Table of Contents
SECTION A: SELECTION, INVESTIGATION AND ANALYSIS........................................3
i. Problem definition/Choice of problem area and background analysis...........................3
ii. Investigation of the current system.................................................................................4
Research Instruments...................................................................................................4
o Questionnaire...............................................................................................................4
o Record Inspection........................................................................................................5
iii. Broad Description of existing system..........................................................................6
Inputs...........................................................................................................................6
Output..........................................................................................................................6
Process.........................................................................................................................6
Storage.........................................................................................................................6
iv. Evaluation of existing system..................................................................................6
Weakness.....................................................................................................................6
Strengths......................................................................................................................6
v. Requirements specification.............................................................................................7
Software requirements.................................................................................................7
Hardware requirements...............................................................................................7
vi. Aims and objectives....................................................................................................7
Aims............................................................................................................................7
Objectives....................................................................................................................7
Section B: Design.......................................................................................................................8
i. Consideration of alternative methods..............................................................................8
Alternative one: Buying off-the-shelf packages..........................................................8
Alternative two: Purchase of tailor made software.....................................................8
ii. Justification of method of solution..................................................................................9
Use of Visual Studio programming language.............................................................9
iii. Input design.................................................................................................................9
Data capture forms......................................................................................................9
Screen Layouts..........................................................................................................12
iv. Output design.............................................................................................................15
v. Test plan........................................................................................................................16
Black box Testing......................................................................................................16
Section C: System Development..............................................................................................17
i. Technical documentation..............................................................................................17
Pseudocodes..............................................................................................................17
Flowchart...................................................................................................................18
Code/Program listing.................................................................................................18
ii. User documentation......................................................................................................20
Installation.................................................................................................................20
Running the system...................................................................................................21
Exiting the system.....................................................................................................23
Section D: Testing and evaluation...........................................................................................24
i. User testing....................................................................................................................24
Test for standard data................................................................................................24
Test for invalid/abnormal data...................................................................................24
Sample runs...............................................................................................................25
ii. Evaluation of the system...............................................................................................26
Achievements............................................................................................................26
Weaknesses/Limitations................................................................................................26
Opportunities for future developments......................................................................26
Appendix..................................................................................................................................27
Filled in questionnaire..........................................................................................................27
Questionnaire.............................................................................................................27
SECTION A: SELECTION, INVESTIGATION AND ANALYSIS
i. Problem definition/Choice of problem area and background analysis
Keystone Finance Payroll System
Keystone Financial cooperative was established in 2021 by Alfred Hart. Its doors fully
opened on the first of January in 2022 accompanied by a myriad of people ready to take their
interviews for their job applications into the institution. It is located on 14 Avenues, Samora
Machel in Harare. At the moment, the cooperative has a whooping number of 25 workers and
1 manager. The secretary has the duty of filing new employees and calculating their payroll at
the end of each month.
The Keystone Finance payroll system is therefore used to document and calculate employee
payrolls. However, at the moment most of the work is done manually using file systems
consisting of bond papers and books. The system typically stores information pertaining to
employee details, client details, and occupation details.
ii. Investigation of the current system
Research Instruments
A number of research instruments have been used to collect information about the system.
Research instruments used includes questionnaires and record inspection and are shown
below:
o Questionnaire
1. When was your system established?
_____________________________________________________________
2. Are you enjoying your job at the cooperative?
Yes No
3. How do you keep your records?
Counter Books Flat Files
4. Do you feel overworked and need help when accounting for employee payrolls?
Yes No
5. How often do you notice missing files?
________________________________________________________________
6. How can your experience and satisfaction with this flat file system be improved?
________________________________________________________________
7. Are you good in computing?
Yes No
8. How do you feel about changing the system into a computerized one?
_____________________________________________________________________
_____________________________________________________________________
o Record Inspection
After a detailed tour around the company, I took a look at the records that were kept in the
system. These records included:
Employee details like:
First and Last name
Address
Date of birth
Contact
Citizenship
Parent information
Educational Background
Work experience
The total number of employees in the system including:
Number of active employees
Number of inactive employees
Client information including:
Client name
Address
Rate
Payroll Calculations including details like:
Number of hours worked
Allowances
Adjustments
Client rate
iii. Broad Description of existing system
Inputs
Employee information
Client details
Output
Output Forms
Reports
Process
Calculating of employee payroll
Compiling employee data for calculations
Storage
Employee details
Client details
iv. Evaluation of existing system
Weakness
A lot of time is consumed during record entering
There are a lot of human errors
Records can be lost
Records consume a large amount of room space
Strengths
It is less costly
Information cannot be corrupted or affected by viruses
Provides employment
v. Requirements specification
Software requirements
Microsoft Visual Studio 2017: this software application will be used to create the
necessary system required and it provides a publish tool which can be used to make it
a fully functional application.
Microsoft Access: this application’s purpose is to enter and store employee and client
details reducing risk of data loss and preserving data redundancy.
Windows 10 or 11 operating system: This will provide the necessary interface for the
system to run on the specified computer.
Microsoft Word 2016: This will be used to document the system to allow users
training and guidance in using the new payroll system.
Hardware requirements
Keyboard: this will be used to type in the necessary data required.
Mouse: for navigation throughout the system.
Monitor – HP: to display necessary information.
Intel core i7 processor: for maximum processing speeds.
Internal solid state drive- 500GB: to store all the required data.
Flash drive- 8GB: to store the system setup.
vi. Aims and objectives
Aims
o To create a user-friendly system.
o To create a secure system.
Objectives
o To reduce paperwork involved in accounting data.
o To create a GUI that is easy to understand.
Section B: Design
i. Consideration of alternative methods
Alternative one: Buying off-the-shelf packages
This is the use of an off the shelf application packages. The company has to buy a pre-written
package and install into the computer system.
Advantages
It is ready for use straight after purchasing it.
There is no cost of testing it as they are already tested.
The staff won’t face challenges as these systems are well documented.
Disadvantages
The most appropriate package which is sought after might not be available at the
market.
Off the shelf packages might not meet the required objectives of the payroll system.
By using these packages, the objectives might not be met therefore the problem will
be left unsolved.
Alternative two: Purchase of tailor made software
This is the purchase of software specifically designed for the company’s needs and
expectations.
Advantages
It is user friendly.
The company’s needs are met.
No unnecessary features.
Disadvantages
A lot costly.
Takes a long time to develop.
ii. Justification of method of solution
Use of Visual Studio programming language
This is the use of bespoke software made by a system’s designer to design a system
specifically for the company and its operations only.
Advantages
Easy to use.
Less costly.
Software made by visual basic is easy to update and maintain.
User interfaces are easy to understand and manipulate.
Disadvantages
It takes a lot of time.
There is need to buy new hardware resources.
Reduction in workforce due to introduction of a computerized system.
iii. Input design
Data capture forms
Employee information form
Employee X X X X X
ID
First X X X X X X X X X
Name
Last X X X X X X X X X
Name
MI X
Date X X X X X X X
Hired
Client form
Client
ID
Client
Name
Addres
s
Rate
Start
Date
End
Date
Add employee form
ID X X X X X X
EmpId X X X X X
FName X X X X X X X X X X X
LName X X X X X X X X X X X
MI X
Gender X X X X X
Age X X
BDay X X X X X X X
BPlace X X X X X X X X X X X
Height X X X X
Weight X X X X
Civil X X X X X X X
Status
Contact X X X X X X X X X X
Payroll form
PayId
ClientID
EmpID
Client Rate
Agency Fee
Monthly
Rate
Basic Pay
Hourly Rate
Hours
Worked
Gross
Salary
Allowance
Adjustments
Gross Pay
Net Income
WTax
Screen Layouts
iv. Output design
The system should be able to multitask on a lot of processes. Output should be in the form or
output forms displayed by the system and reports on given criteria. New records must be
entered without fail and stored in the system. Records should also be able to be searched and
provide information in the form of a table.
v. Test plan
Black box Testing
This type of testing will help me to discover errors in the system that l may not see because of
my experience to how the system was designed and programmed. The personnel doing this
testing will not be of the structure and coding of the software and how it solves problems.
The methods eliminate bias in the testing. The value to be tested must include typical values,
borderline values and values which are invalid. Outcome must be in the form of error or
success messages.
Section C: System Development
i. Technical documentation
Pseudocodes
Login Form
Start
Enter username and password
Is username “admin” and password “admin”
If yes Then
Output Form 1
Else display error message “Invalid Login”
Stop
Main Form
Start
Select Option
If option is Employee Then
Output Employee information sub menu
If option is Client Then
Output Client information sub menu
If option is Payroll Then
Output Payroll sub menu
If option is Register Then
Output User Accounts Profile form
If option is Settings Then
Output utilities form
If option is Logout Then
Output Login Form
End Select
Stop
Flowcharts
Login form
Start
Enter
Username
and Password
Is password
Display Error No and username Yes
Message correct?
Display Main Form
Stop
Code/Program listing
Login Button
Private Sub Button2_Click(ByVal sender As [Link], ByVal e As
[Link]) Handles [Link]
If [Link] = "admin" And [Link] = "admin" Then
[Link]()
[Link]("Welcome to Keystone Finance Management System",
"Welcome", [Link], [Link])
[Link]()
Else
[Link]("Invalid Login", "Alert", [Link],
[Link])
Return
End If
End Sub
Add new employee button
Private Sub BTNNEW_Click(ByVal sender As [Link], ByVal e As
[Link]) Handles [Link]
[Link]()
[Link]()
End Sub
Logout button
Private Sub Button3_Click(sender As Object, e As EventArgs) Handles
[Link]
[Link]()
[Link]()
End Sub
Save
Private Sub btnsave_Click(ByVal sender As [Link], ByVal e As
[Link]) Handles [Link]
If [Link] = Nothing Then
MsgBox("Please select Guard.")
Else
Try
Dim sql As String
sql = "select * from tblpayroll where PAYROLLID = '" &
[Link] & "' AND EMPID = '" & [Link] & "'"
jokenfindthis(sql)
checkresult("Payroll")
Catch ex As Exception
MsgBox([Link])
End Try
[Link]()
End If
End Sub
Update button
Private Sub btnUpdateClient_Click(ByVal sender As [Link], ByVal e As
[Link]) Handles [Link]
If [Link] = "ID" Then
MsgBox("Please select a client to modify!")
Else
jokenupdate("update tblclient set CL_NAME ='" & [Link]
& _
"', CL_ADDRESS ='" & [Link] & _
"', CL_RATE =" & Val([Link]) & _
", START_DATE =#" & [Link] & "#, END_DATE
=#" & [Link] & "# " & _
" where ID =" & [Link] & " ")
LOAD_CLIENT()
cleartext(gbclientinfo)
End If
End Sub
Cancel button
Private Sub Button2_Click(ByVal sender As [Link], ByVal e As
[Link]) Handles [Link]
If [Link] = "admin" And [Link] = "admin" Then
[Link]()
[Link]("Welcome to Keystone Finance Management System",
"Welcome", [Link], [Link])
[Link]()
Else
[Link]("Invalid Login", "Alert", [Link],
[Link])
Return
End If
End Sub
ii. User documentation
Installation
To install Keystone Finance Payroll System:
Insert the flash drive or CD on your computer disk drive or (CD/DVD ROM) and select the
(CD/DVD ROM/ FLASH) drive icon, right click and click open the Finance Folder.
Right Click
Click on the setup file and follow the steps
Click Setup
Click Install
Running the system
Enter the login form and enter the following details on their specific textboxes.
Username: admin
Password: admin
Enter Username
and password.
Click
Login
Welcome Form
Exiting the system
Click
Cancel
then OK to
exit
Section D: Testing and evaluation
i. User testing
Test for standard data
The following will be testing for normal data that should be accepted during data entry. This
data matches the description requirements of the system.
Testing for standard (normal) data:
Name Description Outcome
Standard Data The employee Stark, Dennis Success message
P record must be assigned as
a new guard for the
company
Test for invalid/abnormal data
The following will be testing for abnormal data that should be rejected during data entry. This
data does not match the description requirements of the system.
Testing for invalid (abnormal) data:
Name Description Outcome
Abnormal Data Incorrect values of the Error message
username and password
must be entered at the login
form
Sample runs
ii. Evaluation of the system
Achievements
The system was able to add new records.
The system was able to calculate payrolls for employees.
The system was easy to use and learn to the employees.
Weaknesses/Limitations
The system could not create reports.
The system is dependent on electricity.
Opportunities for future developments
In future, the system can be able to create reports at the end of each month.
The system can also be able to create payroll receipts and print them at the end of
each month.
Appendix
Filled in questionnaire
Questionnaire
1. When was your system established?
_____________________________________________________________
2. Are you enjoying your job at the cooperative?
Yes No
3. How do you keep your records?
Counter Books Flat Files
4. Do you feel overworked and need help when accounting for employee payrolls?
Yes No
5. How often do you notice missing files?
________________________________________________________________
6. How can your experience and satisfaction with this flat file system be improved?
________________________________________________________________
7. Are you good in computing?
Yes No
8. How do you feel about changing the system into a computerized one?
___________________________________________________________________________
_______________________________________________________________