PAPERLESS CLEARANCE SYSTEM OF IMCC
An Undergraduate Thesis
Presented to the Faculty of College of Computer Studies Iligan Medical Center College
In Partial Fulfillment Of the Requirements for the Degree of BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY
By:
FLORDELYN T. LUYAO JULIET F. SAGUBAN
March 2012
ILIGAN MEDICAL CENTER COLLEGE City of Iligan
APPROVAL SHEET
This project study entitled: “PAPERLESS CLEARANCE SYSTEM OF
IMCC”
Submitted by FLORDELYN T. LUYAO and JULIET F. SAGUBAN in partial fulfilment of the requirements for the degree of Bachelor of Science in Information Technology.
Enrico Miguel E. Ong Adviser
PANEL OF EXAMINERS
Enrico Miguel E. Ong Member
Mr.Dindo Donald A. Manulat Jr. Member
Alecia C. Diaz, MMEM Chairperson
ii
ILIGAN MEDICAL CENTER COLLEGE City of Iligan
APPROVAL SHEET
This project study entitled: “PAPERLESS CLEARANCE SYSTEM OF
IMCC”
Submitted by FLORDELYN T. LUYAO and JULIET F. SAGUBAN in partial fulfilment of the requirements for the degree of Bachelor of Science in Information Technology.
Enrico Miguel E. Ong Adviser
PANEL OF EXAMINERS
Enrico Miguel E. Ong Member
Mr.Dindo Donald A. Manulat Jr. Member
Alecia C. Diaz, MMEM Chairperson
ii
ACKNOWLEDGMENT
The researchers would extend their heartfelt gratitude to the following persons who extend their whole hearted and undying support:
To the adviser of the developers Mr. Enrico Miguel E. Ong , for the continuous and tireless support of the project study and for his patience in guiding the developers the guidance he has extended on the duration of research period and implementation of their project study. To the panel of examiners, Mr. Dindo Donald A. Manulat Jr. and Ms. Alecia C. Diaz, MMEM for editing, improvising and giving additional inputs in our system so that
it would be reliable and effective. To our guardians Mr. & Mrs. Jerome R. Gonzales and Mr. & Mrs. Benedicto T. Cortuza Jr., who
have given their undying support and unconditioned a
understanding, since we have given an ample time in this study. To our beloved parents Mr. & Mrs. Jolito R. Saguban and Mr. & Mrs. Virgillo T. Luyao and for supporting us in every undertaking and giving us the unbearable love
that no one could give. And above all, to the Almighty God Father, who have given us strength, strength, knowledge, good health and passion in developing this paperless clearance system.
iii
ABSTRACT Flordelyn T. LUYAO Juliet F. SAGUBAN
“Paperless Clearance System : A Proposal for Computerization” College of Computer Studies, Iligan Medical Center College, April 2011
Project Adviser: Enrico Miguel E. Ong
The paperless clearance system has been proposed to reduce stress of the signatories and student’s. Using the paperless clearance system, the processing of
student clearance will be easily done. The paperless clearance system presents a unique situation for students’
signatories and administrators to reach out to the school. It allows and restricts privilege, add/edit data, and add liability and clear student status. Nevertheless, it aims to make students’ clearance computerized and avoid
fraudulent acts such as forgery. This will help the students assist their clearance details in every semester. The students could ask any signatories involved of their clearance status. The paperless clearance system was constructed using PHP programming language with the combination of MYSQL as its database. The database was used for the data storage and retrieval for the signatories and admin. The other tools like MS Word, MS PowerPoint, Dezign, were also used to represent the project. iv.
After a thorough analysis of the data, even though the proposed paperless clearance system has been developed, the following recommendations are hereby made: (1) Encourage signatories’ to support the paperless clearance system of I MCC through computerization; (2) Improve clearance security; (3) Develop and implement more functionalities and components for paperless clearance enhancement.
v.
TABLE OF CONTENTS
Page
TITLE PAGE APPROVAL SHEET ACKNOWLEDGEMENT ABSTRACT TABLE OF CONTENTS LIST OF TABLES LIST OF FIGURES
ii iii iv vi viii ix
Chapter 1: THE PROBLEM AND ITS SCOPE 1.1 Background of the Study 1.2 Statement of the Problem 1.3 Objective of the Problem 1.4 Significant of the study 1.5 Scope and Limitation of the Study 1.6 Conceptual Framework 1.7 Definition of Terms
1 2 2 3 3 4 5
Chapter II: RELATED LITERATURE AND STUDIES 2.1 Paperless 2.2 Paperless Clearance System 2.3 Paperless Clearance
6 6 7
Chapter III: RESEARCH AND METHODOLOGY 3.1 Requirement Analysis 3.2 Design 3.3 Construction and Testing 3.4 Hardware and Software Requirements
8 8 9 9
vi.
Chapter IV: RESULTS AND DISCUSSION 4.1 Requirement Analysis 4.1.1 Project Charter 4.1.2 Software Project Plan 4.2 Analysis 4.2.1 Context Model 4.2.2 Entity Relationship Diagram 4.2.3 List of Entity and Attributes 4.2.4 Activity Diagram 4.2.5 Use Case Diagram 4.3 Design 4.3.1 Input function 4.3.2 Output Function 4.3.3 Database Design 4.3.4 Database Schema 4.3.5 Capacity Plan 4.3.6 Deployment Diagram 4.3.7 GUI Design 4.3.8 Program Design 4.3.9 Test Design 4.4 Construction and Testing
11 12 12 12 13 14 18 19 20 20 20 21 24 26 30 31 37 38 42
Chapter V: CONCLUSIONS AND RECCOMENDATION 5.1 Conclusions 5.2 Recommendation
44 45
BIBLIOGRAPHY
46
APPENDICES A B C D
Gantt chart Pert Chart Cost and Benefits Analysis Curriculum Vitae
47 48 49 51
vii
LIST OF TABLES
Tables
Page
Table 1
Hardware Requirements
9
Table 2
Software Requirements
10
Table 3
Add Liability Status Entity and Attributes
14
Table 4
Liability Entity and Attributes
15
Table 5
Log Entity and Relationship
16
Table 6
Office Entity and Relationship
16
Table 7
Signatory Entity and Attributes
17
Table 8
System user Entity and Attributes
17
Table 9
Add_liability_status DatabaseDesign
21
Table 10
Log Database Design
21
Table 11
Liability Database Design
22
Table 12
Signatory Database Design
23
Table 13
Sysuser Database Design
23
Table 14
Capacity Plan for add_liability_status
26
Table 15
Capacity Plan for liability
27
Table 16
Capacity Plan for office
27
Table 17
Capacity Plan for log
28
Table 18
Capacity Plan for signatory
28
Table 19
Capacity Plan for system user
29
Table 20
Signatory/Admin Test Design
38
Table 21
View Student List Test Design
38
Table 22
Search Student Info Test Design
38
Table 23
Browse Courses, Colleges, Offices and Signatories Info Test Design
Table 24 Table 25 Table 26
Edit Student, Courses, Colleges, Offices and Signatories Info Test Design Add College, Course, Student, Office, Signatory, and Signatory/Admin Account Test Design View Student Clearance Test Design
39 39 39 40 viii
Table 27
Search Student Info Test Design
40
Table 28
Delete, Edit Liability Test Design
40
Table 29
Clear Student Clearance Design
41
Table 30
Summary of Test Results
43
LIST OF FIGURES
Figures
Page
Figure 1
Conceptual Framework
4
Figure 2
Context Model
12
Figure 3
Entity Relationship Diagram
12
Figure 4
Admin Activity Diagram
18
Figure 5
Signatory Activity Diagram
18
Figure 6
Use Case Diagram
19
Figure 7:
Capacity Plan for system user
30
Figure 8:
Admin/Signatory Login Page
31
Figure 9:
Administrator Page
32
Figure 10:
Administrator Operation Page
33
Figure 11:
Signatory/Admin Change Password Page
34
Figure 12:
Admin Student List Page
34
Figure 13:
Admin Edit Student Page
35
Figure 14:
Signatory Home Page
35
Figure 15:
Student Clearance Page
36
Figure 16:
Student Clearance Page
36
Figure 17:
Program Design
37
ix
Chapter I T HE PROBLEM AND ITS SCOPE 1.1 Background of the study
In schools, clearance is needed for each student every end of the semester. It is also a very important proof that the student has no accountability to the school after the semester. Thus, students can take the final examination, can get their grades and can enroll for the next semester. The process of signing of clearance in Iligan Medical Center College (IMCC) is done manually; time consuming, long queues and tiring. Since then, the student will pass the different offices and their department for signatories. So, the researchers decided to create a system that will automate the process of signing of clearance by making a Paperless Clearance System of IMCC. This paperless clearance system will be able to assist the students to process their liabilities and accountabilities of the school in a short and convenient way.
1.2 Statement Of the Problem Based on the researcher’s observation s and interviews that they conducted, the
following problems were met:
The students’ clearance can be lost.
Forgery is practiced among students.
Processing of students’ clearance is done manually and time consuming.
1.3 Objective of the Study
The objective of this study is to make the signing of clearance of Iligan Medical Center College automated and more efficient. Thus, it aims to:
To make students’ clearance computerized.
Avoid fraudulent acts specifically forgery.
To update quickly the students’ clearance for every signatory.
2
1.4 Significance of the Study
This study aimed to provide Iligan Medical Center College a paperless clearance system which can help the signatories and students minimize stress in processing the students’ clearance. IMCC Student’s.
The result of this study will make the student’s aware of how
does the paperless clearance system. This will help the student’s assist their clearance details in every seme ster. The student’s could ask any signatories involved of their clearance status. IMCC Signatory. This study can help the assigned signatory by updating the students’ clearance through computerization. Future Researches. This study can serve as their reference and guide to further
improve the system. 1.5 Scope and Limitation of the Study
This study will mainly focus on the student clearance process of Iligan Medical Center College. The signatories involved in every department and offices are the users of the proposed system. This study focuses on the usage and benefits of paperless clearance system, check clearance status, add and clear liability, delete and edit liability, allow and restrict signatories’ privileges.
The student ’s are the main focus in the automated clearance system. The administrator will only add offices and signatories data and can restrict signatory accounts privileges. The signatories can only view the clearance details and add, delete, edit, clear the liability of the student clearance.
3
1.6 Conceptual Framework
A graphical illustration in Figure 1 supports the needed processes that will be done by the proposed paperless clearance system. The purpose is to fully understand the concept of this study as to what will be done input and output.
Fig. 1 Conceptual framework
4
1.7 Definition of Terms
This study used the following terms which will be defined conceptually and operationally. These terms are used within the context of the study. 1.
Paperless Clearance System – is the process of signing of clearance without a
paper. 2.
Student clearance- a proof that the student has no accountability to the school after
the semester. 3.
Forgery – simulated signing of another person’s name to any such writing whether or not it is also the forger’s name.
4.
Signatory – is a person who is in charge in every department and offices.
5.
Liability – is the accountability of the students occurred every semester.
5
Chapter II REVIEW OF RELATED LITERATURE AND STUDIES 2.1 Paperless
Andrew Z. Adkins III and Ernest Svenson (2011) stated that paperless is composed of three major definitions which are completely devoid of paper-based as much as possible, all key information stored in computerized form and the ability to work on documents anywhere without the use of paper. The principles of having paperless are keeping it digital and make it digital. According to the author, “You can’t automate chaos”.
In the study of paperless Office they are using a paper-based manual to store data and file it in the cabinet. So there’s a ne ed to change their storing data and files, to lessen their work load. 2.2 Paperless Clearance System
The Paperless Clearance System is a project of the three students as part of their requirement under CSC 151 (Database System) course. According to Michael Angelo F. Cobo(BSCS), Maria Erica J. Gonzaga(BSCS), Elisha Susana V. Dorado(BSIT) the project was deployed last 2008 and still being used up to the present by MSU-IIT. It stated that, “those students who have no accountabilities are no longer required to secure clearance from different offices of the institute at the end of each semester”. The students can view their clearance online and they will log on to their
website and click clearance link. The students can also send SMS for the updates of their clearance exclusive for the globe users only. They must also be registered users of
the
MSU-IIT
Mobile
Information
Service
or
they
may
visit
their
respective
schools/colleges and inquire from there. 2.3 Paperless Clearance
According to the Shanghai Customs, (2005) the researchers found out that they signed for the “Paperless Clearance Agreement.” There are 1319 companies who are
currently using a Paperless Clearance Agreement. The Shanghai Customs recorded the percentage rate of having a paperless agreement from 2004-2005, that rise to 17.74%. By the use of paperless clearance, they noticed that the average of custom clearance time has been shortened. So it is more advantage that we are now on the age of advance technology. And it is mainly operates with Information and Networking Technologies. All electronic data is processed automatically. There is no need to have a paper-based in storing data or doing some transactions because by the help of technology we can make tasks easier.
7
Chapter III RESEARCH METHODOLOGY
In this chapter, it presents on how the researchers, gathered information to develop the study. By doing this part of the study, the researchers also identified the following information needed to pursue the following procedures: Requirements Analysis, Design and Construction and Testing. 3.1 Requirements Analysis
The requirements analysis phase is the part of understanding, of the process involved of the paperless clearance system. It helped the researchers identify some requirements that are needed in the study. The researchers gathered information through conducted interviews to identify what are the things that are needed to put in the paperless clearance, as well as its problems. This also helped the researchers identify the processes needed, its scope and limitations. 3.2 Design
In the design phase, the researchers had identified the problems, its scope and found a better solution. The researchers can define the purpose and the content in developing a system. A database which consists of graphical user interface and a server will be developed. With the help of the ERD the researchers will be able to analyze the possible design for the study and its processes.
3.3 Construction and Testing
The proposed paperless clearance system of IMCC would be implemented through the use of network to secure the student’s clearance. The people involve d in
the proposed system can only access within the IMCC campus. With the use of internet protocol (IP) addresses or the fully qualified domain name (FQDN), the signatories can view, clear, edit and add liability to the student clearance. The proposed system needs verification for the performance evaluation. It is also important for the testing of the system for the implementation and maintenance. The integrity of the system is needed so that no further errors are committed. 3.4 Hardware and Software Requirements
These are the hardware and software requirements required to fully implement the Paperless Clearance System of IMCC. Hardware
Name
Server Processor
Dual-core processor or 2gig RAM
Memory
4 GB or higher
Input/ Output Devices
Monitor, Keyboard, Mouse, USB Controller, 500GB hard drive
Table 1: Hardware Requirements
9
Software
Name
Operating System
Windows 7 Ultimate
DBMS
MySQL 5.1.45
Programming Language
PHP
Table 2: Software Requirements
10
Chapter 4 RESULT AND DISCUSSION
This chapter is made of the results of the researchers study. Significantly, it aims to discuss the procedures applied. 4.1 Requirement Analysis Requirements analysis phase is the process of reviewing all the data’s identified
and evaluated to determine the system needs. These were the following:
Context Diagram was used the system to understand on how the system
interacts by receiving and sending data to external entities.
Entity Relationship Diagram (ERD) which was used to identify the entities and
attributes in the system. To determine the relationship between these entities.
Activity Diagram which was used to identify the flow of actions that are part of
the system. 4.1.1 Project Charter
The Project Charter is also known as a Project Overview Statement (POS). It is an agreement between the organization that own by the product or services and the customer organization requesting and receiving the project. It is a tool to obtain commitment from all affected groups and individual within a specific project. Without the project charter, the goals of the project will not be cleared and often understood incorrectly by the same owners. The project charter is the first step of project planning and the following completion of the project initiation stage.
4.1.2 Software Project Plan
It is a method for stating how to complete a project within a period of time. By the use of the Gantt chart (See Appendix A, page 46) the researchers will identify the duration the task to be performed and the estimated start and end date of the project proposal. 4.2 Analysis
The researchers have analyzed the structures data of the system, known by the research problem, developed and implemented plans for the proposed system and a conceptualized design of a system. 4.2.1 Context Model
The context model represented below shows the required input data and the expected output data of the system.
Fig. 2 Context Model
12
4.2.2 Entity-Relationship Diagram
An entity-relationship diagram is a data modeling technique that makes a graphical representation of entities and the relationship between these entities within the system.
Fig. 3 Entity – Relationship Diagram
13
4.2.3 List of Entity and Attributes
These are the list of entities and corresponding attributes need to develop a paperless clearance system.
Attributes
Description
lock_date_id
Lock date liability
Add Liability Status
Table 3: Add Liability Status Entity and Attributes
14
Liability
Attributes
Description
liabilityid
Liability ID
Studentidnum
Student ID Number
Signatoryidnum
Signatory ID Number
sy
School Year
sem
Semester
liabilitydescription
Liability Description
amount
Liability Amount
remark
Remark Status
datecleared
Date Cleared
clearedby
Cleared by a Signatory
Table 4: Liability Entity and Attributes
15
Attributes
Description
logid
Log ID
username
System User
action
Action Done User
date
Date Done User
Attributes
Description
officecode
Office Code
officedescription
Office Description
privileges
Privileges of User
Log
Table 5: Log Entity and Relationship
Office
Table 6: Office Entity and Relationship
16
Attributes
Description
signatoryidnum
Signatory ID Number
signatoryfname
Signatory First Name
signatorymname
Signatory Middle Name
signatorylname
Signatory Last Name
officecode
Office Code
Signatory
Table 7: Signatory Entity and Attributes
sysuser
Attributes
Description
username
Username of User
password
Password of User
signatoryidnum
Signatory ID Number
usertype
Type of User
Table 8: System user Entity and Attributes
17
4.2.4 Activity Diagram
Activity Diagram is a graphical illustration of what happens in a workflow in the system, what activities can be done in parallel, and whether there are alternative paths through the workflow.
Fig. 4 Admin Activity Diagram
Fig. 5 Signatory Activity Diagram
18
4.2.5 Use Case
A use case diagram is the technique for capturing functional requirements of a system. Use cases describe a task or a series of task that users will accomplish, and include the responses of user’s actions.
Fig.6 Use Case Diagram
19
4.3 Design
The design of the system is the process of exact operational requirements, the file structures and input/output formats. This is a technique of constructing and information, that makes use of available components. 4.3.1 Input Functions
For administrator log in, the admin must enter the username and password for verification before adding new data into the system. The administrators can also search signatory and student details, browse colleges, courses, offices. The administrator can also view the system log, change password, can edit data’s input in the system, add liability and clear student clearance. For signatory log in, the signatory must enter the username and password for verification before viewing student clearance details. The signatory can also add liability and clear student clearance. 4.3.2 Output Functions
It is a graphical user interface where the user admin can search, add, edit, clear and add liability of student clearance and the user signatory can only search, clear and add liability of student clearance.
20
4.3.3
Database Design
Database design is the process of producing a detailed data model of a database. This model contains all the needed physical design choices and physical storage parameters needed to generate DDL which can then be used to create a database. A fully attributed data model contains detailed attributes for each entity. add_liability_status
Attributes
Data types
Size
lock_date_id
Int
11
sem
enum('1st', '2nd', 'Summer')
sy
int
4
Table 9: add_liability_status DatabaseDesign
log
Attributes
Data types
Size
logid
int
10
username
varchar
15
action
text
15
date
date
Table 10: log Database Design
21
Attributes
Data types
Size
liabilityid
int
20
studentidnum
varchar
10
signatoryidnum
varchar
10
sy
Int
4
sem
enum('1st', '2nd' 'Summer')
liabilitydescription
varchar
100
amount
int
10
remark
enum('Cleared', 'NotCleared')
datecleared
date
clearedby
varchar
liability
10
Table 11: liability Database Design
22
Attributes
Data types
Size
signatoryidnum
VarChar
10
signatoryfname
VarChar
25
signatorymname
VarChar
25
signatorylname
VarChar
25
officecode
VarChar
25
signatory
Table 12: Signatory Database Design
sysuser
Attributes
Data types
Size
username
VarChar
15
password
VarChar
35
signatoryidnum
VarChar
10
usertype
enum('admin', 'signatory')
Table 13: sysuser Database Design
23
4.3.4 Database Schema
The database schema is a collection of records or data that is stored in a computer system. In a relational database, a schema defines the tables, the fields in each tables and a relationship between fields and tables.
Table Structure for All Tables
CREATE TABLE IF NOT EXISTS `add_liability_status` ( `lock_date_id` int(11) NOT NULL AUTO_INCREMENT, `sem` enum('1st','2nd','Summer') NOT NULL, `sy` int(4) NOT NULL, PRIMARY KEY (`lock_date_id`) ) ENGINE=InnoDB DEFAULT CHARSET=latin1 AUTO_INCREMENT=7 ;
CREATE TABLE IF NOT EXISTS `liability` ( `liabilityid` int(20) NOT NULL AUTO_INCREMENT, `studentidnum` varchar(10) NOT NULL, `signatoryidnum` varchar(10) NOT NULL, `sy` int(4) NOT NULL, `sem` enum('1st','2nd','Summer') NOT NULL, `liabilitydescription` varchar(100) NOT NULL, `amount` int(10) NOT NULL, `remark` enum('Cleared','Not Cleared') NOT NULL, `datecleared` date NOT NULL, `clearedby` varchar(10) NOT NULL, PRIMARY KEY (`liabilityid`), KEY `studentidnum` (`studentidnum`), KEY `signatoryidnum` (`signatoryidnum`) ) ENGINE=InnoDB DEFAULT CHARSET=latin1 AUTO_INCREMENT=15 ;
CREATE TABLE IF NOT EXISTS `log` ( `logid` int(10) NOT NULL AUTO_INCREMENT, `username` varchar(15) NOT NULL, `action` text NOT NULL, `date` date NOT NULL, PRIMARY KEY (`logid`), KEY `username` (`username`) ) ENGINE=InnoDB DEFAULT CHARSET=latin1 AUTO_INCREMENT=146 ;
CREATE TABLE IF NOT EXISTS `signatory` ( `signatoryidnum` varchar(10) NOT NULL, `signatoryfname` varchar(25) NOT NULL, `signatorymname` varchar(25) NOT NULL, `signatorylname` varchar(25) NOT NULL, `officecode` varchar(25) NOT NULL, PRIMARY KEY (`signatoryidnum`), UNIQUE KEY `signatoryfname` (`signatoryfname`,`signatorymname`,`signatorylname`), KEY `officecode` (`officecode`) ) ENGINE=InnoDB DEFAULT CHARSET=latin1;
CREATE TABLE IF NOT EXISTS `sysuser` ( `username` varchar(15) NOT NULL, `password` varchar(35) NOT NULL, `signatoryidnum` varchar(10) NOT NULL, `usertype` enum('admin','signatory') NOT NULL, PRIMARY KEY (`username`), KEY `signatoryidnum` (`signatoryidnum`) ) ENGINE=InnoDB DEFAULT CHARSET=latin1;
25
4.3.5 Capacity Plan
Capacity planning is the process of determining the resource requirements for the projected output, over a specific period. The developer calculated the specific amount of data stored in the system every semester, based on the amount of data stored in the system.
Capacity Plan for add_liability_status
Attributes
Description
lock_date_id
Int
sem
int
sy
int
Length
Size(bytes)
8
11
11
4
6
4 Total
19
Table 14: Capacity Plan for add_liability_status
Number of add_liability_status/sem= 10 Size in bytes/ record = 19 / add_liability_status 10/ add_liability_status/sem* 19 bytes/ add_liability_status * 1kb/1024 bytes 10(19)/1024 = 0.1855469 kb/sem
26
Capacity Plan for liability
Attributes liabilityid studentidnum signatoryidnum
Description int varchar varchar
sy
Int
sem liabilitydescription amount remark datecleared clearedby
int varchar int varchar date varchar
Length 8 6 6 4 6 15 5 7 6 25
Size(bytes) 20 10 10 10 10 100 10 50 30 10 Total
260
Table 15: Capacity Plan for liability
Number of liability/ sem= 10 Size in bytes/ record= 260 / liability 10 liability/ sem* 115 bytes/ liability* 1kb/1024 bytes 10 (260)/1024 = 2.5390625 kb/sem
Capacity Plan for office
Attributes officecode
Description Varchar
Officedescription
VarChar
privileges
text
Length 10
Size(bytes) 25
30
100
6
15 Total
140
Table 16: Capacity Plan for office
Number of office/sem= 11 Size in bytes/ record = 140 / office 11 offices/sem* 115 bytes/ office* 1kb/1024 bytes 11 (140)/1024 = 1.5039063 kb/sem 27
Capacity Plan for log
Attributes logid
Description int
username
varchar
action
text
Date
date
Length 8
Size(bytes) 10
30
15
6
15
6
11 Total
51
Table 17: Capacity Plan for log
Number of log/sem= 2500 Size in bytes/ record = 51 / log 2500 log/sem* 51 bytes/ log* 1kb/1024 bytes 2500 (51)/1024 = 124.51172 kb/sem
Attributes
Capacity Plan for signatory Description Length
signatoryidnum
VarChar
signatoryfname
VarChar
signatorymname
VarChar
signatorylname
VarChar
Officecode
VarChar
8 15 20 18 10
Size(bytes) 10 25 25 25 25 Total
110
Table 18: Capacity Plan for signatory
Number of signatory /sem= 15 Size in bytes/ record = 110 / log 15 signatory /sem* 51 bytes/ log* 1kb/1024 bytes 15 (110)/1024 = 1.6113281 kb/sem 28
Attributes username
Capacity Plan for sysuser Description Length VarChar 10
password
VarChar
signatoryidnum
VarChar
usertype
Varchar
30 6 6
Size(bytes) 15 35 10 10 Total
70
Table 19: Capacity Plan for system user
Number of sysuser /sem= 15 Size in bytes/ record = 70 / log 15 sysuser /sem* 51 bytes/ sysuser * 1kb/1024 bytes 15(70)/1024 = 1.0253906 kb/sem
29
4.3.6 Deployment Diagram
A Deployment Deployment diagram diagram would illustrate illustrate what hardware hardware components components exist, what computer components run on each node and how different pieces are connected.
Fig. 7 Deployment Diagram
30
4.3.7 GUI Design
This is a visual part of the Paperless Clearance of IMCC that uses graphical images such as icons, menus, and dialog boxes to represents files, file folders and programs.
Fig. 8 Admin/Signatory Login Page
The page above allows admin and signatories to login and requires username and password to access and restrict unauthorized use.
31
Fig. 9 Administrator Page
The page above shows the homepage of an administrator. It allows the admin to view and search student list. The admin can also browse and edit courses, colleges, offices and signatories. It can also view the system log and can change the admin password, can add liability and clear student clearance
32
Fig. 10 Administrator Operation Page
The page allows the admin to add colleges, courses, students, offices, and signatories’ data. It can also add signatory and admin account. The admin can also lock
the adding of liability by the end of a semester.
33
Fig. 11 Signatory/Admin Change Password Page
The page above allows the signatory and admin to change the current password for security.
Fig. 12 Admin Student List Page The page above allows to view the list of all student stored in a system.
34
Fig. 13 Admin Edit Student Page
The page above allows editing the student data stored in a system.
Fig. 14 Signatory Home Page
The page above shows the home page of a signatory. It only allows to view the students belong to the CCS department. And can search student data; add liability and clear student clearance.
35
Fig. 15 Student Clearance Page
The page above shows the status of a student clearance; cleared. The signatory can add liability on this page.
Fig. 16 Student Clearance Page
The page above shows the status of student clearance; not cleared. It allows the signatory to clear student clearance; edit and delete student liability. 36
4.3.8 Program Design
The program design of a system represents the steps and shows the flow of events that a programmer should do before coding the program in a specific language.
Fig. 17 Program Design
37
4.3.9 Test Design
The paperless clearance system will need to be tested in order to verify the performance of the system. It needs to enhance the integrity of the system so that it can find solutions for the system to provide good performance. Test Name
Signatory / Admin Login
Goal:
To authenticate authorized User.
Procedure:
Input the username and password then click login button.
Expected Output:
Signatory and admin can access the account.
Table 20: Signatory/Admin Test Design
Test Name
View Student List
Goal:
To test if admin and signatory can view the student list.
Procedure:
Click the students menu.
Expected Output:
Student list display.
Table 21: View Student List Test Design
Test Name
Search Student Info
Goal:
To test if admin and signatory can search the student info.
Procedure:
Type the specific student data in the search button then press enter.
Expected Output:
Student info display.
Table 22: Search Student Info Test Design
38
Test Name
Goal:
Browse Courses, Colleges, Offices and Signatories Info
To test if admin can browse courses, colleges, offices and signatories info
Procedure:
Click the browse menu and then click for the sub menus; courses, colleges, offices, and signatories.
Expected Output:
Courses, colleges, offices, and signatories info display.
Table 23: Browse Courses, Colleges, Offices and Signatories Info Test Design
Test Name
Edit Student, Courses, Colleges, Offices and Signatories Info
Goal:
To test if admin can edit student, courses, colleges, offices and signatories info.
Procedure:
Click the students menu and browse sub menu then click E to edit then press enter.
Expected Output:
Student, Courses, colleges, offices, and signatories’ info updated.
Table 24: Edit Student, Courses, Colleges, Offices and Signatories Info Test Design Test Name
Add College, Course, Student, Office, Signatory, and Signatory/Admin Account
Goal:
To test if admin can add college, course, student, office, signatory and signatory/admin account.
Procedure:
Click the operation menu and then type the specific data that you want to add and then press enter or click the go; button
Expected Output:
Successfully added new data for college, course, student, office, signatory and signatory/admin account.
Table 25: Add College, Course, Student, Office, Signatory, and Signatory/Admin Account Test Design 39
Test Name
Goal:
View Student Clearance
To test if admin and signatory can view the student clearance info.
Procedure:
Click Students menu or search student info, then click student row.
Expected Output:
Student clearance info display.
Table 26: View Student Clearance Test Design
Test Name
Goal:
Add Liability
To test if admin and signatory can add liability for student clearance.
Procedure:
View student clearance then click add liability; type the description and amount of a liability then press enter or click add liability button.
Expected Output:
Liability will successfully added and student clearance status; not cleared.
Table 27: Search Student Info Test Design Test Name
Goal:
Delete, Edit Liability
To test if admin and signatory can delete and edit liability of a student clearance.
Procedure:
Click D; for delete and then press enter or click ok to confirm.
Click E; for edit and change current description and amount then press enter or go to save changes.
Expected Output:
Liability of student clearance will successfully delete and Edit.
Table 28: Delete, Edit Liability Test Design
40
Test Name
Clear Student Clearance
Goal:
To test if admin and signatory can clear the student clearance details.
Procedure:
View student clearance details then click C; to clear student clearance
Expected Output:
Student clearance status; cleared.
Table 29: Clear Student Clearance Design
41
4.4 Construction and Testing
The paperless clearance system was constructed using PHP programming language with the combination of MYSQL as its database. The database was used for the data storage for the admin. The other tools like Notepad++, Dezign, were also used to represent the project. 4.4.1 Summary of Test Results Test Signatory / Admin Login View Student List
Goal To authenticate authorized User. To test if admin and signatory can view the student list. To test if admin and signatory can search the student info. To test if admin can browse courses, colleges, offices and signatories info
Expected Outcome Signatory and admin can access the account. Student list display.
Remarks Successful
Student info display.
Successful
Courses, colleges, offices, and signatories info display.
Successful
Edit Student, Courses, Colleges, Offices and Signatories Info
To test if admin can edit student, courses, colleges, offices and signatories info.
Student, Courses, colleges, offices, and signatories’ info updated.
Successful
Add College, Course, Student, Office, Signatory, and Signatory/Admin Account
To test if admin can add college, course, student, office, signatory and signatory/admin account.
Successfully added new data for college, course, student, office, signatory and signatory/admin account.
Successful
View Student Clearance
To test if admin and signatory can view the student clearance info.
Student clearance info
Successful
Search Student Info Browse Courses, Colleges, Offices and Signatories Info
display.
Successful
Add Liability
To test if admin and signatory can add liability for student clearance. Delete, Edit To test if admin and Liability signatory can delete and edit liability of a student clearance. Clear Student To test if admin and Clearance signatory can clear the student clearance details. Table 30: Summary of Test Results
Liability will successfully added and student clearance status; not cleared.
Successful
Liability of student clearance will successfully delete and Edit.
Successful
Student clearance status; cleared.
Successful
43
Chapter V SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS 5.1 Summary
The process of signing of clearance in Iligan Medical Center College (IMCC) is done manually; time consuming, long queues and tiring. Since then, the student will pass the different offices and their department for signatories. So, the researchers decided to create a system that will automate the process of signing of clearance by making a Paperless Clearance System of IMCC. This paperless clearance system will be able to assist the students to process their liabilities and accountabilities of the school in a short and convenient way. The paperless clearance system was constructed using PHP programming language with the combination of MYSQL as its database. The database was used for the data storage and retrieval for the signatories and admin. The other tools like MS Word, MS PowerPoint, Dezign, were also used to represent the project. 5.2 Conclusions
The paperless clearance system of IMCC is usable purpose of the students. The researchers found out the importance of a paperless clearance system particularly in the signatories. The design and implementation of the paperless clearance system developed by the researchers has a great used for the improvement on their clearance through computer. Furthermore, research, practice and study for the researchers are needed to make their proposal succeed.
5.2 Recommendations
After a thorough analysis of data, even though the proposed paperless clearance system has been developed the following recommendations are hereby made: 1.) Encourage signatories’ to support the paperless clearance system of IMCC
through computerization. 2.) Improve clearance security. 3.) Develop and implement more functionalities and components for paperless clearance enhancement.
45
BIBLIOGRAPHY
Internet Sources:
Michael Angelo F. Cobo & Maria Erica J. Gonzaga & Elisha Susana V. Dorado , (2008). Paperless Clearance System. Retrieved from http://www.msuiit.edu.ph/academics/offices/registrar/policies-procedures.php , last (October 2008)
Andrew Z. Adkins III and Ernest Svenson, (2011). Paperless Office. Retrieved from http://en.wikipedia.org/wiki/Paperless_office, last (June 2011)
Shanghai Customs, (2005). Paperless Clearance Agreement . Retrieved from http://www2.customs.gov.cn/Default.aspx?tabid=5691, last (September 2005)
46
APPENDIX A
GANTT CHART
47
APPENDIX B
PERT CHART
48
APPENDIX C COST AND BENEFITS ANALYSIS
Cost / Benefits Analysis
A. Development Cost Software Cost
25,000.00 PHP
Hardware Cost Microsoft Sql server 2008 For Windows 3.5.20 Microsoft Windows 7 ultimate Total
3,761.00 PHP 3,500.00 PHP 8,000.00 PHP 40,261.00 PHP
B. Present Operating Cost Existing: Office Supplies Total
15,000.00 PHP 15,000.00 PHP
C. Proposed Operating Cost Office Supplies Maintenance Total
5,000.00 PHP 2,000.00 PHP 7,000.00 PHP
D. Cost Recovery Scheme Existing Annual Operating Cost Less: Proposed Annual Operating Cost Total
15,000.00 PHP 7,000.00 PHP 8,000.00 PHP
Present Value: P= F/ (1+i) ⁿ Wher: i = Interest (10%)
n = number of years F = Present Amount 49
Year
Annual Savings
Present Value
Cumulative Present Value
1 8,000
7, 272.73
7, 272.73
8,000
6,611.6
13884.33
2
Pay Back Period: Cost of Implementation
= 40,261.20
Less: Cumulative Present Value = 8,276.4 Unpaid Portion
31,984.8
Recovery Period is 2 years.
50
APPENDIX D CURRICULUM VITAE
Flordelyn Tabaniag Luyao Mobile: 09268241307 Email:
[email protected]
PERSONAL BACKGROUND
Age: Sex: Date of Birth: Place of Birth: Height: Weight: Civil Status: Citizenship Religion: Language Spoken: Interests:
23 Female August 25, 1988 Sto. Niño, Manolo Fortich Bukidnon 5’4” 45kg Single Filipino Roman Catholic Tagalog, Cebuano, English Food, Music, Movies, Internet EDUCATIONAL BACKGROUND
Intermediate:
Iligan Computer Institute Diocesan Centrum Bldg. PoblacionIligan City Bachelor of Science in Information Technology 2007-2009 Iligan Medical Center College San Miguel Village Pala-o, Iligan City Bachelor of Science in Information Technology 2009-2012
Secondary:
Carmen National High School Macanhan, Carmen Cagayan de Oro City
Primary:
Balulang Elementary School Balulang Cagayan de Oro City 2001-2002 51
