (Online-based Payroll Software System,
Talent2, 1993)
JeonSoft Payroll Suite 2006 is a Client-Server based Integrated Personnel
and Complete Payroll System specifically designed for Philippine use. It is
composed of three major modules namely; the time attendance system, payroll
system and HRIS systemall rolled into one complete system. The system
automates payroll computation while making recording and retrieval of employee
records fast and easy. (JeonSoft, 2005)
With office in Pasig City, Metro Manila, West Capitol System
Technologies, Inc., provides superior IT Solutions for managing and
implementation of Information Management Systems. West Capitol System
Technologies, Inc. brings a fresh and innovative approach to IT Solution services.
Its’ goal is to exceed the expectations of every client by offering outstanding
customer service, increased flexibility and greater value.Thus optimizing system
functionality and improving operation efficiency. (Philippine Companies, 2010)
The Cagayan de Oro City Hall also employed a computerized payroll
system. According to the City Accountant Wilma Polley-Rugay “This project,
which was conceived two years ago, basically aims to improve our services
particularly in the processing of payrolls for permanent employees. Employees
who handle payroll preparation and processing can now attend to other office
needs and concerns as the new payroll system will lessen their workload.” Under
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the new payroll system, preparation and processing of payroll, which reflects the
accrued, amount payable every 15th and 30th day of the month, done only once.
Unlike the time consuming old payroll system, preparation and processing of
payroll is done twice a month covering the first half and second half of the month.
(Cagayan de Oro City Hall’s Computerized Payroll System, Sunstar, 2009)
Benguet State University Payroll System is a system which generates
necessary and precise reports concerning payroll. It is capable of storing and
retrieving integrated data. It also presents accurate and detailed salary
computation. It provides faster process of payroll preparation and manipulation of
the payroll of the institution. (Banos, A. et.al, 2009)
According to Banos, the main advantages of using a computerized payroll
system are: faster means for data processing, report generation, computation, and
reduced overall processing; durable and centralized storage of data and
information; consistency of data across all users; and accessibility of records .
With the increasing application and benefit of a computerized payroll
system, the proponents see fit that PENRO-BENGUET should implement their
own payroll system to improve the overall process and operation in the agency’s
payroll generation.
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Statement of the Problem
The study aims to develop aPayroll System for Provincial Environment
and Natural Resources Office (PENRO) Benguet and its Community
Environment and Natural Resources Office (CENRO) in La Trinidad, Baguio and
Buguias. Specially, this study answers the following questions:
1. What are the information requirements in the existing system for the
preparation of the payroll for the PENRO Benguet and CENRO La
Trinidad, Baguio and Buguias?
2. What are the problems encountered in the current payroll system?
3. What are the information and processes needed to be computerized in the
existing payroll system of PENRO Benguet and CENRO La Trinidad,
Baguio and Buguias?
4. What security and control measures are appropriate in managing the
payroll system of PENRO Benguet and CENRO La Trinidad, Baguio and
Buguias?
5. What benefits can be drawn once automation is implemented by the:
a. PENRO Benguet and CENRO (La Trinidad, Baguio, Buguias);
b. Other researches; and
c. Proponents?
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Objective of the study
The main objective of the study is to design and developa Payroll System
for PENRO Benguet and CENRO La Trinidad, Baguio and Buguias.
The following state the objective of the study.
1. Identify the information requirements in the existing system for the
preparation of the payroll for the PENRO Benguet and CENRO La
Trinidad, Baguio and Buguias.
2. Identify the problems encountered in the existing payroll system.
3. Determine the information and processes needed to be computerized in the
existing payroll system of PENRO Benguet and CENRO La Trinidad,
Baguio and Buguias.
4. Identify the security and control measures that are appropriate in
managing the payroll system of PENRO Benguet and CENRO La
Trinidad, Baguio and Buguias.
5. Identify the benefits as perceived by the following:
a. PENRO Benguet and CENRO (La Trinidad, Baguio, Buguias);
b. Other researches; and
c. Proponents?
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Significance of the Study
The project study intended to provide an effective ways to manage the
employee payroll system that will benefit the following:
PENRO Benguet and CENRO (La Trinidad, Baguio,
Buguias).Theinstitution will have an efficient and productive system by having a
faster means for preparing and generating their payroll. The system helps the
Payroll Officer accelerates report generation, computations and payroll
preparation processes as well as reduces the effort required to do the tasks. The
Administrative Officer will have an easy access to the payroll forms. Instead of
checking printed payroll forms, he/she will be checking it using the computer. It
also lessens paper crammed on her desk. PENRO employees’ salaries will be
determined accurately and will be released on time. In addition, the employees
will be able to easily know the updates of their record.
Other Researchers. This literature will serve as a basis for them
conducting their own study.
Proponents. This study enhanced their programming aptitude and
designing skills in the field of Information Technology. They had the opportunity
to apply the knowledge and skills in software development and other related fields
of expertise.
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Scope and Delimitation
This study was designed to develop a Payroll System for Provincial
Environment and Natural Resources (PENRO) Benguet and Community
Environment and Natural Resources (CENRO) La Trinidad, Baguio and Buguias.
The project covered the computation of salary of regular, casual and job
order employees. It included the report lists of employees such as Basic Monthly
Salary, Incentives (Acapera, RATA), Withholding Tax, Life and Retirement,
Loans from different Banks and organizations /or Cooperative, PhilHealth,Pag-
ibig /HDMF,MOWELL.
The project was expected to generate payroll reports such as monthly (15th
and 30th), pay slip of employee, loan reports and employee reports.
Reports given to accredited agencies such as GSIS, BIR, PhilHealth and
PAG-IBIG/HDMF were also incorporated in the system. Moreover, computation
of Leave Credits earned by an employee and payroll for bonuses was also covered
in the system.
The proposed system did not include Honoraria Payroll Forms, reports
regarding the increase of amortization requested by en employee to the loaning
agency, releasing of budget, “over-the-counter” transactions such as
reimbursement of employee’s expenses and cash advance.
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Definition of Terms
The following terms presents an operational definition that would aid
readers or other researchers with a better understanding about the study.
Basic Monthly Salary. The employee’s salary for the month based on the
employee’s Salary Grade.
General Payroll. The payroll of the Regular Employees.
Gross Salary. Wage of an employee which is subject to deductions.
Incentive. A benefit added to salary of employees.
Leave. Permission to be absent from work or duty.
Loan. One of the deductions subtracted from an employee’s salary. It is an
amount paid by an employee computed from borrowed amount.
Net Salary.The computed amount to be received by an employee for the period.
Non-regular Employees.This consists of the Casual and Job Order employees.
Payroll. This contains the list of employees with their corresponding salaries,
incentives and deductions.
Pay Slip. A form that contains the breakdown of the Net Salary of an employee
and other deductions.
Personal Economic Relief Allowance(PERA). An incentive added to the
employees’ salary.
Premium. One of the deductions subtracted from an employee’s salary. It is the
personal share that an employee is obliged to pay as a basis for loaning.
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Query.A form of questioning in a line of inquiry.
Regular Employees. Permanent employees in the company that are given more
incentives than casual and job order employees.
Remittance. The transferred funds and reports from the Accounting and Finance
Department to the participating agencies.
Salary Grade. This is the basis for the employees’ basic salary.
Withholding Tax. This is remitted to the government and deducted from the basic
salary of an employee.
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CHAPTER II
METHODOLOGY
This chapter discusses the methodology used in designing and developing
the proposed system. It also includes the different instruments and procedures
used in data gathering and the different sources of data.
Software Development Methodology
The proponents used the Rapid Application Development (RAD). RAD is
a methodology that is used for developing higher-quality and cost-efficient
software in a fraction of time. It is a dynamic process that emphasizes throughput
while de-emphasizing control. It provides both a framework and the functional
tools for achieving successful and accelerated software development.
(CASEMaker Inc. 1997-2000)
Rapid Application Development Methodology was used to encourage
early user-developer interaction in the software development by means of
prototyping. RAD uses Computer-Assisted Software Engineering (CASE) tools to
speed up the development process and quickly generates screen layouts, database
tables and reports. It is an approach to building computer systems which
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combined the CASE tools and techniques, user-driven prototyping, and stringent
project delivery time limits into a potent, tested, reliable formula for better quality
and productivity. (Clifford Kettemborough)
Figure 1 presents the Rapid Application Development Methodology.
RAD Design Workshop
Work with
Requirements
users to
Build the
Implementation
Planning
Design the
System
System
Figure 1: Rapid Application Design Phases (Kendall and Kendall, 2005)
Rapid Application Development Methodology has three (3) broad phases.
1. Requirements Planning Phase
The Requirements Planning Stage consists of a review of the areas
immediately associated with the proposed system. This review produces a
broad definition of the system requirements in terms of the function the
system would support. The deliverables from the requirements planning
include an outline system. Area model (entity and process models) of the
area under study is a definition of the system’s scope, and a cost
justification for the new system.
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In this phase the proponents met up with the PENRO payroll
officer (Clerk) and Administrative Officer to discuss and clearly identify
the requirements of the system. The proponents conducted interviews and
brainstorming with the employee involved in the current payroll system.
Data gathered were documented. This documentation included the scope,
the background profile of the company, and the problem with the
company’s current state. The proponents discussed what appropriate
system to propose as well as the system requirements in the terms of
functionalities and features that the system will support.
2. RAD Design Workshop
The RAD Design Workshop phase is design and refine phase that
can best be characterize as a workshop that is typically hands on. RAD
design workshops can take place over a series of days, but extended
blocks of time are useful. During the RAD design workshop, users
respond to actual working prototypes and analysts refine modules based
on user responses.
The proponents started building the project based on the plan
agreed upon during the first phase. Using the agreed tools and interfaces,
the proponents started to create different programs based on the
company’s needwhich was tested and refined. Feedback and suggestions
from the clientswere entertained, as this was the basis of the refinement
and the additional software processes and commands. The proponents
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conducted detailed review of all the transactions, reports, displayed
inquiries and forms that was supported by the database. Necessary
correction of errors or failures took place when there were functions that
did not matched the requirements.
3. Implementation Phase
The implementation stage involves implementing the system and
managing the change from the old system environment to the new one.
This included implementing bridges between existing and new consisting
data and training users. User’s acceptance was the end point of the
implementing stage.
As soon as the proposed system was built and refined, the
proponent tested its functionalities and determined if it gives the desired
output. Then, it was introduced to the PENRO. The organization will then
have the decision whether to adopt it or not.
Data Gathering Instrument
Interview.Direct conversation was done with the concerned employee in
the preparation and accomplishment of the payroll to correctly determine the
processes and procedures of the current payroll system.
Researching.Researching was done by browsing the internet for related
articles and reading books that provide information useful for the proponents,
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especially in the development methodology and in the programming language that
was used.
Document Analysis.This covers analysis of the documents and forms
gathered and presented by the Provincial Environment and Natural Resources
Office which included the sample payroll form, covering voucher, LACE book
and other files related to the study.
Brainstorming.Brainstorming was done by having a group interaction of
the proponents and the PENRO employee concerned in the current payroll
system. This provided a lot of ideas for the proponents for the solution of the
problems in the company and in formulating the appropriate system to propose.
Sources of Data
The data were gathered from the interviews together with the PENRO
clerks, accountant and other staffs to clearly asses the processes of the current
payroll system. The clerk provided sample forms used in the current system,
which includes the payroll form, covering voucher and the LACE book.
Books also providedinformation and ideas regarding databases,
programming and methodologies. Internet surfing was another aid in providing
related information to the proponents instantly.
Other data were gathered from the brainstorming, analysis and discussions
of the proponents and the PENRO employees.
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CHAPTER III
DISCUSSION OF FINDINGS
This chapter discusses the processes and problems in the current system,
security and control measures to be adopted and the use of diagrams like Entity-
Relationship Diagram (ERD) and Use Case Diagram which graphically explain
the processes in the current and proposed system.
Processes in the Existing System
The Provincial Environment and Natural Resources Office (PENRO)
islocated at Wangal, La Trinidad, Benguet and its Community Environment and
Natural Resources Offices (CENRO) are placed in Baguio, Bugias and La
Trinidad.Employees report to work from 8:00 AM until 5:00 PM from Mondays
to Fridays. Working hours of employees are tracked using a log book where they
login their time of arrival and departure. An employee works for eight (8) hours
duration daily with one (1) hour lunch break without pay.
The Payroll of the Provincial Environment and Natural Resources Office
(PENRO) and its Community Environment and Natural Resources Offices
(CENRO) in Baguio, Bugias and La Trinidad are prepared by the respective
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clerkof each office. The generation of payroll is being done twice a month, every
fifteenth (15th) of the month for the first generation and every thirtieth (30th) of the
month for the second generation. On the other hand, computation of payroll is
done once a month.
The Payroll of the PENRO and the CENRO’s cover only the regular
employees. Casual and Job Order employees were excluded from the Payroll
instead their salaries were computed in separate vouchers. Regular employees
receive a basic monthly salary which is being determined by their position in the
office, Personal Economic Relief Allowance (PERA), and Representation
Allowance (RA) for the head or OIC of the offices.
On the other hand regular employees have deductions such as Withholding
Tax, Premiums and Loans. The net salary, gross salary less all deductions of the
employees is being divided into two in which they will receive in each pay period.
That means deductions are done at the first preparation of payroll.
Withholding Tax Computation. The Withholding tax of the Regular
employees is computed by obtaining the Annual Income of the employee. Add all
allowances or incentives. The sum will then be deducted to the Threshold
Allowance amounting to Php 30,000.00. The excess amount if any will become
the Taxable Allowance which will be added to the Annual Income to obtain the
Taxable Income. The Taxable Income will be deducted by the sum of the Non-
Taxable Income (Government Service Insurance System (GSIS), PAG-
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IBIG/Home Development Mutual Fund (HDMF), Medicare/Philippine Health
Insurance (PHIC) and Social Security Services (SSS). The result will become the
Total Taxable Income.
The Total Taxable Income will automatically be deducted by the Personal
Exemption amounting to Php 50,000.00 regardless of the status. In addition, the
Total Taxable Income will be deducted to Php 25,000.00, multiplied by the
number of qualified dependents that the employee has but not exceeding four (4)
dependents. The difference will become the Net Taxable Income. If the Personal
Exemption exceeds the value of the Taxable Income, the employee will no longer
pay for Withholding Tax.
The Net Taxable Income will then be classified according to the range of
the values in the Income Tax Table. In the corresponding Tax Due, the Net
Taxable Income is subtracted by the maximum amount. The difference will be
multiplied to the corresponding percentage and added with the constant amount.
The result will become the Total Tax Due or the Withholding Tax. Figure 2
shows the taxes of the range of Taxable Income.
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Figure 2.Income Tax Table for Individuals
GSIS Premium Computation. The employee’s share is being computed by
taking the 9% of the basic monthly salary of the employee. The 12% of the
employee’s basic monthly salary will become the employer’s share.
PAG-IBIG/HDMF Premium Computation. The employee’s share will
depend on how much the employee would want to share ranging from Php 100.00
to Php 2,000.00. The employer’s share is Php 100.00.
PHIC Premium Computation. The employee and employer’s share are
determined by using the PhilHealth Table, refer to Figure 3.
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Figure 3.PhilHealth Table
Computation of Loans. The computation of loans like Conso-Loan, Policy
Loan, and HDMF Loan comes from the involved organization and the values are
forwarded to the PENRO or the CENRO’s for deduction from the payroll and
subsequent remittance.
Leaves, Absences and Tardiness. Computations of vacation and sick leave
are made on the basis of one and 25 hundredths (1.25) vacation leave and one and
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25 hundredths (1.25)sick leave for every twenty two (22) days of actual service.
An employee who applies for vacation leave must apply two (2) to three (3) days
before the date of leave. While an employee who applies for sick leave must
submit application form within a day after the sick leave and with a medical
certificate by a government physician if sick leave is more than five (5)
days.Leavenot in excess of the allowable leave credits, is granted leave with pay
the basis of whichthe salary he received last. All absences of an employee in
excess of the vacation or sick leave allowable shall be considered leave without
pay. Figure 4 shows the computation of earned leave credits.
Figure 4.Computation of Leave Credit Earned
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Tardiness and under time are deducted from vacation leave and they
cannot be charged against the sick leave credits unless, the under time is for
health reasons supported by medical certificate and application for leave. Figure 5
shows the conversion of hours/ minutes for tardiness and under time.
Figure 5. Conversion of Minutes to Fraction of Days
Remittances. Remittances are deducted on the first preparation of payroll,
every fifteenth of the month and are remitted as one account to the respective
agencies.
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Figure 6.(List of Figures Folder)
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Figure 7
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Figure 8
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Problems Encountered in the Existing System
The encountered problems in the existing payroll system of Provincial
Environment and Natural Resources Office are the following:
Multi-user Limitation.The payroll system, excel based, do not support
multiple, concurrent end users thus making the payroll to be in a queue between
the users leading to a slower data processing.
Data Recovery. Payroll is done using excel which has a high risk of losing
data in case of system failures. And if by any chance an accidental save is done
and there is a need to restore the data in previous state the data cannot be
recovered.
Transparency of Records.Employees querying for their records in the
current system has a high possibility of overlooking into other employees’ records
which should not be allowed.
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Process of the Proposed System
The proposed Payroll System was designed to make processing of Payroll
Forms a lot faster and well-organized.
There are five (5) types of accounts that could access the system namely:
System Administrator, Payroll Administrator, Head Administrator, Super
Administrator and Member. By default, administrator accounts are automatically
registered. Member accounts are registered by the Payroll Administrator.
To start, the system will provide a Log-in form where the user can enter
username, password and the corresponding security code. Once the username,
password and security code are valid, the user will be directed to their respective
Home page.
Users can only view the Home page (Announcement page), their profiles,
and payroll tables. The Payroll Administrator can access the whole system except
the database. The Payroll Administrator can also edit user’s profile, add new
employee, add new position/s, update system tables, post/view announcement and
generate payrolls and remittances. The proposed system has three types of payroll
to be generated: General Payroll, Job Order Payroll and Bonus Payroll (Mid-year
and End-Year Bonus).
The System Administrator can only access the system’s database and is in-
charge of handling it through making and restoring back-ups. The Head
Administrator can access the system for verification and approval of payroll.
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The Member account has a limited access to the system and can only view
their personal and user information on their profile. Members can also view their
own payroll tables such as GSIS table, HDMF table, Tax table and Salary Table.
Super Administrator is the one in charge in editing, viewing user accounts of all
employees. Super Admin is responsible in adding new loans and premiums to be
used. He/She can delete an account if the user is inactive already.
Generation of General (Regular and Casual). General Payroll is composed
of all regular and casual PENRO and CENRO employees. It is automatically
generated with their respective payroll information base on the data entered by the
Payroll Administration. The generated General Payroll will be saved for checking
and approval by the Head Administrator.
Generation of Job-Order Payroll. General Payroll is composed of all active
Job-Order employees. It is automatically generated with their respective payroll
information base on the data entered by the Payroll Administration. The payroll
will be saved for checking and approval by the Head Administrator.
Generation of Bonus Payroll. The Payroll Administrator can generate
bonus payroll, mid-year bonus and end-year bonus, only every month of May and
November respectively.
Approving and Rejecting a Payroll. All generated payroll are needed to be
approved by the Head Administrator. If a payroll is erroneous, the Head
Administrator can reject it and list the corrections for the rejected payroll. If a
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payroll is accurate, the Head Administrator can approve it to enable the print
feature and make pay slip feature of the payroll.
Making a Pay Slip. Pay slips for employees can only be generated and
printed once the payrolls are approved.
Generation of Reports. The Payroll Administrator can print a payroll once
it is approved. If a payroll is rejected, the Payroll Administrator can generate the
payroll again incorporating the corrections made by the Head Administrator.
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Figure 9.Entity Relationship Diagram
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DATABASE SCHEMA
Provincial Environment And Natural Resources
Office (Penro) Benguet Payroll System/ Anas, Leo Mar L, et al. 2012
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DATABASE SCHEMA
Provincial Environment And Natural Resources
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DATABASE SCHEMA
Provincial Environment And Natural Resources
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DATABASE SCHEMA
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DATABASE SCHEMA
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DATABASE SCHEMA
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Figure 10 Use case diagram
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Figure 11 Use case diagram
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Security and Control Measures to be adopted
Password
Protection. All users are required to log-in first before using the
system. The log-in requires the user to enter their respective username and
password. If the user’s input is wrong, an error message will be displayed.
Freeze/Idle
Mode. The system will automatically freeze if it is in an idle
mode within five (5) minutes.
User Type Detection. The proposed system can detect the type of user that
is accessing the system and redirected to their respective page. This ensures that
no Member can access any administrator pages.
a. Payroll Administrator(Clerk Officer). The proposed system allows the
payroll administrative officer to access the whole systemwell as
viewing and editing profile of all the employeesbut he/she is not
allowed to access the database and make a pay slip.
b. System Administrator (Super Admin). The system administrator can
make back-up databases as well as update and restore databases.
He/she can view his/her profile.
c. Head Administrator (PENRO OIC). The head administrator is only
allowed to access the system for approval of a generated payroll form
as well as viewing their respective profile.
d. Super Administrator. The super admin is in charge of viewing, editing
and deleting a user account. He/she is responsible in adding new loans
and premiums to be used by employees.
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e. Members. The proposed system limits the functionality of the
Members account. They can only view announcements, their own
profile and payroll tables. They are not allowed to view and search
other users and perform other actions beyond what is given.
System Log. The system provides system log where you can monitor the
actions in the system and who did the certain action.
Perceived Benefits Once the Proposed System is Implemented
The project study intended to provide an effective tool in payroll system
that would benefit the following:
PENRO Benguet and CENRO (La Trinidad, Baguio,
Buguias).Theinstitution will have an efficient and productive system by having a
faster means for preparing and generating their payroll. The system helps the
clerk or payroll officer accelerates report generation, computations and payroll
preparation processes as well as reduces the effort required to do the tasks.The
Administrative Officer will have an easy access to the payroll forms. Instead of
checking printed payroll forms he/she will be checking it using the computer. It
also lessens paper crammed on her desk. PENRO employees’ salaries will be
determined accurately and will be released on time. In addition, the employees
will be able to know easily the updates of their record.
Other Researchers. This will serve as basis for them to have related
literature in conducting their own study.
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Proponents. This study enhanced their programming aptitude and
designing skills in the field of Information Technology. They had the opportunity
to apply the knowledge and skills in software development and other related fields
of expertise.
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CHAPTER IV
SUMMARY, CONCLUSIONS, RECOMMENDATIONS
Summary
The study aimed to develop a Web Based Payroll System for Provincial
and Environmental Natural Resources (PENRO) Benguet.
Adding, updating and searching of employee’s records, creation of payroll
forms, record keeping, salary computation and computation and monitoring of
leave credits for each employee are expected in the system. In addition, preparing
of pay slips and generation of reports for accredited agencies are the process to be
included in the system.
The study aimed to provide an effective tool in Payroll System that would
benefit PENRO- Benguet employees and other researchers.
The methodology used in developing the system is the Rapid Application
Development (RAD). The RAD consists of three phases namely: Requirement
Planning, RAD Design Workshop, and Implementation.
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Conclusions
The proponents come up with the answers of the statement of the problems
and concludedthat:
1. The existing system for the preparation of the payroll for the PENRO
Benguet and CENRO La Trinidad, Baguio and Buguias are done through
the use of Spreadsheet. The information needed for generating the
employees’ payroll comes from their personal data stored in the file
cabinets.
2. The payroll officers involved in generating payroll encounter problems
due to the fact that spreadsheetdoes not support multiple and concurrent
end users,data recovery is at high risk and transparency of all record are
allowed.
3. The information or processes needed to be computerized in the existing
payroll system of PENRO Benguet and CENRO La Trinidad, Baguio and
Buguias are the manipulation of data such as adding, updating, editing,
searching of employees,as well as creating payroll forms, preparation of
pay slips, computation of salary and earned leaves for each employee,
monitoring of leaves credits, record keeping and report generation.
4. To ensure client that the system is secured from any illegal access of
unauthorized personnel, the proposed system adopted some of the security
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and control measures which include password protection, freeze/idle
mode, user type detection, and system log.
5. The benefits that were drawnwhen implemented by thePENRO Benguet
and CENRO (La Trinidad, Baguio, Buguias),other researches, and
proponents are stated in the perceived benefits in the previous chapter.
Recommendations
The proponents would like to recommend the implementation of the
developed system to speed up the processes in the generation of payroll.
It is also recommended for the PENRO Benguet to have a network of
computers for the maximum implementation or success of the developed system.
Moreover, inclusion of queries, input forms and other lacking functionalities (if
any) that are not included by the proponents in the developed system are also
recommended in case of change or update of processes in the generation of
payroll.
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LITERATURE CITED
A. BOOKS
Kendall K., 2005. Rapid Application Development Model
B. UNPUBLISHED
Aquisan, C et. al. 2011. Computerized Payroll System of National Irrigation
Administration- CAR Benguet. IT Project. Benguet State University
Banoset. al. 2009.BSU Payroll System. IT Project. Benguet State University
C. WEBSITES
IPPS, n.d.Integrated Personnel and Payroll System. Retrieved from
www.allafrica.com
Payroll, 2011.Payroll. Retrieved from www.payrolldoneright.com
Sage Accpac Canada, n.d.Sage Accpac Canadian Payroll System. Retrieved
fromwww.accounttech.ca/accpc.com
Surepayroll, 2011.Payroll System. Retrieved from www.surepayroll.com
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DATABASE SCHEMA
TABLES
ATTRIBUTES
EMPLOYEE
‘emp_id’ varchar (20) NOT NULL PRIMARY KEYS,
‘lname’ char(25) NOT NULL,
‘fname’ char(25) NOT NULL,
‘mname’ char(25) NOT NULL,
‘age’ int(2) NOTNULL,
‘address’ varchar(50) NOT NULL,
‘email_add’ varchar(30) NOT NULL,
‘civil_status’ char(7) NOT NULL,
‘sex’ char(6) NOT NULL,
‘dependents’ int(1) NOT NULL,
‘TIN’ varchar(16) NULL,
‘phil_health’ varchar(14) NULL,
‘GSIS’ varchar(20) NULL,
‘HDMF’ varchar (20) NULL,
‘bday’ varchar (10) NOT NULL,
‘emp_type’ char (20) NOT NULL,
‘salary_id’ int (10) NULL FOREIGN KEY,
‘position’ char (20) NOT NULL,
34
‘pos_start_date’ varchar (10) NOT NULL,
‘status’ char(15) NOT NULL,
‘date_hired’ varchar(10) NOT NULL,
‘branch’ varchar (50) NOT NULL,
‘daily_wage’ double NULL,
‘monthly_salary’ double NULL,
‘date_contract’ varchar(20) NULL,
‘end_date’ varchar(20) NULL.
ATTENDANCE
‘att_id’ int(10) NOT NULL PRIMARY KEY,
‘type’ char(20) NOT NULL,
‘days’ float DEFAULT NULL ,
‘date’ varchar(17) DEFAULT NULL,
‘deducted_to’ char(20) NULL,
‘pay_id’ int (10) NOT NULL.
LEAVE CREDIT
‘credit_id’ int (10) NOT NULL PRIMARY KEY,
‘ Vacation_Credits’ float NOT NULL,
‘Sick_Credits’ float NOT NULL,
‘emp_id’ varchar (20) NULL FOREIGN KEY,
‘ben_id’ int (10) NULL FOREIGN KEY.
LEAVE WITHOUT PAY
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
35
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘no_days’ float DEFAULT NULL.
SALARY GRADE
‘ salary_id’ int(10) NOT NULL PRIMARY KEY,
‘sgrade’ int(10) NOT NULL,
‘step’ int(2) NOT NULL,
‘sdate’ varchar(10) NOT NULL,
‘basic_pay’ int(10) NOT NULL,
‘pay_id’ int(10) NOT NULL PRIMARY KEY.
BENEFITS
‘ben_id’ int(10) NOT NULL PRIMARY KEY,
‘type’ char(20) NOT NULL,
‘amount’ float NOT NULL,
‘pay_id’ int(10) NOT NULL.
DEDUCTION
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL,
‘ded_amt’ float NOT NULL.
EMPLOYEE ATTENDANCE
‘emp_id’ varchar (20) NOT NULL PRIMARY KEY,
‘att_id’ int(10) NOT NULL PRIMARY KEY.
EMPLOYEE BENEFIT
‘emp_id’ varchar (20) NOT NULL PRIMARY KEY,
36
‘ben_id’ int(10) NOT NULL PRIMARY KEY.
EMPLOYEE DEDUCTION
‘emp_id’ varchar (20) NOT NULL PRIMARY KEY,
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY.
LEAVE WITHOUT PAY
‘credit_id’ int(10) NOT NULL PRIMARY KEY,
CREDIT
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY.
LOAN
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘company’ char(20) DEFAULT NULL,
‘no_pays’ int(2) DEFAULT NULL,
‘total_amt’ float DEFAULT NULL,
‘status’ char(10) DEFAULT NULL,
‘start_date’ varchar(10) DEFAULT NULL,
‘amt_paid’ float DEFAULT NULL,
‘no_paid’ int (2) NOT NULL,
‘parent_company’ varchar (25) NOT NULL.
PAYROLL
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘pay_period’ varchar(17) NULL,
‘first_release’ varchar(10) NULL,
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‘second_release’ varhcar(10) NOT NULL.
‘pay_status’ char(15) NOT NULL,
‘description’ varchar (200) DEFAULT NULL.
PREMIUM
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘company’ char(25) NULL,
‘total_amt’ float NULL.
TAX
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘honoraria’ float NULL,
‘date_earned’ varchar(17) NULL,
‘TWT’ float NULL.
38
DATABASE: PENRO_TABLE;
TABLES
ATTRIBUTES
GSIS
‘gsis_id’ int (3) NOT NULL PRIMARY KEY,
‘employee_share’double(10,2) NOTNULL,
‘employee_share’share’double(10,2)NOTNULL.
HDMF
‘hdmf_id’ int (2) NOT NULL PRIMARY KEY,
‘gross_pay_range’ varchar (30) NOT NULL,
‘employee_share’ double(10,2)NOT NULL,
‘employee_share’ double(10,2)NOT NULL.
PhilHealth
‘phil_id’ int (3) NOT NULL PRIMARY_KEY
AUTO_INCREMENT,
‘range_from’ double (10,2) NOT NULL,
‘range_to’ double (10,2) NOT NULL,
‘salary_base’ double (10,2) NOT NULL,
‘monthly_premium’ double (10,2) NOT NULL,
‘employee_share’ double (10,2) NOT NULL,
‘ employer_share’ double (10,2) NOT NULL.
Tax
‘tax_id’ int(3) NOT NULL PRIMARY KEY,
‘taxable_income’ varchar (50) NOT NULL,
‘tax_due’ varchar (55) NOT NULL.
39
25
Figure 6. Graphical Representation of existing Payroll System
Log‐in
Job Order Payroll
Password
Username
Bonus Payroll
Search User
Approve/Disapprove Payroll
Generate Payroll
General Payroll
Update System Tables
View User’s Profile
Head
Post Announcements
Administrator
Print Remittances
Payroll
Edit User’s Profile
Administrator
Make Pay Slip
Print Payroll
Back‐up Database
Restore Database
View System Log
Add Deduction
System
Administrator
39
Print Pay Slip
Figure 10. Use Case Diagram of the Proposed Payroll System (Administrators)
40
Figure 10. Use Case Diagram of the Proposed Payroll System (Administrators)
26
Figure 7. Graphical Representation of the existing Job Order Employees’ Payroll
31
Figure 9. Entity Relationship Diagram of the proposed Payroll System
Application Leave Form is
Employee gets Application Leave
forwarded to
Administrative Officer checks if the
Form kept in the File Cabinet and
Leave is possible and certifies to the
fills up the form
availability of the days applied
Application
Leave Form is
forwarded to
File Cabinet
Application Leave Form is
forwarded to
Admin Officer keeps the
PENR Officer approves the
Application Leave Form in the
Application Leave Form
File Cabinet
27
Figure 8.Graphical Representation for Application of Leave
Appendix A
Company Profile
History
E.O 192 – Reorganizing the Ministry of Natural Resources into
Department of Environmental and Natural Resources (DENR) with its Regional,
Provincial and Community field offices.
PENRO Benguet is the Provincial Environment and Natural Resources
Office of DENR in Cordillera Administrative Region. It is a government office
undertaking public service in line with the environment. It was established under
the Republic Act No. 7160 otherwise known as the Local Government Code of
1991 where in forest management functions were devolved to Local Government
Units (LGU’s).
Department of Environment and Natural Resources (DENR) issued
Department Administrative Order No. 92-30 entitled “Guidelines for the Transfer
and Implementation of DENR Functions Devolved to the Local Government
Units. It aims to bring the services closer to the people and LGU’s have the power
and authority to perform specific functions and responsibilities transferred from
the National Government.
The DENR devolved to the Local Government Units the implementation
of the community-based forestry projects like the Integrated Social Forestry
Program (ISFP) and similar projects, management and control of communal
forests at the same time enforcement of forestry laws limited to community based
forestry projects, pollution control law, small-scale mining law and other laws on
the protection of the environment.
Mandate
The DENR is the primary government agency responsible for the
conservation, management, development and proper use of the country’s
environment and natural resources.
Vision
A nation enjoying and sustaining its natural resources and a clean and
healthy environment.
Mission
The Provincial and Community Natural Resources Offices shall be the
driving forces in the province in the pursuit of a sustainable development,
enabling stakeholder, participation in the protection, conservation and
management of environment and natural resources for the present and future
generation.
Appendix B
Letter to the Company
Appendix C
Reports and Forms
Appendix D
Certification
INTRODUCTION
The PENRO - Benguet Payroll System is a payroll solution designed to
ease payroll computation and generation.
GETTING STARTED
Minimum Hardware Requirements
Intel Pentium IV 1.6 GHz
512
RAM
10 MB free disk for the PENRO Payroll System
50 MB (or more) free disk for data storage
Minimum Software Requirements
PHP
5.4
WAMPSERVER
2.3
MySQL
5.5.16
Adobe
Reader
Mozilla Firefox or Google Chrome web browser
Installing the system
1. Insert the PENRO-Benguet Payroll System CD into your CD/DVD-ROM
Drive
2. Open your CD/DVD-ROM drive
3. Install WampServer2.2a-x32 or WampServer2.3-beta-x32 in drive C
4. Open the Wamp folder found in the CD, copy data folder to:
C:\\wamp\\bin\\mysql\\mysql5.5.16
5. Click ok/yes if prompt
*note: C: can be changed by the directory of Wamp server make sure
Wampserver is not running in the taskbar
6. Open the Wamp folder found in the CD, copy the PENRO-Benguet
Payroll System folder then paste it into your www folder located in your
Wamp folder: C:/wamp/www
7. Open Firefox or Google Chrome
8. In the address bar, type C:/localhost//PENRO Payroll System
Log-in Security
There are five (5) types of accounts that can access the system. The
accounts are Payroll Administrator, System Administrator, Super Administrator,
Head Administrator and the Employees of PENRO-Benguet.
The Log-in form requires the user to enter their respective usernames
followed by their unique password which had registered by the Payroll
Administrator.
After entering username, password and security code click the Log-in
button. If one does have an account registered in the system, it will be possible for
the person to gain access to the system.
USING THE SYSTEM
After successfully logging in to the system, the Announcement page of the
payroll administrator will appear. For the Payroll Administrator, there are five (5)
menus namely: Announcement, Tables, Payroll Form, Reports, and Employees.
Working with the Menus
1. Announcement Menu. This page serves as the main home page of the
system. This page also contains the vision and mission of PENRO-
Benguet.
a.
Post new
. Enable the user to post an announcem
Announcement
ent.
2. Tables. The table form allows the user to view and edit the employees’
PhilHealth Table, GSIS table, HDMF Table and Salary Table.
a. PhilHealth Table. This table will show the PhilHealth information such
as the Salary Bracket, Ranges, Salary Bases, Employee and Employer
Share and the Total Monthly Premium.
i.
. The dropdown list (consisting 10, 25,
50,100) allows the user to select how many entries to appear in the
table.
ii.
This textbox allows the user to search information from the PhilHealth
Table.
iii.
. This button allows the user to edit the contents of the
table.
iv.
. When this button is clicked, the content of the first list
on the table will be shown.
v.
. When this button is clicked, the previous list on the
table will be shown.
vi.
. This buttons represents the number of
pages of the table’s content. If any of these numbers is clicked, the
corresponding page number will appear.
vii.
. When this button is clicked, the
next page or last page list on the table will be shown.
b. GSIS Table. This table shows the GSIS information, the employee and
employer’s share.
c. HDMF Table. This table shows the HDMF information, the gross pay
range, employee and employer’s share.
d. Salary Table. This table contains the Salary Grade and the
corresponding Step increment value.
3. Payroll Form Menu. The Payroll Form menu allows the Payroll
Administrator to view and generate General and Job Order payrolls.
a. View Payroll. This page will show a list of all generated General
(Regular and Casual) and Job Order Payrolls.
i.
. Choose in the dropdown list to select the
type of payroll to view. To view a payroll, click on the “View
Link”.
ii.
Print Preview. After clicking the View Link the content of the
payroll will be shown. Print preview button will show the whole
content of the generated payroll ready for printing.
b. Make General Payroll. This page will show the Generated Payroll that
is already computed according to the information entered by the
Payroll Administrator.
i.
. Click this button to save a payroll
for approval and it will save in the Head Administrators account for
verification and approval.
c. Make Job Order Payroll. This page will show payroll of Job Order
employees that is already computed according to the information
entered by the Payroll Administrator.
d. Bonus Payroll. Payroll for bonuses such as the midyear bonus and
year-end bonus are generated before the 15th of the month of May and
November respectively.
e. Pay Slip. This tab allows the Payroll Administrator to view and print
pay slips. To view, click the No. Link.
When No. link is clicked, the pay slip of all employees will be
saved as a PDF file ready for printing.
4. Reports. This page contains the GSIS, HDMF, Phil Health, MOWELL,
Tax Reports other individual remittances.
a. GSIS Remittances. It will show the GSIS Remittances forms of regular
and casual employees of PENRO for a certain period of payroll.
i.
. When this button is clicked, the GSIS Remittances will be
saved as a PDF file ready for printing.
b. HDMF Remittances. It will show the HDMF Remittances forms for
the regular and casual employees for a certain period of payroll.
c. Phil Health Remittances. It will show the Phil Health Remittances
forms for the regular and casual employees of PENRO for a certain
period of payroll period.
d. Mowel Remittances. This tab will show the Mowel Remittances for
regular and casual employees of PENRO.
d
e. Tax Report. This tab will show the Tax Report of permanent and
casual employees.
5. Employees. In the Employees’ Menu, the Payroll Administrator can
view/edit Employee List, Add Employee and Search Employee.
a. Employee List. This tab will show the list of employees. It allows the
Payroll Administrator to edit the profile of the employees.
i.
Employee ID link. The Employee ID link allows the Payroll
Administrator to view and edit an employees’ profile information.
ii.
. This textbox allows the user to
search an employee by his/her ID, last name, position and type.
iii.
Employee List Menus. This menus links the user to edit the profile
of an employee.
iv.
. This button enables the user to edit the profile of an
employee. It will be automatically change to save after clicking.
v.
. When this button is clicked, the edited information
will be saved.
b. Add Employee. It allows the Payroll Administrator to add new employee.
c.
Permanent Employee
Casual Employee
Job Order
.This links allows the Payroll Administrator to choose the employee type of the
new hired employee. This links contain the following:
i.
Personal Information. This page requires the user to fill in the new
employee/s’ personal information being asked such as the Employee
Id, Name, Address, Birthday, Civil Status, Gender, No of Dependents,
GSIS number. HDMF number, TIN, PhilHealth and Email address.
ii.
Employment Record. This page requires the user to fill in the
employee/s’ employment record which consist of the Branch Name
(PENRO, CENRO Buguias/La Trinidad/Baguio), Position, Start Date,
Hired Date and Step Since Date.
iii.
User Account. This requires the user to fill in the new member’s user
account.
iv.
. This button links the user to the next page.
v.
. This button links the user to the previous page.
vi.
. When this button is clicked, the entered information
of the new employee/s will be saved into the database.
Main Page for the Head Administrator
The Head Administrator’s page contains the Announcement page and
Payroll Status. The head administrator can also view/post announcements.
1. Payroll Status Menu. This page shows payrolls pending for approval.
a. View General Payroll. This tab will show general payroll pending foe
approval.
b. No. link. This links the user to view the whole contents of a payroll.
i.
. Once this button is clicked, the payroll will be saved
and will be ready for printing.
ii.
. When this button is clicked, a comment box will
appear.
iii.
Comment Box. This will appear once Disapprove button is clicked.
This is used to input corrections found in the payroll.
iv.
. When this button is clicked, it will be directed to the
Payroll Administrator for revision.
c. View Job Order Payroll. This tab will show a job order payroll pending for
approval.
d. View Bonus Payroll. This tab will show a bonus payroll pending for
approval.
Main Page for the System Administrator
The System Administrator has two (2) menus also namely, Announcement
Menu and Database Menu. He/she can also view or post announcement and is the
only one who is allowed to manipulate the database.
1. Database Menu. This page allows the System Administrator to
restore/backup database and view the system log.
a. Back-up Database. In this page, the System Administrator can back-up
databases.
b. Restore Database. This page allows the System administrator to restore
those databases that were previously backed-up.
i.
. When this button is clicked, selected database
will be restored.
c. System Log. This page allows the System Administrator to view who
logged in, the time he/she logged-in and logged-out, as well as what
action the user commit.
Main Page for the Super Administrator
The System Administrator has five (5) menus namely, Announcement
Menu, Table Menu, Company Menu, Remittances Menu and Users Menu. He/she
can also view or post announcement.
1. Table Menu. This menu consists of the PhilHealth, GSIS, HDMF and
Salary Table which are edited by the Super Admin.
2. Company Menu. This menu will show the current loaning companies
where the employees avail loans and premiums.
i.
ADD Company. This links the user to add a new companies
where the employees avail loans and premiums.
3. Remittances Menu. This menu will show the GSIS, HDMF, PhilHealth
and MOWEL Remittances which can be edited by the Super Admin.
4. User Account. This menu will the list of users of the system and allows
the user to edit or delete an account.
i.
User List. This tab will show the list of all users.
ii.
Add User. This tab will allow the user to add a new user account.
Main Page for the Member
Payroll officers such as the System Admin, Payroll Admin, Head Admin
and Super Admin have different account as a member from the the account they
have as a Payroll Officer. Other employees are registered as a member. Members
are only allowed to view Announcements, their Profile and Payroll Tables.
a. Home Page. The home page of a member’s account does not only contain
the list of announcement but it also includes the vision and mision of
PENRO Benguet.
b. Profile. This tab will show the member’s Personal Information,
Attendance, Leave Credit, Loans, Premium, Tax, Leave Without Pay,
Benefit and their Pay List.
c. Payroll Tables. This tab will show the member’s GSIS Table, HDMF
Table, PhilHealth Table and Salary Table.
CERTIFICATION
This is to certify that
PROVINCIAL ENVIRONMENT AND
NATURAL RESOURCES (PENRO)
BENGUET
PAYROLL SYTEM
was reviewed and revised grammatically for
thesis requirements as of March 18-21, 2012.
This certification is issued for any legal or
academicpurposes it may serve.
Issued on the 21ST day of March 2012 atPocna,
Pico La Trinidad, Benguet, Philippines.
Curriculum
Vitae
ANAS, LEO MAR LABADDAN
+63948404369
neomhar@yahoo.com
Personal Background
Date of Birth: April 10, 1990
Place of Birth: Agoo, La Union
Parents Name: Anas, Lorenzo
Anas, Marilyn
Present Address: Fb 016 Tabangaoen, Balili, La Trinidad,
Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Rosario Integrated School
Elementary: Saytan Elementary School
“Love is what makes the world go round.”
CHUMACOG, MELODY S.
+639094681684
mmhyrue@yahoo.com
Personal Background
Date of Birth: June 17, 1992
Place of Birth: Sapid, Mankayan, Benguet
Parents Name: Chumacog, George Mendoza
Chumacog, Rosalina Saliwey
Present Address: IC88A Betag La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Lepanto National High School
Elementary: Lepanto Elementary School
“A man cannot gain anything
without sacrificing something”
COPATAN, RIGI MAY BANG-NGIT
+63948204464
rigi_may@yahoo.com
Personal Background
Date of Birth: May 10, 1991
Place of Birth: Capinitan, Sabangan, Mt. Province
Parents Name: Copatan, Leo Tangpep
Copatan, Theresita Bang-ngit
Present Address: P004, Wangal, La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Pingad National High School
Elementary: Capinitan Elementary School
“No Pain, No Gain”
LUTONG, GERMAIN C.
+639994466492
gemzzzx@yahoo.com
Personal Background
Date of Birth: June 15, 1991
Place of Birth: Lepanto, Paco, Mankayan, Benguet
Parents Name: Lutong, Geoffrey
Lutong, Filomina Casido
Present Address: OD-327 Tawang, La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: San Jose High School
Elementary: La Trinidad Central School
“Do not beg for things, do it yourself, or else you
will not get anything”
Sabino, Daisy I.
+639107855632
sakurasano76@yahoo.com
Personal Background
Date of Birth: December 30
Place of Birth: Kayapa, Nueva Vizcaya
Father’s Name: Sabino, Paul O.
Mother’s Name: Sabino, Conchita I.
Present Address: JC-227 Pico, La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Besong High School
Elementary: Kayapa Elementary School
“..the result of a battle is not determined by
strength alone..”
OFFICE (PENRO) BENGUET PAYROLL SYSTEM
An IT Project Presented to the Faculty
Of the Math-Physics-Statistics
College of Arts and Sciences
Benguet State University
In Partial Fulfillment of the Requirements of the Degree Course
Bachelor of Science in Information Technology
Submitted by:
Anas, Leo Mar L.
Chumacog, Melody S.
Copatan, Rigi May B.
Lutong, Germain C.
Sabino, Daisy I.
March 2012
ABSTRACT
The Payroll System aims to study thepreparation and generation of payroll
forms of PENRO-Benguet. Solutions were drawn to meet the problems and to
provide a system for preparation and generation of payroll forms as well as
processing of reports.
Based on interviews and data collections that were conducted by the
proponents the system was developed. Data were obtained as a basis in
determining the problems encountered as well as the proposed solutions. Gathered
data was also used in identifying which system model in the development of the
system is accurate to use.
Rapid Application Development (RAD) served as the system model since
it adjoined to the steps the proponents have undergone during the development of
the system starting from the requirements gathering, to the system designing,
construction up to the project implementation.
This study provides a payroll system solution to the problems related to all
current problems encountered during the process. This had required answers and
solutions to the problems related to data recovery, multi-user limitation and
transparency of records. The development of this payroll system provides faster
generation of forms and reports as well as easier manipulation of data.
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vii
TABLE OF CONTENTS
Page
Title Page ........................................................................................................... i
Abstract .............................................................................................................. i
Table of Contents .............................................................................................. ii
INTRODUCTION
Background of the Study ................................................................................... 1
Statement of the Problem ...................................................................... 7
Objectives of the Study ..................................................................................... 8
Significance of the Study .................................................................................. 9
Scope and Delimitation ................................................................................... 10
Definitions of Terms ....................................................................................... 11
METHODOLOGY
Software Development Methodology ............................................................. 13
Data Gathering Instruments ............................................................................ 16
Sources of Data ............................................................................................... 17
DISCUSSIONS OF FINDINGS
viii
The Process in the Existing System ................................................................ 18
Problems Encountered in the Existing System ............................................... 28
Processes in the Proposed System .................................................................. 29
Database Schema ............................................................................................ 31
Security Control Measures to be adopted ....................................................... 41
Perceived Benefits ........................................................................................... 42
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
Summary ......................................................................................................... 44
Conclusions ..................................................................................................... 45
Recommendations ........................................................................................... 46
LITERATURE CITED ................................................................................... 47
APPENDICES
Company Profile
Letter to the Company
Reports and Forms
User’s Manual
CURICULUM VITAE
LIST OF FIGURES
Figure No
Page
1Rapid Application Design Phases (Kendall and Kendall, 2005) .................. 14
2 Income Tax Table for Individuals ....................................................... 20
ix
3PhilHealth Table............................................................................................ 22
4 Computation of Leave Credit Earned ................................................. 23
5 Conversion of Minutes to Fraction of Days ........................................ 24
6Graphical Representation of Existing Payroll System .................................. 25
7 Graphical Representation of the existing
Job Order Employees’ Payroll ....................................................................... 26
8Graphical Representation for Application of Leave ..................................... 27
9Entity Relationship Diagram of the proposed Payroll System...................... 32
10Use Case Diagram of the Proposed Payroll
System (Administrators) ................................................................................. 39
11Use Case Diagram of the Proposed Payroll
System (Member and Super Administrator..................................................... 40
1
CHAPTER I
INTRODUCTION
This chapter discusses the background of the study, statement of the
problem, objective of the study, significance of the study, scope and delimitation,
and definition of terms.
Background of the Study
As technology advances rapidly, business sectors cope up by constantly
upgrading their system to take advantage of what the current technology offers
and to stay competitive.
Computers, calculators and other technological by product progressively
became economical through the years as new and more powerful tools were
developed. Importance of these tools became evident as they were integrated into
business operations and processes.
A lot of business establishments today utilize automated machines,
computers, and specialized software to aid their everyday operations.
Computational power, speed, and ease of use became the prevalent reasons for
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integrating automation and computer software into an establishment. As
technology grows, it simply becomes one invaluable asset that an establishment
can acquire. (Aquisan, C. et.al, 2011)
Historically, records on salary or money matters are done in simple ways.
The first implementation of payroll activities was done during the Egyptian times
where in writing of data and information are done in papyrus reeds. Time passes
before payroll activities were done in papers. (Agnaya, M. et.al, 2008)
Today payroll
is the sum of all
financial records of salaries for
employees, wages, bonuses and deductions. In accounting, payroll refers to the
amount paid to employees for services they provided during a certain period of
time. (Payroll, 2011)
Payroll systems include any and all types of financial statements that
involve the payment of an employer’s employees, as well as any statements that
relate to the filing of employment taxes. Not only statements are included
withinthese types of systems but the actual functions of printing, delivering or
electronic transfer of employees’ funds are also included. Among payroll systems
statements are records of the amount of hours an employee has worked, any taxes
that have been withheld from an employee’s payroll check, any voluntary tax
deductions, and printed copies of checks that have been delivered and all records
of taxes that have been paid to the government. (Surepayroll, 2011)
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A payroll system on computer will also allow maintenance of files for all
human resources needs. This is where employees’ contact information education
work history and other details that are needed to be check at some point are
kept.The importance ofpayroll system cannot be stressed enough. This is the most
important wayto communicate to the employees that their welfare matters to the
employer. (The Magazine, 2011)
The Minister of Public Service of Uganda, Henry Kajura, has launched the
Integrated Personnel and Payroll System (IPPS).IPPS is an enterprise-wide
integrated, computerized and efficient human resource management information
system that will be used by ministries, departments, agencies and local
governments to undertake human resource management from recruitment to
separation, including payroll and pension processing.(IPPS, n.d.)
Sage Accpac Canadian Payroll is the system used by the SAC for payroll-
related processes. The system is capable of automatic calculations, importing
timecards, entering of after-the-fact pay checks. The payroll also handles all pay
frequencies, multiple work states, unlimited earnings, deductions, benefits and
taxes; and other pay factors such as expense reimbursements, accruals and
advances. (Sage Accpac Canadian Payroll, Sage Accpac Canada, n.d.)
Payroll Systems of Nevada was established in 1991. The company was
founded on the premise that a quality, local payroll service was needed in
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Northern Nevada. Businesses with one to several hundred employees did not
have a good option for payroll processing, tax services and other employer
services. Since 1991, Payroll Systems has grown and now provides payroll
services to over 1000 businesses primarily in Nevada, Arizona and California.
(Payroll System, 2011)
Internationally, the information systems have already been used. To cite,
the Massachusetts Institute of Technology uses a Payroll System whose objectives
are to release the salaries of their employees accurately and in a timely manner,
and to provide customer service to individuals on payroll related matters. (MIT,
2011)
Oregon State University Finance & Administration leaders are
implementing a new digital payroll system that will eliminate paper transactions,
reduce the existing system’s already low error rate and save nearly a half-million
dollars in staff time for data entry each year.
The system, provided by Workforce Software of Michigan, provides for
online submission of time and leave reports, electronic supervisor approvals and
extensive tracking of OSU’s more than 200 different employee codes. (Michigan,
2011)
Best Possible Retail, a company based on Australia, engaged in an online-
based payroll software system which considerably supported their in-house
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payroll officers in creating their payroll. (Online-based Payroll Software System,
Talent2, 1993)
JeonSoft Payroll Suite 2006 is a Client-Server based Integrated Personnel
and Complete Payroll System specifically designed for Philippine use. It is
composed of three major modules namely; the time attendance system, payroll
system and HRIS systemall rolled into one complete system. The system
automates payroll computation while making recording and retrieval of employee
records fast and easy. (JeonSoft, 2005)
With office in Pasig City, Metro Manila, West Capitol System
Technologies, Inc., provides superior IT Solutions for managing and
implementation of Information Management Systems. West Capitol System
Technologies, Inc. brings a fresh and innovative approach to IT Solution services.
Its’ goal is to exceed the expectations of every client by offering outstanding
customer service, increased flexibility and greater value.Thus optimizing system
functionality and improving operation efficiency. (Philippine Companies, 2010)
The Cagayan de Oro City Hall also employed a computerized payroll
system. According to the City Accountant Wilma Polley-Rugay “This project,
which was conceived two years ago, basically aims to improve our services
particularly in the processing of payrolls for permanent employees. Employees
who handle payroll preparation and processing can now attend to other office
needs and concerns as the new payroll system will lessen their workload.” Under
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the new payroll system, preparation and processing of payroll, which reflects the
accrued, amount payable every 15th and 30th day of the month, done only once.
Unlike the time consuming old payroll system, preparation and processing of
payroll is done twice a month covering the first half and second half of the month.
(Cagayan de Oro City Hall’s Computerized Payroll System, Sunstar, 2009)
Benguet State University Payroll System is a system which generates
necessary and precise reports concerning payroll. It is capable of storing and
retrieving integrated data. It also presents accurate and detailed salary
computation. It provides faster process of payroll preparation and manipulation of
the payroll of the institution. (Banos, A. et.al, 2009)
According to Banos, the main advantages of using a computerized payroll
system are: faster means for data processing, report generation, computation, and
reduced overall processing; durable and centralized storage of data and
information; consistency of data across all users; and accessibility of records .
With the increasing application and benefit of a computerized payroll
system, the proponents see fit that PENRO-BENGUET should implement their
own payroll system to improve the overall process and operation in the agency’s
payroll generation.
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Statement of the Problem
The study aims to develop aPayroll System for Provincial Environment
and Natural Resources Office (PENRO) Benguet and its Community
Environment and Natural Resources Office (CENRO) in La Trinidad, Baguio and
Buguias. Specially, this study answers the following questions:
1. What are the information requirements in the existing system for the
preparation of the payroll for the PENRO Benguet and CENRO La
Trinidad, Baguio and Buguias?
2. What are the problems encountered in the current payroll system?
3. What are the information and processes needed to be computerized in the
existing payroll system of PENRO Benguet and CENRO La Trinidad,
Baguio and Buguias?
4. What security and control measures are appropriate in managing the
payroll system of PENRO Benguet and CENRO La Trinidad, Baguio and
Buguias?
5. What benefits can be drawn once automation is implemented by the:
a. PENRO Benguet and CENRO (La Trinidad, Baguio, Buguias);
b. Other researches; and
c. Proponents?
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Objective of the study
The main objective of the study is to design and developa Payroll System
for PENRO Benguet and CENRO La Trinidad, Baguio and Buguias.
The following state the objective of the study.
1. Identify the information requirements in the existing system for the
preparation of the payroll for the PENRO Benguet and CENRO La
Trinidad, Baguio and Buguias.
2. Identify the problems encountered in the existing payroll system.
3. Determine the information and processes needed to be computerized in the
existing payroll system of PENRO Benguet and CENRO La Trinidad,
Baguio and Buguias.
4. Identify the security and control measures that are appropriate in
managing the payroll system of PENRO Benguet and CENRO La
Trinidad, Baguio and Buguias.
5. Identify the benefits as perceived by the following:
a. PENRO Benguet and CENRO (La Trinidad, Baguio, Buguias);
b. Other researches; and
c. Proponents?
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Significance of the Study
The project study intended to provide an effective ways to manage the
employee payroll system that will benefit the following:
PENRO Benguet and CENRO (La Trinidad, Baguio,
Buguias).Theinstitution will have an efficient and productive system by having a
faster means for preparing and generating their payroll. The system helps the
Payroll Officer accelerates report generation, computations and payroll
preparation processes as well as reduces the effort required to do the tasks. The
Administrative Officer will have an easy access to the payroll forms. Instead of
checking printed payroll forms, he/she will be checking it using the computer. It
also lessens paper crammed on her desk. PENRO employees’ salaries will be
determined accurately and will be released on time. In addition, the employees
will be able to easily know the updates of their record.
Other Researchers. This literature will serve as a basis for them
conducting their own study.
Proponents. This study enhanced their programming aptitude and
designing skills in the field of Information Technology. They had the opportunity
to apply the knowledge and skills in software development and other related fields
of expertise.
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Scope and Delimitation
This study was designed to develop a Payroll System for Provincial
Environment and Natural Resources (PENRO) Benguet and Community
Environment and Natural Resources (CENRO) La Trinidad, Baguio and Buguias.
The project covered the computation of salary of regular, casual and job
order employees. It included the report lists of employees such as Basic Monthly
Salary, Incentives (Acapera, RATA), Withholding Tax, Life and Retirement,
Loans from different Banks and organizations /or Cooperative, PhilHealth,Pag-
ibig /HDMF,MOWELL.
The project was expected to generate payroll reports such as monthly (15th
and 30th), pay slip of employee, loan reports and employee reports.
Reports given to accredited agencies such as GSIS, BIR, PhilHealth and
PAG-IBIG/HDMF were also incorporated in the system. Moreover, computation
of Leave Credits earned by an employee and payroll for bonuses was also covered
in the system.
The proposed system did not include Honoraria Payroll Forms, reports
regarding the increase of amortization requested by en employee to the loaning
agency, releasing of budget, “over-the-counter” transactions such as
reimbursement of employee’s expenses and cash advance.
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Definition of Terms
The following terms presents an operational definition that would aid
readers or other researchers with a better understanding about the study.
Basic Monthly Salary. The employee’s salary for the month based on the
employee’s Salary Grade.
General Payroll. The payroll of the Regular Employees.
Gross Salary. Wage of an employee which is subject to deductions.
Incentive. A benefit added to salary of employees.
Leave. Permission to be absent from work or duty.
Loan. One of the deductions subtracted from an employee’s salary. It is an
amount paid by an employee computed from borrowed amount.
Net Salary.The computed amount to be received by an employee for the period.
Non-regular Employees.This consists of the Casual and Job Order employees.
Payroll. This contains the list of employees with their corresponding salaries,
incentives and deductions.
Pay Slip. A form that contains the breakdown of the Net Salary of an employee
and other deductions.
Personal Economic Relief Allowance(PERA). An incentive added to the
employees’ salary.
Premium. One of the deductions subtracted from an employee’s salary. It is the
personal share that an employee is obliged to pay as a basis for loaning.
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Query.A form of questioning in a line of inquiry.
Regular Employees. Permanent employees in the company that are given more
incentives than casual and job order employees.
Remittance. The transferred funds and reports from the Accounting and Finance
Department to the participating agencies.
Salary Grade. This is the basis for the employees’ basic salary.
Withholding Tax. This is remitted to the government and deducted from the basic
salary of an employee.
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CHAPTER II
METHODOLOGY
This chapter discusses the methodology used in designing and developing
the proposed system. It also includes the different instruments and procedures
used in data gathering and the different sources of data.
Software Development Methodology
The proponents used the Rapid Application Development (RAD). RAD is
a methodology that is used for developing higher-quality and cost-efficient
software in a fraction of time. It is a dynamic process that emphasizes throughput
while de-emphasizing control. It provides both a framework and the functional
tools for achieving successful and accelerated software development.
(CASEMaker Inc. 1997-2000)
Rapid Application Development Methodology was used to encourage
early user-developer interaction in the software development by means of
prototyping. RAD uses Computer-Assisted Software Engineering (CASE) tools to
speed up the development process and quickly generates screen layouts, database
tables and reports. It is an approach to building computer systems which
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combined the CASE tools and techniques, user-driven prototyping, and stringent
project delivery time limits into a potent, tested, reliable formula for better quality
and productivity. (Clifford Kettemborough)
Figure 1 presents the Rapid Application Development Methodology.
RAD Design Workshop
Work with
Requirements
users to
Build the
Implementation
Planning
Design the
System
System
Figure 1: Rapid Application Design Phases (Kendall and Kendall, 2005)
Rapid Application Development Methodology has three (3) broad phases.
1. Requirements Planning Phase
The Requirements Planning Stage consists of a review of the areas
immediately associated with the proposed system. This review produces a
broad definition of the system requirements in terms of the function the
system would support. The deliverables from the requirements planning
include an outline system. Area model (entity and process models) of the
area under study is a definition of the system’s scope, and a cost
justification for the new system.
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In this phase the proponents met up with the PENRO payroll
officer (Clerk) and Administrative Officer to discuss and clearly identify
the requirements of the system. The proponents conducted interviews and
brainstorming with the employee involved in the current payroll system.
Data gathered were documented. This documentation included the scope,
the background profile of the company, and the problem with the
company’s current state. The proponents discussed what appropriate
system to propose as well as the system requirements in the terms of
functionalities and features that the system will support.
2. RAD Design Workshop
The RAD Design Workshop phase is design and refine phase that
can best be characterize as a workshop that is typically hands on. RAD
design workshops can take place over a series of days, but extended
blocks of time are useful. During the RAD design workshop, users
respond to actual working prototypes and analysts refine modules based
on user responses.
The proponents started building the project based on the plan
agreed upon during the first phase. Using the agreed tools and interfaces,
the proponents started to create different programs based on the
company’s needwhich was tested and refined. Feedback and suggestions
from the clientswere entertained, as this was the basis of the refinement
and the additional software processes and commands. The proponents
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conducted detailed review of all the transactions, reports, displayed
inquiries and forms that was supported by the database. Necessary
correction of errors or failures took place when there were functions that
did not matched the requirements.
3. Implementation Phase
The implementation stage involves implementing the system and
managing the change from the old system environment to the new one.
This included implementing bridges between existing and new consisting
data and training users. User’s acceptance was the end point of the
implementing stage.
As soon as the proposed system was built and refined, the
proponent tested its functionalities and determined if it gives the desired
output. Then, it was introduced to the PENRO. The organization will then
have the decision whether to adopt it or not.
Data Gathering Instrument
Interview.Direct conversation was done with the concerned employee in
the preparation and accomplishment of the payroll to correctly determine the
processes and procedures of the current payroll system.
Researching.Researching was done by browsing the internet for related
articles and reading books that provide information useful for the proponents,
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especially in the development methodology and in the programming language that
was used.
Document Analysis.This covers analysis of the documents and forms
gathered and presented by the Provincial Environment and Natural Resources
Office which included the sample payroll form, covering voucher, LACE book
and other files related to the study.
Brainstorming.Brainstorming was done by having a group interaction of
the proponents and the PENRO employee concerned in the current payroll
system. This provided a lot of ideas for the proponents for the solution of the
problems in the company and in formulating the appropriate system to propose.
Sources of Data
The data were gathered from the interviews together with the PENRO
clerks, accountant and other staffs to clearly asses the processes of the current
payroll system. The clerk provided sample forms used in the current system,
which includes the payroll form, covering voucher and the LACE book.
Books also providedinformation and ideas regarding databases,
programming and methodologies. Internet surfing was another aid in providing
related information to the proponents instantly.
Other data were gathered from the brainstorming, analysis and discussions
of the proponents and the PENRO employees.
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CHAPTER III
DISCUSSION OF FINDINGS
This chapter discusses the processes and problems in the current system,
security and control measures to be adopted and the use of diagrams like Entity-
Relationship Diagram (ERD) and Use Case Diagram which graphically explain
the processes in the current and proposed system.
Processes in the Existing System
The Provincial Environment and Natural Resources Office (PENRO)
islocated at Wangal, La Trinidad, Benguet and its Community Environment and
Natural Resources Offices (CENRO) are placed in Baguio, Bugias and La
Trinidad.Employees report to work from 8:00 AM until 5:00 PM from Mondays
to Fridays. Working hours of employees are tracked using a log book where they
login their time of arrival and departure. An employee works for eight (8) hours
duration daily with one (1) hour lunch break without pay.
The Payroll of the Provincial Environment and Natural Resources Office
(PENRO) and its Community Environment and Natural Resources Offices
(CENRO) in Baguio, Bugias and La Trinidad are prepared by the respective
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clerkof each office. The generation of payroll is being done twice a month, every
fifteenth (15th) of the month for the first generation and every thirtieth (30th) of the
month for the second generation. On the other hand, computation of payroll is
done once a month.
The Payroll of the PENRO and the CENRO’s cover only the regular
employees. Casual and Job Order employees were excluded from the Payroll
instead their salaries were computed in separate vouchers. Regular employees
receive a basic monthly salary which is being determined by their position in the
office, Personal Economic Relief Allowance (PERA), and Representation
Allowance (RA) for the head or OIC of the offices.
On the other hand regular employees have deductions such as Withholding
Tax, Premiums and Loans. The net salary, gross salary less all deductions of the
employees is being divided into two in which they will receive in each pay period.
That means deductions are done at the first preparation of payroll.
Withholding Tax Computation. The Withholding tax of the Regular
employees is computed by obtaining the Annual Income of the employee. Add all
allowances or incentives. The sum will then be deducted to the Threshold
Allowance amounting to Php 30,000.00. The excess amount if any will become
the Taxable Allowance which will be added to the Annual Income to obtain the
Taxable Income. The Taxable Income will be deducted by the sum of the Non-
Taxable Income (Government Service Insurance System (GSIS), PAG-
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IBIG/Home Development Mutual Fund (HDMF), Medicare/Philippine Health
Insurance (PHIC) and Social Security Services (SSS). The result will become the
Total Taxable Income.
The Total Taxable Income will automatically be deducted by the Personal
Exemption amounting to Php 50,000.00 regardless of the status. In addition, the
Total Taxable Income will be deducted to Php 25,000.00, multiplied by the
number of qualified dependents that the employee has but not exceeding four (4)
dependents. The difference will become the Net Taxable Income. If the Personal
Exemption exceeds the value of the Taxable Income, the employee will no longer
pay for Withholding Tax.
The Net Taxable Income will then be classified according to the range of
the values in the Income Tax Table. In the corresponding Tax Due, the Net
Taxable Income is subtracted by the maximum amount. The difference will be
multiplied to the corresponding percentage and added with the constant amount.
The result will become the Total Tax Due or the Withholding Tax. Figure 2
shows the taxes of the range of Taxable Income.
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Figure 2.Income Tax Table for Individuals
GSIS Premium Computation. The employee’s share is being computed by
taking the 9% of the basic monthly salary of the employee. The 12% of the
employee’s basic monthly salary will become the employer’s share.
PAG-IBIG/HDMF Premium Computation. The employee’s share will
depend on how much the employee would want to share ranging from Php 100.00
to Php 2,000.00. The employer’s share is Php 100.00.
PHIC Premium Computation. The employee and employer’s share are
determined by using the PhilHealth Table, refer to Figure 3.
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Figure 3.PhilHealth Table
Computation of Loans. The computation of loans like Conso-Loan, Policy
Loan, and HDMF Loan comes from the involved organization and the values are
forwarded to the PENRO or the CENRO’s for deduction from the payroll and
subsequent remittance.
Leaves, Absences and Tardiness. Computations of vacation and sick leave
are made on the basis of one and 25 hundredths (1.25) vacation leave and one and
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25 hundredths (1.25)sick leave for every twenty two (22) days of actual service.
An employee who applies for vacation leave must apply two (2) to three (3) days
before the date of leave. While an employee who applies for sick leave must
submit application form within a day after the sick leave and with a medical
certificate by a government physician if sick leave is more than five (5)
days.Leavenot in excess of the allowable leave credits, is granted leave with pay
the basis of whichthe salary he received last. All absences of an employee in
excess of the vacation or sick leave allowable shall be considered leave without
pay. Figure 4 shows the computation of earned leave credits.
Figure 4.Computation of Leave Credit Earned
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Tardiness and under time are deducted from vacation leave and they
cannot be charged against the sick leave credits unless, the under time is for
health reasons supported by medical certificate and application for leave. Figure 5
shows the conversion of hours/ minutes for tardiness and under time.
Figure 5. Conversion of Minutes to Fraction of Days
Remittances. Remittances are deducted on the first preparation of payroll,
every fifteenth of the month and are remitted as one account to the respective
agencies.
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Figure 6.(List of Figures Folder)
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Figure 7
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Figure 8
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Problems Encountered in the Existing System
The encountered problems in the existing payroll system of Provincial
Environment and Natural Resources Office are the following:
Multi-user Limitation.The payroll system, excel based, do not support
multiple, concurrent end users thus making the payroll to be in a queue between
the users leading to a slower data processing.
Data Recovery. Payroll is done using excel which has a high risk of losing
data in case of system failures. And if by any chance an accidental save is done
and there is a need to restore the data in previous state the data cannot be
recovered.
Transparency of Records.Employees querying for their records in the
current system has a high possibility of overlooking into other employees’ records
which should not be allowed.
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Process of the Proposed System
The proposed Payroll System was designed to make processing of Payroll
Forms a lot faster and well-organized.
There are five (5) types of accounts that could access the system namely:
System Administrator, Payroll Administrator, Head Administrator, Super
Administrator and Member. By default, administrator accounts are automatically
registered. Member accounts are registered by the Payroll Administrator.
To start, the system will provide a Log-in form where the user can enter
username, password and the corresponding security code. Once the username,
password and security code are valid, the user will be directed to their respective
Home page.
Users can only view the Home page (Announcement page), their profiles,
and payroll tables. The Payroll Administrator can access the whole system except
the database. The Payroll Administrator can also edit user’s profile, add new
employee, add new position/s, update system tables, post/view announcement and
generate payrolls and remittances. The proposed system has three types of payroll
to be generated: General Payroll, Job Order Payroll and Bonus Payroll (Mid-year
and End-Year Bonus).
The System Administrator can only access the system’s database and is in-
charge of handling it through making and restoring back-ups. The Head
Administrator can access the system for verification and approval of payroll.
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The Member account has a limited access to the system and can only view
their personal and user information on their profile. Members can also view their
own payroll tables such as GSIS table, HDMF table, Tax table and Salary Table.
Super Administrator is the one in charge in editing, viewing user accounts of all
employees. Super Admin is responsible in adding new loans and premiums to be
used. He/She can delete an account if the user is inactive already.
Generation of General (Regular and Casual). General Payroll is composed
of all regular and casual PENRO and CENRO employees. It is automatically
generated with their respective payroll information base on the data entered by the
Payroll Administration. The generated General Payroll will be saved for checking
and approval by the Head Administrator.
Generation of Job-Order Payroll. General Payroll is composed of all active
Job-Order employees. It is automatically generated with their respective payroll
information base on the data entered by the Payroll Administration. The payroll
will be saved for checking and approval by the Head Administrator.
Generation of Bonus Payroll. The Payroll Administrator can generate
bonus payroll, mid-year bonus and end-year bonus, only every month of May and
November respectively.
Approving and Rejecting a Payroll. All generated payroll are needed to be
approved by the Head Administrator. If a payroll is erroneous, the Head
Administrator can reject it and list the corrections for the rejected payroll. If a
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payroll is accurate, the Head Administrator can approve it to enable the print
feature and make pay slip feature of the payroll.
Making a Pay Slip. Pay slips for employees can only be generated and
printed once the payrolls are approved.
Generation of Reports. The Payroll Administrator can print a payroll once
it is approved. If a payroll is rejected, the Payroll Administrator can generate the
payroll again incorporating the corrections made by the Head Administrator.
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Figure 9.Entity Relationship Diagram
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DATABASE SCHEMA
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DATABASE SCHEMA
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DATABASE SCHEMA
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DATABASE SCHEMA
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DATABASE SCHEMA
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DATABASE SCHEMA
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Figure 10 Use case diagram
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Figure 11 Use case diagram
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Security and Control Measures to be adopted
Password
Protection. All users are required to log-in first before using the
system. The log-in requires the user to enter their respective username and
password. If the user’s input is wrong, an error message will be displayed.
Freeze/Idle
Mode. The system will automatically freeze if it is in an idle
mode within five (5) minutes.
User Type Detection. The proposed system can detect the type of user that
is accessing the system and redirected to their respective page. This ensures that
no Member can access any administrator pages.
a. Payroll Administrator(Clerk Officer). The proposed system allows the
payroll administrative officer to access the whole systemwell as
viewing and editing profile of all the employeesbut he/she is not
allowed to access the database and make a pay slip.
b. System Administrator (Super Admin). The system administrator can
make back-up databases as well as update and restore databases.
He/she can view his/her profile.
c. Head Administrator (PENRO OIC). The head administrator is only
allowed to access the system for approval of a generated payroll form
as well as viewing their respective profile.
d. Super Administrator. The super admin is in charge of viewing, editing
and deleting a user account. He/she is responsible in adding new loans
and premiums to be used by employees.
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e. Members. The proposed system limits the functionality of the
Members account. They can only view announcements, their own
profile and payroll tables. They are not allowed to view and search
other users and perform other actions beyond what is given.
System Log. The system provides system log where you can monitor the
actions in the system and who did the certain action.
Perceived Benefits Once the Proposed System is Implemented
The project study intended to provide an effective tool in payroll system
that would benefit the following:
PENRO Benguet and CENRO (La Trinidad, Baguio,
Buguias).Theinstitution will have an efficient and productive system by having a
faster means for preparing and generating their payroll. The system helps the
clerk or payroll officer accelerates report generation, computations and payroll
preparation processes as well as reduces the effort required to do the tasks.The
Administrative Officer will have an easy access to the payroll forms. Instead of
checking printed payroll forms he/she will be checking it using the computer. It
also lessens paper crammed on her desk. PENRO employees’ salaries will be
determined accurately and will be released on time. In addition, the employees
will be able to know easily the updates of their record.
Other Researchers. This will serve as basis for them to have related
literature in conducting their own study.
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Proponents. This study enhanced their programming aptitude and
designing skills in the field of Information Technology. They had the opportunity
to apply the knowledge and skills in software development and other related fields
of expertise.
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CHAPTER IV
SUMMARY, CONCLUSIONS, RECOMMENDATIONS
Summary
The study aimed to develop a Web Based Payroll System for Provincial
and Environmental Natural Resources (PENRO) Benguet.
Adding, updating and searching of employee’s records, creation of payroll
forms, record keeping, salary computation and computation and monitoring of
leave credits for each employee are expected in the system. In addition, preparing
of pay slips and generation of reports for accredited agencies are the process to be
included in the system.
The study aimed to provide an effective tool in Payroll System that would
benefit PENRO- Benguet employees and other researchers.
The methodology used in developing the system is the Rapid Application
Development (RAD). The RAD consists of three phases namely: Requirement
Planning, RAD Design Workshop, and Implementation.
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Conclusions
The proponents come up with the answers of the statement of the problems
and concludedthat:
1. The existing system for the preparation of the payroll for the PENRO
Benguet and CENRO La Trinidad, Baguio and Buguias are done through
the use of Spreadsheet. The information needed for generating the
employees’ payroll comes from their personal data stored in the file
cabinets.
2. The payroll officers involved in generating payroll encounter problems
due to the fact that spreadsheetdoes not support multiple and concurrent
end users,data recovery is at high risk and transparency of all record are
allowed.
3. The information or processes needed to be computerized in the existing
payroll system of PENRO Benguet and CENRO La Trinidad, Baguio and
Buguias are the manipulation of data such as adding, updating, editing,
searching of employees,as well as creating payroll forms, preparation of
pay slips, computation of salary and earned leaves for each employee,
monitoring of leaves credits, record keeping and report generation.
4. To ensure client that the system is secured from any illegal access of
unauthorized personnel, the proposed system adopted some of the security
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and control measures which include password protection, freeze/idle
mode, user type detection, and system log.
5. The benefits that were drawnwhen implemented by thePENRO Benguet
and CENRO (La Trinidad, Baguio, Buguias),other researches, and
proponents are stated in the perceived benefits in the previous chapter.
Recommendations
The proponents would like to recommend the implementation of the
developed system to speed up the processes in the generation of payroll.
It is also recommended for the PENRO Benguet to have a network of
computers for the maximum implementation or success of the developed system.
Moreover, inclusion of queries, input forms and other lacking functionalities (if
any) that are not included by the proponents in the developed system are also
recommended in case of change or update of processes in the generation of
payroll.
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LITERATURE CITED
A. BOOKS
Kendall K., 2005. Rapid Application Development Model
B. UNPUBLISHED
Aquisan, C et. al. 2011. Computerized Payroll System of National Irrigation
Administration- CAR Benguet. IT Project. Benguet State University
Banoset. al. 2009.BSU Payroll System. IT Project. Benguet State University
C. WEBSITES
IPPS, n.d.Integrated Personnel and Payroll System. Retrieved from
www.allafrica.com
Payroll, 2011.Payroll. Retrieved from www.payrolldoneright.com
Sage Accpac Canada, n.d.Sage Accpac Canadian Payroll System. Retrieved
fromwww.accounttech.ca/accpc.com
Surepayroll, 2011.Payroll System. Retrieved from www.surepayroll.com
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DATABASE SCHEMA
TABLES
ATTRIBUTES
EMPLOYEE
‘emp_id’ varchar (20) NOT NULL PRIMARY KEYS,
‘lname’ char(25) NOT NULL,
‘fname’ char(25) NOT NULL,
‘mname’ char(25) NOT NULL,
‘age’ int(2) NOTNULL,
‘address’ varchar(50) NOT NULL,
‘email_add’ varchar(30) NOT NULL,
‘civil_status’ char(7) NOT NULL,
‘sex’ char(6) NOT NULL,
‘dependents’ int(1) NOT NULL,
‘TIN’ varchar(16) NULL,
‘phil_health’ varchar(14) NULL,
‘GSIS’ varchar(20) NULL,
‘HDMF’ varchar (20) NULL,
‘bday’ varchar (10) NOT NULL,
‘emp_type’ char (20) NOT NULL,
‘salary_id’ int (10) NULL FOREIGN KEY,
‘position’ char (20) NOT NULL,
34
‘pos_start_date’ varchar (10) NOT NULL,
‘status’ char(15) NOT NULL,
‘date_hired’ varchar(10) NOT NULL,
‘branch’ varchar (50) NOT NULL,
‘daily_wage’ double NULL,
‘monthly_salary’ double NULL,
‘date_contract’ varchar(20) NULL,
‘end_date’ varchar(20) NULL.
ATTENDANCE
‘att_id’ int(10) NOT NULL PRIMARY KEY,
‘type’ char(20) NOT NULL,
‘days’ float DEFAULT NULL ,
‘date’ varchar(17) DEFAULT NULL,
‘deducted_to’ char(20) NULL,
‘pay_id’ int (10) NOT NULL.
LEAVE CREDIT
‘credit_id’ int (10) NOT NULL PRIMARY KEY,
‘ Vacation_Credits’ float NOT NULL,
‘Sick_Credits’ float NOT NULL,
‘emp_id’ varchar (20) NULL FOREIGN KEY,
‘ben_id’ int (10) NULL FOREIGN KEY.
LEAVE WITHOUT PAY
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
35
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘no_days’ float DEFAULT NULL.
SALARY GRADE
‘ salary_id’ int(10) NOT NULL PRIMARY KEY,
‘sgrade’ int(10) NOT NULL,
‘step’ int(2) NOT NULL,
‘sdate’ varchar(10) NOT NULL,
‘basic_pay’ int(10) NOT NULL,
‘pay_id’ int(10) NOT NULL PRIMARY KEY.
BENEFITS
‘ben_id’ int(10) NOT NULL PRIMARY KEY,
‘type’ char(20) NOT NULL,
‘amount’ float NOT NULL,
‘pay_id’ int(10) NOT NULL.
DEDUCTION
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL,
‘ded_amt’ float NOT NULL.
EMPLOYEE ATTENDANCE
‘emp_id’ varchar (20) NOT NULL PRIMARY KEY,
‘att_id’ int(10) NOT NULL PRIMARY KEY.
EMPLOYEE BENEFIT
‘emp_id’ varchar (20) NOT NULL PRIMARY KEY,
36
‘ben_id’ int(10) NOT NULL PRIMARY KEY.
EMPLOYEE DEDUCTION
‘emp_id’ varchar (20) NOT NULL PRIMARY KEY,
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY.
LEAVE WITHOUT PAY
‘credit_id’ int(10) NOT NULL PRIMARY KEY,
CREDIT
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY.
LOAN
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘company’ char(20) DEFAULT NULL,
‘no_pays’ int(2) DEFAULT NULL,
‘total_amt’ float DEFAULT NULL,
‘status’ char(10) DEFAULT NULL,
‘start_date’ varchar(10) DEFAULT NULL,
‘amt_paid’ float DEFAULT NULL,
‘no_paid’ int (2) NOT NULL,
‘parent_company’ varchar (25) NOT NULL.
PAYROLL
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘pay_period’ varchar(17) NULL,
‘first_release’ varchar(10) NULL,
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‘second_release’ varhcar(10) NOT NULL.
‘pay_status’ char(15) NOT NULL,
‘description’ varchar (200) DEFAULT NULL.
PREMIUM
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘company’ char(25) NULL,
‘total_amt’ float NULL.
TAX
‘ded_id’ varchar(10) NOT NULL PRIMARY KEY,
‘ded_amt’ float NOT NULL PRIMARY KEY,
‘pay_id’ int(10) NOT NULL PRIMARY KEY,
‘honoraria’ float NULL,
‘date_earned’ varchar(17) NULL,
‘TWT’ float NULL.
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DATABASE: PENRO_TABLE;
TABLES
ATTRIBUTES
GSIS
‘gsis_id’ int (3) NOT NULL PRIMARY KEY,
‘employee_share’double(10,2) NOTNULL,
‘employee_share’share’double(10,2)NOTNULL.
HDMF
‘hdmf_id’ int (2) NOT NULL PRIMARY KEY,
‘gross_pay_range’ varchar (30) NOT NULL,
‘employee_share’ double(10,2)NOT NULL,
‘employee_share’ double(10,2)NOT NULL.
PhilHealth
‘phil_id’ int (3) NOT NULL PRIMARY_KEY
AUTO_INCREMENT,
‘range_from’ double (10,2) NOT NULL,
‘range_to’ double (10,2) NOT NULL,
‘salary_base’ double (10,2) NOT NULL,
‘monthly_premium’ double (10,2) NOT NULL,
‘employee_share’ double (10,2) NOT NULL,
‘ employer_share’ double (10,2) NOT NULL.
Tax
‘tax_id’ int(3) NOT NULL PRIMARY KEY,
‘taxable_income’ varchar (50) NOT NULL,
‘tax_due’ varchar (55) NOT NULL.
39
25
Figure 6. Graphical Representation of existing Payroll System
Log‐in
Job Order Payroll
Password
Username
Bonus Payroll
Search User
Approve/Disapprove Payroll
Generate Payroll
General Payroll
Update System Tables
View User’s Profile
Head
Post Announcements
Administrator
Print Remittances
Payroll
Edit User’s Profile
Administrator
Make Pay Slip
Print Payroll
Back‐up Database
Restore Database
View System Log
Add Deduction
System
Administrator
39
Print Pay Slip
Figure 10. Use Case Diagram of the Proposed Payroll System (Administrators)
40
Figure 10. Use Case Diagram of the Proposed Payroll System (Administrators)
26
Figure 7. Graphical Representation of the existing Job Order Employees’ Payroll
31
Figure 9. Entity Relationship Diagram of the proposed Payroll System
Application Leave Form is
Employee gets Application Leave
forwarded to
Administrative Officer checks if the
Form kept in the File Cabinet and
Leave is possible and certifies to the
fills up the form
availability of the days applied
Application
Leave Form is
forwarded to
File Cabinet
Application Leave Form is
forwarded to
Admin Officer keeps the
PENR Officer approves the
Application Leave Form in the
Application Leave Form
File Cabinet
27
Figure 8.Graphical Representation for Application of Leave
Appendix A
Company Profile
History
E.O 192 – Reorganizing the Ministry of Natural Resources into
Department of Environmental and Natural Resources (DENR) with its Regional,
Provincial and Community field offices.
PENRO Benguet is the Provincial Environment and Natural Resources
Office of DENR in Cordillera Administrative Region. It is a government office
undertaking public service in line with the environment. It was established under
the Republic Act No. 7160 otherwise known as the Local Government Code of
1991 where in forest management functions were devolved to Local Government
Units (LGU’s).
Department of Environment and Natural Resources (DENR) issued
Department Administrative Order No. 92-30 entitled “Guidelines for the Transfer
and Implementation of DENR Functions Devolved to the Local Government
Units. It aims to bring the services closer to the people and LGU’s have the power
and authority to perform specific functions and responsibilities transferred from
the National Government.
The DENR devolved to the Local Government Units the implementation
of the community-based forestry projects like the Integrated Social Forestry
Program (ISFP) and similar projects, management and control of communal
forests at the same time enforcement of forestry laws limited to community based
forestry projects, pollution control law, small-scale mining law and other laws on
the protection of the environment.
Mandate
The DENR is the primary government agency responsible for the
conservation, management, development and proper use of the country’s
environment and natural resources.
Vision
A nation enjoying and sustaining its natural resources and a clean and
healthy environment.
Mission
The Provincial and Community Natural Resources Offices shall be the
driving forces in the province in the pursuit of a sustainable development,
enabling stakeholder, participation in the protection, conservation and
management of environment and natural resources for the present and future
generation.
Appendix B
Letter to the Company
Appendix C
Reports and Forms
Appendix D
Certification
INTRODUCTION
The PENRO - Benguet Payroll System is a payroll solution designed to
ease payroll computation and generation.
GETTING STARTED
Minimum Hardware Requirements
Intel Pentium IV 1.6 GHz
512
RAM
10 MB free disk for the PENRO Payroll System
50 MB (or more) free disk for data storage
Minimum Software Requirements
PHP
5.4
WAMPSERVER
2.3
MySQL
5.5.16
Adobe
Reader
Mozilla Firefox or Google Chrome web browser
Installing the system
1. Insert the PENRO-Benguet Payroll System CD into your CD/DVD-ROM
Drive
2. Open your CD/DVD-ROM drive
3. Install WampServer2.2a-x32 or WampServer2.3-beta-x32 in drive C
4. Open the Wamp folder found in the CD, copy data folder to:
C:\\wamp\\bin\\mysql\\mysql5.5.16
5. Click ok/yes if prompt
*note: C: can be changed by the directory of Wamp server make sure
Wampserver is not running in the taskbar
6. Open the Wamp folder found in the CD, copy the PENRO-Benguet
Payroll System folder then paste it into your www folder located in your
Wamp folder: C:/wamp/www
7. Open Firefox or Google Chrome
8. In the address bar, type C:/localhost//PENRO Payroll System
Log-in Security
There are five (5) types of accounts that can access the system. The
accounts are Payroll Administrator, System Administrator, Super Administrator,
Head Administrator and the Employees of PENRO-Benguet.
The Log-in form requires the user to enter their respective usernames
followed by their unique password which had registered by the Payroll
Administrator.
After entering username, password and security code click the Log-in
button. If one does have an account registered in the system, it will be possible for
the person to gain access to the system.
USING THE SYSTEM
After successfully logging in to the system, the Announcement page of the
payroll administrator will appear. For the Payroll Administrator, there are five (5)
menus namely: Announcement, Tables, Payroll Form, Reports, and Employees.
Working with the Menus
1. Announcement Menu. This page serves as the main home page of the
system. This page also contains the vision and mission of PENRO-
Benguet.
a.
Post new
. Enable the user to post an announcem
Announcement
ent.
2. Tables. The table form allows the user to view and edit the employees’
PhilHealth Table, GSIS table, HDMF Table and Salary Table.
a. PhilHealth Table. This table will show the PhilHealth information such
as the Salary Bracket, Ranges, Salary Bases, Employee and Employer
Share and the Total Monthly Premium.
i.
. The dropdown list (consisting 10, 25,
50,100) allows the user to select how many entries to appear in the
table.
ii.
This textbox allows the user to search information from the PhilHealth
Table.
iii.
. This button allows the user to edit the contents of the
table.
iv.
. When this button is clicked, the content of the first list
on the table will be shown.
v.
. When this button is clicked, the previous list on the
table will be shown.
vi.
. This buttons represents the number of
pages of the table’s content. If any of these numbers is clicked, the
corresponding page number will appear.
vii.
. When this button is clicked, the
next page or last page list on the table will be shown.
b. GSIS Table. This table shows the GSIS information, the employee and
employer’s share.
c. HDMF Table. This table shows the HDMF information, the gross pay
range, employee and employer’s share.
d. Salary Table. This table contains the Salary Grade and the
corresponding Step increment value.
3. Payroll Form Menu. The Payroll Form menu allows the Payroll
Administrator to view and generate General and Job Order payrolls.
a. View Payroll. This page will show a list of all generated General
(Regular and Casual) and Job Order Payrolls.
i.
. Choose in the dropdown list to select the
type of payroll to view. To view a payroll, click on the “View
Link”.
ii.
Print Preview. After clicking the View Link the content of the
payroll will be shown. Print preview button will show the whole
content of the generated payroll ready for printing.
b. Make General Payroll. This page will show the Generated Payroll that
is already computed according to the information entered by the
Payroll Administrator.
i.
. Click this button to save a payroll
for approval and it will save in the Head Administrators account for
verification and approval.
c. Make Job Order Payroll. This page will show payroll of Job Order
employees that is already computed according to the information
entered by the Payroll Administrator.
d. Bonus Payroll. Payroll for bonuses such as the midyear bonus and
year-end bonus are generated before the 15th of the month of May and
November respectively.
e. Pay Slip. This tab allows the Payroll Administrator to view and print
pay slips. To view, click the No. Link.
When No. link is clicked, the pay slip of all employees will be
saved as a PDF file ready for printing.
4. Reports. This page contains the GSIS, HDMF, Phil Health, MOWELL,
Tax Reports other individual remittances.
a. GSIS Remittances. It will show the GSIS Remittances forms of regular
and casual employees of PENRO for a certain period of payroll.
i.
. When this button is clicked, the GSIS Remittances will be
saved as a PDF file ready for printing.
b. HDMF Remittances. It will show the HDMF Remittances forms for
the regular and casual employees for a certain period of payroll.
c. Phil Health Remittances. It will show the Phil Health Remittances
forms for the regular and casual employees of PENRO for a certain
period of payroll period.
d. Mowel Remittances. This tab will show the Mowel Remittances for
regular and casual employees of PENRO.
d
e. Tax Report. This tab will show the Tax Report of permanent and
casual employees.
5. Employees. In the Employees’ Menu, the Payroll Administrator can
view/edit Employee List, Add Employee and Search Employee.
a. Employee List. This tab will show the list of employees. It allows the
Payroll Administrator to edit the profile of the employees.
i.
Employee ID link. The Employee ID link allows the Payroll
Administrator to view and edit an employees’ profile information.
ii.
. This textbox allows the user to
search an employee by his/her ID, last name, position and type.
iii.
Employee List Menus. This menus links the user to edit the profile
of an employee.
iv.
. This button enables the user to edit the profile of an
employee. It will be automatically change to save after clicking.
v.
. When this button is clicked, the edited information
will be saved.
b. Add Employee. It allows the Payroll Administrator to add new employee.
c.
Permanent Employee
Casual Employee
Job Order
.This links allows the Payroll Administrator to choose the employee type of the
new hired employee. This links contain the following:
i.
Personal Information. This page requires the user to fill in the new
employee/s’ personal information being asked such as the Employee
Id, Name, Address, Birthday, Civil Status, Gender, No of Dependents,
GSIS number. HDMF number, TIN, PhilHealth and Email address.
ii.
Employment Record. This page requires the user to fill in the
employee/s’ employment record which consist of the Branch Name
(PENRO, CENRO Buguias/La Trinidad/Baguio), Position, Start Date,
Hired Date and Step Since Date.
iii.
User Account. This requires the user to fill in the new member’s user
account.
iv.
. This button links the user to the next page.
v.
. This button links the user to the previous page.
vi.
. When this button is clicked, the entered information
of the new employee/s will be saved into the database.
Main Page for the Head Administrator
The Head Administrator’s page contains the Announcement page and
Payroll Status. The head administrator can also view/post announcements.
1. Payroll Status Menu. This page shows payrolls pending for approval.
a. View General Payroll. This tab will show general payroll pending foe
approval.
b. No. link. This links the user to view the whole contents of a payroll.
i.
. Once this button is clicked, the payroll will be saved
and will be ready for printing.
ii.
. When this button is clicked, a comment box will
appear.
iii.
Comment Box. This will appear once Disapprove button is clicked.
This is used to input corrections found in the payroll.
iv.
. When this button is clicked, it will be directed to the
Payroll Administrator for revision.
c. View Job Order Payroll. This tab will show a job order payroll pending for
approval.
d. View Bonus Payroll. This tab will show a bonus payroll pending for
approval.
Main Page for the System Administrator
The System Administrator has two (2) menus also namely, Announcement
Menu and Database Menu. He/she can also view or post announcement and is the
only one who is allowed to manipulate the database.
1. Database Menu. This page allows the System Administrator to
restore/backup database and view the system log.
a. Back-up Database. In this page, the System Administrator can back-up
databases.
b. Restore Database. This page allows the System administrator to restore
those databases that were previously backed-up.
i.
. When this button is clicked, selected database
will be restored.
c. System Log. This page allows the System Administrator to view who
logged in, the time he/she logged-in and logged-out, as well as what
action the user commit.
Main Page for the Super Administrator
The System Administrator has five (5) menus namely, Announcement
Menu, Table Menu, Company Menu, Remittances Menu and Users Menu. He/she
can also view or post announcement.
1. Table Menu. This menu consists of the PhilHealth, GSIS, HDMF and
Salary Table which are edited by the Super Admin.
2. Company Menu. This menu will show the current loaning companies
where the employees avail loans and premiums.
i.
ADD Company. This links the user to add a new companies
where the employees avail loans and premiums.
3. Remittances Menu. This menu will show the GSIS, HDMF, PhilHealth
and MOWEL Remittances which can be edited by the Super Admin.
4. User Account. This menu will the list of users of the system and allows
the user to edit or delete an account.
i.
User List. This tab will show the list of all users.
ii.
Add User. This tab will allow the user to add a new user account.
Main Page for the Member
Payroll officers such as the System Admin, Payroll Admin, Head Admin
and Super Admin have different account as a member from the the account they
have as a Payroll Officer. Other employees are registered as a member. Members
are only allowed to view Announcements, their Profile and Payroll Tables.
a. Home Page. The home page of a member’s account does not only contain
the list of announcement but it also includes the vision and mision of
PENRO Benguet.
b. Profile. This tab will show the member’s Personal Information,
Attendance, Leave Credit, Loans, Premium, Tax, Leave Without Pay,
Benefit and their Pay List.
c. Payroll Tables. This tab will show the member’s GSIS Table, HDMF
Table, PhilHealth Table and Salary Table.
CERTIFICATION
This is to certify that
PROVINCIAL ENVIRONMENT AND
NATURAL RESOURCES (PENRO)
BENGUET
PAYROLL SYTEM
was reviewed and revised grammatically for
thesis requirements as of March 18-21, 2012.
This certification is issued for any legal or
academicpurposes it may serve.
Issued on the 21ST day of March 2012 atPocna,
Pico La Trinidad, Benguet, Philippines.
Curriculum
Vitae
ANAS, LEO MAR LABADDAN
+63948404369
neomhar@yahoo.com
Personal Background
Date of Birth: April 10, 1990
Place of Birth: Agoo, La Union
Parents Name: Anas, Lorenzo
Anas, Marilyn
Present Address: Fb 016 Tabangaoen, Balili, La Trinidad,
Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Rosario Integrated School
Elementary: Saytan Elementary School
“Love is what makes the world go round.”
CHUMACOG, MELODY S.
+639094681684
mmhyrue@yahoo.com
Personal Background
Date of Birth: June 17, 1992
Place of Birth: Sapid, Mankayan, Benguet
Parents Name: Chumacog, George Mendoza
Chumacog, Rosalina Saliwey
Present Address: IC88A Betag La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Lepanto National High School
Elementary: Lepanto Elementary School
“A man cannot gain anything
without sacrificing something”
COPATAN, RIGI MAY BANG-NGIT
+63948204464
rigi_may@yahoo.com
Personal Background
Date of Birth: May 10, 1991
Place of Birth: Capinitan, Sabangan, Mt. Province
Parents Name: Copatan, Leo Tangpep
Copatan, Theresita Bang-ngit
Present Address: P004, Wangal, La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Pingad National High School
Elementary: Capinitan Elementary School
“No Pain, No Gain”
LUTONG, GERMAIN C.
+639994466492
gemzzzx@yahoo.com
Personal Background
Date of Birth: June 15, 1991
Place of Birth: Lepanto, Paco, Mankayan, Benguet
Parents Name: Lutong, Geoffrey
Lutong, Filomina Casido
Present Address: OD-327 Tawang, La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: San Jose High School
Elementary: La Trinidad Central School
“Do not beg for things, do it yourself, or else you
will not get anything”
Sabino, Daisy I.
+639107855632
sakurasano76@yahoo.com
Personal Background
Date of Birth: December 30
Place of Birth: Kayapa, Nueva Vizcaya
Father’s Name: Sabino, Paul O.
Mother’s Name: Sabino, Conchita I.
Present Address: JC-227 Pico, La Trinidad, Benguet
Educational Background:
Tertiary: Benguet State University
Secondary: Besong High School
Elementary: Kayapa Elementary School
“..the result of a battle is not determined by
strength alone..”
Document Outline
- PROVINCIAL ENVIRONMENT AND NATURAL RESOURCESOFFICE (PENRO) BENGUET PAYROLL SYSTEM
- ABSTRACT
- TABLE OF CONTENTS
- INTRODUCTION
- METHODOLOGY
- DISCUSSION OF FINDINGS
- SUMMARY, CONCLUSIONS, RECOMMENDATIONS
- DATABASE SCHEMA
- Figure 6. Graphical Representation of existing Payroll System
- Figure 10. Use Case Diagram of the Proposed Payroll System (Administrators)
- Figure 7. Graphical Representation of the existing Job Order Employees� Payroll
- Figure 8.Graphical Representation for Application of Leave
- Figure 9. Entity Relationship Diagram of the proposed Payroll System
- Appendixes A-D
- USER MANUAL
- CERTIFICATION
- Curriculum Vitae