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ATTENDANCE MONITORING AND PAYROLL SYSTEM

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son grava

on 29 March 2014

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Transcript of ATTENDANCE MONITORING AND PAYROLL SYSTEM

Organizational Chart
Proposed System
ATTENDANCE MONITORING SYSTEM


December 11, 2013

Mr. Moncho R. Bakunawa
Jamaya Const. Company
#91 Sgt. Catolos St. Cubao, Q.C.

Dear Mr. Moncho
Our team is submitting this proposed action plan for your review. We are happy to improve
Your company’s manual attendance into Automated Attendance Monitoring System.

Background

Attendance Monitoring System is an automated system that will help your company to enhance the
Attendance monitoring of your employees.
As we conducted the research it shows that company is using an old style attendance logbook for time
in and time out of your employees by just writing their names on it. Every company has an attendance,
to monitor each employee for salary purposes and the number of days and hours they are working.
Attendance monitoring system is easy to use no need to write down your name and the time you are log in and logout, especially when you are in a hurry. You can just put your thumb mark to the scanner and bingo you are already log in, same method for logging out.

Goals/Objectives
PROJECT OVERVIEW
Mission
To be a high quality and a high provider general engineering services aimed at improving major
Infrastructure projects that enhance the businesses, educational facilities and lives of people in
Major cities, Metropolitan and rural areas.

CD345B
Perform Systems Analysis and Design

Course Objectives

Project planning and implementation, elicitation and specification of user requirements, graphical modeling of objects, data, and processes, and design of data structures, user interfaces, and system behaviors. A team project with a client in the community is required.

Vision
To be of the leading Triple C construction companies developing the countryside and major urban
Routes that create dynamic exchange of business education facilities through the roads, bridges
And buildings we buildings we build that improves people’s lives.

Any company that has employees knows that it can be time consuming to keep track of everyone’s attendance. Not only have to keep track of the attendance but you also have toalso manage how much time each person is allocated. Trying to keep track of everyone in your company and their needs can be extremely tedious. The use of an attendance management system can save your company a great deal of time and reduce errors that are made from calculating attendance.
Our goals is to develop a system that would help your company to enhance the better
Monitoring system of you employees such as:
1. Attendance is the act of fact of attending of being present at work, also used to define number of persons present in a particular day at work.
2. Records are kept safe and confidential.
3. Simple and easy to use.
4. Time and Attendance system reduces the risk of human error and ensures and easy, impartial, and orderly approach in addressing specific needs without any confusion. In fact, Time and Attendance system has been shown to have an accuracy rate of more than 99% versus manual systems by eliminating errors in data entry and calculations.

5. Improved Regulatory Compliance
While a time and attendance system is not likely to ever guarantee employment law compliance, the data collected and available through your system can help ensure you have the required information to comply with labor regulations regarding proof of attendance.

6. Automated Time and Attendance provides a way to monitor the success of project, task forces, work groups, or even the performance of entire departments or entire companies. Whether your company needs this capability now, or sometime in the future, it’s good to know that the tools are at hand when you need them.



JAMAYA Construction Corporation was established in NOV. 7, 1996 to respond to the current modernization, agro-industrialization, and infrastructure development. The company offers the country and world its commitment, professionalism, competence, services, and facilities. Its core is composed of proficient managers and seasoned engineers and hardworking and technical men in various field of endeavor.
Today JCC is a reliable name in the construction industry. It organized to render road, bridges, dredging, and ports construction including building construction, subcontract, works, electrical and lighting systems and other engineering services. Most of our projects are government infrastructure projects. All awarded products were completed ahead of the scheduled date of completion. Quality and satisfactory completion of the turn-covered projects was made possible by the used of modern construction equipment owned by the company. This further attributed to its key personnel, each having their own field of specialization. Coupled with administrative and financial competence, its capabilities provide for the solid foundation of a well-oiled organization in the pursuit of its goal to render good quality services.
This organization is a Family Corporation, Mr. Manuel R. Bakunawa III, being President and Chairman of the Board
As a whole, the company aims to yield quality engineering services, ensure continuous satisfaction at profit sufficient to assure improvement growth and continuity of business and the people in its and to contribute to the society in which it operates.


Today JCC is a reliable name in the construction industry. It organized to render road, bridges, dredging, and ports construction including building construction, subcontract, works, electrical and lighting systems and other engineering services. Most of our projects are government infrastructure projects. All awarded products were completed ahead of the scheduled date of completion. Quality and satisfactory completion of the turn-covered projects was made possible by the used of modern construction equipment owned by the company. This further attributed to its key personnel, each having their own field of specialization. Coupled with administrative and financial competence, its capabilities provide for the solid foundation of a well-oiled organization in the pursuit of its goal to render good quality services.
This organization is a Family Corporation, Mr. Manuel R. Bakunawa III, being President and Chairman of the Board
As a whole, the company aims to yield quality engineering services, ensure continuous satisfaction at profit sufficient to assure improvement growth and continuity of business and the people in its and to contribute to the society in which it operates.

Procedures
When these objectives will require an open line of communication with the current time keeper
The success of this project will be enhanced if you could identify within your company to provide us with direction and questions as needed.
This project will provide you with support and guidance in reaching your goals for improving the attendance monitoring of your company. Please call me at 0912-8181228



PHASE 1
Systems Planning

Abstract
System planning is done by people who have faith in the future and a vision of the future adequate to form the basis for planning. System planning has two major outputs which embody its contributions. These are proposals and design concepts. The proposal is addressed to the decision-maker. One of its main ingredients consists of a statement of the objectives of the system. The objectives may be set by the system planner, or they may be articulated by him as an expression of his understanding of the consensus of other responsible persons. Design concepts evolving from system planning are based on the visualized system, and are addressed primarily to the system engineer.
There are many problems and pitfalls associated with system planning which should be kept in mind in system planning. Consideration of these helps to make the plans more realistic, more likely to be accepted, and less likely to bog down in the implementation stages.
The development of an adequate science of planning should carry high priority among systems people; as such a science will help to provide effective analytical and communicative tools for system planning.



MANUEL R. BAKUNAWA
III
President

ROSOLLO R. BAKUNAWA

Secretary

MONCHO R. BAKUNAWA

Vice President

MEDEN A. ARELLANO

Treasurer

MAGNUM A. BAKUNAWA

Board of the Member

Goals/Objectives
Any company that has employees knows that it can be time consuming to keep track of everyone’s attendance. Not only have to keep track of the attendance but you also have to also manage how much time each person is allocated. Trying to keep track of everyone in your company and their needs can be extremely tedious. The use of an attendance management system can save your company a great deal of time and reduce errors that are made from calculating attendance.
Our goals is to develop a system that would help your company to enhance the better



Monitoring system of you employees such as:
1. Attendance is the act of fact of attending of being present at work, also used to define number of persons present in a particular day at work.
2. Records are kept safe and confidential.
3. Simple and easy to use.
4. Time and Attendance system reduces the risk of human error and ensures and easy, impartial, and orderly approach in addressing specific needs without any confusion. In fact, Time and Attendance system has been shown to have an accuracy rate of more than 99% versus manual systems by eliminating errors in data entry and calculations.

5. Improved Regulatory Compliance
While a time and attendance system is not likely to ever guarantee employment law compliance, the data collected and available through your system can help ensure you have the required information to comply with labor regulations regarding proof of attendance.

6. Automated Time and Attendance provides a way to monitor the success of project, task forces, work groups, or even the performance of entire departments or entire companies. Whether your company needs this capability now, or sometime in the future, it’s good to know that the tools are at hand when you need them.

PHASE II
Systems Analysis

Abstract
After an overview of the system analysis phase, this chapter describes requirements modeling techniques and team-based methods that systems analysts use to visualize and document new systems. The chapter then discusses system requirements and fact-finding techniques, which include interviewing, documentation review, observation, surveys and questionnaires, sampling, and research. The overall objective of the system analysis phase is to understand the purpose project, ensure that it will support business requirements, and build a solid foundation for system development. In this phase, you use models and other documentations tools to visualize and describe the purposed system. The systems analysis phase tasks requirements modeling, Data and process modeling, object modeling, object modeling, development strategies.
Data and process modeling
A logical model shows what a system must do, regardless of how it will be implemented physically. Later, in the system design phase, you build a physical model that describes how the system will be constructed. Data and process modeling involves three main tools: data flow diagrams, a data dictionary, and process descriptions. System analysts use many graphical techniques to describe an information system. One popular method is to draw a set of data flow diagrams. A data flow diagram or(DFD) uses various symbols to show how the system transforms input data into useful information. A data flow diagram (DFD) shows how data moves through an information system but does not show project logic or processing steps. A set of DFD’s provides a logical model that shows what the system does, not how it does it. The distinction is important because focusing on implementation issues at this point would restrict your research for the most effective system design.



DFD Symbols
DFDs use four basic symbols that represent processes, data flows, data stores, and entities. Several different versions of DFD symbols exist, but they all serve the same purpose. Process symbols a process receives input data and produces output that has a different content, form, or both. Data flow Symbol is a path for data to move from one part of the information system to another. A data flow in a DFD represents one or more data items. Data store symbol is used in a DFD to represent data that the system store because one or more processes need to use the data at a later time.
Object modeling –
Object oriented (O-O) analysis describes an information system by identifying things called objects. An object represents a real person, place, event, or transaction. Unified modeling Language (UML) is a widely used method of visualizing and documenting an information system.
Development strategies-
Describes the remaining activities in the systems analysis phase, which include evaluation of alternative solutions, preparation of the system requirements document, and presentations of the system requirements document to management, also describe the transition to systems design, prototype, and systems design guidelines. System development strategies, the preparation and presentation of the system requirements document and the transition of the systems design phase of the SDLC.
An important trend that views software a systems design phase of the SDLC. An important trend that views software as a service (SaaS), rather than a product, has creates new software acquisition option. System analysts consider Web-based development environments such as NET and WebSphere, and various outsourcing option, including application service provider’s application software packages. Internet business services (IBSs) offer powerful Web-Based servers, software hosting, and IT support services to customers.


COST AND BENEFITS







Market Analysis

A. Hardware Acquisition Cost
Biometric fingerprint scanner -5,500

QTY. UNIT PARTICULARS UNIT PRICE AMOUNT
SONY Vaio VGN-NW15G
• CPU : INTEL
• LCD: 14"
• RAM: 4gb

• VIDEO GMA 4500MHD
1 1
21,000 21,000
With (OS)Windows 8 Home Premium 32bit
Total Amount
21,000
B. Software Development Cost
QTY.


UNIT


PARTICULARS

UNIT PRICE


AMOUNT
Microsoft Visual Studio 2010 Professional
Microsoft Office Pro Professional 2010

6,333.00 6,333.00

Total Amount: 25,772.63
Software Cost 25,772.63
Life Expectancy 3 years
Development Period 3 months
Salvage Value = (Software Cost / Life Expectancy) * Development Period
12 months

Salvage Value = 2,147.71
Annual Depreciation Cost = Software Cost – Salvage Value
Life Expectancy

Annual Depreciation Cost = 7,874.97

Monthly Depreciation Cost = Annual Depreciation / 12 months
Monthly Depreciation Cost = 656.24

Software Development Cost = Monthly Depreciation Cost * Development Period
Software Development Cost = 1,968.74

Total Software Development Cost 1,968.74

C. Overhead Cost
5 Members

Name
Cost
Programmer Jerome Catap 10,000.00
Project Manager Racelyn Basilio 6,000.00
System Analyst and Design Marjorie Claros 6,000.00
Assistant Programmer Edeson Grava 5,000.00
Marjorie Claros
Racelyn Basilio
Junella Marie Ellana

Researchers
4,000.00
Total Overhead Cost
31,000.00
3 months development period
D. Labor Cost
19,500.00
Labor Cost = Members Fee * Development Period (3months
Labor Cost =
93,000.00
Total Labor Cost
93,000.00
Development Period
3 months
E. Miscellaneous Cost
Printing
Other ()

500
450

Total Miscellaneous Cost
950
Monthly (3 Months Development Period)

Transportation @ P 50.00 (back & forth) / week 50



Members
No. of weeks a month
5
4
Total transportation monthly=transportation/week*No. of Members 1000
Total transportation 3months = Transportation/month * Development Period
Total transportation monthly
5000
ELECTRICITY


5 Computers @ 200w

No. of hours a day 4 hours/30 minutes
No. of days week 6 days
No of hours a month 103.2h * 5 computers = 516h



Kwh used for computer = No. of watts * No. of hours a month
1 kWh (1,000wh)
= 200 * 516
1,000wh

Kwh used for 5 computers = 103.2w


Basic Charge:
Energy (Total kWh used) = 149.63
Price per kWh = 2.106

Basic Charge = Total kWh used * Price per kWh
Basic Charge = 149.63 * 2.106
Basic Charge = 315.12


TOTAL BASIC CHARGE per MONTH 315.1



PHASE 3
Systems Design

Abstract

In systems design the design functions and operations are described in detail, including screen layouts, business rules, process diagrams and other documentation. The output of this stage will describe the new system as a collection of modules or subsystems.
The design stage takes as its initial input the requirements identified in the approved requirements document. For each requirement, a set of one or more design elements will be produced as a result of interviews, workshops, and/or prototype efforts.
Design elements describe the desired system features in detail, and generally include functional hierarchy diagrams, screen layout diagrams, tables of business rules, business process diagrams, pseudo-code, and a complete entity-relationship diagram with a full data dictionary. These design elements are intended to describe the system in sufficient detail, such that skilled developers and engineers may develop and deliver the system with minimal additional input design.


PHASE 4
Systems Implementation

Abstract
System implementation is the fourth phase in the system development life cycle (SDLC). The purpose of system implementation is to build a properly working system, install it in organization, replace and old systems, preparing system and user documentation and train users. This lesson consists of six sections:
• Overview of system implementation
• Coding
• Testing
• Installation
• Documenting the system
• Training
• System implementation is the development, installation and testing of system components and delivery of that system into production. The purpose of system implementation is to build a system, install it, replace and old systems, preparing system and user documentation and train users. During this phase, it’s also involved closedown the entire project.

• System implementation has several major activities. There are five major tasks in this phase; coding, testing, installation, documentation and training as in Figure 12-1. The purpose of this phase is to convert the physical system specifications into working and reliable software and hardware, document the work that have been done and provide help for current and future users.



USER’s FEEDBACK

After trying this Automated Attendance Monitoring System, we find out that this system makes our job so smooth and simply easy, it makes our work faster from the long process of monitoring to calculating the payroll of the employees, and it is also lessen our erasures and errors. We don’t need to calculate repeatedly the payroll just to make it is the exact total amount of the salary of each employee



Anita Bakunawa
H.R Manager

Rosella Pineda
Accounting Manager

PHASE 5
Systems Support and Security

Abstract
Managing system support and security involves three main concerns: user’s expectation, system performance, and security requirements. A system analyst is like an internal consultant who provides guidance, support, and training. Successful systems often need the most support because users want to learn the features, try all the capabilities, and discover how the system can help them perform their tasks. In most organizations, more than half of all IT department effort goes into supporting existing systems. System support and security covers the period from the implementation of an information system until the system no longer is used. A system analyst’s primary involvement with an operational system is to manage and solve user support requests. The typical maintenance process resembles a miniature version of the system development life cycle. A systems request for maintenance work is submitted and evaluated. If it is accepted, the request is prioritized and scheduled for the IT group. The maintenance team then follows a logical progression of investigation, analysis, design, development, testing, and implementation.


LOG OUT
LOG IN
ATTENDNCE
PAYROLL
HR MANAGER
ACCOUNTING MANAGER
ACCOUNTING CLERK
EMPLOYEES
Biometric
scanner
Response to
users
Try Again
Scan fingerprint
for
biometric identity
Secure
biometric
identity
Valid
Scan
NO
Employees
LOG TIME
Save valid
ingerprint
identity
YES
Show
time
logged
Scan logged
Attendance Record
Accounting
clerk Review and
attendance record
1 1
1 1
19,439.63
19,439.63
Contact employee:

State reason of absence

All employees reported?
Accounting manager:
Start payroll process

No
Yes
Submit to HR manager
Accounting manager
Log in
Input password and user
Password and username matched?
Enter correct password
Add Employee
No
Yes
Input username and password
View and verify attendance report
Overtime OK?
Approve overtime
Calculate Gross pay
No
Yes
Calculate Deductions
SSS , Philhealth,
Pag-ibig, Tax

Calculate Net pay
Finalize payroll
Approve payroll
Release payroll
PRINT PAYROLL SUMMARY
President
Update View Delete Records
Enter New Employee’s Info
All personal info correct
Enter correct Info
Save Info
Add to attendance record
No
ATTENDANCE MONITORING SYSTEM
view records of attendance and payroll system
calculate payroll based on attendance
approve and release payroll
Full transcript