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Factory Payroll System

Background

The company processes factory workers payroll every 2 weeks. The factory workers record the number of hours worked (and job information) on attendance timecards. (do nothing for the background)

The Payroll Process (The following part that needs to be documented)

The payroll process begins when the timecards are received by factory supervisor from the factory employees. The supervisor approves the timecards. The cards are then batched (with batch totals being prepared) and sent to the payroll department.

The payroll clerk reconciles the timecards and batch tapes to make sure none were lost and the information is accurate. The total hours and hours per project are entered into the payroll system and the system updates the disk storage. Next the time report is printed by the system. The payroll clerk gives the time report, timecards and batch tapes to the payroll manager who checks the information and then approves the report returning them to the payroll clerk.

The next step is for the payroll clerk to enter the START command into the system and the system calculates the payroll information and summarizes the job information (hours for each job). Then the system prints out two types of reports in the payroll department, the payroll register (2 copies) and the job labor cost report (3 copies). Copy 2 of the job labor cost report is filed (by date) by the payroll clerk. Copy 1 of the job labor costreport is sent to the cost accountant and copy 3 is sent to the factory supervisor where it is filed by date.

Using the payroll register, the payroll clerk prepares the Payroll journal voucher (2 copies). The journal vouchers and payroll registers are given to the payroll manager, who approves the JV and outputs. They are returned to the payroll clerk. Copy 2 of the payroll registerand copy 2 of the JV, along with the timecards, time report,and batch total are filed (by date). Copy 1 of the payroll register is sent to the cashier. Copy 1 of the JV is sent to the general ledger department.

After receiving the payroll register, the cashier checks the payroll register for the proper approval. Next the cashier enters the payroll system and requests the payroll checks. The system reads the information on the disk and prints the payroll checks. The cashier sends the payroll checks and the payroll register to the treasurer. The treasurer examines the payroll checks and then signs them. The payroll checks are sent to the factory employees andthe payroll register is returned to the cashier who files it by date.

Required:

1. Prepare a flowchart that includes the documents and the interactions with the system. (Hint: You should have a column for the system)

2. Prepare a context DFD (One circle and three squares)

Entities: Factory Employee, Factory Supervisor, Payroll Department (clerk and manager), System, Cost Accountant, Cashier, GL Department, and Treasurer

(hints: Treat factory employees as an external entity. There are 3 external entities. To simplify the process the payroll clerk and manager can be included as one entity=one column)