Design And Implementation Of State Civil Service Payrol Accounting System

DESIGN AND IMPLEMENTATION OF STATE CIVIL SERVICE PAYROL ACCOUNTING SYSTEM

CHAPTER ONE

INTRODUCTION

1.1            BACKGROUND OF THE STUDY

Computer, the versatile data processing machine, has been found very useful in every human endeavour since its incursion into many fields of study, industry, business, sciences and technology in general.  Payroll is being prepared by organization, committees, governments and other business firms, it is also part of account department, in my organizational concern.  It is used for the preparation of worker’s salary daily, weekly or monthly.

The payroll module, which helps in data processing, processes monthly pays of all the employees in state civil services commission.  The module maintains staff loans, advances, tax and other deductions from staff pay.  It also performs annual increment on the salary of qualified staff each month.  The payroll lists every employee for whom the computer has produced a payroll cheque and shows for each employee what deduction are subtracted from gross earnings to arrive at net pay.  This report is reviewed by the manager of the payroll department before the cheques are released for distribution.

1.2            PROBLEM DEFINITION

Over the years, manual method of payroll has been used.  This method has its problems.  It has been proven to be very ineffective and inefficient. Some of the problems are

ØThe job of preparing salary payment in annually is tedious causes delay.

ØAs a result of the problem above, manual methods have a lot of discrepancies and raise doubts in the voucher.

ØThis method encourage fraud figures are easily manipulated and changed.

ØThe manual method requires people who are competent in mathematics related computation to do a reliable job.  As a result people of such are very scarce.

1.3            OBJECTIVES OF STUDY

The study aims at designing a payroll accounting system that will help to eliminate instances, delay and frauds associated with manual calculation of workers salaries and entitlements.

1.4            SCOPE OF STUDY

The study aims at designing and implementing a state civil service commission payroll accounting system Enugu.

1.5            LIMITATIONS

In the process of carrying out this research work, some factors tried to hinder the free flow of work.  These factors include

ØTime:          Time factors in the sense that the semester was short and as a result combing this work with studies was tedious.

ØFinance:     Finances were rather on the lean side and as a result it affected the carrying out the research in that monetary commitment was needed for going to the case study, photocopying document, browsing e.t.c.

ØLukewarm attitude of the staff:      The staff of the payroll department were rather hostile and aggressive owing to the fact that the felt of this activity is computerized they might loose their jobs to the computer.

1.6            ASSUMPTIONS

If the designed new system is implemented it may improve and to be a large extend enhanced the activities of processing staff salary payment in state civil commission Enugu office.

The worker will be relived by the tedious tasks facing them in the discharge of their duties.  They will have more time to themselves and also increase their standard of work.

1.7            DEFINITIONS OF TERMS

ØComputer:Computer is management and business studies (1979), defined a computer as an electronic device that is capable of inputting and outputting, sorting, storing and retrieved of information stored in it.

ØPayroll:      List of employee and all their wages and salaries including their allowance and deductions.

ØSalary:       This is usually a monthly payment for regular employment on a yearly basis.

ØShift Allowance:  This is the allowance granted to an employee who works on shift basis.

ØArrears:     This represents the accumulation of staff entitlement.

ØRent Subsidy:      These represent the rent given to an employee for his or her house.

ØFlowchart:It is a pictorial representation of information in data processing by means of symbols and interconnecting linking the generations.

ØTransport Allowance:  This is the allowance given to a staff for his transportation to work.

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