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

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, 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 students. 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 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 Chapter II: RELATED LITERATURE AND STUDIES 2.1 Paperless 2.2 Paperless Clearance System 2.3 Paperless Clearance Chapter III: RESEARCH AND METHODOLOGY 3.1 Requirement Analysis 3.2 Design 3.3 Construction and Testing 3.4 Hardware and Software Requirements ii iii iv vi viii ix

1 2 2 3 3 4 5

6 6 7

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 Chapter V: CONCLUSIONS AND RECCOMENDATION 5.1 Conclusions 5.2 Recommendation BIBLIOGRAPHY

11 12 12 12 13 14 18 19 20 20 20 21 24 26 30 31 37 38 42

44 45 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 Table 1 Table 2 Table 3 Table 4 Table 5 Table 6 Table 7 Table 8 Table 9 Table 10 Table 11 Table 12 Table 13 Table 14 Table 15 Table 16 Table 17 Table 18 Table 19 Table 20 Table 21 Table 22 Table 23 Hardware Requirements Software Requirements Add Liability Status Entity and Attributes Liability Entity and Attributes Log Entity and Relationship Office Entity and Relationship Signatory Entity and Attributes System user Entity and Attributes Add_liability_status DatabaseDesign Log Database Design Liability Database Design
Signatory Database Design

Page 9 10 14 15 16 16 17 17 21 21 22 23 23 26 27 27 28 28 29 38 38 38

Sysuser Database Design Capacity Plan for add_liability_status Capacity Plan for liability Capacity Plan for office Capacity Plan for log Capacity Plan for signatory Capacity Plan for system user Signatory/Admin Test Design View Student List Test Design Search Student Info Test Design Browse Courses, Colleges, Offices and Signatories Info Test Design

39 39 39 40 viii

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

Table 27 Table 28 Table 29 Table 30

Search Student Info Test Design Delete, Edit Liability Test Design Clear Student Clearance Design Summary of Test Results

40 40 41 43

LIST OF FIGURES Figures Page

Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7: Figure 8: Figure 9: Figure 10: Figure 11: Figure 12: Figure 13: Figure 14: Figure 15: Figure 16: Figure 17:

Conceptual Framework Context Model Entity Relationship Diagram Admin Activity Diagram Signatory Activity Diagram Use Case Diagram Capacity Plan for system user Admin/Signatory Login Page Administrator Page Administrator Operation Page Signatory/Admin Change Password Page Admin Student List Page Admin Edit Student Page Signatory Home Page Student Clearance Page Student Clearance Page Program Design

4 12 12 18 18 19 30 31 32 33 34 34 35 35 36 36 37

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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 researchers observations 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.

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 Students. The result of this study will make the students aware of how does the paperless clearance system. This will help the students assist their clearance details in every semester. The students 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 students 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.

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

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 persons name to any such writing whether or not it is also the forgers 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.

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 cant 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 theres a need 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.

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 students 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 Server Processor Memory Input/ Output Devices Name Dual-core processor or 2gig RAM 4 GB or higher Monitor, Keyboard, Mouse, USB Controller, 500GB hard drive

Table 1: Hardware Requirements

Software Operating System DBMS Programming Language

Name Windows 7 Ultimate MySQL 5.1.45 PHP

Table 2: Software Requirements

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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 datas 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 Add Liability Status lock_date_id Table 3: Add Liability Status Entity and Attributes

Description

Lock date liability

14

Attributes

Description

liabilityid

Liability ID

Studentidnum

Student ID Number

Signatoryidnum

Signatory ID Number

sy

School Year

Liability

sem

Semester

liabilitydescription

Liability Description

amount

Liability Amount

remark

Remark Status

datecleared

Date Cleared

clearedby Table 4: Liability Entity and Attributes

Cleared by a Signatory

15

Attributes

Description

logid

Log ID

Log

username

System User

action

Action Done User

date Table 5: Log Entity and Relationship

Date Done User

Attributes

Description

officecode Office officedescription

Office Code

Office Description

privileges Table 6: Office Entity and Relationship

Privileges of User

16

Attributes

Description

signatoryidnum

Signatory ID Number

signatoryfname Signatory signatorymname

Signatory First Name

Signatory Middle Name

signatorylname

Signatory Last Name

officecode Table 7: Signatory Entity and Attributes

Office Code

Attributes

Description

username

Username of User

sysuser

password

Password of User

signatoryidnum

Signatory ID Number

usertype Table 8: System user Entity and Attributes

Type of User

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 users 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 datas 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.

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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 lock_date_id sem sy
Table 9: add_liability_status DatabaseDesign

Data types Int enum('1st', '2nd', 'Summer') int

Size 11

Attributes

Data types

Size

logid

int

10

log

username

varchar

15

action

text

15

date

date

Table 10: log Database Design 21

Attributes liabilityid

Data types int

Size 20

studentidnum

varchar

10

signatoryidnum

varchar

10

sy

Int

sem liability liabilitydescription

enum('1st', '2nd' 'Summer')

varchar

100

amount

int enum('Cleared', 'NotCleared') date

10

remark

datecleared

clearedby Table 11: liability Database Design

varchar

10

22

Attributes signatoryidnum

Data types VarChar

Size 10

signatoryfname signatory signatorymname

VarChar

25

VarChar

25

signatorylname

VarChar

25

officecode
Table 12: Signatory Database Design

VarChar

25

Attributes username

Data types VarChar

Size 15

sysuser

password

VarChar

35

signatoryidnum

VarChar enum('admin', 'signatory')

10

usertype
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;

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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 lock_date_id sem sy Description Int int int Length 8 11 6 Size(bytes) 11 4 4 Total 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 19

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Capacity Plan for liability Attributes liabilityid studentidnum signatoryidnum sy sem liabilitydescription amount remark datecleared clearedby Description int varchar varchar Int 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 Officedescription privileges Description Varchar VarChar text Length 10 30 6 Size(bytes) 25 100 15 Total 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 27 140

Capacity Plan for log Attributes logid username action Date 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 Description int varchar text date Length 8 30 6 6 Size(bytes) 10 15 15 11 Total

51

Attributes signatoryidnum signatoryfname signatorymname signatorylname Officecode

Capacity Plan for signatory Description Length VarChar VarChar VarChar VarChar 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 password signatoryidnum usertype

Capacity Plan for sysuser Description Length VarChar 10 VarChar VarChar 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

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4.3.6 Deployment Diagram A Deployment diagram would illustrate what hardware components exist, what computer components run on each node and how different pieces are connected.

Fig. 7 Deployment Diagram

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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.

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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 Goal: Procedure: Expected Output: Signatory / Admin Login To authenticate authorized User. Input the username and password then click login button. Signatory and admin can access the account.

Table 20: Signatory/Admin Test Design

Test Name Goal: Procedure: Expected Output:

View Student List To test if admin and signatory can view the student list. Click the students menu. Student list display.

Table 21: View Student List Test Design

Test Name Goal: Procedure:

Search Student Info To test if admin and signatory can search the student info. 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 Goal:

Edit Student, Courses, Colleges, Offices and Signatories Info 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 To test if admin can add college, course, student, office, signatory and signatory/admin account. Click the operation menu and then type the specific data that you want to add and then press enter or click the go; button Successfully added new data for college, course, student, office, signatory and signatory/admin account.

Goal:

Procedure:

Expected Output:

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 Goal:

Clear Student Clearance To test if admin and signatory can clear the student clearance details. View student clearance details then click C; to clear student clearance Student clearance status; cleared.

Procedure:

Expected Output:

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 To test if admin can edit student, courses, colleges, offices and signatories info. Expected Outcome Signatory and admin can access the account. Student list display. Remarks Successful Successful

Search Student Info Browse Courses, Colleges, Offices and Signatories Info Edit Student, Courses, Colleges, Offices and Signatories Info Add College, Course, Student, Office, Signatory, and Signatory/Admin Account View Student Clearance

Student info display.

Successful

Courses, colleges, offices, and signatories info display.

Successful

Student, Courses, colleges, offices, and signatories info updated.

Successful

To test if admin can add college, course, student, office, signatory and signatory/admin account. To test if admin and signatory can view the student clearance info.

Successfully added new data for college, course, student, office, signatory and signatory/admin account.

Successful

Student clearance 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. Liability of student clearance will successfully delete and Edit. Student clearance status; cleared.

Successful

Successful

Successful

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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.

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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)

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APPENDIX A

GANTT CHART

47

APPENDIX B

PERT CHART

48

APPENDIX C COST AND BENEFITS ANALYSIS

Cost / Benefits Analysis A. Development Cost Software Cost Hardware Cost Microsoft Sql server 2008 For Windows 3.5.20 Microsoft Windows 7 ultimate Total B. Present Operating Cost Existing: Office Supplies Total C. Proposed Operating Cost Office Supplies Maintenance Total D. Cost Recovery Scheme Existing Annual Operating Cost Less: Proposed Annual Operating Cost Total Present Value: P= F/ (1+i) Wher: i = Interest (10%) n = number of years F = Present Amount 49 15,000.00 PHP 15,000.00 PHP 25,000.00 PHP

3,761.00 PHP 3,500.00 PHP 8,000.00 PHP 40,261.00 PHP

5,000.00 PHP 2,000.00 PHP 7,000.00 PHP

15,000.00 PHP 7,000.00 PHP 8,000.00 PHP

Year 1

Annual Savings

Present Value

Cumulative Present Value

8,000 2 8,000

7, 272.73 6,611.6

7, 272.73 13884.33

Pay Back Period: Cost of Implementation = 40,261.20

Less: Cumulative Present Value = 8,276.4 Unpaid Portion Recovery Period is 2 years. 31,984.8

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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. Nio, Manolo Fortich Bukidnon 54 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

APPENDIX E CURRICULUM VITAE

Juliet Fuentevilla Saguban Pendulonan,Maranding,Lala,lanao del Norte Mobile: 09066239757 Email: [email protected]

PERSONAL BACKGROUND Age: Sex: Date of Birth: Place of Birth: Height: Weight: Civil Status: Citizenship Religion: Language Spoken: Interests: 21 Female July 25, 1990 Pendulonan,Maranding,Lala,lanao del Norte 5 45kg Single Filipino Roman Catholic Tagalog, Cebuano, English Internet, Music, Movies EDUCATIONAL BACKGROUND Intermediate: Iligan Medical Center College San Miguel Village Pala-o, Iligan City Bachelor of Science in Information Technology 2008-2012 Lala National High School Maranding,Lala,Lanao del Norte 2006-2007 Francisco Bolante Memorial School Cabasagan,Maranding,Lala,lanao del Norte 2002-2003

Secondary:

Primary:

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