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INTRODUCTION
Project Context
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Jesus Reigns Christian Academy (JRCA), Founded in 1994, the school is
affiliated with the Jesus Reigns Christian College (JRCC) (located in Manila). The
school is certified by the Fund for Assistance to Private Education (FAPE) and
accepts Education Service Contracting (ESC) grantees. Students who intend to
pursue their senior high education in the school can choose between Academic and
Arts and Design tracks. Also offered in the school is the Interest Group, a series of
programs where students learn various musical instruments and sports. Committed
to providing quality Christian education, Jesus Reigns Christian Academy
continues to form its students into competent and responsible members of the
society.
Having known the current struggles of the Cashier and Accounting Office,
the developers decided to develop a system which allows the accountant to easily
access financial record of every student. By this manner, the office doesn’t need to
gather data, process it and recover their data manually. The system will be the one
to do all the computing procedures and generating reports of those. The only task
that the Cashier and accounting office needs to do is logging-in to the system and
insert and generate the desired data..
The main function of the system is to help the Accountant and Cashier in
monitoring and processing the students financial records. The use of Bunifu
Framework andVB 2010 on the development process is being considered. On the
side of database administration, the developers see the use of SQL.
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Purpose and Description
Also, the developed system gives more accurate, fast and reliable process in
monitoring the financial record of each student, convenience and hassle-free of
handling the records. This is because it requires less time and effort compared to
the traditional process of Cashier and Accounting done for every transaction at the
end of every quarter.
The developed system will be of great benefit mainly to the Registrar And
Accounting Office of the school. The system will help the said office keep their
record more secure, save more money, time and effort.
Also, the Parents of the students of Jesus Reign Christian Academy will
benefit to the said system. The process of checking their children financial record
will take lesser time and it will be much reliable.
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The accountant will also benefit when the system is already implemented.
They can check the students financial report with ease. They can monitor and
inform the parents regarding their children liabilities.
The future researchers can also benefit in this system. They can gather ideas
that will help improve the projects that they’re currently doing. They can also
learn computer programming strategies that will be used in the development of the
system.
The main objective of the project is to develop a system that will be used
by the accountant for the Student’s Financial Record. Specifically, it aims to do
the following:
2.2. Users can access the data gathered from the students’
accounting information and generate reports from it.
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Scope and Limitations of the Study
Definition of Terms
The developers defined some terms used in this paper conceptually so the
readers can comprehend easily those terms used in this study. Conceptual
definition defines a term based from a dictionary or other references .
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software typically a suite of integrated applications that an organization can use to
collect, store, manage, and interpret data from these many business activities. [2]
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CHAPTER 2
The different systems that have been researched shared same concept and
ideas to the developed system are presented in this chapter. The function of the
system and how it helped to a certain institution are also discussed, along with the
elaboration with its similarities to the developed system.
Technical Background
This system was created using Visual Basic, is well known and third-
generation event-driven programming language and integrated development
environment from Microsoft.It is engineered for productively building type-safe
and object-oriented applications. Visual Basic enables developers to target
Windows, Web, and mobile devices. VB is characterized by its simple format,
which is easy to understand. Beginning programmers often consider VB the
starting point in software development.
The developers used a reference framework called Bunifuframework©.
This helps the developer design a user-friendly system interface where functions
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are easily understood by the client. It is the easiest and fastest way to design a
system.
With regards to storing data, Microsoft Access was used by the developers.
It is a data storage used by many users. It is a database management
system (DBMS) from Microsoft that combines the relational Microsoft Jet
Database Engine with a graphical user interface and software-development
tools.Microsoft Access stores data in its own format based on the Access Jet
Database Engine. It can also import or link directly to data stored in other
applications and databases.
Related Systems
Beltran et al. [2] developed a Sales Monitoring System issued 1995, the
accelerated work structure of the company proper monitoring is essential in order
to keep track of the company’s sales activities. Her system aims to come up with
an efficient, and accurate mechanized system of preparing invoices that will keep
track of the daily transaction and generate reports. Important information will be
provided by this study in order to prove that the computerization of the company’s
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operation and achieve a more reliable and efficient means of monitoring day to
day activities.
The developed Accounting information system can keep track the schools
progress The Administrator can view the list of the students’ with Liability, the
students’ profile, the Table logs, where the admin can monitor those log-in time
and log-out time, and the students’ financial transaction. Those lists will give the
academy achieve a more reliable and efficient means to monitor activities.
The developed system is somehow related because they both record the
time and date though the medication event monitoring system records each time
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the container is being opened and closed, the developed system records the time
the system is being opened and closed.
An automated enrollment system developed by Liwag et. al. [5] for the
Christian College of Tanauan High School Department helped lessen the
possibility of data corruption, time-consuming procedures, and the resources used
during the enrollment. An automated system provides various ways of
accomplishing task with lesser human interactions. Automated tasks are more
efficient, consumes lesser time and resources compared to those tasks being done
manually. The goal of the discussed system is similar to the goal of making the
faculty evaluation automated. With the automated faculty evaluation, the
administrators can also prevent the corruption of data because those are handled
electronically and less human interactions are carried out. Also, automated
evaluation system can also lessen the time for conducting the evaluation process,
and the resources being used upon it.
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CHAPTER 3
This chapter presents the design and methodology that the developers used
in the developed system. Different diagrams are shown to discuss the concepts of
the developed system. This also includes the procedures on how the study was
conducted.
Data Gathering
In this project, the developers finalized all the necessary requirements for
the system development. The developers were able to gather the current manual
process of the documents involved such as a computation process, a sample report
of ratings, which are given by the accounting office. The developers developed a
Transaction processing system for the Jesus Reign Christian Academy that
improves the schools tuition fee transactions and eliminates legacy data
management through the database that the system has.
The developers obtained the data needed by consulting the client about the
business processes and the problems encountered before the system was proposed.
They also organized an interview with the client to ask personally about conflicts
of using traditional way of data management, organizational structures and so
other topics were discussed along.
After obtaining the sufficient information, the developers started
developing the system using the data they gather along. The developers started
developing the system. Meanwhile, the developers lead to a series of testing to
check the functionality, reliability, usability and effectiveness of the system
followed by the implementation of the software to the client.
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Project Concept
The study was conceptualized after the developers realized the struggles of
the manual process done by Cashier and Accounting Office. The manual
computation done by the accountant becomes more difficult as the number of the
student grows . This is made by manually gathering data of each student and
computing each liabilities and payment. After the students paid their tuition, it is
then computed again and updated for the new liabilities. Reports are generated
then after the the computation process. This traditional way of the accounting
office takes time to complete and manually check each transaction for the every
student.
Though the current way of accounting office includes 100% of the students
it takes time and effort to finish the process. Also, because the computation is done
manually, the consistency of the generated reports check by the higher ups may be
at risk and reports may not show accurate results. The cashier and accounting
Office spends most of its time checking and computing liabilities.
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On the other hand, the system has the ability to provide a percentage of the
students who are not yet paid. This list will be integrated to the system where the
accountant can check. When it happens, once the accountant generate reports, he
can notify the student ahead of time. By this, all parents will be aware of their
children’s liabilities, which may result into a quicker response by the parents.
After the system has been developed, the developers conducted different
testing techniques such as system testing, unit testing, and integration testing.
Through these methods of testing, the possible errors that the system may contain
will be addressed before its implementation. Also, through testing, different
improvements can be integrated into the system to improve its efficiency and
usability.
Development Method
Figure 1 shows the flow of process in agile method. The first phase is
requirements. In Requirements phase the developers gathered all data needed in
developing the system and analyze the data given. This includes interviews with
the client and observing the clients environment, this involves Culture and
business processes to have a clear understanding on developing the project. The
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next phase is architecture and design. In designing the system. The developers
specify all the system requirements such a system and software design to construct
overall design of the system. The third phase is development, in development
phase all the gathered data and the design of the system will be implemented.
While developing the system the client interact with the developers, this will
gather feedback from the client to have better understanding about the system.
Whether it is negative or positive. The developers then will base on the feedback
to iterate or change the system for the client. The last phase is Testing and
Feedback, In this phase testing the system with the client can help the developers
to implement the changes that the client needed to the system.
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Development Approach
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will be completed, user documentation will be delivered, and the post
implementation review meeting will be held. They used the top-down approach
which started with the system and breaks down into smaller segments to progress
its composition sub-systems.
3.
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true then it will lead the admin to a different form where only admins can access.
Clear Button is used to clear all the field that contains any data.
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the admin to update the grade of a student, See all table button gives the admin a
full view of all tables that contains all data, anytime, Close button closes the form.
1. Clears button
2. Adds button
3. Back button
4. Personal information textboxes
Figure 5. Conceptualized Design for Employee Form
Figure5 shows the employee form that contains the clear button that clears
all textbox that contains data , Add button that adds a new employee data and
stores it into the database, back button allows the admin to return to the previous
page, Personal information textboxes allows the admin to input data into the fields.
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1. Student list button
2. Liabilities table button
3. Search button
Figure 6. Conceptualized Design for Student list and Liability table form
It was shown in Figure 6 the Student list and liability form that includes
student list that gives the admin a view of the students recently enrolled and its
personal data, Liability table gives the admin a view of the students with liabilities
remaining, Search button allows the user to search the desired table with the year
specified
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1
2
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3
1. Update Button
2. Back Button
3. Personal Information Text boxes
Figure 8. Conceptual Design of Update Student Profile Form
Figure 8 includes update student form that have Update button which
allows user to update a students data in the database, Back button that let the
admin to go back to the previous page, Personal information textboxes allows
admin to input existing data and update a specific data in the database.
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System Analysis and Design
Figure 9 shows the Context Flow Diagram of the developed system. The
diagram shows that the Accountant is the only authorized person to manage the
transaction. It started by requesting a transaction detail of the customer then the
system will provide the payment details to the accountant. The accountant in
return will input the incoming transaction to the system that will generate financial
transaction reports.
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Figure 10. Data Flow Diagram of the Developed System used by the Admin
Figure 10 shows the student needs to apply for registrations in the registrar
where in the registrar accepts the student details submitted by the student then the
registrar access the system through logging in where its account goes to the
database, the registrar encodes the student info received from the student and
encodes it into the database. The registrar gathers the breakdown of information
then prints it into a form. Student receives the form needed.
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Figure 11. Data Flow Diagram of the Developed System used by the
Accountant
In connection with figure 11, the accountant has the same task with the
registrar. The only difference is that the accountant cannot change or update the
grade level and the tuition details due to confidentiality of information but he has
the right to display record and update the student information. Inserting the
transaction details to the table they belong can also be done by the accountant. A
liability will appear to the student’s record if the system has processed the liability
report.
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Figure 12. Use Case Diagram
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Hardware Requirements
Table 1
Hardware Requirements
Equipment Specification
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Software Requirements
Table 2
Database MS SQL
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