NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY

Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite

Computer Studies Department

A DESIGN AND DEVELOPMENT OF AN AUTOMATED PAYROLL SYSTEM

FOR CAPTAIN’S SWEET GALLEY

A System Analysis and Design Project

Presented to the Faculty of

Computer Studies Department

National College of Science and Technology

In Partial Fulfillment

Of the Requirements for the Degree

Bachelor of Science in Accountancy

By:

Bartolome, Jerwin M.

Buizon, Camille Joy G.

Celino, Lenar M.

Gregorio, Mervelen Justlyn M.

Salayog, John Carlo S.

Ms. Jean Michelle Caseñares

March 2018
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

CHAPTER 1

SYSTEM PROPOSAL

Introduction

During the earlier times, everything is done hand operated and manually.

From the beginning up to the end, every method should be handled with high level of

care especially when the employers encountered complications during the whole

process of computing the salaries of the employees. Although it is an advantage that

the employers are careful in every detail, but it will be time consuming on their part.

An automated payroll system is a software program that enables the

management to keep the time records and process the salaries using computerized

systems. A payroll is the process by which employers pay an employee for the work

they have completed. Any business with employees should have a payroll established.

Although, payroll seems like a mundane task, it involves many aspects including,

withholding taxes from each paycheck and making sure accurate funds are paid to the

correct government agency.

Every business needs to modernize their existing systems in order to adopt

a high technological environment and keep pace with other competitors. Information

system has been very helpful to the management's operation specifically to their daily

transactions. With a "single click" concept, the employer just have to input the data to

achieve the desired output. It is faster and more convenient compared to manual

computations. And also, automated payroll system can lessen the error which is more

likely to happen in manual process.

 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

With all of these changes in the business environment, the researchers have

decided to conduct a study and propose a payroll system that will solve the problem of

the researcher's chosen subject.

Organizational Chart

Figure 1. Organizational Chart of Captain’s Sweet Galley

 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

Introduction to the Target Subject

Captain’s Sweet Galley of Treats is a tribute to the owners’ deceased father

that started on September 05, 2013 (grand opening). The name of the shop came from

their father who was a ship’s captain, where the word “galley” means a kitchen in the

ship and “sweet” because he was a sweet too. Almost all the interior accessories of the

business were their father’s gear and hardware before he retires. Since the owner’s

father is a diabetic, they learned how to make pastries with less sugar and more of the

main flavor. Although it took them ten (10) years to finally start, it was worth it for the

business was a full success.

It started as a small pastry take-out shop that expanded due to customer’s

demand because the pastry shop has given the consumers a full satisfaction and a

commendable performance to their preferences. At first they where all serving cakes

and pastries but ever since they expanded they’re having varieties of food on their

menu list.

This company is a general partnership composed of four (4) partners two of

them are industrial-capitalist and the other two are general partners. One of the

industrial partner works as a chef and the other is a field manager and a game master

since it was the First Dessert Boutique and Table-top Gaming Hub in Dasmariñas

Cavite.
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

Problem and Its Background

In accurate computation of salaries happened due to in effective time

records. The company uses record books to log in the employee‘s attendance. In this

case the manager fails to monitor the absences and late of their employees. And also

the employees can easily tamper their attendance. The staff can ask the other

employee to fill in the attendance even though the employee is not around or late. In

result, the management will compute the salaries as complete regular hours of work

but in fact it isn’t which will also be a loss to the company.

Another problem encountered is the swapping of employees shift without the

management approval that is why the salary of the employee who worked for that

certain shift is transferred to another because they forget to notice the management

about the swapping of working hours. To properly fix the problem, The researcher are

providing the business firm a system where the employees can easily change their shift

to one another, by the means of the “swap” button.

The employees tend to forget the recording of their time out. Obviously, the

salaries paid won't match to the actual payment the employees should receive. To

solve this, Company policies will be applied regarding this matter. According to the

entity, those employees who neglected to input their time out should be paid on a half-

day basis.

Some employees tend to forget to notice the management about their

absences, in result, it gives the employees an insufficient or excessive payments. In

order to be fair, the excess over their salaries will be deducted to their next pay.
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

Otherwise, inadequate salaries will be compensated to their next wages. In manual

computation there is tendency that the special and regular holiday payment might be

miscalculated. Another problem in manual processing of salaries is the application of

deductions and contribution of the employee. If the accounting staff fails to input even

one of the contribution that should have been levied to the employee, it will still result to

a loss for the company because the management will still need to submit the

contribution to the public government corporation.

Proposed System Description and Specifications

The Proposed Payroll system is designed to organize all the tasks of

employee payment and the filing of employee’s taxes. These tasks can include keeping

track of hours, calculating wages, withholding taxes and deductions, printing and

delivering checks and paying employment taxes to the government. We decided to

conduct a research about their payroll systems which, according to the owner was

made manually for the past years. This payroll system proposal will help them make a

faster and more accurate computation of the wages of the employees. The common

problem on most of the young business firms are the lacking of information systems

that can make their transactions efficient and effective.

A good computerized payroll system can help the users work out payroll

calculations quicker, for example leave pay, others deductions such as under time. It

can also produce pay slips on time, automate certain tasks, such a year-end reporting,
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

reduce the burden of understanding complex payroll legislation and payroll systems

operation which in turn, reduce the administrative costs.

The researchers’ proposed system provides an efficient and effective way of

computing salaries of the employees compared to the manual process which is the

current system of Captains Sweet Galley Treats. Specifically this window base system

is convenient to the management for they will not be needing the internet to access this

software application. The proposed payroll system will enable the management and the

accounting staff to easily input the information of the employees and compute the gross

pay less the deductions and contributions easily because the system has an automatic

programming computation based on the status of the employees. The management are

the only one who can access the payroll system but the benefit will be in both the

management and employees.

System Development Methodology

This chapter discusses the study of method used in the project. It contains

the project development methodology used by the researchers in defining the set of

procedures to carry out the project objectives. This chapter also contains the

requirements specification, fishbone diagram, Gantt chart and diagrams that show

structure and schematic representation of the project.

 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

This part of the study shows the series of steps in developing the system. It

covers the range of activities needed to accomplish in order to produce the project

completion.

A system development methodology is used to create, plan, manage, and

control the software development process. This will be the proponent’s guidelines in

simplifying the process to see the development in every stage.

Figure 3. The Waterfall Model

Figure 3 shows the methodology used by the researcher is the waterfall

model. This is a sequential process design process used in a software development

processes which seen as flowing downward just like a waterfall through five phases

namely requirement analysis, system design, system coding, testing and

 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

implementation, and maintenance. In a waterfall model, it can only move to the next

step when the previous step is completed. This methodology help to insure that the

defects in software are removed in the development stage itself with the system and

the transparency of making changes to the software before implemented is save.

Requirement Analysis. During the initial phase the researcher had gathered all the

required information that is needed for the development of the project. The researchers

also defined the possible problem based on the gathered information through interview

and listed down possible solutions to solve the problems.

Design. The stage largely covers technical design requirements that will plan a

design that will perfectly fit to the concept of the project. The researchers determined

the hardware and software requirements in this phase to conceptualize the system

architecture and developed the logical design or the Graphical User Interfaces (GUI) of

the project using the specified hardware and software requirements.

System Coding. This phase is where the programmer will create the system using

Visual Basic IDE for program codes to develop the needed functions. In this phase, all

the objects and the functions that are needed inside the system will be properly coded.

Implementation and Testing. In this phase, the researcher will test the project in

order to know if the system works well and to test if there are errors in the system. The

researchers will let their target subject use their system in order for them to know the

performance and functionalities of the system.

 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

Maintenance. This is the phase where the researcher will continue to maintain the

system for the client by providing maintenance to make sure that the system keeps on

performing as expected.

Research and System Objectives

Generally, the researchers aim to have and efficient and effective payroll

system that will help the management to organize and facilitate the wages or salaries

of their employees in order to be more accurate and specific in providing their income.

Specifically, it aims to:

1. Develop a functions that will accept and automatically records the time in and

time of every employee through biometrics.

2. Improved the decision making of the management in terms of hiring and keeping

employees that are disciplined and productive during work.

3. Lessen the management’s hassle in supervising the employees’ performance as

the operation goes and observe if the staff are doing their work well.

4. Secure the records of employees and to have more manageable files.

5. Summarize all the deduction contribution of employees.

Expected Benefits of the Proposed System

Manager. The manager will have more time to focus on supervising the field instead

of thinking about the employee worked hours. Also, it will not be time consuming that
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

can ease the work of the manager and will be less discrepancy on the computation of

the salaries of the employees.

Owner. It will be convenient on the part of the employer in terms of shift swapping

and shift substituting of their employees because there will be less errors on which shift

has been replaced by someone during that time. The owner’s employees will be

disciplined and will exert more effort because of the new strict company policy.

Crew/Employee. The employees will be given justice because the accuracy of their

salaries will be based on the actual hours worked by them.

Future Researcher. The researchers can easily sort out the overtime spent by the

employees because it was already computed. They can easily access the general

information of the employees and also, they can use this as their reference for their

research.
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

INTERVIEW REPORT

Name of Interviewed: Joy Lyn Francisco

Question: How and why did you form your business?

Answer: First, I’ll tell you why, the shop is a tribute to our father because he’s the

captain so while we were growing up, he would bringing us to dessert places like the

pony island which is an ice cream shop and then we would go to Antipolo and try out

those rice cakes every time because our dad is a sweet tooth that’s why he became

diabetic. And then when I was in high school, we had develop an interest in pastry and

we decided to create our own. Since our dad is a diabetic the formulation of recipes

that we use to make has less sugar, less sweet and more of the actual flavor, if its

chocolate cake it’s more of the chocolate not sweet chocolate.

Question: When was your business formed?

Answer: Our Soft opening June 05, 2013 (their father’s death month) grand opening

Sept. 05, 2013 (their parents’ anniversary)

Question: What kind of partnership did you formed?

Answer: Our business is a general partnership. We’re four (4) persons who decides in

the business operations but we have our own specific designations. My sister is on the

business and human resource, her better half is on logistics such as supplier, area for

checking out the place, for canvassing all the things we need here and then my

husband and I, we’re on the site, I’m in the kitchen, he’s in the dine-in.
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

Question: Do you have a plan to extend your business?

Answer: If ever we will extend it’s not here, it’s gonna be somewhere else. It’s more

on, we have to find some place bigger. We are still assessing if we will move and we

don’t want to move somewhere far because our market is already here.

Question: Did you experience delays of salary payments due to system failures? If

yes, what is the cause?

Answer: No, I always say to them it’s more important that they have their pay slip than

the four of us, even their 13th month we worry that, because we have to secure that

even though it was pro-rated, we prioritize them because we have to follow on the

minimum requirements of government. If you will asked them, they have their PAG-

IBIG even though they have their love life, they also have their SSS and PhilHealth and

they also receive their overtime fee to the minute.

Question: Can you give us some ways in supervising employees’ productiveness at

work?

Answer: Since my husband and I are present in the site, I would advise that at least

one of the manager’s should be present so they can check and observe if their

employees are doing their work well and are being productive. In that way, they can

also correct the mistakes of the employees or tell them whether they are doing well so

they can exert more effort to do their job well.

 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

Question: Are the employees allowed to work under time in your shop? If yes, how

many times they can avail these? Does they have leave benefits?

Answer: Yes, sometime it’s personal like when there is an emergency at home,

because with us, it’s really important that they have their attention to their family

because we’re working for them so if they are worried to their family, they won’t be able

to work. There’s actually no limit on allowing them to have their under time, they have

their leave because it was mandated by the government. They have sick leave,

vacation leave, we also give them anniversary leave (this was beyond the government

requirement) and birthday leave.

Question: We all know that there are a lot of dessert shop here at Dasmariñas City,

what do you think is your company’s advantage compared to them?

Answer: There are different type of success, some would say that we are successful

because we are turning five (5) years here. Imagine, we are turning five years and we

operate on those years every day. If you measure success like that or encapsulated

like that, it seems easy but it’s not really. I think the reason why we’re here or still here

is because our core is there, we really want this to work that’s why we’re here, we

come up with things like promos, to promote a new product or a new game or a new

community. We ask on our client as well, “what do you like?” That’s why we have pasta

and sandwiches. We started out with pancakes, crepe and ice cream. There are times

they are the ones who offer “why don’t you have other food on your menu list?” We
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

actually think that it wouldn’t be “Sweet” galley anymore because we serve pastas and

such. When you talk about Sweet Galley as a taste it limits, but when you talk about

sweet as an experience as being here, it becomes broad. So this place is a Sweet

Galley because when you are here you feel sweet, it’s the sweet life so that open a lot

of possibilities.

Question: Is there any discrepancies or system failure when you’re computing their

salaries? Is it before you have biometrics or after?

Answer: There are times that the employee is on a leave but then it’s not filed to us, so

we marked them as absent even though it’s not. So we do this discrepancy as a

corrections in payment whether we add or deduct something because it also happen

that we over paid them so we are deducting it on their salary for the next payroll.

Before, when we still don’t have biometrics, it often happen.

Our rule is that if they are going to request their leave, or swap of shift before Friday

comes or before the schedule is posted. The schedule of the next shift is every

Saturday because we do the rotation of schedule every week.

Question: Does your company incur losses like, every day or monthly?

Answer: Yes, it is normal for a business to incur losses sometimes. Every day we are

setting patty cash for the budget during the whole day. Our target is to refrain from

spending that petty cash. If we ever we buy something, it’s within the operation income
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

so at the end of the day, we will know if we have profit or the petty cash has been over

used.

Question: For your business, what do you think are the things that you have to

improve?

Answer: I think what we really needed is space, there will be time that some

customers will reserve the whole shop so we have to close it for the regular walk in

diners. The disadvantage is that you will see the regular customer’s faces that they

really wanted to dine to us but we are unable to serve them because it was closed.

That’s why, we post our schedule five days before it was reserved so that kind of

situation will be less likely to happen. That’s why we really needed to expand so we

can have our customers avail reservation as well as the walk-in diners and regular

customers.

Question: Since you’re in a hospitality industry, do you open during holidays like

Christmas or New Year?

Answer: We did have families spend their dinners here before Christmas. We also

have employees’ reunion that was held during Christmas but we limit them up to twenty
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

people. They reserve the whole place for Php. 3,000 for 3 hours and that’s consumable

worth of food.
 NATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY
Amafel Bldg. Aguinaldo Highway, Dasmariñas, Cavite
Computer Studies Department

References

Dave Rietsema. Hrpayrollsystems.

https://www.hrpayrollsystems.net/payroll-systems/
Invest Northern Ireland in partnership with nidirect government services
https://www.nibusinessinfo.co.uk/content/advantages-payroll-software
John DuBois (2018) Hearst Newspaper, LLC
http://smallbusiness.chron.com/benefits-automating-payroll-system-2126.html