Full Project – Design and implementation of an automated payroll system

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CHAPTER ONE

• INTRODUCTION

Like any other unit in an organization, the payroll department is one of the major units in every organization set up with groups of employees rendering services, so that at the end of the month, the workers would expect some entitlement inform of wages when it is paid on weekly basis or salary when it is paid monthly.

It is the sum total of this payment that are paid to a worker at the end of the week or month that makes up the personal evolvement constitutes the payroll system. Although payroll is not computed on daily basis. It still needs a prompt system to ensure proficiency and one of such system include automation, which is the use of machine such as computer system and its aids to accomplish payroll procedures. However, the payroll system will centre on the use of automated process to minimize the slow method of repetitive clerical work and cost of duplication in payroll system as could be seen in Federal Polytechnic Nekede payroll department.

The researcher employed all necessary strategy to ensure that reliable facts are gathered to help the payroll department in solving the problems they have being encountering in the previous times when they were operating with the manual method (uncomputerised method).

• BACKGROUND OF FEDERAL POLYTECHNIC NEKEDE

Among the great organization and big institution is Federal Polytechnic Nekede Owerri, a tertiary institution with several employees working in the different department to achieve the set out objective of educating the human person. By edict No. 16 of 1978, the college of Technology, Owerri was established. It opened for classes on 15^th December, 1978 at a temporary site in the premises of the government trade centre, along Egbu Road Owerri, with an initial in-take of 275 students. In October, 1980, the college moved to its permanent site at Nekede near Owerri, by which time the college had grown to 1,350. The name of the college was later changed to the Polytechnic, Nekede, Owerri by Federal Amendment of Decree 1993 of 1st January, 1993.

The Federal polytechnic is at present organized into the schools of:

1. Business Administration and Management Technology which offers courses such as Accountancy, Public Administration, Banking/Finance etc.
2. Engineering Technology which offers courses such as Mechanical engineering, Civil engineering, Computer science etc.

• Environmental design which offers courses like building technology, architectural etc.

1. Industrial sciences which offers courses like science technology, food technology etc.
2. General studies which offers courses like Mathematics, Statistics, humanities etc.

Each of the above mentioned schools is headed by a Dean and all the schools have department also headed by a HOD (head of department). The non-academic divisions and units’ include the registry, bursary, works, medical and health services and the student’s affairs. The units are:

Security, internal audit and public relations which are however, housed under the office of the rectory.

The computations of payroll of employees are carried out by the payroll department attached to the bursary and headed by a qualified payroll officer

• STATEMENT OF THE PROBLEM

The problem of the investigation is based on the following:

• To find what automation means to payroll
• To identify and examine critically the problem encountered as a result of; automation Teller machine.
• To examine and identify the merit of automation for the institution and employees
• To consult different authorities in the fields as to ascertain the desirability or otherwise of using automated teller machine..
• To develop ways of improving on human inefficiency by using computer efficiency.
• To evaluate the role of computer towards the development of a computer based system ATM
• To find out the extent of problems associated with the provision of these services, with a view to provide solutions to these problems.

• SIGNIFICANCE OF THE STUDY

It is obvious to note that this project work will enlighten readers and serve as bedrock for information analysis on comprehensive automation of payroll system. In addition, this study will be useful in the achievement of a smooth and efficient educational system in the country, because when a worker gets his entitlement, industrial peace is rest assured.

This study is considered significant in the following ways:

• It would help to determined how automation of payroll would contribute to industrial peace.
• The study would help to reveal how to enhance the efficiency and effectiveness of a worker.
• It will serve as wealth of knowledge to tap from on research related to payroll automation.

• OBJECTIVES OF STUDY

The computation of payroll data is an important factor in achievement of industrial peace, this study is to examine the tedious cumbersome and demerit of the manual method of calculating, compiling, sorting and disbursement of workers pay in the payroll department of federal polytechnic Nekede, Owerri and provision of alternative automated system to eliminate the manual problems entirely.

This study among the above

• Provision of quick access and retrieval of data through the use of computer storage facilities like hard disk and floppy disk.
• Provision of faster and time short in the condition of payroll computation.
• Provision of easy operation and guidance for future researchers.
• Provision of accurate, reliable and true data of employees payroll and pay slip.
• Provision of relief in tedious repetitive clerical work and cost of duplicating files while computing payroll.

• SCOPE AND LIMITATION OF THE STUDY

Scope: the automation of payroll system is a wide topic, but this project will be based on the automation of payroll for federal polytechnic Nekede, Owerri selected staff.

LIMITATION: already, there are very few texts that deal exhaustively with automation of payroll. Lock of right research materials offers the first constraint to this study. Apart from lack of material, the few ones were very expensive.

• DEFINITION OF TERMS

An attempt has been made to explain terms used in this study, but nevertheless the more technical terms would be defined as the text progresses if the need arises.

• Computer: An electronic device that is designed in such a way that it accepts data as input, process these data and gives out a result.
• Automation: this idea of converting the manual process of doing or solving the problem into a machine form to help in solving the problems.
• Payroll: the personal month emolument of an employee produced by the payroll department of the employer.
• Pay slip: the slip handed to the employee on receipt of his pay, describing the basic salary, allowances and taxable income deductions.
• Payroll sheet: A sheet that contains the entire pay of the workers in a months schedule for documentation in the office.
• System: an interrelated, interdependent component parts working in line as to achieve a common goal such as developing a payroll.
• Database: a collection of integrated and related files.
• Retrieving: retrieving is the process of locating the stored data and making them available for other processing activities.
• Pay advice: is the same as pay-slip, it tells how much worker is owned.
• Summary sheet: this is a sheet used by the personnel in charge to summarize each monthly salary.
• Bank schedule: this is the document, which emanate from the bursar containing individual staffs of federal polytechnic Nekede and their individual bank, instructing the bank to credit the staff with specified amount.
• Hatis: harmonized allowance for tertiary institutions salary scale.

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Full Project – Design and implementation of an automated payroll system