Design And Implementation Of State Civil Service Payroll Accounting System (A Case Study Civil Service Commission Enugu) 

Project and Seminar Material for Computer Science and Computer Engineering

Design And Implementation Of State Civil Service Payroll Accounting System (A Case Study Civil Service Commission Enugu)


Ever since man discovered the computer and hence computer science, attempt have been made to computerize every facet of human life. This project work experts the issue of designing and implementing a state civil payroll accounting system which inherent advantages (speed and accuracy over the more tedious inefficient and time consuming manual system. This system encountered the following problems. Late receipt of raw data each month. Regular break down of the accountant machine presently used for data processing, irregular power supply, many errors resulting from the manual methods of data processing and the office caused by bulky files and constant complaints for errors from the workers. The software is developed using Microsoft visual basic 6.0 programming language and access database.

Chapter One


1.1 Background of the Study

Computer, the versatile data processing machine has been found very useful in every human endeavor 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, many organization 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 pay of all the employees in state civil service 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 list every employee for whom the computer has produced a payroll chewue and shows for each employee what deductions 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

  1. The job of preparing salary payment manually is tedious causes delay
  2. As a result of the problem above, manual method have a lot of discrepancies.
  3. This method encourage fraud figures are easily manipulated and changed.
  4. The 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 mistakes, delay and frauds associated with manual calculation of workers salaries and entitlements

1.4 Assumptions

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

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

1.5 Definition of Terms

Some of the terms used in this project work area are as defined below:

Pay Register

This is listing of the wages or salary due to employee for pay period.

Pay Period

This means the number of days or weeks for which employee salaries and wages are usually accumulated.


This is the Consideration given to employees who provides their services for an hourly rate.


This refers to the remuneration of crewing to the employee work at administrative management or clerical level for monthly or annual pay period.

Cross Pay

This is the sum total amount of employee pay before deduction.


Wikipedia defines this as the sum of all financial records of salaries for employees, wages, bonuses and deduction.

Net Pay

This is the final salary amount that will be given to the employee after the deductions.


This means withholdings from the gross pay for employee.

Payroll Taxes

Taxes generally levied by Government base on the salary for the Nation building.

Payroll Ledger

This is a table that shows the calculation pay of employees and the month in which they earned the pay.


According to Wikipedia Online Dictionary, “A regular payment made during a person’s retirement from an investment fund to which that person or their employee has contributed during their working life.”

Chapter Five

Summary, Conclusion and Recommendation

5.1 Summary

Having carefully examined the usefulness of computer system in processing, which includes its advantages in terms of speed, data storage efficiency, cost effective and other benefits. The introduction of a computer base payroll system will have a great impact in the school payroll management system,

Though the system will be costly especially in terms of personnel and equipment, the author believes that these costs will be offset if the system is well implements as the result high performance of the staff members thereby enhances productivity.

The government should try to make sure that all organization get into the application of computer by supplying computers even to the secondary schools so that there will be more computer literates. Proper management techniques should be employed in the organization.

Lastly, the author wish to recommend further contribution to project work most importantly because of any inability to consider some related aspects in the programming work of this project due to time constraint and financial problems.

5.2 Conclusion

The old system method of payroll has been inefficient, inaccurate, time consuming etc which equally contributed to more problems in the organization of the payroll system.

Then the careful examination of the above problems caused by the manual method, which calls for the computer base method that is capable of keeping efficient and accurate records and processing records at a very high speed.

5.3 Recommendation

The success of any computerization activity of an organization solely depends on the dedication, maturity and honesty of the people in the system. Computers operate on the information that is given to it by man.

It is useless to expect any system to work unless details and the methods of implementation are properly communicated within the area of interest. Thus, the manual method of payroll has introduced lot irregularities in the organization. It is an essential technique in any payment, underpayment and overpayment off employee salaries as a result of ignorant of systematic techniques in the payroll system.

The adoption of Computer-base or computerized payroll accounting system will certain put a smile on the face of every staff in the establishment, even as Lecturer will not think about strike when promptly and accurately paid.

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