PROJECT ON EMPLOYEE DATABASE AND PAYROLL

MANAGEMENT SYSTEM

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 CONTENTS

TOPICS PAGE NO.

1. Abstract 1
2. Introduction 1
3. Purpose 1
4. Modules 2
5. Advantage 2
6. Disadvantage 2
7. Feasibility Study 3
8. Project Category: Web Based Application 4
9. Use Case Diagram 5
10. Sequence Diagram 6
11. Data Flow Diagram(DFD) 7
12. Entity Relationship Diagram 8
13. User Interface Snapshots 9-13
14. Database Tables 14-18
15. Sample Codes 19-30
16. Features of Employee Database and Payroll Management System 31
17. Future Scope Of this Work 31
18. Conclusion 31
19. Bibliography 32

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Abstract:

“Employee Database And Payroll Management System” is designed to make the existing
manual system automatic with the help of computerised equipment and full-edged computer
software, fulfilling their requirements, so that their valuable data and information can be stored
for a longer period with easy access and manipulation of the same. The required software is
easily available and easy to work with. This web application can maintain and view
computerised records without getting redundant entries. The project describes how to manage
user data for good performance and provide better services for the client.

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Introduction
The proposed project “Employee Database and Payroll Management System” has been
developed to overcome the problems faced in the practicing of manual system. This software is
built to eliminate and in some cases reduce the hardships faced by the existing system.
Moreover this system is designed for particular need of the company to carry out its
operations in a smooth and effective manner.

This web application is reduced as much as possible to avoid errors while entering data. It also
provides error message while entering invalid data. It is user-friendly as no formal knowledge is
required to use the system.

Human resource challenges are faced by every organization which has to be overcome by the
organization. Every organization has different employee and payroll management needs.
Therefore I have design exclusive Employee and payroll Management System that are adapted
to the organization’s Managerial Requirements.

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Need for the study

The purpose of this document is to describe the functionality and specifications of the design
of a web application for Managing Employees and their payroll. The expected audiences of this
document are the developers and the admin of the web application. Now with the help of this
system the admin has the information on his finger tips and can easily prepare a good record
based on their requirements.
Finally, we can say that this system will not only automate the process but save the valuable
time of the manager or the admin, which can be well utilized buy his institute. This will be an
additional advantage and management of power based on their free time from his normal duty.

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Modules:

Admin
The Admin gets logged in by valid username and password. Admin can add new Employee, add
new Department, add new Pay Grade for the employees. Admin can set the ‘from’ and ‘to’ date
worked by an employee in a department with specific pay grade. The Admin can generate an
automated monthly salary of an employee. The admin can view all the past records of any
recorded employee.

Advantages
 It is cost effective as the user control the web application himself and does not go for
professional service.
 It saves time as it speeds up every aspect of the employee database management and
payroll process with a range of automated features.
 It is secure as the employee database and the payroll process is managed by the admin
in house rather than sending private information to a third party.
 Validating procedures and checks restrict user from making mistakes.
 The software is easy to use and is user friendly so no expertise is required.
 The calculations are automated so no chance of error.

Disadvantages
 It requires an internet connection.
 It requires large database.

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 FEASIBILITY STUDY

After identifying the scope of the project, the feasibility study is needed to be carried out. It is
basically keeping the following points in mind.

Building the software for meeting the scope: This software has met the scope. As there is no
data involved in the system, processing on the file, and the behaviour of this project is already
identified and bundled in quantitative manner.
The processing of this software is very simple as it has been designed in php and it has
been well divided into several functions according to the need.

Technically feasible: This software is very much technically feasible. This software is very much
concerned with specifying equipment and the software will successfully satisfy almost all the
admin’s requirements. The technical need for this system may vary considerably but might
include:
a. The facility to produce output in a given time.
b.Response time under certain conditions.
c. Ability to process data at a particular speed.
Therefore, the basic input/output of data is identified. So, the project can easily be build up and
it will also be technically feasible.

State of Art: The project is very much within the state of art since the project is a WINDOWS
based; it uses very modern and common technique.
Beside it is very much modern and user friendly. It also works as middleware i.e. only in
between the user and the file. So, it is completely a state of art project.

Financially Feasible: The project is very much financially feasible. The implementation and
development cost of this software under the reach of any college.
Moreover, it requires some training for the use. So, training cost can be neglected and
the resources of this software are very much available. It also reduces the labour and extra cost
to be paid for labour. So indeed, it is financially feasible.

Resources: As motioned earlier that the resources are easily available and the cost of training is
almost negligible. Sometimes situations may arise when it may not be so much easy. For a
person completely unaware of using a computer system could result in a training cost or for a
very small organization the purchase of a computer, instalment of the system and other
charges may lead to a difficult matter.

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Project Category: Web-Based Application

Available Technologies:

Languages: HTML, PHP, JavaScript

RDBMS: Online MySQL
Web Server: WAMP server
Development Platform: Adobe Dreamweaver

Tools Used:

Editor Used: Dreamweaver for PHP, WAMP server for MySQL

Operating System: Windows 10

Hardware Used:

Processor: Intel core i3

RAM: 2GB
Hard Disk: 1TB

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Use Case Diagram:

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 Sequence Diagram;

User Application Database

Open application Enter Login credentials

Successfully logged in

Select required option Request for required option

Required option selected successfully

Display required page

Insert the required details

Passes entered details

Details entered successfully

Display the details entered

Select record Request for Report

Display the Report Report

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DFD(Data Flow Diagram)

Level 0

Level 1
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Entity Relationship Diagram(ERD)

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 Screenshots
Login Page:

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Welcome Page:

Employee Details page:

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Department Details Page:

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Grade Details Page:

Employee Salary Details page:

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Employee Report Page:

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Database Tables:
User Table Database Structure:

user_id(int) – Primary Key Id for the user.

user_name(varchar) Enter the name of the user.

password(varchar) Enter the password of the user.

email_id(varchar) Enter the email_id of the user.

usertype(varchar) Enter the type of user.

Department Table Database Structure:

dept_id(int) – Primary key Id of the Department.

dept_name(varchar) Name of the Department.

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Grade Table Database Structure:

grade_id(int) – Primary Key Id of the pay grade.

grade_name(varchar) Name of the pay grade.

grade_short_name(varchar) Short name of the pay grade.

grade_basic(int) Enter the basic amount.

grade_ta(int) The amount of the Travel Allowance.

grade_da(int) The amount of the Dearness Allowance.

grade_hra(int) The amount of the House Rent Allowance.

grade_ma(int) The amount of Medical Allowance.

grade_bonus(int) The amount of bonus received.

grade_pf(int) Amount of Provident Fund to be deducted.

grade_pt(int) Amount of Professional Tax to be deducted.

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Employee Table Database Structure:

emp_id(int) – Primary Key Id of the employee.

emp_title(varchar) Enter the title of employee.

emp_name(varchar) Enter the name of employee.

emp_dob(date) Enter the date of birth of employee.

emp_doj(date) Enter the date of join of employee.

emp_address(varchar) Enter the address of the employee.

emp_city(varchar) Enter the city of the employee.

emp_pincode(int) Enter the pincode of the employee.

emp_mobile_no(int) Enter the mobile number of the employee.

emp_state(varchar) Enter the state of the employee.

emp_mail_id(varchar) Enter the mail id of the employee.

emp_pan_no(varchar) Enter the Pan number of the employee.

emp_upload_pan() Enter the pan card image of the employee.

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Employee Grade Details Table Database Structure:

transaction_id(int)- Primary Key Unique transaction id.

emp_id(int) Employee id of employee.

emp_dept_id(int) Department Id of employee.

emp_grade_id(int) Grade Id of employee.

emp_from_date(date) Date of join of employee in a department.

emp_to_date(varchar) Last date of an employee in a department.

Employee Salary Details Table Database Structure:

transaction_id(int) -Primary Key Unique primary key.

emp_id(int) Employee Id of employee.

emp_salary_month(varchar) Employee Salary month.

emp_salary_year(varchar) Employee salary year.

emp_salary_eimbursment_date(datetime) The date and time when employee salary was

generated.

emp_dept_id(int) department Id of the employee.

emp_grade_id(int) grade id of the employee

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emp_basic(int) Enter the amount of the basic.

emp_da(int) The amount of dearness Allowance.

emp_ta(int) The amount of travel allowance.

emp_hra(int) The amount of House Rent Allowance.

emp_ma(int) The amount of Medical Allowance.

emp_bonus(int) The amount of Bonus.

emp_pf(int) The amount of Provident Fund to be

deducted.

emp_pt(int) The amount of Professional Tax to be

deducted.

emp_gross(int) The gross total received by employee.

emp_total_salary(int) The total salary received after deduction.

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SAMPLE CODES
Index.php
<?php

session_start();

?>

<!DOCTYPE html>

<html>

<head>

<meta name="viewport" content="width=device-width, initial-scale=1">

<style>

body {font-family: Arial, Helvetica, sans-serif;}

/* Full-width input fields */

input[type=text], input[type=password] {

width: 100%;

padding: 12px 20px;

margin: 8px 0;

display: inline-block;

border: 1px solid #ccc;

box-sizing: border-box;

/* Set a style for all buttons */

button {

background-color: #4CAF50;

color: white;

padding: 14px 20px;

margin: 8px 0;

border: none;

cursor: pointer;

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 width: 100%;

button:hover {

opacity: 0.8;

/* Extra styles for the cancel button */

.cancelbtn {

width: auto;

padding: 10px 18px;

background-color: #f44336;

/* Center the image and position the close button */

.imgcontainer {

text-align: center;

margin: 24px 0 12px 0;

position: relative;

img.avatar {

width: 40%;

border-radius: 50%;

.container {

padding: 16px;

span.psw {

float: right;

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 padding-top: 16px;

/* The Modal (background) */

.modal {

display: none; /* Hidden by default */

position: fixed; /* Stay in place */

z-index: 1; /* Sit on top

*/ left: 0;

top: 0;

width: 100%; /* Full width */

height: 100%; /* Full height */

overflow: auto; /* Enable scroll if needed */

background-color: rgb(0,0,0); /* Fallback color */

background-color: rgba(0,0,0,0.4); /* Black w/ opacity */

padding-top: 60px;

/* Modal Content/Box */

.modal-content {

background-color: #fefefe;

margin: 2% auto 10% auto; /* 5% from the top, 15% from the bottom and centered */

border: 1px solid #888;

width: 40%; /* Could be more or less, depending on screen size */

/* The Close Button (x) */

.close {

position: absolute;

right: 25px;

top: 0;

color: #000;

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 font-size: 35px;

font-weight: bold;

.close:hover,

.close:focus {

color: red;

cursor: pointer;

/* Add Zoom Animation */

.animate {

-webkit-animation: animatezoom 0.6s;

animation: animatezoom 0.6s

@-webkit-keyframes animatezoom {

from {-webkit-transform: scale(0)}

to {-webkit-transform: scale(1)}

@keyframes animatezoom {

from {transform: scale(0)}

to {transform: scale(1)}

/* Change styles for span and cancel button on extra small screens */

@media screen and (max-width: 300px) {

span.psw {

display: block;

float: none;

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 .cancelbtn {

width: 100%;

.button {

background-color: #000000;

color: #FFFFFF;

padding: 10px;

border-radius: 10px;

-moz-border-radius: 10px;

-webkit-border-radius: 10px;

margin:10px

.small-btn {

width: 50px;

height: 25px;

.medium-btn {

width: 70px;

height: 30px;

.big-btn {

width: 180px;

height: 40px;

</style>

<?php

include("header12.php");

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include("dbconnect.php");

extract($_POST);

if(isset($submit))

$rs=mysql_query("select * from users where username='$username' and password= MD5('$password')");

if(mysql_num_rows($rs)<1)

$found="N";

else

$_SESSION[login]=$username;

header("Location: welcome.php");

?>

</head>

<body>

<center>

</br></br></br>

<h1><strong>MY EMPLOYEE MANAGER</strong></h1>

<br>

<h1><STRONG>ADMINISTRATOR &nbsp; LOGIN</STRONG></h1>

<button onclick="document.getElementById('id01').style.display='block'" class="button big-btn" style="width:10%; font-size :

20px;"><strong>Login</strong></button>

</center>

<div id="id01" class="modal">

<form class="modal-content animate" name="form1" method="post" action="">

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 <div class="imgcontainer">

<span onclick="document.getElementById('id01').style.display='none'" class="close" title="Close Modal">&times;</span>

<img src="admin.png" alt="Avatar" class="avatar">

</div>

<div class="container">

<label for="uname"><b>Username</b></label>

<input type="text" placeholder="Enter Username" name="username" id="username" required>

<label for="psw"><b>Password</b></label>

<input type="password" placeholder="Enter Password" name="password" id="password" required>

<button type="submit" name="submit" id="submit" value="Login">Login</button>

<!-- <label>

<input type="checkbox" checked="checked" name="remember"> Remember me

</label>-->

</div>

<div class="container" style="background-color:#f1f1f1">

<button type="button" onclick="document.getElementById('id01').style.display='none'" class="cancelbtn">Cancel</button>

<!-- &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; <button

onclick="document.getElementById('id02').style.display='block'" class="button big-btn" style="width:50%; font-size :
20px;"><strong>Forget Password</strong></button> -->

</div>

</form>

</div>

<div id="id02" class="modal">

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 <form class="modal-content animate" method="post" action="">

<div class="imgcontainer">

<span onclick="document.getElementById('id02').style.display='none'" class="close" title="Close Modal">&times;</span>

</div>

<div class="container">

<label for="uname"><b>Enter Your Email id</b></label>

<input type="text" placeholder="Enter Username" name="username" id="username" required>

<input type="submit" name="submi" value="Submit">

</div>

</form>

</div>

<script>

// Get the modal

var modal = document.getElementById('id01');

var modal = document.getElementById('id02');

// When the user clicks anywhere outside of the modal, close

it window.onclick = function(event) {

if (event.target == modal) {

modal.style.display = "none";

</script>

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Welcome.php
<?php

session_start();

include "header.php";

?>

<!doctype html>

<html>

<head>

<style>

.button {

background-color: #000000;

color: #FFFFFF;

padding: 10px;

border-radius: 10px;

-moz-border-radius: 10px;

-webkit-border-radius: 10px;

margin:10px

.small-btn {

width: 50px;

height: 25px;

.medium-btn {

width: 70px;

height: 30px;

.big-btn {

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 width: 250px;

height: 40px;

</style>

<meta charset="utf-8">

<title>Untitled Document</title>

</head>

<body class="bg">

<center>

<br>

<form action="emp_master.php" align= "center">

<!--<div class="button big-btn">This is a big button</div>-->

<button type="submit" class="button big-btn" value="emp_master" name="add" ><font size="3"><strong>Add New

Employee</strong></font></button>

</form>

<br>

<form action="dep_master.php">

<button type="submit" class="button big-btn" value="" name="add" ><font size="3"><strong>Add New

Department</strong></font></button>

</form>

<br>

<form action="grad_master.php">

<button type="submit" class="button big-btn" value="#" name="add" ><font size="3"><strong>Add New

Grade</strong></font></button>

</form>

<br>

<form action="emp_grad_detail.php">

<button type="submit" class="button big-btn" value="#" name="add" ><font size="3"><strong>Employee Grade

Details</strong></font></button>

</form>

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<br>

<form action="salary_detail.php">

<button type="submit" class="button big-btn" value="#" name="add" ><font size="3"><strong>Prepare Monthly

Salary</strong></font></button>

</form>

<br>

<form action="report.php">

<button type="submit" class="button big-btn" value="#" name="add" ><font size="3"><strong>Generate

Report</strong></font></button>

</form>

</table>

</form>

</center>

</body>

</html>

emp_master.php
<?php

session_start();

include_once "header.php";

?>

<?php

include_once 'dbconnnect.php';

if(isset($_POST['submit']))

$file = rand(1000,100000)."-".$_FILES['file']['name'];

$file_loc = $_FILES['file']['tmp_name'];

$file_size = $_FILES['file']['size'];

//echo $file_size;

$file_type = $_FILES['file']['type'];

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 $folder="uploads/";

// new file size in KB

$new_size = $file_size/1024;

echo $new_size;

// new file size in KB

// make file name in lower case

$new_file_name = strtolower($file);

// make file name in lower case

$final_file=str_replace(' ','-',$new_file_name);

if(move_uploaded_file($file_loc,$folder.$final_file))

$sql="INSERT INTO tbl_uploads(file,type,size) VALUES('$final_file','$file_type','$new_size')";

$_SESSION['final_file']=$final_file;

mysqli_query($connection,$sql);

?>

<script>

alert('successfully uploaded');

window.location.href='emp_master.php?success';

</script>

<?php

else

?>

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Features of Employee database and payroll
management system:
 Easy to use.
 It is completely secure.
 It is completely controlled by admin.
 This system is easily compatible with most of the web browsers.
 It is very interactive and saves time.
 Reduces paper works.
 Calculations are automated so it is highly accurate.
 Admin can view all the records whenever necessary with ease.

Future scope of the work:

 The option to print the records In future.

 I intend to add a leave structure in the future.
 I would like to implement a regular backup mechanism to back up the
employee database to avoid disasters.
 The system can be developed in such a way that its existing features can
be modified to better versions.

Conclusion:
This project is built keeping in mind that it is to be used by only one user that is the admin. It is
built for use in small scale organization where the number of employees is limited. According to
the requested requirement the admin can add, manipulate, update and delete all employee data in
his organization. The admin can add new departments and delete them. The Admin can also
add predefined pay grades for the employees. The required records can be easily viewed by the
admin anytime time he wants in an instant. The payment of the employee is based on monthly
basis. Numerous validations implemented would enable the admin to enter accurate data. The
main objective of this framework is to save time, make the system cost effective and
management records efficiently.

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Bibliography:

Websites:
 www.atticinfo.com
 www.tutorialspoint.com
 www.youtube.com

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