1. Implementation of a Time Sheet Information System for
The Community Partnership
Final Report
IST 3343 Class Project
James Bussone, Dakoda Juett, Stefan Maerz, Mark Mueller

2. Introduction​…………………………………………………………………………………………2
Organization Background Information​…………………………………………………………..2
The Community Partnership's Mission Statement:​........................................................2
The Community Partnership Organization Structure​……………………………………...2
Capable Kids and Families®​…………………………………………………………….3
Community and Youth Development​………………………………………………………..3
CYD Program Description​……………………………………………………………….3
Early Care and Education​…………………………………………………………………....4
The Kaleidoscope Discovery Center​………………………………………………………..4
Administration​…………………………………………………………………………………4
Development​…………………………………………………………………………………..4
The Community Partnership Resale Shop​…………………………………………………4
Organization Structure​……………………………………………………………………….4
Project Stakeholders​…………………………………………………………………………5
Business Needs​…………………………………………………………………………………..5
Current and/or Proposed Information Systems Analysis​……………………………………..5
Analysis of Existing Paper-Based System​…………………………………………….6
Analysis of Proposed System​…………………………………………………………..6
IT Architecture​………………………………………………………………………………..7
Constraints on IS Development​………………………………………………………………...7
Process Modeling for Current System​…………………………………………………………8
Context Diagram:​.........................................................................................................8
Level-0 Diagram:​..........................................................................................................8
Level-1 Diagram: Process 1.0​……………………………………………………………...9
Level-1 Diagram: Process 2.0​……………………………………………………………....9
Level-1 Diagram: Process 3.0​……………………………………………………………..10
Process Modeling for Improved/Proposed System​………………………………………….10
Context Diagram:​........................................................................................................10
Level-0 Diagram:​.........................................................................................................11
Level-1 Diagram: Process 1.0​……………………………………………………………..11
Level-1 Diagram: Process 2.0​……………………………………………………………..12
E-R Modeling for Improved/Proposed System​……………………………………………….13
Basic Design:​..............................................................................................................13
Rules:​..........................................................................................................................13
E-R Diagram for Improved/Proposed System​………………………………………………..14
Relational Model for Improved/Proposed System​……………………………………………15
Relational Table for Improved/Proposed System​…………………………………………….16
Summary/Conclusion​……………………………………………………………………………17
Appendix A: Meeting Agendas​…………………………………………………………………18
Appendix B: Group Member Responsibilities​………………………………………………...19
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3. Introduction
Our group analyzes business’s systems and finds ways to improve upon existing systems to
make their business more efficient. We have found a method to improve The Community
Partnership’s employee timesheet system. Instead of the old paper-submission method, we will
be instituting an online submission through a web application. In our report we will highlight the
old system and explain how the new system works and how it will help the company become
more efficient.
Part 1: Initial Investigation
Organization Background Information
The Community Partnership (TCP) is a non-profit organization located in Rolla, Missouri. TCP
was founded in 1997 to meet the needs of at need community members. The Community
Partnership is comprised of 30 employees working to help those in need. TCP helps best
allocate funding to fit the needs of the community. TCP coordinates to eliminate duplication of
services, coordinate grants and services across organizations, and to stretch state monies as
far as possible on needed services.
The Community Partnership's Mission Statement:
The mission of The Community Partnership is to support the development of healthy, thriving
communities by promoting awareness of needs, creating and implementing services and
partnerships to help meet those needs, while encouraging individual responsibility.
The Community Partnership Organization Structure
The Community Partnership can be broken down into 7 departments. These include:
1. Capable Kids and Families®
2. Community and Youth Development
3. Early Care and Education
4. Kaleidoscope Discovery Center
5. Administration
6. Development
7. The Community Partnership Resale Shop
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4. Capable Kids and Families®
Capable Kids and Families® (CKF) is a program that aims to provide a support system for
families who have children with developmental disorders.
Services include:
● Professional and family resource materials
● Playroom with adaptive therapy equipment
● Network meetings
● A therapy equipment loan program.
● Professional home visitation services
Community and Youth Development
The Community and Youth Development (CYD) department has a focus on youth to help
develop knowledgeable, successful, and independent adults. CYD is comprised of a number of
programs:
● Young Parents and Young Parents Mentoring program
● Chafee Independent Living program
● Fostering Education Futures
● Personal Responsibility Education Program
● Foster Care Support
● Linking Hearts Adoption Fair
CYD Program Description
According to TCP's official website, each CYD program can be described as:
● Young Parents program​ – provides education, resources, and support to pregnant or
parenting teens and young adults.
● Young Parents Mentoring program​ – matches adult community volunteers with
participants in our teen parent program to provide them with guidance, support, and
knowledge, about effective parenting based on their own experiences.
● Chafee Independent Living program​ – provides life skills training, support, and
financial assistance to teenagers in the State Foster Care system.
● Fostering Education Futures​ – works with participants in our Young Parent and
Chafee programs to help provide tools to succeed in navigating the post-secondary
education process; including testing and application assistance, college degree program
research, and financial aid.
● Personal Responsibility Education Program​ – a comprehensive, evidence-based sex
education class aimed at providing our foster youth clients with the tools necessary to
prevent STIs and pregnancy.
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5. ● Foster Care Support​ – works closely with staff from the 25th Circuit Children’s Division
office to provide resources, information, support, and appreciation events for foster
parents and case workers.
● Linking Hearts Adoption Fair​ – event held each September, to provide a one-of-a
–kind opportunity for kids across Missouri that are currently eligible for adoption, to come
to an event where they may hopefully find a forever home. Linking Hearts also serves as
a recruitment/inquiry opportunity for potential foster or adoptive families.
Early Care and Education
The Early Care and Education (ECE) department aims to help child care providers in Phelps
and surrounding counties (Crawford, Dent, Maries, Pulask). ECE offers training, support,
resources, networking opportunities, and accreditation assistance.
The Kaleidoscope Discovery Center
The Kaleidoscope Discovery Center (KDC) department provides educational resources for
youth in the fields of engineering, science, technology, the environment, arts and math
(ESTEAM).
Administration
The Administration department includes human resources, accounting/finance, information
technology, clerical personnel, and senior management.
Development
The Development department includes marketing, communications, fundraising, and grant
management.
The Community Partnership Resale Shop
The Community Partnership Resale Shop (Resale Shop) is a local thrift shop that raises funds
for TCP programs. Additionally, The Resale Shop provides vouchers to community members in
need of basic necessities. Finally, The Resale Shop recycles salvage materials, adding up to
over 500 tons in the past decade.
Organization Structure
TCP currently has 30 employees. Each department director is responsible for all of his or her
department's employees and is accountable to the Executive Director. An org chart is included
in Illustration 1 below.
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6. Illustration 1: The Community Partnership Org Chart
In general, employees are college educated. Of note is that Information Technology falls under
Administration. Their current Systems Administrator is capable of supporting a variety of
technologies and has experience with a number of programming languages and databases and
should be qualified to support a custom information system.
Project Stakeholders
This information system will affect all employees at TCP. However the administrative director
stands to gain the most as this person oversees and handles the clerical tasks of the system.
Business Needs
The Community Partnership currently uses paper based timesheets for time reporting. 6 aspects
of paper based timesheets were discussed as significant problem while speaking with TCP
employees:
1. Timesheet approval is a tedious and time consuming process involving each employee,
each department director, and the Executive Director
2. Costs/environmental impact of printing paper based timesheets
3. Employee convince – paper based timesheets require physical presence to fill out.
Furthermore administrative staff is often chasing down employees to fill out timesheets.
4. Paper timesheets frequently cause clerical errors that take additional time to correct
5. Paper timesheets can often be misplaced
6. Paper timesheets do not provide a means of data collection and analytics without data
entry (if TCP decides to pursue this in the future)
Current and/or Proposed Information Systems Analysis
This proposal's objective is to replace the existing paper-based timesheet with a digital web
application.This proposal seeks to solve each of the items identified in the Business Needs
section above.
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7. Analysis of Existing Paper-Based System
A system is defined as an interrelated set of business procedures (or components) used within
one business unit, working together for some purpose. Any system can be described by 9
system characteristics:
1. Components
2. Interrelated components
3. Boundary
4. Purpose
5. Environment
6. Interfaces
7. Constraints
8. Input
9. Output
Components in the existing system include:
● Timesheet
● Timesheet submission box
❏ This information system's boundary is within the main office and Resale Shop.
❏ The system's purpose is defined as the overall goal or function of a system. The
system's purpose is to provide a means of communicating the amount of hours each
employee worked for a given pay period.
❏ In this case, the environment is everything not inside TCP buildings.
❏ In this case there are two external interfaces: one between TCP and their bank and
another between the employees and their timesheet.
❏ Employees input data is written down on the timesheet.
❏ Subsequently, this data is processed, approved, and outputted to the bank so automatic
deposits can be processed.
Analysis of Proposed System
● Since the new system will be hosted through the internet, the boundary (and
subsequently environment)is difficult to define. We could say that it would include TCP
buildings and any devices (and associated infrastructure) that employees use to access
the web application.
● The system's purpose remains unchanged – to provide a means of communicating the
amount of hours each employee worked for a given pay period.
● Again, as previously mentioned, environment is difficult to define.
● The proposed project still has two external interfaces.
● Rather than inputting data onto a paper based timesheet, employees will input data into
the web application through their browser.
● Finally, much like the previous system, the inputted data is processed, approved, and
outputted to the bank so automatic deposits can be processed.
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8. IT Architecture
The proposed information system will be a web based application – this will permit employees to
input data outside of the confines of TCP's office. Since each employee has a Windows 7 based
workstation able to access the internet using a web browser and current web hosting has the
capacity to host such a web application, no hardware purchases will be required.
Constraints on IS Development
● Constraints can often cause issues with information systems development.
● Technology often limits information systems in terms of capacity. However this is a small
scale project that will leverage existing infrastructure. The existing infrastructure has
been determined to be sufficient to meet this information system's needs.
● Financial resources can be limited. As a non-profit organization, funding can certainly be
an issue. Consequently funding a development project might be limited in terms of
duration.
● Personnel limitations are inherently tied with financial constraints. Existing IT staff is
capable of implementing such a system in house. Concerns have been raised regarding
whether or not TCP's IT staff has enough available man hours.
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9. Part 2: Processing Modeling
Process Modeling for Current System
Context Diagram:
In the context diagram, it highlights how the timesheet go to the employee payroll system
process. The employee receives a pay stub for proof and records of that week’s paycheck. The
payroll report then goes to management and the accounting department.
Level-0 Diagram:
In the Level-0 diagram, it shows how the entire employee payroll system process is broken
down. It shows how time sheet is processed into a weekly payroll report and then stored in the
employee’s data file. The employee record then goes into being factored into the weekly
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10. paycheck. Also, the pay stub for the employee is generated from the compute weekly paycheck
process. The paycheck data is stored in the payroll data file and is then used to prepare a
weekly payroll report. The report is then delivered to both management and the accounting
department.
Level-1 Diagram: Process 1.0
In the level-1 diagram for Process 1.0, it highlights how process 1.0 is broken down into how the
weekly payroll record is created. The first process is to calculate the hours worked. The second
process is to record overtime worked. It is then stored in the employee data file.
Level-1 Diagram: Process 2.0
In the level-1 diagram for Process 2.0, it highlights how process 2.0 is broken down into how the
paycheck data is processed. First, the employee record in used to calculate the paycheck. That
information is then processed to adjust for taxes. The paycheck data is then stored in the payroll
data file.
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11. Level-1 Diagram: Process 3.0
In the level-1 diagram for Process 3.0, it highlights how the payroll report is created. First the
payroll record for each employee is compiled. The collective of the payroll info is then prepared
into a summary that is sent to both management and the accounting department.
Process Modeling for Improved/Proposed System
Context Diagram:
In the context diagram for the improved system, it is identical to the previous system, because
the improvements are made inside the employee payroll system process itself.
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12. Level-0 Diagram:
In the level-0 diagram for the improved system, it shows how the employees hours worked info
is entered into the new web application. It is then stored in the payroll data file. The data is then
used to process a payroll report that is given to both management and the accounting
department.
Level-1 Diagram: Process 1.0
In the level-1 diagram of process 1.0, it shows how the payroll record is created. First, the
employee hours are entered into the web application. Then, the hourly data is used by the web
application to calculate the employee’s paycheck. The created payroll record is then stored in
the payroll data file.
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13. Level-1 Diagram: Process 2.0
In the level-1 diagram of process 2.0, it highlights how payroll report is created. First, the payroll
record is compiled for all employees into a summary of employee payroll info. That information
is then prepared in summary-style report. Finally, it is send to both management and the
accounting department.
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14. Part 3: Data Modeling
E-R Modeling for Improved/Proposed System
Basic Design:
EMPLOYEE ​(​EMPLOYEE_ID​, First_Name, Last_Name, Hourly_Wage, Department)
TIMESHEET ​(​TimeSheet_Number​, HoursWorked, DateStart, DateEnd, ​Manager_ID,
EMPLOYEE_ID)
MANAGER ​(​Manager_ID​, Department, Approval)
The basis of the system is that an Employee submits their timesheet by the online system. The
system then checks for manager approval. Once the timesheet is approved the administration
department will take the data and send it to the bank for the direct deposit.
Rules:
● An EMPLOYEE must submit a TIMESHEET and can submit many
TIMESHEETs(1:N)
● A TIMESHEET must be submitted by an EMPLOYEE and can only be submitted
by the same EMPLOYEE(1:1)
● A MANAGER approves none or many TIMESHEETs(0:N)
● A TIMESHEET must be submitted to one and only one MANAGER(1:1)
Note: These rules will help link the data and keep its integrity and validity constant.
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15. E-R Diagram for Improved/Proposed System
*​This is our E-R Diagram for the proposed system made using Oracle Datamodeler
An E-R Diagram is a graphical representation of entities and their relationships to each other,
typically used in computing in regard to the organization of data within databases or information
systems. An entity is a piece of data-an object or concept about which data is stored. Our
diagram highlights the three entities of our proposed system and shows the relationships
between those entities and their cardinalities. It also shows the attributes and primary keys
discussed on outline of the basic design​(pg. 13). It is essential in designing a database.
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16. Relational Model for Improved/Proposed System
*This is our relational model for the proposed system using Oracle Datamodeler
A relational model shows data represented as a set of related tables or relations.​ ​This diagram
highlights the relations/tables(EMPLOYEE, TIMESHEET, & MANAGER). It also shows the
primary keys and foreign keys described in our basic design outline​(pg. 13). A relational model
also shows the cardinalities between the entities too, just like the E-R Diagram. The final things
that our relational model highlights are the attributes/fields, their data type, and their max size
restrictions when storing data for that field.
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17. Relational Table for Improved/Proposed System
*​This is our database base for the improved system created using Oracle SQL Plus
This graphic highlights our proposed system’s database. This is exactly what it would look like in
Oracle’s SQL Plus software. This step was important because it proves that our database
constraints are valid. The relational table diagram also displays what fields can or can’t be null.
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18. Summary/Conclusion
As you can see, this new proposed system will reduce paper waste, improve record-keeping,
free-up man hours for employees, accountants, and management, and overall, make the
business more efficient in the area of payroll. The new system will be justified because of all the
man hours that it frees up. Its implementation will take, at most, a week and at a very
reasonable cost. Overall, this new system will free up man hours and allow The Community
Partnership to make an even bigger difference in the community and continue to be a guiding
light for the citizens it serves.
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19. Appendix A: Meeting Agendas
Topics discussed/covered throughout project:
● Introduction to project
● Company Background discussion
● Discussion of business needs
● Discussion of current system
● Discussion of current system's shortcomings
● Review current state of the system
● Propose how our goal/purpose will change current system
● Model current DFD’s
● Model new proposed DFD’s
● Design the Basic Database
● Model the ER Diagram based of the Basic design
● Transform the ER Diagram to relational data tables
● Review overall project
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20. Appendix B: Group Member Responsibilities
Listed below are the sections/responsibilities completed with the author’s name
listed:
Company Background Research: ​James Bussone
Business Needs Description: ​Dakoda Juett
Systems Analysis: ​Collaborative effort
System Constraints: ​Mark Mueller
Context Diagrams:​ Dakoda Juett
Level-0 Diagrams: ​Stefan Maerz & Mark Mueller
Level-1 Diagrams: ​James Bussone
Basic design and Attribute Requirements: ​Mark Mueller
ER Diagram: ​Stefan Maerz & Dakoda Juett
Transformation to Relational Data Tables: ​James Bussone
Compilation of Report Sections:​ Collaborative effort
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