A payroll software manages the entire financial records of employees’ salaries and wages, bonuses, and deductions (Bourne 2014). Generico intends to develop a payroll system that would enable it manage employee salaries and other human resources management issues more effectively.
Major Components Diagram for the Management
The above diagram displays the major components of the payroll system. The system was developed using visual basic. It can run on all computers with Microsoft .NET framework (Lau 2004). The software considered six components during system design, which encompassed payslip, help, employee data, rates, ledger, and payroll records. When a user inputs data, the data is written into an XML file. XML was preferred since it is a highly platform-independent format for storing data. The XML file stores all data concerning employee payments such as bonuses, rewards, taxes, and deductions.
A separate file was developed to store present rates of reimbursing employees. The software requires the user to serialize data before saving. Retrieving data from the file requires the user to deserialize. The process of serialization and deserialization aided in making data storage (Stober & Hansmann 2009). The software employed concepts of object-oriented programming owing to the advantages associated with it. The major advantage of object-oriented programming is the ability to transfer properties amongst objects.
The major significant components of the software design encompass employee data, payroll records, and rates. Under employee data component, the emphasis was placed on the identification number, his/her name, union membership, status, pension plan agreement, and payroll of an employee. All these aspects were linked to a general module that held all other employees data (Tsui, Karam & Bernal 2014). The software provides a means for storing these data, retrieving, and editing with minimal chances of error. The payroll records contained the number of hours, month, and year that the employees worked. The rate for calculating employees pay was included in the records. The records also contained the deductions from the pension plan, union membership fee, and taxes.
The management will be required to provide rates of compensation and coming up with the necessary steps needed before developing the payroll software. The steps include ensuring that each employee is assigned an employee identification number (Tsui, Karam & Bernal 2014). The EIN are obtained from the IRS. In addition, it is important to comply with the obtaining of state IDS if it is mandated by law. Another aspect is the employees status, whether they are on contract or salaried. Moreover, the management takes measures to comply with the tax regulations from the government.
The help module will provide a tutorial of using the system. All users in the various departments will be provided with a video tutorial of how to conduct their daily operations. The video tutorial will be simple to follow and will be complemented by an online application that will allow users to seek help from colleagues and the developer of the system. The help module will help the administration to conduct properly training of new employees. The implementation of the new system will require change, which would be achieved by employee training (Bourne 2014).
The new system will help the management simplify the process of paying employees while adhering to the tax regulations by the government. The chances of error in making payments will be greatly reduced while paperwork will be eliminated. The efficiency of the system is evident as employees can access their records regardless of their location (Seffah, Gulliksen & Desmarais 2005). This convenience will enable the employees plan better as they will have access to their payment details at any time.
Diagram for the Technical IT Department of Generico
Object-oriented programming was preferred since it allows properties to be inherited. Therefore, changes made in the rates of calculating an employee pay are reflected in all other related aspects that determine employee (Tsui, Karam & Bernal 2014). From the above diagram, the software accepts three departments to conduct processes on employee issues. The program begins with a use from one of the three departments logging into the system. The first input requested from the user is the department. The software then makes a decision based on the input received from the user. For instance, when the user selects the management department, he or she will be granted rights of viewing the rates and hours worked of employees working in the company.
Subsequently, when the user selects HR department, he or she can hire or fire employees. The finance department allows the user to calculate and credit pay. The concept of object-oriented programming allows the application of relational database properties (Stober & Hansmann 2009). An employee is subject to the three departments. When a change is made to the records of an employee in one department, it is immediately reflected in all other departments. An external XML file stores the rates of pay for both the contract and salaried employees. The management provides the content of the XML file. The other two departments implement the instructions contained in the file as provided by the management. The XML file contains different terms for salaried and contract employees (Seffah, Gulliksen & Desmarais 2005).
The database administrator regulates logging into the system (Lau 2004). A user accessing the system in the department is granted two chances to log correctly into the system. The user is expected to provide their employee identification number and the password that was provided to them. The limited chances of logging in are minimized to increase the security of the system. A user log keeps the record of which employee accessed the system, at what time and indicates whether they have the rights to access the services they requested. The database administrator grants the rights. No user of the finance department has the rights of accessing records stored in the HR department.
The software has numerous banner messages that convey messages of permissions to view files. This is mainly applicable to the software users of the three departments. The banner messages are intended to provide users with information on what they are allowed to access by the database administrator based on their job description. The banner messages can be used to prosecute users who violate the system by accessing the information they are not permitted to access by the database administrator (Bourne 2014).
Employees have three attempts of logging into the system. They can access their portal and view details of payment. When an employee makes more than three failed login attempts to their account, they are temporarily blocked and have to be unblocked by the database administrator. The software employs loop technique, which means that it recurs (Bourne 2014). The employees can view their details multiple times and the management can regulate the details.