💼 Employee Payroll Management System

An automated Java-based system to manage employee information, track attendance, calculate salaries, and generate payslips — designed to simplify payroll operations and reduce manual errors.

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🚩 Problem Statement

To design and implement a Java-based Employee Payroll Management System that automates:

• Employee information management
• Salary calculation
• Attendance tracking
• Payslip and report generation

This minimizes manual effort and reduces errors in payroll processing.

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📌 Introduction

Payroll management is a core function in every organization. When handled manually, it becomes time-consuming and prone to errors.

This system provides an automated solution for:

• 📋 Digital employee data entry
• 💰 Salary and attendance tracking
• 🧾 Payslip generation

It is developed using Java Swing for the GUI, Java for business logic, JDBC for database connectivity, and MySQL for data storage. Integrated utilities like Notepad, Calculator, and Chrome Browser add convenience, making it a complete administrative tool.

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🛠️ Tech Stack

Layer	Technology	Description
🎨 Frontend	Java Swing	Desktop GUI for user interaction
⚙️ Backend	Java	Business logic & application flow
🔌 Data Access	JDBC	Database connectivity layer
🗄️ Database	MySQL	Relational data storage
📦 Deployment	Runnable JAR	Packaged desktop application

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🌐 System Architecture

The Employee Payroll Management System follows a layered architecture, ensuring clear separation of concerns, maintainability, and scalability.

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🔹 High-Level Architecture Diagram

flowchart TB
    U[👩‍💼 User / Admin] --> JAR[📦 Runnable JAR<br/>Payroll_System.jar]

    JAR --> UI[🖥️ Java Swing GUI]
    UI --> BL[⚙️ Application & Business Logic]

    BL --> SAL[💰 Salary Processing]
    BL --> ATT[🕒 Attendance Management]
    BL --> EMP[👤 Employee Management]
    BL --> REP[🧾 Payslip & Reports]

    BL --> JDBC[🔌 JDBC API]
    JDBC --> DB[(🗄️ MySQL Database)]

    JAR --> CFG[⚙️ config.properties]

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🔹 Application Workflow

sequenceDiagram
    participant U as User
    participant UI as Swing UI
    participant BL as Business Logic
    participant DB as MySQL DB

    U->>UI: Enter credentials
    UI->>BL: Validate login
    BL->>DB: Query login table
    DB-->>BL: Authentication result
    BL-->>UI: Access granted / denied

    U->>UI: Perform operations
    UI->>BL: Process request
    BL->>DB: Execute SQL queries
    DB-->>BL: Data response
    BL-->>UI: Display result

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⚙️ Working of the System

1. Master Tab

• New Employee Entry – Input and save personal details
• Salary Entry – Assign components: Basic, HRA, DA, MED, PF
• List Employee – View all employee records

2. Update Tab

• Update Employee – Edit employee information
• Update Salary – Modify salary components
• Take Attendance – Mark Present, Half Day, or Leave

3. Report Tab

• Generate Payslip – View breakdown of salary, tax, and net amount
• List Attendance – Display monthly/periodic attendance

4. Utilities Tab

• Notepad – Open text editor
• Calculator – For manual calculations
• Chrome – Launch browser

5. Exit Tab

• Prompts to save unsaved changes before exiting

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💰 Salary Calculation Logic

Gross Salary = Basic + HRA + DA + MED + PF
Tax = 2.1% of Gross Salary
Net Salary = Gross Salary - Tax

📌Example:
If all components are ₹1000:

• Gross Salary = ₹5000
• Tax = 2.1% of ₹5000 = ₹105
• Net Salary = ₹4895

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🖼️ Snapshots

✅ Login

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✅ Dashboard

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✅ Employee Registration

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✅ View Employee

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✅ Payslip Generation

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✅ Attendance List

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✅ Key Functional Tabs

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⚙️ Configuration (Required)

Before running the application, create a file named config.properties in the same directory as Payroll_System.jar.

📌 Example config.properties

db.url=jdbc:mysql://localhost:3306/payroll
db.user=YOUR_DB_USERNAME
db.password=YOUR_DB_PASSWORD

📌 Ensure that:

• MySQL service is running
• Database name matches (payroll)
• Credentials are valid

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▶️ How to Run

1. Download the runnable JAR from GitHub Releases
2. Place config.properties beside the JAR
3. Open terminal / command prompt in that folder
4. Run:

java -jar Payroll_System.jar

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🔐 Demo Login Credentials

Username	Password
admin	admin

⚠️ For demonstration purposes only.
Credentials can be modified directly in the login table.

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🗄️ Database Schema (Core Tables)

Table Name	Description
login	User authentication
employee	Employee personal details
salary	Salary components
attendance	Attendance records

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🔐 Security Considerations

• Database credentials are externalized using config.properties
• Sensitive configuration files are ignored via .gitignore
• Prevents credential exposure in public repositories

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🚀 Key Highlights

✔ Modular layered architecture
✔ Externalized database configuration
✔ Runnable JAR deployment
✔ Clean Swing-based UI
✔ Real-time MySQL integration
✔ Interview & resume ready project

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👩‍💻 Author

Sayali Gurav 🌱

Computer Science Engineer

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🔗 Connect with me

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