LAN-Based Timekeeping & Payroll for Blanco Family Academy

Our Lady of Fatima University
23 Km Sumulong Highway Brgy. Sta Cruz Antipolo City College of Computer Studies
Chapter I INTRODUCTION
Computer nowadays is a basic need for businesses or companies. It helps a lot in such a way that it makes work more progressive and productive. It is an important thing that a company or small business should have because it helps a lot in many ways such as organizing, storing and manipulating data. Having computer programs may help a company grow bigger and be competitive in the flow of the business world. It helps a lot because almost all the companies nowadays uses computer literate and very competitive in many aspects.
A. Background of the Study

Jose Pitok V. Blanco, his wife Loreta, and all seven children are all accomplished painters versed in the Folk Realism style. Whats quite intriguing is that most of them have had no professional art training, especially the children. This celebrated art family is commemorated in the Blanco Family Museum located in Angono, Rizal, billed as the art capital of the Philippines. The museum houses a collection of paintings by the family members together with other memorabilia and is open 9-11 a.m and 1-5 p.m. every day. Just across the street from the museum is the Blanco Family Academy. It is that big blue-roofed building and its started 2001. The Academy is a private educational institution offering pre-school, elementary, and secondary education. While a normal school in most respects, the Blanco Family Academy places heavy emphasis in the fine and performing arts. The school vision is to give quality education to all levels of society and to serve the community through academic, moral, emotional, spiritual and social upliftment.
LAN-BASED Timekeeping and Payroll System Using Biometrics for Blanco Family Academy

The Timekeeping and Payroll System of the Blanco Family Academy is imprecise sometimes when it comes in computation of timekeeping and payroll. Also, the Employees of the company are using Bundy Clock to indicate in their Date Time Card their time of work in and out every day and the Accountant administrator based the wages of each employee in that time Card. It is hustle to use and long term creating the payroll slip, and the time keeping which the Human Resources need to encode all the attendance of employee using spreadsheets. Therefore the Blanco Family Academys Time Keeping and Payroll system need improvement.
B. Rationale
The proposed system will run through computer for payroll record with an integration of biometric fingerprint scanner for time keeping. It contains the automation of time keeping for the assumptions of every employee to generate payroll transaction. It can update employee information, individual and groups reports, file leave, set a non-working or working Holiday, access control and also calculation of 13th month pay and tax refund yearly report.
C. Statement of the Problem

General Problem The Time keeping and Payroll System of Blanco Family Academy are sometimes not accurate to use. Also, the employees of the School are using Bundy Clock to indicate in their Date Time Card their time of work, in and out every day. They use excel to compute their salary. All payroll transactions and reports are all manual. Therefore, the employees timekeeping and payroll system needs to improvement.

Specific Problem The information on time consumed by employees can easily be cheated. The time keeping are harder to monitor and more time consuming on the part of Payroll Administrator when it comes to payroll computation. The date time card has a huge tendency to be lost by employees. Its so hard to monitor the employees attending by security personnel.
D. Objectives of the Study

A. General Objective This study was aimed to help the Blanco Family Academy to have an efficient and effective way of Employees Time Keeping and Payroll System to give a higher quality of service. B. Specific Objectives Specifically, this study was aimed to: B.1. Provide a system that will improve the Blanco Family Academys operation in the Time Keeping and Payroll System. B.2. Provide a system that will monitor employees data that is efficient to use. B.3. Secure the records of employees and to have more manageable files. B.4. Use biometrics tool (Fingerprint scanner) that will provide an easy log-in and log-out of the employees and staff. B.5. Easy Calculation of Payroll Transaction. B.6. Summarize all the Deducted Contribution of Employees.

B.7. Calculate the 13th month pay and tax refund yearly report.
E. Theoretical Assumption of the Study

The proponents assume that will improve the Blanco Family Academy operation in the Time Keeping and Payroll System to implement the needs of the user of the system. The proponents assume that if the system will crash, the proponents will prepare a back-up system which it can be restore the system but before the proponents restore the system, the user should have back-up all the files and data in the system. The proponents assume to secure the records of employees and to have more manageable files. The proposed system will provide a (Local Area Network) LAN-Based feature to easily share information accurately and it also transfer data faster. Make a system that will monitor employees data that is efficient to use.
F. Scope and Limitation

Scope The proposed system Time Keeping and Payroll System for Blanco Family Academy covers many aspects of time keeping and payroll process. This includes the capture of information based on the employees work schedule, daily time worked and daily time taken. The payroll process encompasses all activities necessary to report employees time worked. The system will convert the current companys time keeping and payroll into Visual Basic Programming.

The system will have a File Management where it covers the records of employee and system transaction log.
The system also covers the Payroll Processing and Reporting which includes the pay calculation of salary slip and Time off tracking.
The employee will used a biometrics to time-in and time-out for recording of timekeeping.
The system will have a report summary of time sheet, summary of Payroll Computation, Summary of Tax Refund and 13th Month Pay, Withholding Tax, SSS, and Pag-IBIG Contributions.
Limitation The employees salary will not be sent through ATMs or cheques, for the reason that the company insisted that salaries must be on a cash basis. No other currencies are computed in the system but Philippine Peso only. Withholding Tax will be computed by the system, PAG-IBIG, SSS and PHILHEALTH have already a default value. The proposed system cannot be accessed online and it focuses only on the employees Time Keeping and Payroll System of the Blanco Family Academy. The necessary required remittance form given by the SSS, PAG-IBIG, PHILHEALTH should be remit manually. This proposed system is only applicable and can only be used by the Management of Blanco Family Academy.
G. Information Technology Innovation

Visual Basic 2008 Visual Basic is a programming language developed by Microsoft. It has a strong .NET. Biometrics
following,
although
it
has
been
largely
replaced
by
Microsofts Visual Basic .NET, which ships as a part of the Microsoft Visual Studio

(1) General: Biometrics is the science of measuring physical properties of living beings. (2) ISO/IEC: Biometrics is the automated recognition of individuals based on their behavioral and biological characteristics. Local Area Network Local Area Network in technology system is the connecting of two or more computers to common peripheral resources. Database Database is a system intended to organize, store, and retrieve large amounts of data easily. It consists of an organized collection of data for one or more uses, typically in digital form.
H. Significance of the Study

Company The Blanco Family Academy will greatly benefit with the proponents study because they dont need to hire any programmers to do the work in their system. The proponents will develop their system. So the proponents ask for the support of the company. This will lead in lessening the expenses of the company which can be used in their other expenses. They will also find it easier to do task with the system like the biometrics wherein they can assure that their time keeping system is secure. Proponents The researchers will gain knowledge about the business system existing inside a Finance office, with this; skills in system analysis will be improved. Theories learned inside the classroom such as DFD, Normalization and Networking will be applied in real setting/situation. Employees

The Employees will benefit in the system. They will find it easier to transact about their records since searching in the system is faster than tracking in the record book or log book. The biometrics will give them an easier time with their time log and they dont have to worry about losing their time cards because it is not necessary. HR Personnel Managing the time keeping will not be the same again as they will experience relieve. It would be fast and easy for them to handle transactions such as report making and monitoring time entries. Further determining or computing the payroll manually will be eliminated that will lead to faster transaction. Accountant / Finance It used for tracking the employees attendance data. The organization is also able to manage employee services, hours, pay rates. An automated time and attendance employee system also helps in implementing and enforcing fair pay policies. By using the Security, Time Keeping and Payroll System employee software, online accrual balances, and flexible labor distribution for projects and work orders can be maintained. Other benefits of the time and attendance employee software include the elimination of time cards and unauthorized overtimes Future researchers The study will help the future researcher to have an idea about payroll system and develop their own system. They can learn about the proponents system and at the same time develop a greater system with the help of the proponents study.

CHAPTER II Review of Related Literature and Studies

This chapter includes a discussion of the related literature, theoretical Framework and conceptual framework as components of a faculty evaluation.
A. Theoretical / Conceptual Framework

In this research, the researchers aims to provide a better way of monitoring the attendance of Pag-IBIG fund Antipolo-Branch, where the staff and the manager can handle a faster and easy way of recording and monitoring their daily Attendances. Only the Admin, HR and Accounting department has the authority to use the system that can manipulate the records in the system. The system will provide a reliable and efficient way of Timekeeping activity. The study aims to produce a result of Time keeping and Payroll System that can cope up with the needs of the company.
Input
Users: Data: Password & Username Employees Information Reports : Finger Payslip Computation for Registration Timesheet Deductions , loans, Timekeeping Pag-IBIG taxes, 13th Month Salary: SSS pay, Tax Refund Basic Salary , Withholding Tax and TimeKeeping loans, 13th Month LAN-BASED Timekeeping and Payroll System Using Biometrics for Blanco Family Academy Holiday , Earnings & Tax Refund Device: Computer , Biometrics and Printer
Process
Output

Figure 1 This section includes a table/diagram of the every input-process-output that the study requires.
B. Related Literature
1. Local Literature John Aquilan made a comparable thesis entitles Automation of time attendance System in 2004, it stated that the automation of the time attendance records, time in and time out of every employee using barcode system. It tends to eliminate the manual recording system of time and attendance and also include salary computation of each employee based on the time and attendance reports. Ramon Floran wrote on his article The Computer Edge of the New Employment and Opportunities in the Philippine Daily Inquirer, page 14 October 2005 Edition. He stated that computer gives you a different feeling about what is happening in the company. Business will be highly competitive and innovative because the computer provides instant information. According to Andrea Cantoma, March 2004 in her thesis entitled Computer Library System for St. James Academy stated that, in manual system in retrieving, maintaining security and piling records take place because of the years gone by. Furthermore, these files were only kept in envelopes and folders in wooden rocks. There are also instances when the right information is given to a wrong person, which affect quality of service.

Inquirer: Biometrics Technology to be Implemented in PNP, 2009 The Philippine National Police (PNP) also made by the international crime detection technologies in the market, the said Philippine agency decided to adopt NECs (mentioned above) Automated Fingerprint Identification System. Via the technology, PNP staff and experts are able to authenticate unique body demographics, such as fingerprints in the particular case. The technology also allows an almost instantaneous identification. The technology was used however by first building an initial database of 210,000 fingerprints. PNP actually used the said technology in order to identify two chop-chop victims whos mutilated bodies were found dumped in several areas in Quezon City and Muntinlupa. According to the mentioned above with the use biometrics technology the PNP was able to identify a suspect because of the fingerprints. According to Mayor Jun Bernabe on the article Planet Biometrics, August 2011 Paraaque city in the Philippines has replaced its existing biometric machines with a new fingerprint biometric attendance registry system, which it says is more user-friendly and efficient. The citys mayor, Jun Bernabe, says the new attendance machines will enable it to resolve the issues of long queues as well as employee complaints. A total of 40 Model 628 Double Engine ZK Finger Print Stand Alone Time Recorders were purchased. City hall took 15 units while the rest were installed in other local government facilities. The upgrade was jointly run by the city governments Human Resource Management Office and the Electronic Data Processing (EDP) Office. Aside from cutting manpower downtime, it makes timekeeping and payroll preparation simpler, systematic and more accurate. It also provides an additional way to identify, discipline and fire habitual later-comers, absentees and ghost employees, says Mayor Bernabe. According to the article mentioned above, with the use of biometric fingerprint scanner in the attendance system of the
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organization which is also connected to the payroll system. Saves time in lining up in the Bundy clock. 2. Foreign Literature According to Thomas Primer on his article Automated Computerize Process, in Readers Digest Magazine, May 2005, Page 45, for many businesses automating the collecting of employee attendance data when employees begin their shifts is still a manual process. Even business that has automated or computerized processes such as scheduling, inventory, purchasing, general ledger and payroll processing still use manual method such as time cards sheets to collect time and attendance data. NOVA time a group system developer, on last May 2007, the system that will give management the power to not only utilize the tools we have available to us today, but will continue to grow and evolve, giving it the capability to incorporate and utilize the tools the new millennium promises to bring us. NOVA time has brought a system designed for growth while maintaining the maximum in flexibility. Where the sophistication lies within the programmed mechanism of the system, allowing for a quick and simple implementation and employee training cycle, after all the true test of a system is not only in the production and wealth of reporting, but in the simplicity and ease of its operation in conjunction with a simple and accommodating implementation program. According to Betterhumans (2003) it stated there that A wireless fingerprint scanner could soon be helping law enforcement agencies; government and the military instantly identity the scanner, called sweet fingerprint, today. It is being demonstrated at the government convention one merging technologies, which addresses issues of homeland security. Scanned fingerprint can also be used to query a database for someones profile, using
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automated fingerprint identification system, and the profile can then be sent to a mobile device such as a personal digital assistant. According to the related article mentioned above, fingerprint scanning technology has been used in many fields as a means of security to confidential government records. Technology helps law enforcers in the identifications of employees.
C. Related Study
1. Local Study Andrew Mendrez a programmer, March 2007 made a similar study for Vision Designer Inc. It has an identification machine aimed at verifying a person entering through the swiping of identification cards. After entering their given code number, the identification cards are swiped in the machines card reader to trigger the verification. If access granted, the micro switch will then automatically unlock to allow enter. This will help a lot in monitoring attendances accurately and more precise. A group of computer engineers in Rebisco Biscuits Corporation, August 2007 proposed a thesis report entitled Computerized Daily Time Record System for what is the same Innodata Corps is implementing right now a computerized daily time record as an alternative for Bundy clock. The means of getting inside the company premises is by swiping cards into a machine that reads every record of each employee then monitor and displays the time a particular employee logs in and out. In the 2005 annual report of the Forest Products AdResearch and Development Institute under the Department of Science and Technology, it is said that The computerized database and attendance on Forest Production Research and Development Institute was designed to facilitate the Institutes was designed to facilitate the Institutes data entry, Progressing computation maintenance of employee time and attendance transactions. The system allows
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employees to log in/out as the swipe their IDs through a barcode reader attached to a computer terminal. The processing forms include those for legal holidays, travel order, tardiness, under time, vacation and sick leave. Pertinent Report forms have been designed for easier access to all these data. According to Olivar (2010), Payroll System is heart of Human Resource System of an Organization. The solution has to take care of calculation of the salary as per rules of the Company, Income-Tax calculation and various deductions to be done from salary based on the daily time record using the Biometric Attendance Record System including statutory deductions like Income Tax and Provident Fund deductions. Another study, the main focus of the system should handle employees records such as Employee List, Add New Employee, Edit New Employee, Attendance, Bonus and Pay slip for the administrator. 2. Foreign Study Colombia State Community College (2006) uses computer identification account (Log In Name and Password) for access to the institutions computer usage logs occurs electrically through the individual users log in/out process. Users are also informed that they are responsible for any computer files, database and/or internet sites that are accessed through their computer identification account, not withstanding their failure to adhere to the log in/out process, on their voluntary publication of their account information to others. My Time Force (2006), It is a software-based time and attendance system that allows the user to collect and organize employee time data simply and accurately. You can use Time Force to: Easily and efficiently track your employee time. Manage your time & attendance data and employee profiles. Eliminate buddy punching. Make employee scheduling a breeze. Reduce the headaches and time associated with payroll. 13

Best of all, Time Force can quickly pay for itself in time savings, reduction of time theft and elimination of payroll errors. Time Force is the manifestation of 10years of experience, customer feedback, and research and development in the time and attendance market. Over 35,000 businesses use Time Force. Johnson (October 1994) said, since modern computer accelerates work and keeps track of information accurately and promptly, its only natural that industry needs the services of computer and the modern technology devices for great help and improvement. Based on the study, Watson, et al (March 2011) offers a more accessible, fast and efficient way to enhance Log-in Log-out Using Biometrics Finger Prints Reader. By using ESVES biometric system for security and database management the employee can Log-in And Log-out by Pointing Thumb finger and Index finger.
D. Operational Definition of terms

Barcode A code consisting of a group of printed and variously patterned bars and spaces and sometimes numerals that is designed to be scanned and read into computer memory and that contains information (as identification) about the object it labels. Basic Pay Monthly rate divided by the number of working days multiplied by the number of days worked. Biometrics The measurement of physical characteristics such as fingerprints and DNA, or retinal patterns for use in verifying the identity of individuals. Bundy Clock
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A clock card machine or punch clock or time recorder is a mechanical (or electronic) timepiece used to assist in tracking the hours an employee of a company worked. Daily Time Record A record of how a persons time has been spent. It is used to calculate pay, asses the efficient use of time, or charge for work done. Database Is an organized collection of data for one or more purposes, it is usually in digital form. Days Worked The actual days worked by an employee, often well in excess of those stated in the contract of employment and sometimes without the payment of overtime. Deduction Business expenses or losses which are legally permitted to be subtracted from the gross revenue of a firm in computing its taxable income. Employee A person who is hired to provide services to a company on a regular basis in exchange for compensation. Gross Pay Total of an employees regular remuneration including allowances, overtime pay, commissions and bonuses, etc. before any deductions are made. Loan Funds transferred from one party to another as payment for purchased goods or services. Net Pay The remaining amount of an employees gross pay, after deductions, such as taxes and retirement contributions, are made. Payroll
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Is the sum of all financial records of salaries for an employee, wages, bonuses and deductions. In accounting, payroll refers to the amount paid to employees for services they provided during a certain period of time. Pay slip A detailed breakdown on how much an employee is paid during a Specific period. Report To give an official account or statement of as a treasurer reports the receipts and expenditures. Salary Wages received on a regular basis, usually weekly, bi-weekly or monthly.
Chapter III METHODS OF RESEARCH AND SYSTEM DESIGN A. Methods of Research Used
The Proponents used Descriptive method of researched; the "Descriptive" method of research is where the person doing the research presents it in a descriptive manner." The descriptive research designs enable researchers to describe or present the picture of a phenomenon or phenomena under investigation. It is the opposite of another form of research methodology called "Analytical". 1. The Descriptive Method The researchers conduct a personal interview with our client. The project team talked to the security personnel, HR, accountant for gathering of data about the system specification, needed for creating our proposed
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system that can help them for their security, timekeeping and payroll system in an efficient manner. 1.1 Interview During requirements gathering stage, the proponents conduct interview with security personnel, HR, accountant of Blanco Family Academy, who gave the resources about the flow of the current system and the process of computing the salaries, monitoring and timekeeping of the employees. 1.2 Observation The proponents had some inspection regarding the current system to gather more ideas on how to design our proposed system. From this observation, we noted some problems being encountered.
1.3 Internet Research The proponents also conduct an internet research to gather more data and topics that are related to our study. 1.4 Library Research The proponents also used library materials like thesis documentation and books that are related to our study in gathering significant information and validation of our study.
B. Data Gathering Instruments

1. Observation. The proponents had some inspection regarding the current system to gather more ideas on how to design our proposed system. From this observation, we noted some problems being encountered.
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1.1 Naturalistic observation The Time Keeping and Payroll System of the Blanco Family Academy are sometimes not accurate to use. Also, the Employees of the company are using Bundy Clock to indicate in their Date Time Card their time of work in and out every day and the Accountant administrator based the wages of each employee in that time Card. It is hustle to use and long term creating the payroll slip, and the time keeping which the Human Resources need to encode all the attendance of employee using spreadsheets. Therefore the Schools Time Keeping and Payroll system need improvement 1.2 Participant observation The Proponents Indicate the Specific Problem of the Time Keeping and Payroll for Blanco Family Academy. be The information on time consumed by employees can easily cheated.
The data are harder to monitor and more time consuming on the part of The date time card has a huge tendency to be lost by employees. Its so hard to monitor the employees attending by security personnel.
HR, Accountant and Administrator when it comes to payroll computation.
2. Interview Name: Position: Company: Date:
1. How do you handle your payroll system in your company? 2. In your current timekeeping system, what are the procedures involved to record the clock-in time of employee? 3. What are the problems you encountered of having a manual payroll system?
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4. What is the hardest procedure in creating your payroll? 5. Does your current system is accurate in computing the hours worked and deduction of wages for every employee? Why? 6. How do you handle if the employee loss his/her time record? 7. How do you keep the previous record of your payroll? 8. How many days/weeks will it take in creating your payroll? 9. Do you use computer in encoding and computing the timekeeping and payroll? 10. Do you think having an automated time keeping and payroll will have an efficient and effective way of Employees Time Keeping and Payroll? Why?
______________________ Name and Signature
C. Statistical Tool
Computation for Percentage The calculation of percentage will be used to compare the proportion of frequencies of the responses to the total number of respondents. This will also illustrate the profile of the respondents. Percentage Formula: n= f x 100 N Where: n= percentage f= frequency of respondents N= total population Descriptive statistics is a method of organizing, summarizing data to describe its important features. Inferential statistics is a method of analyzing and
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interpreting data to generalize a hypothesis about the population based on the sample. Another method was used by the researchers to make data analysis more comprehensive, is with the used of statistical representation of data. Tabulated values were taken form the answered questionnaires of respondents. The researchers make uses of the percentage method where; n = total no. of respondents f = frequency 100 = constant value % = percentage Formula: %= f/n * 100 25 27
D. Analytical Tools
1) Hierarchical Input Process Output
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Authors: Chester I . Barry and Joemel A . Valenzuela Diagram : 1.0
Program : LAN-BASED Timekeeping and Payroll System using Biometrics for Blanco Family Academy Module : Control Master
Input
Process
Output
Employee Management
Add, Edit , Delete, save ,& search Employee , Set salary .
New employee record added
Finger Print Registration
Search Employee , set name of Finger to be enrolled /scan .
New employee finger print record added
Attendance Monitoring
Retrieves the employees In and out .
Attendance /Daily time record
Payroll Transaction
Search employee , Schedule Information Generate Payroll
Print Payslip Report
Loan
Setting the loan type , amount and payment period
New loan added to employees record
Leave
Set the leave date for employee
New leave added to employee record
Holiday
Set Holiday
New holiday Record added
Edit Admin
Add new user , edit save and delete user
New user record added
Report
Generating Reports for payslip , Taxes and timesheet
Summary Reports
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Access Control
Privileges to access some operations
User privileges update
Figure 2 Hierarchical Input Process Output 2) Entity Relationship Diagram
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Age Address Empname EmployeeID Status Position Division Works For DeptID DeptName
Admin
Register
Employee
Department
EmployeeID
Name File Record Has
Date Time In & Out Department Position PositionID Goes To PositionName Daily Time Record Position
Distributes Payslip
Accountant
Employees
Computes
Deduction
Determine
EmployeeID
Name
Department Employees Salary Loans & Taxes PagIBIG ITW (BIR) PhilHealth SSS Gross Pay Net Pay
Figure 3 Entity Relationship Diagram
3) Visual Table of Contents (VTOC)

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1.0 Timekeeping and Payroll System
1.1 Employee M anagem ent
1.2 Finger Print R egistration
1.3 Attendance Monitoring
1.4 Payroll Transaction
1.5 Loan
1.6 Leave
1.7 H oliday
1.8 R eports
1.9 Access Control
Figure 4 Visual Table of Contents
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1.1 E m p lo y e e M anagem ent
1.1.1 Add E m p lo y e e
1.1.2 E d it E m p lo y e e
1.1.3 D e le te E m p lo y e e
1.1.4 S ave E m p lo y e e
1.1.5 Set S a la ry
1.1.6 Set S c h e d u le
1.1.7 S e a rc h E m p lo ye e
Figure 4.1
1.2 Finger Print Registration
1.2.1 Search Employee
1.2.2 Scan Finger
Figure 4.2
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1.3 Attendance Monitoring
1.3.1 Time In & Out Identifier
Figure 4.3
1.4 Payroll Transaction
1.4.2 Calculate
1.4.3 Print
1.4.4 Schedule Information
Figure 4.4
1.5 Loan
1.5.1 S e a rch E m p lo ye e
1.5.2 L o a n Typ e
1.5.3 Loan Amount
1.5.4 A m o u n t P e rio d
Figure 4.5
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1.6 Leave
1.6.2 Set Date
1.6.3 Submit Leave
Figure 4.6
1.7 Holiday
1.7.1 Set Holiday
1.7.2 Save
1.7.3 Delete
Figure 4.7
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1.8 Reports
1.8.1 Payslip
1.8.2 Tax
1.8.3 SSS
1.8.4 PhilHealth
1.8.5 Pag-IBIG
1.8.6 Timesheet
1.8.7 Loan Contribution
1.8.8 13 th Month
1.8.9 Tax Refund
Figure 4.8
1.9 A cce ss C o n tro l
1.9.1 S e le ct U se r
1.9.2 E n ro lle d
1.9.3 N o n E n ro lle d
1.9.4 S u b m it
1.9.5 C a n ce l
1.9.6 S e t U se rn a m& e Pa ssw o rd
Figure 4.9
1) Existing System Flowchart

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Human Resources
Add Employee
Employees
Payslip
Payslip
Set Salary and Allowances
Time Log In &out
Preparing Reports
Reports
Deductions
Filling of Daily Time Record
Computes Salary and Deduction
Employees
Employee Record
Time Keeping Record
Accounting
Employee Files
Human Resources
Compute Total of Hours Worked
TimeSheet
Figure 5 Existing System Flowchart
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2) Proposed System Flowchart
H um an R e so u r ce s
A d d E m p lo ye e
E n te r N e w E m p lo ye e in fo r m a tio n
E m p lo ye e
T im e In & O u t
T im e sh e e t
S e t B a sic S a la r y
R e tr ie ve O ld E m p lo ye e R e co r d
F in g e r P r in t R e g istr a tio n
C a lcu la te T o ta l h o u r s o f w o r ke d
R e p o r ts
A llo w a n ce s
S ca n n in g F in g e r P r in t
C a lc u la tin g P a yr o ll P r o ce sse ss
C a lcu la tin g a ll th e E a r n in g s a n d D e d u ctio n s
D e d u ctio n s and Loans
T im e ke e p in g And P a yr o ll
P a yslip
P a yslip
E m p lo ye e s
Figure 6 Proposed System Flowchart
E. Processes Used in Developing the Software

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1. Agile Unified Process Agile Unified Process is a simplified version of the Rational Unified Process (RUP). It describes a simple, easy to understand approach to developing business application software using agile techniques and concepts yet still remaining true to the RUP. I've tried to keep the Agile UP as simple as possible, both in its approach and in its description. The descriptions are simple and to the point, with links to details (on the web) if you want them. The approach applies agile techniques include test driven development (TDD), Agile Model Driven Development (AMDD), agile change management, and database refactoring to improve your productivity. Figure 7 depicts the lifecycle of the AUP. The first thing that you'll notice is that the disciplines have changed. First, the Model discipline encompasses the RUP's Business Modeling, Requirements, and Analysis & Design disciplines. Model is an important part of the AUP, as you can see, but it doesn't dominate the process -- you want to stay agile by creating models and documents which are just barely good enough. Second, the Configuration and Change Management discipline is now the Configuration Management discipline. In agile development your change management activities are typically part of your requirements management efforts, which is part of the Model discipline.
Figure7. The Agile Unified Process (AUP) lifecycle.

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Serial in the Large The serial nature of Agile UP is captured in its four phases 1. Inception. The goal is to identify the initial scope of the project, a potential architecture for your system, and to obtain initial project funding and stakeholder acceptance. 2. Elaboration. The goal is to prove the architecture of the system. 3. Construction. The goal is to build working software on a regular, incremental basis which meets the highest-priority needs of your project stakeholders. 4. Transition. The goal is to validate and deploy your system into your production environment.
Iterative in the Small
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Disciplines are performed in an iterative manner, defining the activities which development team members perform to build, validate, and deliver working software which meets the needs of their stakeholders. The disciplines are:
Model. The goal of this discipline is to understand the business of the organization, the problem domain being addressed by the project, and to identify a viable solution to address the problem domain.
Implementation. The goal of this discipline is to transform your model(s) into executable code and to perform a basic level of testing, in particular unit testing. Test. The goal of this discipline is to perform an objective evaluation to ensure quality. This includes finding defects, validating that the system works as designed, and verifying that the requirements are met.
Deployment. The goal of this discipline is to plan for the delivery of the system and to execute the plan to make the system available to end users. Configuration Management. The goal of this discipline is to manage access to your project artifacts. This includes not only tracking artifact versions over time but also controlling and managing changes to them.
Project Management. The goal of this discipline is to direct the activities that takes place on the project. This includes managing risks, directing people (assigning tasks, tracking progress, etc.), and coordinating with people and systems outside the scope of the project to be sure that it is delivered on time and within budget.
Environment. The goal of this discipline is to support the rest of the effort by ensuring that the proper process, guidance (standards and guidelines), and tools (hardware, software, etc.) are available for the team as needed.
2. Proposed Network Design
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Figure 8: Basic Network Diagram Basic Network Diagram is bus networks use a common backbone to connect all devices. A single cable, the backbone functions as a shared communication medium that devices attach or tap into with an interface connector. A device wanting to communicate with another device on the network sends a broadcast message onto the wire that all other devices see, but only the intended recipient actually accepts and processes the message. Ethernet bus topologies are relatively easy to install and don't require much cabling compared to the alternatives. 10Base-2 ("ThinNet") and 10Base-5 ("ThickNet") both were popular Ethernet cabling options many years ago for bus topologies. However, bus networks work best with a limited number of devices. If more than a few dozen computers are added to a network bus, performance problems will likely result. In addition, if the backbone cable fails, the entire network effectively becomes unusable.
Prescribe Topology
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The physical topology of a network refers to the configuration of cables, computers, and other peripherals. Physical topology should not be confused with logical topology which is the method used to pass information between workstations. Considerations When Choosing a Topology Money. A linear bus network may be the least expensive way to install a network; you do not have to purchase concentrators.
Length of cable needed. The linear bus network uses shorter lengths of cable. Future growth. With a star topology, expanding a network is easily done by adding another concentrator. Cable type. The most common cable in schools is unshielded twisted pair, which is most often used with star topologies.
F. Analysis Used for Product Evaluation The Feasibility Study is a critical document which defines the initial system concepts, objectives, requirements, and alternatives. The study also forms the framework for the system development project and establishes a baseline for further studies. 1. Technical Feasibility Blanco Family Academy has agreed to implement this proposed system if it will succeed; they provide adequate hardware and software for the completion of this project.
1.1 Hardware Requirements

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Hardware
Minimum Recommended Requirements
Maximum Recommended Requirements 256MB or Higher 4GB Intel Pentium 4 1.0 GHZ or Higher 18 Colored or Higher 32bit 256 MB AGP or Higher Digital Persona uRu Latest Version
Internal Memory (RAM) Hard Disk Capacity (CPU) Processor
128MB 2GB Intel Pentium 3 1.0 GHZ
Monitor Video Card Biometrics
17 Colored 32bit 128MB AGP Digital Persona uRu
1.2Software Requirements Software Minimum Maximum 35

Recommended Requirements Operating System Database Programming Language Windows XP MS Access 2007 Microsoft Visual Studio 2008
Recommended Requirements Vista, Win7 or Newer version MS Access 2010 Microsoft Visual Studio 2010
2. Operational Feasibility This feasibility study measures how well a proposed system solves the problems, and takes advantage of the opportunities identified during scope definition and how it can organization adopt identified in the requirements analysis phase of system development. 2.1 Implementing a payroll system Employers are responsible for paying their workers correctly and on time. To simplify the payroll process, the employer needs a payroll system. A payroll system streamlines the payroll aspect of the business. Without one, it is difficult to track and pay employees' time and to adhere to the changing payroll and tax laws set by the government. When implementing a payroll system, the employer must perform several steps.
2.1.1. Determine the type of payroll system you want to establish. The payroll system you choose should be based on the size of your business and how much payroll responsibility you would like to maintain.
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2.1.2 Purchase payroll software and hire a payroll staff, Depending computerized you access to an on the size of your company. A payroll system saves on time and gives onsite payroll staff.
2.1.3. Establish a pay date. Pay frequencies are up to you; however, weekly and biweekly are most common for hourly most common workers, and biweekly and semi-monthly are for salaried workers.
2.1.4 Decide on a time-keeping method, such as a time clock. According to the Department of Labor, an employer chooses as can use whichever time-keeping strategy he long as it correct and complete. 2.1.5. Train the payroll staff on the payroll system, if necessary. As Ultimate Software, consider hiring specialists department do a payroll. A test run will Address issues before the time arrives. 2.1.6. Ensure your payroll department and your finance department is working together, if applicable. Some payroll personnel are responsible for wage reporting and tax matters. However, some companies have a finance department that handles tax issues and payroll accounting. If so, ensure the two departments are properly streamlined.
to train the payroll staff. Have the payroll mock payroll before running the first pinpoint for any system actual glitches. payroll doing the
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2.2 Proposed System Component The in LAN-Based Payroll System Using Biometrics for Blanco Family Academy can be completely parametized to suit corporate salary / wages in entire employees of Blanco Family Academy and is an ideal payroll management solution for this company. The following are the components provided in LAN-Based Payroll System for Blanco Family Academy. 2.2.1. Employee Management Once an employee management is selected, a detailed employee profile is updated which contains complete details. This information would then be used for creating payroll. Create, update and delete employee accounts using this section. 2.2.2. Finger print Scanner The Finger print Scanner is use to register the employees finger print to allow them to scan their finger for their daily time record. Payroll Transaction will generate monthly payroll of each employee, approve overtime and print payroll slip. 2.2.4. Loan This will be to acquire loan by selecting the loan type and amortization date. In this section it can also cash advance. 2.2.5. Leave This will be the employee who wants to request vacation or sick leave. 38 2.2.3. Payroll Transaction

2.2.6. Holiday This would enable to set the Holidays (National Holiday or Non- working Holiday. 2.2.7. Reports This section would enable you to view and print the payroll, Witholding Tax, SSS, PhilHealth, HDMF, 13th month, tax refund reports of all the employees, individually or groups. 2.2.8. Control Access It gives you the ability to access user to a specific section. 2.3 PAYROLL POLICY The purpose of this Payroll Policy is to ensure that Blanco Family Academy employees are paid correctly and timely. Accounting Clerks/Finance Officers must work as a team to establish a good relationship with our employees to provide assistance with payroll inquiries and produce accurate pay checks. Accounting Clerks/Finance Officers must be familiar with the provisions of the various collective bargaining agreements and need to keep informed of all changes. Payroll entries must be done in accordance with generally accepted accounting principles.
2.3.1 INTERNAL POLICY PROCEDURES 2.3.1.1. Employee Responsibility 2.3.1.1.1. Time In / Time out Procedure Employees must scan their finger print to biometrics finger print scanner before they go in and out of w 2.3.2 Finance Responsibility 2.3.2.1. Accounting Clerk/Finance Officer
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2.3.2.1.1 The Accounting Clerk/Finance Officer is responsible for generate payroll. 2.3.2.1.2 The Accounting Clerk/Finance Officer must then compute the appropriate hours and date under the appropriate pay type code in the payroll system so as to track the actual time worked/used for each employee. 2.3.2.1.3 Once all payroll generate, the Accounting Clerk/Finance Officer must run a GrossPay /Deduction Proof report. 2.3.2.1.4 Once the Earnings/Deduction Proof has been reviewed and approved, the Accounting Clerk/Finance Officer can run the payroll checks and the corresponding vendor payroll checks. 2.3.3. Printing and Distribution of Payroll Checks & Transfers Once the check run is completed and all vendor processes are completed, the payroll checks are given to the Treasurer for distribution. The Treasurer will receive a report from the Accounting Clerk on the total amount to transfer, by fund, into the Payroll checking account to cover the checks issued. 2.3.4. Records All records shall be kept in the Finance Section in compliance with the retention schedule. Destruction of any financial record will be done in compliance with the procedures set forth in the Blanco Family Academy Records Managements Manual. Payroll
2.3.5 SL/VL of Absence Procedures 2.3.5.1 Sick Leave/Vacation Leave

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2.3.5.1.1 Sick leaves are filled by the employee 7 days before the date of leave and with the approval of their heads. 2.3.5.1.2 The Accounting Clerk/Finance Officer must then collate the leave form for Earnings/Deduction as of 2.1.3 payroll policy. 2.3.5.1.3 Every employee has number of SL/VL per year based on the approval of their heads when their hired. 2.3.6. Compensation and Benefits 2.3.6.1 13th Month Pay The company give the 13 month pay for compensation and benefits to the entire employee. The 70% of the total basic income 30% of the total March the other 2.3.7. Holidays Pursuant to the provisions of the Labor Code, as amended in relation to the observance of declared holidays and in response to the queries received every time a Presidential Proclamation or a law is enacted by Congress which declares certain days either as a regular holiday, a special day or a special working holiday, the following guidelines shall be observed by all employers in the private sector given every 2nd payroll of December and the other basic income will be given on the 2nd payroll of year.
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2.3.8 Computation 2.3.8.1 Formulation of computing lates and overtime Lates Monthly Salary 20 days Overtime Monthly Salary 20days 2.3.8.2 Formulation computing 13month Pay Step 1. Monthly Salary / 12 = 13month pay Monthly Step 2. 13month Pay Monthly * Months of work = 13month yearly Step 3. 13month pay yearly * .70 =13month pay given by December Step 4. 13month pay yearly * .30 =13month pay given by March 2.3.8.3 Formulation computing Tax Refund Yearly Tax Computation - Yearly Tax Contribution = TaxRefund 2.3.9. Cash Advance Cash advance will be limited to 1thousan a month only. pay 480min of 1day * Minutes ofOvertime 480min of 1day - Minutes of Lates
2.3.10 External Policy

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2.3.10.1 Contribution and loan Remittances Remittance will only be done after the accomplishing the necessary required form given by the SSS, PAG-IBIG, PHILHEALTH and other remittance offices. 2.2.10.2 Bank Transaction The Treasurer will receive a report from the Accounting Clerk on the total amount to transfer, by fund, into the Payroll checking account to cover the checks issued and the bank will responsible to divide the deposited check to distribute to the list account on the report given by the accountant. 2.4 Disaster Recovery Plan Disaster recovery is the process, policies and procedures related to preparing for recovery or continuation of technology infrastructure critical to an organization after a natural or human-induced disaster. Disaster recovery is a subset of business continuity. While business continuity involves planning for keeping all aspects of a business functioning in the midst of disruptive events, disaster recovery focuses on the IT or technology systems that support business functions. 2.4.1 Plan A: Main database will be located on a area that is water proof, fire proof to have maximum security for the system and database that can only be access solely by an administrator this is to prevent any forms of loss, leakage, corruption and tampering of the datas due to other uncontrollable and unforeseen circumstances
2.4.2 Plan B System

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The LAN- Based Time Keeping and Payroll using Biometrics for Blanco Family Academy system will be uploaded to www.mediafire.com, a hosting web site where you can upload unlimited storage up to of 200 MB per file (4GB for Pro users and 10GB for Business users) MediaFire does not enforce waiting times for downloads, limit simultaneous downloading or set bandwidth limits. The admin of the system will solely assign this for the backup. Database The Database of this system is uploaded also to MediaFire every end of the day to back-up the record file of this system. The admin of this system assign to update back-up. 2.5. Data Manipulating Language The system can be update with the latest Visual Basic programming language by the programmer when its necessary. 3. Economic Feasibility This is where the feasibility could be established by conducting a Market Analysis or Cost Benefit Analysis. appropriate tool. The researcher could choose the If the proposed software is customized for a particular The researcher
company and there will a basis for the computation of the operating cost, benefits, Return on Investment (ROI), Payback Period. establishing the economic feasibility of his/her studies. should present under this subsection, the formula he/she will use in
3.1 Operating costs:
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Operating costs stated the annual of personnel expense, supplies and equipment cost required for the existing and proposed system, the use of this is to compare both of them to analyze which save more. The total annual cost for existing is Php.183769.20 and in the total annual cost for proposed is Php.97896.33 (See Appendix K. Economic Feasibility Study) 3.2 Development costs: Development cost is incurred during the development of the system are one time investment, its Include the Adequate Software, Hardware requirements, labor cost, supplies cost, electric consumption, food and transportation cost. And total development cost is Php.55137.26 (See Appendix K. Economic Feasibility Study) 3.3 Cost and Benefits Analysis Cost benefit analysis (CBA) it is important to identify cost and benefit factors. Its a technique designed to determine the feasibility of a project or plan by quantifying its cost and benefits. Through this analysis you will be able to compute the total cost saving, payback period and net saving by use of this formulation: Annual Cost Annual Cost = Existing Cost Proposed Cost Payback Period Payback Period = Annual Cost / Present Value Net Saving Net Saving = End Cumulative Present Value Total Development Cost (See Appendix K. Economic Feasibility Study) 3.4 Return of Investment (ROI)
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A performance measure used to evaluate the efficiency of an investment or to compare the efficiency of a number of different investments. To calculate ROI, the benefit (return) of an investment is divided by the cost of the investment; the result is expressed as a percentage or a ratio. The return on investment formula: Return of Investment (ROI) (5 years) = ((End Cumulative Present Value Total Development Cost / End Cumulative Present Value) * 100
In the above formula "end cumulative present value", refers to the proceeds obtained from selling the investment of interest. Return on investment is a very popular metric because of its versatility and simplicity. That is, if an investment does not have a positive ROI, or if there are other opportunities with a higher ROI, then the investment should not be under taken. (See Appendix K. Economic Feasibility Study)
Chapter IV
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ANALYSIS, PRESENTATION OF DATA, AND INTERPRETATION OF FINDINGS This chapter presents the data gathered through the research instrument. These data are analyzed and statistically treated in order to derive interpretations and inferences. The data are presented in accordance with the statement of the specific problem. The Employees of Family Blanco Academy respondents in terms of gender and age to answer the survey form to express the situation in their time keeping and payroll. Table 2 Distribution of Respondents in Terms of Gender
Gender Male Female Total
Employees 9 11 20 Figure 9
% 45% 55% 100%
Rank 2 1
Distribution of Respondents in Terms of Gender
In Table 1 and Figure 8 shows the distribution of Blanco Family Academy employees respondents in terms of gender. It can be seen from this figure that 55% of the respondents are female with a frequency of 11. On the other hand, 45% of the
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respondents are male with a frequency of 9. It appears therefore that there are more female respondents than the male respondents. Table 3 Distribution of Respondents in Terms of Age
Age 20-25 26-30 31-35 36-40 41 and above Total
Employees 4 8 3 2 3 20 Figure 10
% 20% 40% 15% 10% 15% 100%
Rank 2 1 3(1) 4 3(2)
Distribution of Respondents in Terms of Age
Table 2 and Figure 9 present the frequency of the respondents profile in terms of age. The figure shows that 20% of the respondents are aged 20-25 years old with a frequency of _. Next age reveals that majority is with a percentage of 40% were respondents whose ages were 26-30 years old. Students ages 31-35 years and 41 ages and above both have a percentage of 15%. Lastly with the lowest percentage of 10% is with ages 36-40 years old.
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Question no. 1: Are you satisfied in your current Time keeping system using Bundy clock? Table 4 Distribution of the Respondents in Terms of Satisfaction of using Bundy clock in their time keeping Yes No Total 12 8 20 60% 40% 100%
Figure 11 Distribution of the Respondents in Terms of Satisfaction of Employees using Bundy clock in their time keeping
Table 3 and Figure 10 shows the distribution of the respondents in terms of satisfaction of Employees in using Bundy clock in their time keeping. It can be seen from the data that 60% of the employees respondents says yes, that they satisfied of using Bundy clock in their time keeping, on the other hand 40% says no, that they are not satisfied of using Bundy clock in their time keeping. Question no. 2: Do you want to change your current time keeping and payroll system in computer time keeping and payroll system using biometrics?
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Table 5 Distribution of the Respondents in Terms of Upgrading in Computerize time keeping and Payroll Yes No Total 16 4 20 80% 20% 100%
Figure 12 Distribution of the Respondents in Terms of Upgrading in Computerize time keeping and Payroll
Table 3 and Figure 11 shows the distribution of the respondents in terms of Upgrading in Computerize time keeping and Payroll. It can be seen from the data that 80% of the employees respondents says yes, they want to upgrade their current time keeping and payroll system into computerize time keeping and Payroll, on the other hand 20% says no, they dont want to upgrade their current time keeping and payroll system into computerize time keeping and Payroll Question no. 3: Do you think using biometrics is more accurate than using usual time card?
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Table 6 Distribution of the Respondents in Terms of biometrics is more accurate than using the usual time card. Yes No Total 19 1 20 Figure 13 Distribution of the Respondents in Terms of biometrics is more accurate than using the usual time card. 95% 5% 100%
Table 4 and Figure 12 shows the distribution of the respondents in terms of Biometrics is more accurate than using usual time card. It can be seen from the data that 95% of the employees respondents says yes, Biometrics is more accurate than using usual time card, on the other hand 5% says no, using usual time card is more accurate than Biometrics. Question no. 4: Do you agree that implementing the proposed system to your company would lessen the fraud committed by some of the employees? Table 7
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Distribution of the Respondents in Terms of proposed system would lessen the fraud committed by some of the employees. Yes No Total 19 5 20 95% 5% 100%
Figure 14 Distribution of the Respondents in Terms of proposed system would lessen the fraud committed by some of the employees.
Table 5 and Figure 13 shows the distribution of the respondents in terms of proposed system would lessen the fraud committed by some of the employees. It can be seen from the data that 95% of the employees respondents says yes, proposed system would lessen the fraud committed by some of the employees, on the other hand 5% says no, proposed system would not lessen the fraud committed by some of the employees. Question no. 5: Do you think that the proposed system will optimized the process of the company in computing wages and time keeping?
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Table 8 Distribution of the Respondents in Terms of proposed system will optimized the process in computing wages and time keeping. Yes No Total 20 0 20 100% 0% 100%
Figure 15 Distribution of the Respondents in Terms of proposed system will optimized the process in computing wages and time keeping.
Table 6 and Figure 14 shows the distribution of the respondents in terms of proposed system will optimize the process of the company in computing wages and time keeping. It can be seen from the data that 100% of all employees respondents says yes, proposed system will optimized the process of the company in computing wages and time keeping. Chapter V SUMMARY, CONLCUSION AND RECOMMENDATION
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Summary: WALA PA.. Conclusion: The system proposal entitled LAN-Based Time Keeping and Payroll System using Biometrics for Blanco Family Academy will be beneficial to the company for maximizing its profits; and minimizing manpower and additional equipments necessary for LAN-Based Time keeping and Payroll System. With the use of this new system, computations and gathering are all accurate, Data manipulating and processing are expedited, report generations ate faster and security for the held are better, and consumes less office space, a powerful business tool that would greatly aid updating of new time keeping and payroll system, this LAN-Based Time Keeping and Payroll System using Biometrics thus increasing effectiveness by a very considerable amount. . Recommendation: Based on the performance of the computerized attendance monitoring system, the researchers highly recommend that this study be implemented to the Blanco Family Academy and other companies. Also with its dependable performance and easy to use procedures, this study can be a great help for companies and organizations concerning their Time Keeping and Payroll system using Biometrics.
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LAN-Based Timekeeping & Payroll for Blanco Family Academy

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Our Lady of Fatima University

A. Background of the Study

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C. Statement of the Problem

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D. Objectives of the Study

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E. Theoretical Assumption of the Study

F. Scope and Limitation

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G. Information Technology Innovation

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H. Significance of the Study

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CHAPTER II Review of Related Literature and Studies

A. Theoretical / Conceptual Framework

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D. Operational Definition of terms

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B. Data Gathering Instruments

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HR, Accountant and Administrator when it comes to payroll computation.

2. Interview Name: Position: Company: Date:

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______________________ Name and Signature

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Authors: Chester I . Barry and Joemel A . Valenzuela Diagram : 1.0

Add, Edit , Delete, save ,& search Employee , Set salary .

New employee record added

Finger Print Registration

Search Employee , set name of Finger to be enrolled /scan .

New employee finger print record added

Retrieves the employees In and out .

Attendance /Daily time record

Search employee , Schedule Information Generate Payroll

Print Payslip Report

Setting the loan type , amount and payment period

New loan added to employees record

Set the leave date for employee

New leave added to employee record

New holiday Record added

Add new user , edit save and delete user

New user record added

Generating Reports for payslip , Taxes and timesheet

Privileges to access some operations

User privileges update

Figure 2 Hierarchical Input Process Output 2) Entity Relationship Diagram

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Name File Record Has

Figure 3 Entity Relationship Diagram

3) Visual Table of Contents (VTOC)

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1.0 Timekeeping and Payroll System