Project Charter for Payroll System Essay

1Project Background 1.1Problem/Opportunity Description The following problems or opportunities listed below are organizational problems that the proponents discovered after analyzing the process of not having a system for employee’s payroll: Manual Payroll can’t handle large numbers of employees; Multiple works and positions of an employee makes the payroll more complicated; Searching of data (Data Mining) when particular data is needed due to an urgent matter can be very hard for both employees and owner of the business firm; Difficulty in managing and recording of information on work schedule, hours worked units of pay, deductions and leave of absences, distribution of exact amount of wages and salaries in manual payroll that causes delay and sometimes insufficiency in amount of compensation given to employees during payday; And lastly, not all Payroll System are generic. 1.2Benefits One of the most important tasks in running a business is completing payroll. The following shows the prospect hospital benefits in having Payroll System and proponents benefits as well: A fair, on-time, and consistent distribution of income or organization; Accurate recording of time and attendance, information on work schedule, hours worked, units of pay, deductions and leave of absences in the system; Manageability in employee’s work units so that exact amount of wages, salaries, and other bonuses will be financially given on payday; Calculate benefits, taxes and dependencies of the employee; Payroll System that can be used by any hospitals; 1.3Goals Goals are the purpose and direction to the project. The proponent’s goals in Payroll System are the following: Create a system that can cater large number of employees’ payroll; A system that may allow the possibility of having employee’s multiple work units; A system that can accurately record time and attendance, information on work schedule, hours worked, units of pay, deductions and leave of absences in the system; A system that can ensure the exact amount of wages, salaries and bonuses that will be given to employees on payday; A system that is generic and can be used to any company or establishment’s payroll; And lastly, to provide a Payroll System that will be as functional as the other Payroll Systems. 1.4Stakeholders and Clients The stakeholders and clients who will be involved and support this project are as follows: Companies who do not have and would like to have a system for the payroll The proponents who will develop the payroll system The project adviser who requires the proponents to have the payroll system as their project The Project Evaluation Committee (PEC) who will give advices and guide the proponents before the development of the project 2Project Scope 2.1Objectives The objectives of the development team on creating the payroll system are the following: To create a system that can manage data of employees and have a solution in creating their salaries without interrupting the process of the other systems; A system that can provide a flexible system that can easily modify a response to any altered circumstances or conditions; A system that can ensure the safety of data from other possible circumstances that may result to corruption and loss of data; A system that have a user-friendly interfaced so that the user who will administer and use the system will not have a hard time; A system that can generate analytical reports at any time; A system that can calculate accurately the benefits, taxes and dependencies of employees; A system that is generic and can be applied or used to any hospitals; A system that attain the same quality and functionality with other payroll system; And lastly, a system that is accessible and well-integrated to other hospital modules. 2.2Deliverables A deliverable is any tangible, measurable outcome of a project. The following tables consists specific end results, products, or outputs of the project for each objectives: Objective 1 – To provide a system that can manage data of employees and have a solution in creating their salaries without interrupting the process of the other systems. Project Deliverable Work Products/Description Manage data of employees Create a system that will ensure the management of employee’s data Ensure that the computation of salaries will be accurate and will not affect or interrupt other related processes in the system Create a database and specialized table that will generate an accurate computation of employee’s salaries Objective 2 – A system that can provide a flexible system that can easily modify a response to any altered circumstances or conditions. Project Deliverable Work Products/Description Provide a system that can modify a response to any possible circumstances, conditions, or situations that may occur in future Consider situations and possibilities to the risks that may be encountered on payroll and create a risk management solution. Objective 3 – A system that can ensure the safety of data from other possible circumstances that may result to corruption and loss of data. Project Deliverable Work Products/Description Ensure data security Provide a secured database. Back-up and archive all the transactions and reports every day. Provide trusted and effective anti-virus software to avoid corruption or immediate loss of files. Objective 4 – A system that have a user-friendly interfaced so that the user who will administer and use the system will not have a hard time Project Deliverable Work Products/Description Create a user-friendly interfaced system Apply the standards and guidelines in choosing template for the system. Use a user-friendly template for system’s interfaced so that anyone who will use it will not have a hard time. Objective 5 – A system that can generate analytical reports at any time Project Deliverable Work Products/Description Generate analytical reports Include analytical reports that can be generated anytime. Objective 6 – A system that can calculate accurately the benefits, taxes and dependencies of employees Project Deliverable Work Products/Description Calculate benefits, taxes and dependencies of employees Ensure the correct amount of benefits, taxes and dependencies Review every deductions that may happen to the salary of employees Objective 7 – A system that is generic and can be applied or used to any hospitals Project Deliverable Work Products/Description Generic Payroll System Know the different payroll processes in different type of company/establishment and apply the rules in developing the system. Objective 8 – A system that attain the same quality and functionality with other payroll system Project Deliverable Work Products/Description Same quality and functional payroll system Conduct a research about payroll system. Schedule and make an interview with hospitals who has a payroll system. Analyze and combine all the information gathered about the payroll system and create a guidelines that will be used system‘s development. Objective 9 – A system that is accessible and well-integrated to other hospital modules Project Deliverable Work Products/Description Follow database standards Follow the standards implemented to avoid problems in integration and to attain the expected output for the system. Create a flexible payroll system that can be integrated to other related systems Ensure that the processes were correct so there will be no problem when integration was applied. 2.3Out of Scope The items listed below may be related but will not be managed as part of the project. This critical important section of project, allows the proponents to defend scope throughout the course of the work, by declining requests to work on items that are clearly defined as out of scope. Items are as follows: Employee trainings Professional Fee 3Project Plan 3.1Approach and Methodology The methods and approaches of the development team to finish the project are classified into three: Data Gathering Process: The proponents will conduct an interview from different hospitals and other companies that can help to the system development Study and research (using Internet) are also essential to gather information about the system Development: The proponents will be using Software Development Life Cycle (SDLC) particularly Waterfall method for the development of the system The system will be built from scratch that will include open source software for the front end and proprietary software for the database. Testing: Create a test plan and test cases to follow the expected and actual results of the system. The development team will also interact to other systems integrated on the system. 3.2Project Timeline The table below shows the project timeline of Payroll System: 3.3Success Criteria The project milestones of this project are the things that must be achieved by the developers to meet their goals and these are the following: Payroll System is fully functional Required reports can be generated All the requirement has been followed Payroll system has become more accessible and conforms on the quality assurance standards Payroll System is well integrated to other Hospital modules in Hospital EIS Generic Payroll System 3.4Issues and Policy Implications The proponents do brainstorming and come up to some dependencies that may affect the process of the system. These are: Human Errors – Wrong input on data in the system Unexpected errors that may cause delays in recording of data Unexpected natural disaster that may cause loss of data Unwanted virus that may corrupt the system 3.5Risk Management Plan There are the factors that can affect the outcome of the project including major dependencies on other events or actions. These factors can affect deliverables, success, and completion of the project. The proponents think actions to some factors that may affect the whole process of Payroll System. The likelihood of each risk are indicated in the Probability and Impact on the project and rated as H (high), M (medium), L (low). 3.6Service Transition (Optional) If the project will change or otherwise impact a previously defined ITS service, here are the proponent’s plan for transitioning project deliverables into service operations. Service transition includes activities such as: Have a system support center to fix problems that may occur while using the system If the support center will have any changes in their management, dissemination of information will be immediately sent through e-mail or phone calls. The implementation will occur only after both parties will approve on the changes. The programmer and other staff who is responsible for the system support may be the one to respond for the system’s problem 3.7Option Analysis We can’t say that the success criteria of the proposed system were a success; here are some options that will help if the process of development has been interrupted: If the interview was not enough, the proponents will ask some IT alumni (who already developed Payroll System) to gather more essential information that the proponents missed during the interview; The proponents decided to conduct another interview to other Hospitals; They will ask programmers who are familiar to the system; If the Production cost was not enough to develop the system, they will ask supports from the IT alumni; If the proponents don’t have a machine (laptop) to develop and create the system, they will rent a laptop or else, if they don’t have a choice, a desktop may do. 4Technical Features This section provides a detailed description of technical requirements stated in terms suitable to form the basis for the actual design development and production processes of the project having the qualities specified in the operational characteristics. Hardware Specifications Hardware Specification Processor Min. requirement of 2.6 GHz and recommended requirements is 3.3 GHz or higher Memory Min. requirement of 1 to 2 GB and recommended requirement is 2 GB or higher Hard Drive Min. requirement of 80 to 250 GB and recommended requirement is 500 GB or higher Servers Dedicated to run one or more services Software Specifications Software Specification Use Windows 7 Operating System For the environment oor platform to be used Java Programming Language For the development of the system MsSQL Database For the storage of records 5Project Organization and Staffing The template provided below includes an organization chart, or both, list of the roles, names, and responsibilities of individuals that will be involved in the project. Role Names & Contact information Responsibilities Executive Sponsor Serve as ultimate authority / responsibility for the project Provide strategic direction and guidance Approve changes to scope Identify and secure funding Project Sponsor