MotorPH Payroll System

This project is a payroll management system made for MotorPH. It features user management, employee management, attendance and leave management, and payroll management. This system version includes various roles and permissions which include:

• IT Admin,
• HR Admin,
• Payroll Admin, and
• Employee.

Note: MotorPH is a fictional company made to learn for students in Mapua Malayan Digital College (MMDC).

To Run Locally

The application can run on the following platforms:

• Windows
• macOS
• Linux

The following steps are required to run the application:

• Download and install Java 17 LTS or late from Oracle.
• Download the zip file from the Latest Release.
• Extract the files.
• Run the mph-payrollsys.jar file.

Usage

To use the application, simply run the mph-payrollsys.jar file.

Login

• You can log in by entering your username and password.
  • Check the files at database/UserCredentials to see the dummy credentials that can be used to log in. You can choose the user role you want to login as:
    • IT Admin,
    • HR Admin,
    • Payroll Admin, and
    • Employee.
  • If you want to log in as a new user, the only option currently available is to request the IT admin to create an account.
    • Check the IT Admin section on how to create another user.
• Once logged in, the system will determine your role based on your registered account.

You may watch this video for a full demo:

Regular Employee

Once you are logged in as a regular employee, you will be able to view your

• personal information,
• payslip,
• attendance, and
• leave.

Personal Information

View Personal Information

• To view your personal information, you can navigate to the Profile section by clicking the My Profile button, then you will be able to see your personal information.
  • Initially you would be directed to your profile page after logging in.
• Note: Currently, the system does not support editing personal information.

Attendance Management

View Attendance

• To view your attendance, you can navigate to the Attendance section by clicking the Attendance button, then you will be able to see an attendance table showing your historical attendance from newest to oldest.
  • The table supports filtering by searching using the calendar picker above the table.
  • You may also sort the table by clicking on the column headers.

Clock In and Clock Out

• To clock in and out, you can use the Clock In and Clock Out buttons below the attendance table.

Payslip

View Payslip

• To view your payslip, you can navigate to the Payslip section by clicking the Payslip button, then you will be able to see a payslip table showing your newest payslip.
  • You may also view payslips based on the period such as
    • Monthly,
    • Weekly,
    • or Semi-Monthly.
  • You may also search for specific payslips (only for the current year) for specific months by using the dropdown menu at the top of the table.
  • Note: Currently, the system does not support viewing the history of payslips.

Save and Print Payslip

• You may save your payslip in a PDF format by clicking the Save PDF button.
• Additionally, you may print your payslip by clicking the Print button.

Leave Management

View Leave

• To view your leave, you can navigate to the Leave section by clicking the Leave button, then you will be able to see a leave table showing your leave history with their status.

View Leave Balance

• Meanwhile, you would be able to see your current balance of leaves below the table.
  • The system currently has these leave types:
    • Sick,
    • Vacation,
    • Paternal, and
    • Bereavement.

Submit Leave Request

• To submit a leave request, you can follow the following steps:
  • First you must identify the leave type, and ensure that you have sufficient leave balance.
    • You can change the leave type on the drop-down menu.
  • Next, you must choose the start and end date of your leave by using the calendar.
    • The system would automatically calculate the number of days of your leave.
  • Optionally, you may also add a reason for your leave request.
  • After finalizing your leave request, you should use the Submit Leave Request button.

Payroll Admin

When you login as a payroll administrator, you will be able to see additional buttons on the sidebar to access other features such as:

• Run Payroll (Payroll Processing), and
• Reports (Payroll Report)

However, when it comes to information and attendance management, payroll admin has the same permissions as regular employees.

Payslip

View Payslip (Extra)

• Similar to the regular employee, you can view your payslip by navigating to the Payslip section.
• As with the regular employee, you may also search for specific payslips (only for the current year) for specific months by using the dropdown menu at the top of the table.
• The only difference is that you will be able to view other employee's payslips by using the search bar.

Payroll Processing

Batch Processing

• For payroll processing, you can navigate to the Payroll Run section by clicking the Run Payroll button.
• Initially you would be directed to batch processing, you can switch to manual processing by clicking the Manual button on the top-right corner beside the Search button.
• For batch processing you may:
  • Choose the period you want to process such as monthly, weekly, or semi-monthly.
  • Click the Process button to start processing.
  • Use the Search button to search for employees using their employee ID on the results.
  • Click the Submit button to submit the batch.

Manual Processing

• As for manual processing, you may:
  • Enter the required information in the fields.
  • You may also use the Search button to search for employees using their employee ID.
    • This would automatically fill the fields with the employee's information. You may then edit the results depending on the scenario.
  • After all fields are required specifically on the Employment, Attendance, and Allowance sections, you may click the Calculate button.
  • After the calculation is completed, you may click the Save button to submit the manual process.
  • You may also click the Reset button to clear all fields.

Payroll Report

Generate Payroll Report

• To generate a payroll report, you can navigate to the Report section by clicking the Reports button.
• You may choose the period and generate the report by clicking the Generate button.
  • You can also search for specific employees by using the search bar.

HR Admin

When you log in as an HR administrator, you will be able to see additional buttons on the sidebar to access other features such as:

• Employees (Employee Management), and
• Reports (Attendance Report)

However, when it comes to payslips, HR admin has the same permissions as regular employees.

Attendance Management

View Attendance (Extra)

• Like the regular employee, you can view your attendance by navigating to the Attendance section.
• Additionally, you would also be able to view other employee's attendance.
  • You can search for specific employees by using the search bar.

Leave Management

View Leave (Extra)

• Like the regular employee, you can view your leave by navigating to the Leave section.
• Additionally, you would also be able to view other employee's leave.
  • You can search for specific employees by using the search bar.

Approve or Decline Leave

• To approve or decline a leave, you can double-click any cell that contains the leave request.
  • This would open the leave request approval window showing the leave request and its status.
  • In here you can then approve or decline the leave request.
  • Note: Our system does not support undoing a leave request approval. Thus, once you decline or approve a leave request, you cannot undo it.

Employee Management

View Employee

• To manage employees, you can navigate to the Employees section by clicking the Employees button.
• You can search for specific employees by using the search bar.

Add Employee

• To add new employees, you can click the Add Employee button.
  • This would open a form where you can add new employee information.
  • After adding the employee, you can click the Save button to submit the form, or the Cancel button to cancel.
  • The form also accepts adding multiple employees through a CSV file by clicking the Add from CSV button. However, make sure that the CSV file is in the correct format.
    • 
  • Note: Currently the system does not support uploading a photo of the employee.

Update Employee

• To update an existing employee, first you must click the cell that contains the employee you want to update. Then you can click the Edit button.
  • This would open a form where you can update the employee information.
  • After updating the employee, you can click the Update button to submit the form, or the Cancel button to cancel.

Terminate Employee

• To delete an employee, first you must click the cell that contains the employee you want to delete. Then you can click the Terminate button.
• Note: If you see the upload and terminate buttons un-clickable, it means that you have not clicked a cell yet.

Attendance Reports

Generate Attendance Report

• To generate attendance reports, you can navigate to the Reports section by clicking the Reports button.
• You can choose the period and generate the report by clicking the Generate button.
  • You can also search for specific employees by using the search bar.

IT Admin

When you log in as an IT administrator, you will be able to see additional buttons on the sidebar to access other features such as:

• Users (User Management)

However, overall, we have limited the IT admin's permissions as regular employees since already have specific roles for other functions.

• Note: This is only temporary as it will be up for further discussions by the users and developers.

User Management

View Users

• To manage users, you can navigate to the Users section by clicking the Users button.
  • This will show a user table with all users in the system, with the timestamp of when the record was modified.
• You can search for specific users by using the search bar.

Add User

• To add new users,
  • First you must fill out the fields below the table.
  • Then, you can click the Create button to submit the form;
  • Note: To create another user, the user must first be registered as an employee on the system, thus the HR Admin must first register/add the employee in the database.

Update User

• To update an existing user,
  • First you must click the cell that contains the user you want to update.
  • Or manually fill up the fields with existing information.
  • Then you can click the Update button to save the changes.
  • When updating the password make sure that the password is the same as the confirmation password.

Delete User

• To delete a user, first you must click the cell that contains the user you want to delete.
• Or you can simply input the employee ID in the field.
• Then you can click the Delete button.

Documentation

Refer to the documentation for more technical information.

• You may view our use case diagram at: Use Case Diagram
• You may view our class diagram at: Class Diagram
• You may view our test cases at: Test Cases

Author

This project was developed by Group 10 of MMDC BSIT II. AY 2023-2024 which consists of:

• Harvey Dela Flor
• Ibrahim Desouky Harby
• Irish Venice San Jose
• Enrialyn Hermosura

And supervised by:

• Armando Sta Cruz III