payroll full system
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CHAPTER 1
INTRODUCTION
Enterprise resource planning
Enterprise resource planning (ERP) systems are software packages composed of
several modules, such as human resources, sales, finance and production, providing
cross-organization integration of data through embedded business processes. These
software packages can be customized to cater to the specific needs of an organization.
During the 1990s, ERP systems became the de facto standard for replacement of
legacy systems in large, and particularly in multinational, companies.
In-sourcing
In this report, the term “in-sourcing” has been used to differentiate between external
outsourcing and internal outsourcing. In this report, in-sourcing is used to refer to the
provision of services by organizations belonging to and within the system.
Off shoring
Offshoring means relocating non-core activities to low-cost areas while maintaining
the activity within the organization. Back-office and support functions, such as payroll
processing, helpdesks, staff records data entry, etc., are performed by the
organization’s own staff but in areas where operating costs are significantly lower than
the average for the organization.
Outsourcing
Outsourcing means to seek resources outside an organizational structure, usually to
save money and/or exploit the skills of another entity. Typically used in the business
world, outsourcing often entails an enterprise using another company, such as a
consultancy or application service provider, to provide a service that the enterprise can
provide for itself, when it is cheaper to utilize a third-party’s resources. For example,
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an enterprise might outsource its information technology (IT) management because it
is cheaper to contract a third-party to do so than it would be to build its own in-house
IT management team.
Payroll, payroll system and payroll processing system
Payroll is a list of employees receiving regular pay.3 Although no formal definition
could be found for “payroll system” the association of both terms (payroll and system)
suggests a method or procedure by which the employees of an organization are paid. It
includes a defined set of interdependent items and rules that stipulate the pay
conditions of a given organization, such as salary structure, tax schedules, benefits and
allowances, frequency and pay dates, etc. A payroll processing system can be defined
as a computer system used by an organization to process and pay the wages of
employees. It is to be noted that the terms “payroll system” and “payroll processing
system” are often used indistinctly to refer to a computer system which processes
payroll.
PAYROLL SYSTEM
The payroll function is not a mission-critical activity for the system, although the
sensitivity of timely and accurate payroll results makes it a high-visibility function.
Payroll processing lends itself to opportunities for public-private partnerships and
outsourcing options that would provide better value for the System and allow
resources to be better focused on mission delivery. The outsourcing of payroll
processing could be either internal - within the System - where some organizations
would act as service providers for others, or external in which some private or public
service providers would deliver payroll processing services.
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1.1 Objective :
This report addresses significant financial savings that would accrue to
organizations and to Member States should they agree on establishing a common
payroll. The investments made by these organizations in management information
systems (MIS) alone exceeded US$ 1 billion over the past ten years.4 A different
common approach coordinating investment efforts in a system-wide manner
would have represented considerable savings and additional benefits. This report
examines payroll service delivery in different organizations in order to detect
major obstacles and to develop recommendations for future improvement of
payroll systems and processes. The analysis and recommendations are intended to
provide a starting point for a future cost effective solution for payroll delivery
across organizations.
1.5 Approach
Software Development life Cycle: -
A work of caution regarding life cycle activities: we isolate and sequence these
activities for learning purpose, but in real file they overlap and highly interrelated.
Phase 1 - Study and Analysis Phase
Recognition of Need:
One most knows what the problem is before it can be solved. So In payroll System
first I have recognized the needs of the system and documented the problem definition.
Feasibility study:-
I. TECHNICAL FEASIBILITY
The table below (see annex) shows the different types of payroll systems in use within
various organizations, funds and programmes. There is considerable disparity among 3
the solutions and vendors chosen by the organizations, ranging from in-house
developments to commercial products customized to meet the specific needs of a given
organization. All of them are at different stages of information systems development.
Although this study is focused on payroll processing systems, payroll should not be
seen as an isolated software application, as it heavily interfaces with human resources
management systems (HRMS) and financial information systems. Many of the
projects to introduce MIS have been based on the introduction of ERP systems, thus
the introduction of a common payroll system should be carefully planned in the wider
context of an ERP.
In some cases, the payroll application is part, or a module, of a wider scope system,
such as an ERP, which might have been supplied by just one vendor. In other cases, it
is part of an HRMS, which interfaces with financial systems supplied by different
vendors, resulting in the development of customized interfaces between the different
systems. In the most complex cases, the payroll application is software developed
internally by a given organization, which interfaces with financial and human
resources systems and databases that are non-standard, in-house developments.
The major ERP vendors in the marketplace are Oracle, PeopleSoft6 and SAP, and all
of them are present within the family. Additionally, use is made of a custom solution,
IMIS, developed by the Secretariat.
The Inspectors held meetings with representatives of major ERP system vendors to
ascertain the technical feasibility of a common payroll for the System. All of them
concluded, with firm conviction that current technology allows for a common payroll
system, that: (a) different systems can “talk” to each other, either through the use in
some cases of standard interfaces or through the development of new ones; and (b) the
payroll applications proposed by each of these major vendors can run on top of
different operating systems, including different versions of Unix (i.e. Linux, Solaris,
etc), which are the base of open- source software solutions. In addition, senior
management and IT experts within the system confirmed this can be done overturning
middle management’s mantra that it cannot be done and “we are different”.
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Phase 3 - Coding and Implementation Phase
The activity following logical design, which produces program software, files and a
working system, will be carried out. This process will be initiated by first identifying
the key factors responsible for the layout of the software. Then many suggestions
received at a previous stage are analyzed and categorized according to their nature.
Then the solutions of these problems will be designed and developed.
Phase 4 – Testing
Nothing in this world is perfect. Testing is the process of executing with explicit
intention of finding errors that is, making the program fail. In this process, the close
examination of procedural details will be done. During this phase, the input, output
and external data will be tested. It checks whether the input data is correct and that the
desired output is obtained or not. All the steps above will lead to an application that
will suitably demonstrate the objectives already described.
1.6 Time Scheduling
The time frame for implementation of a common payroll system is heavily influenced
by the fact that each organization is in a different phase of information systems
development. Some of the organizations have just launched new payroll systems or
plan to go live during 2005 (Children’s Fund (UNICEF), International Labour
Organization (ILO) and Universal Postal Union (UPU)), others have just finished their
vendor selection process (World Health Organization (WHO), Office of the High
Commissioner for Refugees (UNHCR)), while others are in an operational phase after
years of development (the Secretariat launched its IMIS Release IV, which is mainly
payroll, in 2000). In addition other organizations are operating old payroll systems,
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considered obsolete, and are planning to renew their systems in the short term
(International Civil Aviation Organization (ICAO), Industrial Development
Organization (UNIDO), and World Meteorological Organization (WMO)). The non-
coordinated evolution and the current status of implementation within the different
organizations calls for a carefully planned, phased approach.
The investments already made are considerable and should be taken into consideration,
maximizing their return-on-investment, when planning the time frame of a future
convergence. The System’s investment in ICT is growing at a faster rate than the
operating budgets of most organizations, or than worldwide inflation.7 Investments in
MIS alone exceeded US$ 1 billion over the past 10 years.8 The average life cycle of a
MIS is in the range of 10 years.
The Inspectors believe that planning should start now on an inter-organizational basis
if a common payroll system is to succeed in the mid- to long-term. In addition, the fast
evolution of IT may facilitate the consolidation of information systems as a whole.
Next-generation systems might represent an opportunity for a single system-wide
information system, i.e., a single ERP.
Needless to say, the approach indicated above towards the implementation of a
common payroll system can be applied, in the context of wider-scope ERP systems, to
other software applications (staff records data entry, e-recruitment, finance
applications, etc.), given the fact that there is a significant commonality of business
processes among the System organizations. A major opportunity exists to leverage the
investments already made, and to minimize those that will continue to be made.
The Inspectors’ conclusion is that this project could be a reality in the medium to long
term (5 to 10 years) if the decision is taken now. A phased approach would include the
following stages:
• Phase 1: Consolidation of current payroll systems into several groups of leading
organizations or common service entities, acting as payroll service providers (internal
to the System). This phase can be accomplished in the short term (1 to 4 years). It is
proposed to create leader organizations for each of the different major payroll systems
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already available within the United Nations, such as Oracle, PeopleSoft, SAP and
IMIS;
• Phase 2: Consolidation into a common payroll system, at the end of which only one
or two organizations would provide payroll services for the whole System. The
decision to use one or two service providers should be taken after a preliminary risk
analysis. The Inspectors are of the view that two service providers should be used in
order to reduce risks. This phase could be a reality in the medium term (4-7 years);
• Phase 3: Common ERP for the System. Taking into consideration the technical
complexity of the issue and the need to fully amortize current investments, the
Inspectors believe that this could only be achieved in the long term (7 to 10 years) if
the decision is taken now.
CHAPTER 2
SYSTEM ANALYSIS
2.1 Current System Summary
Payroll is a list of employees receiving regular pay.3 Although no formal definition
could be found for “payroll system” the association of both terms (payroll and system)
suggests a method or procedure by which the employees of an organization are paid. It
includes a defined set of interdependent items and rules that stipulate the pay
conditions of a given organization, such as salary structure, tax schedules, benefits and
allowances, frequency and pay dates, etc. A payroll processing system can be defined
as a computer system used by an organization to process and pay the wages of
employees. It is to be noted that the terms “payroll system” and “payroll processing
system” are often used indistinctly to refer to a computer system which processes
payroll.
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2.1.1 Background:
Since the current system is working manually and current system manages different
payee records, employ records but it is very difficult kind of stuff that why the current
has to be automated to reduce the complexity and over burden of officers.
2.1.2 System Objectives and Current Functionality
“The payroll data are employee number, employee name, pay rate, and union
member flag.
The year-to-date total should contain earnings, federal tax, pension plan, and union
dues”
To accomplish these tasks, we had to meet with the client to find out exactly what the
program is
meant to do. Here are the sub stories that we were able to get from the client:
The program accepts employee hours worked
The program computes net pay
The program record all the payroll data for subsequent processing
The program should prepare pay cheques
The program should prepare a payroll ledger
The program should maintain data on a sequential payroll file
Non-statutory deductions such as union dues and pension plans to be made
Year-to-date total should contain earnings, federal tax, pension plan, and union dues
Payroll data are employee number, employee name, pay rate, and union member
flag
.
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2.1.4 Equipment Being Used
Pen, paper, file, scale, furniture, room, paper weight, paper pad, inkpad, stamp, daily
used dairy, telephone, printer etc.
2.1.5 Deficiencies
Emphasizes on paperwork
Redundancy in data record
Time consuming
Manually calculation of records
2.2.1 Summary of Improvement
2.2.1.1 Functional Improvement
I discuss improvements which are hold after developing the system and I
consume how I will achieve the functional improvements. These are various
factors.
Menu Driven: The menu facility will supports all the working with clarity and
ease.
Automatic Updating: once the required data is entered, all the necessary
updating takes place automatically in related tables thus no need to maintain a
separate record sheet for it as in case of manual work.
Reduced time and Effort: the use of internet made it easy to
reserve/cancel/enquire about the tickets and train status from remote distance
and very quickly.
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Security: only an authorized user can have an access to the system. This has
been implanted by assigning username and password to check whether the user
is authorized person or not.
2.2.1.2 Improvements to Existing Capabilities
These are various improvements that are including to exiting capabilities. Since
at the beginning work that are done totally manually but when system is computerized
then capabilities are improved.
This helps to get rid of from pen and paper work.
This helps to decrease redundancy, which is in the file system.
Department’s efficiency and effectiveness will increase because this will give
the quick and accurate output of the user’s choice.
A lot of time has been saved which can be utilized in some other deeds.
2.2.1.3 Timeliness
Timeliness means that system will provide better response in minimum time.
Traditional system was acquiring a lot of time and effort but in opposite the existing
system is producing a faster response in every area of the system for which it has been
developed.
Response time from receipt of input data to availability of payee methods.
Response time to queries and updates
Sequential relationship of functions
Priorities imposed by types of input and changes in modes of operation
Any deviations from specified response times for peak load periods or
contingency operations, as applicable.
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2.3.3 External interface requirements
2.3.3.1 Hardware interfaces
This project is developed under the following hardware specification
Processor : Pentium-IV
Hard Disk : 20 GB
RAM : 128 MB
2.3.3.2 Software interfaces
The minimum software requirement for the project development is as follows:
Operating System : Windows XP
Interface : C# with .Net Framework
Front end : Visual Studio 2008
Back End : Database management using MS-Access
2.3Functional requirements:
2.4.1 System Flow Chart
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2.5 Input and Output Requirements
Input:
Login ID and Password
Administrator Login ID and Password
Output:
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Details of the company
Details of payment
Details of the employes
Generating reports
2.6 Failure Contingencies
Taking backup of the database time to time
Store the same database on other system
Maintaining and analyzing system after a specific period
CHAPTER 3
DATABASE DESIGN
3.1 Conceptual Design
There are following entities in the project:
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Login: username ,password
Book_Info: ISBN, Book_Name, Author, Edition, Copies,
Cost, Publication.
Book_Issue: TID, MID, Book_Name ,Issued
Member:
MID,Fname,Mname,Lname,Gender,Date,Month,Year,Country,Year
3.1.1 Entities Definition
Entities are the principal data object about which information is to be collected.
Following entities used in the Project:
Table 1: Login
Attribute Description
Username Unique name for user
password Password provided by administrator
Table 2: Book_Info
Key Attribute ISBN
Attribute Description
ISBN Unique International number for book
Book_Name Name of the book
Author Author of the book
Edition Edition of book
Copies Number of copies available
Cost Cost of books
Publication Publisher name of book
Table 3: Book_Issue:
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Key Attribute ISBN
Attribute Description
TID Unique transaction ID
MID Member ID
Book_Name Name of the book
Issue_Date Date of Issue
Return_Date Date of returning book
Table 4: Member
Key Attribute MID
Attribute Description
MID Unique ID of member
FName First Name
MName Middle Name
LName Last Name
Gender Gender of member
Day Day of registration
Month Months of registration
Year Year of registration
Country Country from where member belongs
Pin Pin code of city
3.1.2 Relationship among Entities
Book
Detail
Login
Issue
Mem
b
er
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Book Detail issued
Login has Registered to
Issue Issued
Member Issued to Registered
to
3.1.3 Entity Relationship Model
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CHAPTER 4
ARCHITECTURAL DETAILS
4.1 Architectural Design
The whole project is divided into following modules:
Introduction page: The introduction page is the front page of payroll Systems
which gives the interface for the user and provides help to access the system.
Login module: In this module, I have designed the form for administrator
login. If the user has already registered then he/she will access the system and
other related information by simply filling his/ her id and password in the login
form. If he/she is a new then he/she has to register first by requesting to
administrator then only he/she can access the utilities of Payroll system. In this
module I have also designed the data base for the login.
.
Admin Module: In this module, I have designed the forms related to
administrative functions like adding users and removing users from login table.
In AddUser form the user is added in database for accessing the system
as a librarian.
In Deleteuser form the user is completely deleted from the system.
4.2 Description of Software tools/Language
The minimum S/W requires for development of this project:
1.Visual C# .Net: A programmer can put together an application using the
components provided with Visual Studio.
Visual C# (pronounced C sharp) is designed to be a fast and easy way to
create .NET applications, including Web services and ASP.NET Web
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applications. Applications written in Visual C# are built on the services of the
common language runtime.
C# is a simple, elegant, type-safe, object-oriented language recently developed
by Microsoft for building a wide range of applications. Anyone familiar with C
and similar languages will find few problems in adapting to C#. C# is designed
to bring rapid development to the C++ programmer without sacrificing the
power and control that are a hallmark of C and C++. Because of this heritage,
C# has a high degree of fidelity with C and C++, and developers familiar with
these languages can quickly become productive in C#. C# provides intrinsic
code trust mechanisms for a high level of security, garbage collection, and type
safety. C# supports single inheritance and creates Microsoft intermediate
language (MSIL) as input to native code compilers.
C# is fully integrated with the .NET Framework and the common language
runtime, which together provide language interoperability, garbage collection,
enhanced security, and improved versioning support. C# simplifies and
modernizes some of the more complex aspects of C and C++, notably
namespaces, classes, enumerations, overloading, and structured exception
handling. C# also eliminates C and C++ features such as macros, multiple
inheritance, and virtual base classes. For current C++ developers, C# provides a
powerful, high-productivity language alternative.
Visual C# provides prototypes of some common project types, including:
• Windows Application.
• Class Library.
• Windows Control Library.
• ASP.NET Web Application.
• ASP.NET Web Service.
• Web Control Library.
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• Console Application.
• Windows Service.
VC#.Net is the component of Microsoft Visual Studio and it is commonly used
software for developing projects. In this software user can add controls and tools on
forms. User can add the more forms as per requirement of the project. Certain tools are
as follows:
Combo Box
Level
Radio Button
Textbox
Button
Data Grid
2. MS- Access: Microsoft Office Access, previously known as Microsoft Access, is a
relational database management system from Microsoft that combines the relational
Microsoft Jet Database Engine with a graphical user interface and software
development tools. It is a member of the Microsoft Office suite of applications and is
included in the Professional and higher versions for Windows and also sold separately.
Access stores data in its own format based on the Access Jet Database Engine. It can
also import or link directly to data stored in other Access databases, Excel, SharePoint
lists, text, XML, Outlook, HTML, dBase, Paradox, Lotus 1-2-3, or any ODBC-
compliant data container including Microsoft SQL Server, Oracle, MySQL and
PostgreSQL. Software developers and data architects can use it to develop application
software and non-programmer "power users" can use it to build simple applications. It
supports some object-oriented techniques but falls short of being a fully object-
oriented development tool.
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CHAPTER 5
USER INTERFACE DESIGN
The chapter shows the process of creating user interfaces for the desired system.
Before creating a software interface, all the transaction and input/output must be
known in advance and it should be clearly stated. The chapter also presents the design
of the user interface i.e. how the interface is organized. In the last, the implementation
of the interface is shown.
Interface is the medium through which the user communicates with the application.
The User Interface is one of the most important parts of software. The User Interface
acts as a mediator between the user and the system. It is important, that the user should
feel comfortable while using the software. Software is considered
as unsuccessful if it does not gain the user acceptance. Although however good the
software is but if the user finds it difficult to use it then the user will definitely reject
the software, and the software will be a failure. So besides having good features, a
software must also have a user friendly Interface.
The Objectives behind creating a User Interface are as follows:21
The Interface must provide all the features, which are discussed earlier.
Besides providing features, the interface must also be user friendly.
LOGIN FORM
Purpose It is used for authorized.
Inputs User name, Password.
Processing Checking and rectifying user name and password.
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Output Open start menu form.
MAIN FORM
Purpose It is used for entering the sub-form.
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Inputs Fill the required information.
Processing Showing details of sub-form.
Output Open respected clicked form.
COMPANY DETAILS FORMS
COMPANY INFORMATION FORM:
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EMPLOY INFORMATION FORM:
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PAYROLL FORM:
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REPORT OPTIONS FORM:
PASSWORD MANAGER FORM
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CHAPTER 6
TESTING
6.1 Introduction
Till now the database design, user interface design and implementation are complete.
The system now is tested for its functionality, validity and performance. In order to
test the system, a wide variety of tests are conducted to make sure that the system
matches the entire identified user requirements and constraints.
The following are some attributes of a good test:
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A good test has a high probability of finding an error. To achieve this goal the
tester must understand the software and attempt to develop a mental picture of
how the software may fail. Ideally the classes of failure are probed.
A good test is not redundant: testing time and resources are limited. There is no
point in conducting the test that has the same purpose as another test. Every test
should have a different purpose.
Some of the testings as follows:
White Box Testing
Black Box Testing
Unit testing
Integration Testing
Validation Testing
Alpha Testing
Beta Testing
System Testing
Recovery Testing
Security Testing
Performance Testing
CHAPTER 7
DISSCUSION & CONCLUSION
Conclusions and recommendations
A. Most of the organizations, funds and programmes have developed their own MIS in
recent years. The Integrated Management Information System (IMIS) cost over US$
80 million, ILO’s Integrated Resource Information System (IRIS) system cost some
US$ 40 million and WHO has signed a contract with Oracle Corporation at a cost of 29
US$ 55 million and on and on it goes with Member States footing huge bills for the
same services. As part of these solutions, organizations have developed their own
payroll solutions, which have evolved independently over the years. The System
operates today about 17 different payroll-processing systems. The current payroll
service delivery environment is the product of an uncoordinated approach, heavily
influenced by organization-unique interpretation of common rules and regulations. The
different interpretations of common rules and regulations have contributed to complex
sets of requirements that, when taken together, unduly complicate payroll
administration and modernization. However, a coordinated approach to future
development, the harmonization and standardization of rules and regulations, i.e., their
common interpretation, and the commitment of senior management can overcome
these barriers. The Inspectors would like to stress the need for upfront inter-agency
leadership commitment and support. This should be done through a specific
governance mechanism yet to be established; without a doubt, it is the most important
success factor to push the implementation of any common system solution through the
barriers created by bureaucracy.
B. The approach to be taken should be carefully planned on an inter-organizational
basis, given the important investments already made in MIS. The Inspectors believe
that the first step towards a common payroll system would be the reduction in the
number of current payroll systems. “Leader” organizations should be established for
each of the current vendor groups as well as for other existing systems, such as IMIS.
These leader organizations and/or common service entities, such as the International
Computing Centre (ICC), could offer payroll services to those organizations interested
in their specific solutions.
C. A preliminary analysis of the savings to be expected for a common payroll system
shows savings in the range of US$ 100 million over a period of 10 years and this is
just “the tip of the iceberg” given the additional significant benefits to be expected,
which are difficult to quantify at this stage. Investment in payroll systems could
provide significant returns in cost avoidance and in better system management. Major
benefits include:30
• elimination of redundant systems and processes (simplification and consolidation);
• internal efficiencies and effectiveness;
• cost reductions;
• enabling agencies to focus on their core mission;
• enhancing standardization, an opportunity to streamline payroll policies and
procedures. D.
The Inspectors believe that a common payroll system is not only technically feasible
but also financially desirable, though it is not a simple task. To make it happen, the
leadership commitment and the
4 See JIU/REP/2002/9.
vii
support of senior system-wide management are crucial success factors. The issue of
inter-agency leadership support and commitment has been strongly emphasized in the
comments received from all organizations; without it, there are no possibilities of
succeeding in the implementation of any common solution. While this initiative should
have been considered 10 years ago, it is not too late to move forward now.
The pervasive concerns of software project are software quality, programmer
productivity and increased job satisfaction for software project members. The
fundamental goal of making software is to provide the programmers the methods, tools
and techniques that will allow them to make quality software. The fundamental
problems in software project are control of complexity, the lack of physical constraints
and boundaries in software etc…
In the present project, efforts have been made to overcome these difficulties and to
design software that tries to achieve all the goals and objectives set at the beginning of
the project.
7.1 Conclusion
The fundamental goal of making s/w is to provide the programmers the methods, tools
and technique that will allow them to make quality s/w. 31
Projects seem satisfactory as it is fulfilling requirements of individuals. It is live
project implement in an organization. It runs very successfully in the organization. It
has following features-
Reducing the papers work.
Remove the redundancy
Easy report generation
Save the time
Accuracy maintain because it will remove all the errors made by human being
User friendly
Maintaining the proper database
Centralized database
Very easy to receive the information
Reducing the chance loss of database
7.2 Limitations of Work
Everything in this world irrespective of its walk of life has its pros and cons. There is a
dark side to any work so as to compensate the good side of it. Here you have to specify
limitations of you project.
It depends upon the plate form i.e. window XP/Vista.
It has some money spend on the hard disc for storage database.
It does not reduce 100% paper work.
This system is implementing for centralized database.
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CHAPTER 8
REFERNECES
Books:
C#-Complete reference
(Tata McGraw-Hill Publication)
Software Engineering
By- Roger Pressman
Websites: www.google.com
www.crazyreaders.com
www.wikipedia.com
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