Design And Implementation Of An Automated Payroll System (A Case Study Of Federal Polytechnic Nekede, Owerri)

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Project and Seminar Material for Computer Science and Computer Engineering

Project and Seminar Material for Computer Science and Computer Engineering


This project work is dedicated to the Holy Spirit my helper and to my parents, Mr. and Mrs. Emereonye Thaddeus and to everyone who desires to, not just live, but to make impact and leave a legacy for the next generation.


Without the contributions of individuals that make up a group set up for a goal, success is difficult to achieve. Their inclusion in the team already underscores their significance.

Firstly, I heartily thank my supervisor, Mrs. C. C Oparah whose guidance and encouragement lead to the success of this project work.

I profoundly appreciate the painstaking efforts and financial assistance of Mrs. Akukwe Susan, Barrister Leo, Mr. Davidson, Obinna, Chidinnma, Chinonso, Chioma, Oluchi, Chisom, Angel, valentine, Ifeayi, Anderson, Esther and peace and also to the management of A-Class Institute of computer technology.

Not forgetting Mummy Emilia Ugwuegbula and my elder brother Emereonye U.Casmir who I prefer to describe as my spiritual back-up. Also, to all computer science students of my department and Mr. FAS for typesetting this work.

Finally, to God the beginning and the end. 


The manual method or mode of paying salaries are becoming obsolete, giving way to the modern system referred to as computerized system. The extension have even taken workers from their office bursary pay-point to the banks where salaries are paid straight into their respective accounts. This was made possible by the addition of computer system in the payroll departments.

Computers have aided the process of payroll computations and this has reduced the tedious nature of payroll computations, now with computers every bit is done acidulously and accurately, timely generation of pay-slips and summary are parts and parcel of benefit of automated payroll system as the research revealed.

In a nutshell, the automated processes have given rise to:

  1. Faster processing and retrieval of payroll data.
  2. Relief in repetitive clerical work and cost of duplication
  3. High storage capacity of the generated data.
  4. Keeps records in balance, making tax time easier.

It was proved the following that computer is always accurate in dealing with numerical data based on input given to it, that automation is the best solution for payroll system

Table Of Contents

  • Title page
  • Approval page
  • Dedication
  • Acknowledgement
  • Abstract
  • Table of contents

Chapter One

  • 1.1 Introduction
  • 1.2 Background of federal polytechnic Nekede, Owerri
  • 1.3 Statement of the problem
  • 1.4 Significance of the study
  • 1.5 Objective of the study
  • 1.6 Scope and limitations of the study
  • 1.7 Definition of terms

Chapter Two

  • Review of related literatures
  • 2.1 Introduction
  • 2.2 Computer definitions
  • 2.3 History and development of computer system
  • 2.4 Classification of computer
  • 2.5 Automation and its merits and demerits
  • 2.6 Payroll system

Chapter Three

  • System analysis and design
  • 3.1 Introduction
  • 3.2 System investigation
  • 3.3 Sources of data
  • 3.4 Method of data collection
  • 3.5 Analysis of data findings
  • 3.6 Method of data analysis
  • 3.7 Procedural chart of the existing system
  • 3.8 Problems of existing system
  • 3.9 Proposal of new system
  • 3.10 Objectives of the new system
  • 3.11 Approach of new system
  • 3.12 Design of the new system
  • 3.13 program flow chart
  • 3.14 input/output specification
  • 3.15 file/database specification-

Chapter Four

  • System implementation
  • 4.1 Introduction
  • 4.2 Justification of the programming language
  • 4.3 System requirement
  • 4.4 Implementation details
  • 4.5 Installation and maintenance

Chapter Five

  • Summary, Conclusion and recommendations
  • 5.1 Introduction
  • 5.2 Summary
  • 5.3 Conclusion
  • 5.4 Recommendation
  • References
  • Appendix

Chapter One

1.1 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).

1.2 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 15th 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.
  3. Environmental design which offers courses like building technology, architectural etc.
  4. Industrial sciences which offers courses like science technology, food technology etc.
  5. 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

1.3 Statement Of The Problem

The problem of the investigation is based on the following:

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

1.4 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:

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

1.5 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

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

1.6 Scope And Limitation Of The Study


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.


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.

1.7 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.


An electronic device that is designed in such a way that it accepts data as input, process these data and gives out a result.


This idea of converting the manual process of doing or solving the problem into a machine form to help in solving the problems.


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.


An interrelated, interdependent component parts working in line as to achieve a common goal such as developing a payroll.


A collection of integrated and related files.


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.


Harmonized allowance for tertiary institutions salary scale.

I bet you, the complete material is fully loaded. This is just an excerpt. The Material is in MS-Word Format which you can easily edit and is comprehensive for a complete research work for this topic

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How to nail it on the head during your project defence

You are through with writing that project. Now what?

You have found yourself at that point where you have to defend what you have written. Of course you have to stand in front of your supervisor and other literary personalities to prove that you know what you wrote in your project paper. Unfortunately, the more you think about it, the more it looks like you are about to face a legion. It is not a war. But the emotion of dread welling up inside of you makes it look like one. So now you are asking yourself questions.

  • How am I going to start?
  • I hope I will do well enough to get an A.

You really want to nail it, but you need to come to terms with exactly how to get everything in perfect control. Especially your emotions of fear that seem to make a wreck of you every time you think about public speaking.
So here is the deal. I want to help you avoid that feeling that would ruin your precious moment if you dare to let it. And we are going to do it together.

I am going to highlight some very important tips to help you get in control for you to be comfortable enough to move from that feeling of DREAD to CONFIDENT; and making an awesome Impression for that great rating your supervisors should be giving to you so freely.

Consider these tips as you prepare for your defence. We will be taking them one after the other so here we go.

Watch Your Body Language And Keep It Confident:

Can you tell that a person is falling apart if they look confident? … If I can second guess you rightly, am sure you answered no to that question. Remind yourself that you need to come out that way. Now this might seem like a huge big deal when you are dealing with the foreboding. Maintaining a poise of confidence is very important. So find your most comfortable position, sitting or standing and draw up your body. You must exude confidence. It is something you need to do for yourself. People can only see what you allow your body language to show. So you must endeavour to put that out. Remember the story of David and Goliath? … At the end of your defence day, you want to be David.

Dress In Your Most Comfortable And Impressive:

Am sure this one is a no brainer. However I must highlight that you choose comfortable pieces. You don’t want to look so good and yet look like you were forced to wear something that does not belong to you. It’s great to ensure that as impressive as your clothes are on you, that they are also very comfortable.

Speak With Authority:

Going hand to hand with that aura of confidence is your most powerful asset:your words. If you look that confident, your words must not come out like whimpers. To be able to pull this off, you definitely need to speak as deliberately as possible in expressing yourself. Let them also hear what they see.

Use, Your Gestures:

I have often found this to come to my rescue in dealing with shyness and conveying my confidence. Usually it gives you an edge to also drive home your point. You must, however, ensure that you do not over use it. It doesn’t mean that your hands should be flying all over the place. That would be absolutely unnecessary. If you do this well, after a while you will realize that you are not as self-conscious as you used to be at the very start. For most situations, it would have completely disappeared altogether; leaving a really confident you talking.

Have A Good Opening And Closing Line:

Make sure you have perfected a good opening line. You should also be armed with a good closing line too. Try and rehearse it to a friend. If for the first time you presented it, your friend does not say “wow, that’s beautiful” or something like that; just know you need to keep refining it until you get the perfect line. Both opening and closing lines will go a long way in how impressed your panel gets to rate you high.

Make Sure You Know Your Work:

Certainly you should understand how important it is to know your own work from start to finish. Not having in-depth knowledge of your own work is tantamount to a suicide mission. Why should you kill yourself?
When all is said and done, this is what you came to defend in the first place. You should know your work from A to Z.

Prepare For The Questions:

Now this part is truly essential. You must be sure you do not floor all the good work you did on your presentation by not answering correctly. You must pay attention to the questions you are asked to be sure you will give the right answer. Many people get it wrong at this stage and spoil their good presentation. When you do not understand any question do endeavour to ask the person to expatiate what they mean before you answer.

These tips are by no means exhaustive, but applying these tips will give you some necessary advantage you need for a great outcome. Of course that outcome would mean that you eventually earn all your points on this project.



Samuel Obiora Blessed is the CEO and founder of a.k.a Nigeria Students Media, the youngest engineering graduate of Federal Polytechnic Nekede in 2017 and the engine brain behind this great platform. He is the man behind the scene, filled with many potentials. A musician as well as a developer with the interest of Nigeria students at heart. If you need a professional website, contact him via WhatsApp or phone call @ 08143831497 to get the best.

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