Business Administration Report: Payroll System Design for Pitstop Org

This business administration report outlines the design of a new payroll system for Pitstop, an organization expanding its service station and store network. The report details the design of the payroll system, including a block diagram illustrating the system's components and workflow. It also includes a planning document outlining the steps required for the review, design, development, and implementation of the payroll system, emphasizing legal environment surveys, policy alignment, communication, and project plan execution. Furthermore, the report presents policy and procedure documents for employee information safety, substantiation of claims, and establishing control measures to ensure resource protection and prevent misuse. The report concludes with a reflection on the design process, highlighting the use of a traditional waterfall structure and the importance of documentation, policy retention, and alignment of business functions.

Running head: BUSINESS ADMINISTRATION REPORT
Business Administration Report
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Table of Contents
1. Case Overview and Background.................................................................................................2
2. Design of the Payroll system.......................................................................................................2
3. Planning Document.....................................................................................................................4
4. Policy and Procedure document for employee information safety..............................................5
5. Policy and Procedure document for substantiation of claims......................................................5
6. Policy and Procedure document for establishing control measures............................................6
7. Reflection on process of designing payroll system.....................................................................7
Bibliography....................................................................................................................................8

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1. Case Overview and Background
The Pitstop organization has been planning to increase its potential by increasing the
number of service stations and stores. The Pitstop organization has a flagship store in Brunswick,
Victoria with an attached office space for accommodating the head office. The last eight months
of the organization was spent on raising sufficient amount of money for expanding the chain of
stores and expansion of the service station to a total of 30.
The retention of the staffs had made the total workforce to be around 70 employees and
they have varied linguistic background. The new payroll system had been required for
overcoming the shortage of the old payroll system at the four stores. The new payroll system
must be implied for processing the payment of the employees successfully. The assignment had
been made for deploying the effective and integrated management operations with the help of
various policies for employee safety, claims substation, and control measures.
2. Design of the Payroll system
The design of the payroll system for Pitstop is provided in the diagram below,

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Figure 1: Payroll design (block diagram) for Pitstop
(Source: Created by the author in Ms-Visio)
The major component of the payroll design for Pitstop is shown in the block diagram
above and it consists of two dividing the whole infrastructure into two sections, one for the
store/service station where the main payroll system would be employed and another for
headquarter that involves the rechecking of the payment amount. Each of the substations would
be formed with the alignment of a payroll register for inputting the information regarding the
employees and their pay hours.

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3. Planning Document
The planning document would outline the steps description for the design development of
the payroll system for Pitstop. The planning document would show the necessary steps would
require for the review, design, development, and implementation of the payroll system for the
operations (Laudon & Laudon, 2016). The steps that would be required for carrying out for
forming the payroll system are,
Legal Environment Survey: According to Ashwin, Abbas and McLean (2015), the legal
environment required for the installation of the payroll system includes the inclusion of the
appropriate number of components and infrastructure required for the payroll system
implementation.
Policy and Procedure alignment: The various policies related to employee payroll
information, substantiation of claims, and establishing control measures must be aligned for
forming the successful implementation of the payroll system (Thite & Sandhu, 2014). The
policies and procedures developed would help in forming the list for the management of the
effective activities.
Communication/Consultation: The management of the operations had been assisted by
the implication of the communication in the organization (Ongolo-Zogo et al., 2015). The basic
importance of using communication lies in the fact that the required information would be
transferred successfully to the required person.
Project Plan Execution: The project plan execution is another major factor that would
help in forming the major achievement of the development of the payroll system (Bornmann,

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Haunschild & Marx, 2016). The payroll system development plan would be executed with the
alignment of the successful development of the system.
4. Policy and Procedure document for employee information safety
Name of the Document Policy and Procedure document for employee information safety
Name of the Project Payroll System Development for Pitstop
Date of Documentation 20th February, 2018
Documented by Jason Leigh, Documenter
Name of the Policy Non-utilization of the customer’s data without prior consent
Description of the policy The use of payroll system would involve the deployment of the
effective protective measures for securing the information and data
from external misuse.
Benefit of the policy The consent use of the information is the primary policy that
would be followed by Pitstop for assuring that the integration of
the operations can be implied successfully.
5. Policy and Procedure document for substantiation of claims
Name of the Document Policy and Procedure document for substantiation of claims
Name of the Project Payroll System Development for Pitstop
Date of Documentation 20th February, 2018
Documented by Jason Leigh, Documenter

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Name of the Policy Prevention of the Substantiation Payroll System Claims
Description of the policy The deployment of the policy and procedure for substantiation of
claims would result in reassuring that the licence of the payroll
system would be solely under the proprietorship of the company.
Benefit of the policy It would ensure that the payroll system developed would not be
subjected for being claimed by any other company or organization
6. Policy and Procedure document for establishing control measures
Name of the Document Policy and Procedure document for establishing control measures
for resources
Name of the Project Payroll System Development for Pitstop
Date of Documentation 20th February, 2018
Documented by Jason Leigh, Documenter
Name of the Policy Protection, Isolation, and Controlling of the Resources
Description of the policy The policy evokes the clause of protecting the resources of Pitstop
from external misuse.
Benefit of the policy The deployment of the policy would help in limiting the
exhaustion of the resources by stopping their misuse.

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7. Reflection on process of designing payroll system
I had to consider the role of the effective and integrated technology development for the
alignment of the technology and designing principles for the development of the payroll system.
The payroll system had to be developed considering the traditional waterfall structure for project
plan development. First, I used the initiation phase for analysing the process overview and it can
be termed as pre-development phase too. The pre-development phase would involve the various
documentation process and analysis of the information that would be required for being modified
and used. The employer registration number would have to be requested for being used for the
implementation of the payroll system. Then I did some paperwork for ensuring that all required
policies and procedures would be retained. The various policies related to employee payroll
information, substantiation of claims, and establishing control measures must be aligned for
forming the successful implementation of the payroll system. The appropriate payroll system
should be used with alignment of the business functions. The design phase would be used for the
formation of the effective design of the payroll system. I even used simulation for testing the
design developed. The implication of the successive design components resulted in forming the
final output of the payroll system. The alignment of the operations had tended to form the
management of the execution phase of the payroll system development process. The project
ended with the final review of the payroll system and it would align with the operations of the
project.

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Bibliography
Ashwin, P., Abbas, A., & McLean, M. (2015). Representations of a high-quality system of
undergraduate education in English higher education policy documents. Studies in Higher
Education, 40(4), 610-623.
Bornmann, L., Haunschild, R., & Marx, W. (2016). Policy documents as sources for measuring
societal impact: how often is climate change research mentioned in policy-related
documents?. Scientometrics, 109(3), 1477-1495.
Duffield, S., & Whitty, S. J. (2015). Developing a systemic lessons learned knowledge model for
organisational learning through projects. International journal of project
management, 33(2), 311-324.
Laudon, K. C., & Laudon, J. P. (2016). Management information system. Pearson Education
India.
Leong, S., & Crowley, S. (2014). The ROI of connected projects: A payroll
example. Developments in Business Simulation and Experiential Learning, 34.
Lind, S., Adolfsson, J., Axelsson, B., & Fürst, C. J. (2015). Quality indicators for palliative and
end of life care: a review of Swedish policy documents. BMJ supportive & palliative
care, 5(4), 413-419.
Ongolo-Zogo, P., Lavis, J. N., Tomson, G., & Sewankambo, N. K. (2015). Climate for evidence
informed health system policymaking in Cameroon and Uganda before and after the
introduction of knowledge translation platforms: a structured review of governmental
policy documents. Health research policy and systems, 13(1), 2.

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Thite, M., & Sandhu, K. (2014). Where is My Pay? Critical Success Factors of a Payroll
System–A System Life Cycle Approach. Australasian Journal of Information
Systems, 18(2).