SCANNED

PERPUSTAKAAN KUi TTHO

111111 1111111111111111111111111111

3 0000 00121636 9

I hereby declare that the project paper or thesis has been read and I have the opinion
that the project paper is appropriate in terms of scope and coverage and quality for
awarding a Bachelor of Technology in Mechatronics.

Signature
Name of supervisor
Date

: MR MD NOH SATARI

AUTOMATED PAYROLL SYSTEM

4 BTL-00-2

MOHO HEIRWAN BIN HARIS

PROJECT SUPERVISOR
MR. MOHO. NOH SATARI

MECHATRONICS
INDUSTRIAL ELECTRONICS
~{UiTTHO

MARCH, 2003

I hereby declare that this thesis is originated from my own idea and is free of plagiarism.

Signature

Name of Author

: MOHO HEIRWAN BIN HARIS

Date

: 3 RD March, 2003

iii

AC~{NOWLEDGEMENT

First and foremost, with sincere thanks to project committee who has approved
my project proposal. Next, I would like to express my utmost gratitude to those who
have offered assistance, advice, guidance, and support during the proposal and
implementation stages of my project. The credits should go to the following:
o

Head of Department -

Mr. Badli Shah

Program Manager

Mr. Md Noh

Project Supervisor

Mr. Md Noh

TTOs

Mr. George,

Mr. Woon, Mr.

Pun nose,

Mr. Samsi, and Mr. Zubi.

0

IE Technicians

IE Secretaries

All GMI's July 2000 Degree Intake students

To my mom, dad, brother and my sister, you're the best love god has given me.
Thanks for helping me through every single of my life and making my life shine with
love.
Lastly, I would like to gratefully acknowledge Norsuhaili Mohd Sidek for your
love, support, care and concern to me all this nice year. Thank you for always be with
me when things get hard.

iv

ABSTRACT

In Malaysia, the Information technology is not being fully utilized by the

consumer even though they have used it

in their life. They are unaware that the

technology available can made their life easier.

This project will introduce a new method of staff attendance system, which will
added to the different kind of software available in the market. This project incorporates
the development of software that enable to calculate automatically the staff salary by the
end of the month This software will also able to monitor the staff attendance at
workplace, generate individual pay-slip, and calculate the overtime.

Beside that, the workers are able to see their performance and salary through
online network by scanning their barcode number (on ID card) and keying in their
password (security). Through this, it is also possible to update their basic personal
particular.

The

concept, to monitor staff attendance where they have to key in their

password after scanning their ID card for safety purpose to eliminate fraud, has never
been applied in other software available in the market..

TABLE OF CONTENTS

CHAPTER

CONTENT

PAGE NUMBER

ACKNOWLEDGEMENT

iii

ABSTRACT

iv

LIST OF TABLES

viii

LIST OF FIGURES

ix

LIST OF ABBREVIATIONS

xi

LIST OF APPENDIX

xii

CHAPTER 1 Overview

CHAPTER 2

1.2

The Current Method

1.3

A Similar Concept

1.4

Project Constraints

1.5

Project Limitations

Discussion

2.1

Database System

2.1.1

Database

2.1.2

Database Management System

2.1.3

Objectives Of A Database System

2.1.4

Advantages Of Database System

2.1.5

Disadvantages Of Database System

2.1.6

Database Design Considerations

2.1.7

Database Design Principles

2.1.8

Qualities Of A Good Database Design

2.1.9

Concept & Term Of The Database Design

2.1.10 Database Design Rules Of Thumb

11

2.1.11 General Features Of A Database

Software Package
2.1.12System Development Controls

12
13

vi
2.2

2.3

Microsoft Access Features

14

2.2.1

true Relational Database Management

14

2.2.2

Importing, Exporting,& Linking External

Tables Files

15

2.2.3

Multiple Table Queries & Relationships

15

2.2.4

Business Graphs & Charts

15

2.2.5

DOE & OLE Capabilities

15

Developer Software

16

2.3.1

Microsoft Visual Basics 6.0

16

2.3.2

Introduction To Software

16

2.3.3

What Is Software Products?

17

2.3.4

Software Product Attributes

17

CHAPTER 3 Literature Review

20

3.0

Bar Code

20

3.1

Why Bar Code Reader Is Preferred?

20

3.1.1

How Bar Coding Works

21

3.1.2

An Explanation Of The EAN-13 Symbology 23

3.1.3

How Bars & Spaces In The EAN-13

Symbology Represent Characters

3.1.4
3.1.5
3.2

3.3

Calculating The Check Digit For

The EAN-13 Code

26

Self Checking

27

Punch Card

28

3.2.1

The Punch Card History

28

3.2.2

Cards For Computers

33

Study On Other Software Available In Market

3.3.1

CHAPTER 4

24

40

Payroll Data System Inc.

40

3.3.1.1 Payroll Services

40

3.3.1.2 Comprehensive Suite Of Services

40

Research Methodology

42

4.0

Methodology

42

4.1

How The Project Is Implementing?

42

4.1.1

Study & Understand The Method Of Used

In Attendance System

43

vii
4.1.2

Study & Mastering The Database &

Programming

43

4.1.3

Application Software Programming

43

4.1.4

Test & Verify Functionality

43

4.2

Project Life Cycle

45

4.3

Project Assumption

48

4.3.1

49

Collecting Information
4.3.1.1 Explore & Analyze The Client!
Server System
4.3.1.2 Client Front End

49

4.3.1.3 Server Back Ends

50

4.3.1.4 Graphical User Interface(GUls)

50

4.3.1.5 Networks

51

CHAPTER 5 Presentation And Analysis Of Data

Project Specifications

52

5.2

Project Functionality & Capability

53

5.3

System Selection

53

5.4

Attendance Admin Software

54

5.4.2

Main Menu Windows (Admin)

54

5.4.1.1 Add New Staff Sub Menu

57

5.4.1.2 View Info Sub Menu

58

5.4.1.3 Attendance Sub Menu

60

Main Menu Windows(Staff)

62

Attendance Software

64

Recommendations And Conclusion

67

5.5

BIBLIOGRAFI

52

5.1

5.4.1

CHAPTER 6

49

6.0

Recommendations

67

6.1

Conclusion

68
xiii

viii

LIST OF TABLES

PAGE NUMBER

TABLE

TITLE

3.1

Encoding Table

26

3.2

Check Digit Table

27

3.3

Self Check Table

27

ix

LIST OF FIGURES

FIGURE

CONTENT

3.1

Bar Code Characters

21

3.2

Type Of EAN Barcode

22

3.3

EAN-13 Symbology

23

3.4

Modules

24

3.5

Binary Characters

25

3.6

Early invented Punch Card

28

3.7

Punch Card Invented By IBM

30

3.8

IBM Line Processing Card

32

3.9

Tab Removal Punch Card

33

3.10

IBM Calculator Instruction Card

34

3.11

Assembly Language Card

34

3.12

FORTRAN Card

35

3.13

University of Illinois Digital Computer

PAGE NUMBER

Laboratory Data Card

36

3.14

Princeton University Data Card

37

3.15

MIT Card

37

3.16

IBM 128 Column Card

38

4.1

Project Approach

44

4.2

Software Construction Phase

47

4.3

Network Diagram

48

5.1

Login Windows

54

5.2

Main Windows

55

5.3

File Menu

56

5.4

Staff Menu

56

x
5.5

New Staff Info Windows

5.6

Staff ID Card Report

57
58

5.7

View Info Windows

59

5.8

Attendance Windows

5.9

Check In Detail Menu

60
61

5.10

Check In Detail View

61

5.11

Generate Pay Slip Report

62

5.12

Staff Info Windows

63

5.13

Staff Windows

63

5.5.1

System Flow Chart

65

5.5.2

Scan Barcode

66

5.5.3

Login Successfully Report

5.5.4

Wrong Pin Report

66
66

5.5.5

Error Login Report

66

xi

LIST OF ABBREVIATIONS
EAN

European Article Number

UPC

Universal Product Code

JAN

Japanese Article Number

GUls

Graphical User Interfaces

IT

Information Technology

DBMS

Database Management System

PC

Personal Computer

SQL

Structural Query Language

ODBC

Open Database Connectivity

DOE

Dynamic Data Exchange

OLE

Object Linking and Embedding

IDE

Integrated Development Environment

MOl

Multiple Document Interface

PS

Product Sum

CD

Check Digit

NIC

Network Interface Adapter

xii

LIST OF APPENDIX

APPENDIX

TITLE

Project Source Code

PAGE NUMBER
69-112

CHAPTER I

INTRODUCTION

1.1

Overview

This project is basically related with what the industry had implemented in
their organization long time ago. They used the barcode reader with the help of
management system like Microsoft Access to do the calculation of overtime and
salary, and to check the attendance of their staff. The usage of barcode reader is to
change the punch card and magnetic card system, which have created a lot of
problems.

The benefits of using this software with barcode reader are:e

To eliminate the fraud where the staff take advantage of the flaws in the
existing system (helping their colleagues to punch card).

To improve the efficiency of the performance in finance and management

department.

Low maintenance compares to the usage of magnetic reader and punch

card system.

To enhance the usage of the Information Technology (IT) in the

management system.

To use the technology to simplify the administrative process.

1.2

THE CURRENT METHOD

The current method of the staff attendance system is using punch card.

Punch card is one of the oldest way of monitoring whether an employee come to
work or not, and it has a lot of loop holes. Year by year research had been done to
upgrade the usage of the punch card system, but error still occurred and could not be
totally eliminated.

1.3

A SIMILAR CONCEPT
There are a lot of software available in the market using barcode reader as its

hardware. This software is normally used for system inventory in warehouse, book
keeping software in library, and many more.

1.4

PROJECT CONSTRAINTS
As the software is to be applied in an organization, the constraints includes:
o

The availability of the computers,

The reliability of the system, and

Appearance

1.5

PROJECT LIMITATIONS
In this final year project illustrating its concept, there are subjected to some

limitations which includes:

o

The time constraint,

The allocated project budget,

Knowledge in developing software,

Knowledge on developing good management software, and

Selection of material or database information based on its simplicity,

availability, affordability, and reliability.

CHAPTER II

DISCUSSION

2.1

DATABASE SYSTEMS

Today, the success of an organization greatly depends on its ability to:

o

Acquire timely yet accurate data about its operations,

Manage this data effectively, and

Analyze the data to help guide its activities.

The amount of information available to us is literally exploding, and this has

driven the value of data to be widely recognized as an organizational asset.
However, if one were not able to manage this vast amount of data, and to quickly
manipulate it, it tends to become a distraction and a liability, rather than an asset, as
the amount of information is steadily increasing.

Thus, this drives the need for an increasingly powerful and flexible data
management systems. In order to fully utilize all this large and complex datasets, the
users have to be equipped with tools that help to simplify the task of managing the
data and extracting useful information and timely fashion. Otherwise, this vast
amount of data becomes a liability, with the cost of acquiring it and managing it far
exceeding the value that is derived from it.

2.1.1 DATABASE
What is a database? Well a database is typically a collection of data, which
typically describes the activities of one or more related organizations. For example, a
university database might contain information regarding:
I'

Entities such as students, faculty, course, and classrooms.

Relationships between entities, such as students' enrollment in courses,

faculty teaching courses, and the use of rooms for courses.

2.1.2 DATABASE MANAGEMENT SYSTEM (DBMS)

A database management system (DBMS) is a software that is designed to
help assist in the maintaining and utilizing large collections of data. The purpose of
the DBMS is to provide an environment that is both convenient and efficient to use in
the retrieving and storing of the database infonnation. In addition, these systems
must provide for the safety of the information stored, despite system crashes or
attempts at unauthorized access. Therefore the demand for the use of such a system
is growing rapidly.

Simple database programs, can store information in only one table, which is
often referred to as a flat file, thus these databases are commonly known as flat
databases. However, for more complex database programs, they are able to store
information in multiple related tables thus they are referred to as relational
databases. Furthennore, information that is stored in relational databases are in an
organized manner, where one could treat these multiple tables as a single storage
area and retrieve information electronically from different tables in whatever order
they are required. Such a database is the Microsoft Access therefore, it will be used
as the DBMS for this project.

2.1.3 THE OBJECTIVES OF A DATABASE SYSTEM.

o

It should be shared. Different users should be able to access the same data in
the database for their own processing applications, and at the same time if
required. This removes the need to duplicate data on different files. Database
systems need not be multi-user (multi-access) systems, but they will be much
more useful if they are. One person can only use a database on a stand-alone
PC at a time.

The integrity of the database must be preserved. This means that one user
should not be allowed to alter the data so as to spoil the database records for
other users. However, users must be able to update the data.

The database system should provide for the needs of different users, who each
have their own processing requirements and data access methods.

The database should be capable of evolving, both in the short term (it must be
kept updated) and in the longer term (it must be able to meet the future data
processing needs of users, not just their current needs).

2.1.4 ADVANTAGES OF DATABASE SYSTEMS.

Unnecessary duplication of data is avoided. Data can be used for many purposes
but only needs to be input and stored once. For example, the ID number and
name of each employee will be input and stored once, instead of phone number,
address, working hours, and the designation of the employees. The drawback to
single entry input is that one department must accept responsibility for the
accuracy of the input.

Off-the-shelf DBMS software packages can be obtained, and so the cost of

installing a database can be reduced.

A database provides data for the organization as a whole, not just for individual
departments. The database concept encourages management to analyze data,
relationships between data items and how data is used in different applications.

The organization of data into a database, rather than into separate files,
encourages the integration of data and makes data more widely available.

Because each item of data is only held in one place, it is easier to ensure that it is
up to date, so that no department in an organization uses out of date data, or
data that differs from the data used by other departments.

Data is independent of the user programs that access the data. This allows
greater flexibility in the ways that data can be used. New programs can be easily
introduced to make use of existing data in new ways. A database can also be
easily extended and then more user programs can be developed for these
additions, without affecting existing application programs. In other words, a
database can be evolved as the user's data needs evolve.

Developing new application programs with a database is easier than developing

them without one, because the programmer is not responsible for the data
organization, which is already taken care of by the DBMS software.

I)

A database provides data for the organization as a whole, not just for individual
departments. The database concept encourages management to analyze data,
relationships between data items and how data is used in different applications.

The organization of data into a database, rather than into separate files,
encourages the integration of data and makes data more widely available.

Because each item of data is only held in one place, it is easier to ensure that it is
up to date, so that no department in an organization uses out of date data, or
data that differs from the data used by other departments.

Data is independent of the user programs that access the data. This allows
greater flexibility in the ways that data can be used. New programs can be easily
introduced to make use of existing data in new ways. A database can also be
easily extended and then more user programs can be developed for these
additions, without affecting existing application programs. In other words, a
database can be evolved as the user's data needs evolve.

Developing new application programs with a database is easier than developing

them without one, because the programmer is not responsible for the data
organization, which is already taken care of by the DBMS software.

2.1.5

DISADVANTAGES OF DATABASE SYSTEMS.

There are problems of data security and data privacy. (Data security is preserving
data from the alteration by unauthorized people and data privacy is preserving
the confidentiality of certain data). Forms of control include of control of terminal
access, user identification and restrictions on access by certain users to certain
programs or certain parts of the database. However, because of the widespread
access by a variety of users to the same database, the potential for unauthorized
access to data creates a serious problem. Problems of data security are
increasingly handled by DBMS software. Even so, administrative procedures for
data security must supplement software controls.

Since there is only one set of data, it is essential that the data should be accurate
and free from corruption. The responsibility for ensuring the integrity of the data
might have to be delegated to a data administration manager.

Since data is held once, but its use is widespread, there are potential problems of
recovery of data in the event of a system failure. DBMS software increasingly
looks after data recovery, but management must consider the consequences of a
system failure, how serious these consequences might be and how the damage
could be minimized.

A database implies a central store of data, but access might be required over a
wide geographical area. The data itself could be spread around several
computers on a single network system (a distributed database), but this might
add to the problems of access.

A system that has users over a wide geographical area must rely on a
communications network, which can be both expensive and unreliable.

2.1.5 DATABASE DESIGN CONSIDERATIONS.

A good database design should exhibit the following characteristics: -

Minimal data redundancy.

o

Duplication of data in a database should be minimal. Although there

will be some redundancies in a database, such redundancies however
are controlled.

Data consistency.
o

If the same data or information is stored in multiple tables, then they

should be identical. For example, if the ID number of the worker is
modified, then all other occurrences of that information in the
database must also be updated. Otherwise, the data will be
inconsistent.

Data integration.
o

Data stored in one table should be easily accessible from other tables.

Data sharing.
o

Often there will be many users who share the same database. Each
user may be given a view of the database. A view roughly
corresponds to a subset of the database fields

Provide security, privacy and integrity controls.

o

There must be proper controls for accessing, updating and protecting

data. This often requires setting standards and procedures.

Data accessibility and responsiveness.

o

Users should be able to access the information stored in a database

using simple commands such as an SQL.

Data independence.
a

Data should be separated from the application programs that use the
data. In other words, the data stored in a database can change
without necessitating change in the application programs. This calls
for some kind of data dictionary or repository to store information on
the data stored in the database.

2.1.7 DATABASE DESIGN PRINCIPLES.

a

All data are represented as tables.

Tables are comprised of rows and columns.

Column order is determined by each query.

Rows and columns are (officially) unordered (Le., the order in which rows and
columns are referenced does not matter).

Rows are sorted only upon request. Otherwise, their order is arbitrary, and may
change for a dynamic database.

2.1.8 QUALITIES OF A GOOD DATABASE DESIGN.

a

Reflects real-world structure of the problem.

Can represent all expected data over time.

Avoids redundant storage of data items.

Provides efficient access to data.

Supports the maintenance of data integrity over time.

Clean, consistent, and easy to understand.

2.1.9 CONCEPT AND TERM OF THE DATABASE DESIGN.

Tables and Views.

a Sub-database structures that contain records.