The Company

Communications and System Services Technology Incorporated is a company that aims to

create business-oriented systems accommodating the fast growth of electronic business in the
Philippines. Systems that are enterprise and business oriented providing our clients the best of
what we have .We give our clients guaranteed satisfaction in all of our services rendered to
them.

1 |Zamboanga City Water District Billing System

BRIEF BACKGROUND

Zamboanga City Water District was established in the year 1974. The use of system started
in the late 1980’s, with the help of software called “SGB”. This system has the capability to
record the customer’s side information, billing and collection data. The second system
implemented was BICOS (Fox Plus System) in the year 1997 wherein information are collected
manually then passed to the personnel's who handles computer then encodes it. Printings of
receipts are already built to the system’s capability. In 2006, ZCWD designed a new program,
which integrates every transactions of the office maintained in a database under the Electronic
Data-Processing Section.
Zamboanga City Water District is a branch office associated to the Municipal Hall of
Zamboanga City. Its main concern is about the proper distribution of water supply to the entire
city.

Services of the ZCWD includes the following:

• Application
• Billing
• Payments
• Maintenance
• Complaints

A P P L I C A T I O N

Applicants for water connection must present the following requirements; barangay clearance
and land title. The applicants must specify in its application form the type of connection he
wants to be installed. May it be use for business or to support once business. The classification
identified by the system are residential, government, commercial/industrial, semi-commercial
and bulk. Residential are the common connection applied for. This is the usual connection that
will be installed in a residential. Government classification includes connection that are used by
the different offices under the government. Commercial are those connection that are used
mainly for business. Semi-commercial is a connection under the category of commercial but
only uses the connection to support its business.

2 |Zamboanga City Water District Billing System

 Functional Requirements
Process-Oriented
1. The system must check the personal minimum annual income of the applicant.
2. The system must provide an application form.
3. The system must be able to distinguish the customer’s type of connection applied.
Information-Oriented
1. The system must be able to accept new data from the information gathered in the
new applicant for water connection.
2. The system must allow update of the information regarding their customer.

Non-Functional Requirements
Operational
1. The system must be able to work in any branches.
2. The system must be network to all of its affiliate systems used in different branches
3. The system should be able to integrate with the existing system or other systems
4. The system must receive transaction information from any branches and store it in
the database.
Performance
1. Any interaction between the user and the system should not exceed 2 seconds.
2. Entry of new data in the database must be fast
Security
1. Only direct managers can see personal records of employees and customers.
2. Only personnel’s with administrative privileges can delete customer information
3. The system must be able to identify the user level of the user.
4. The system should be use during office hours only.
5. Entry of incorrect passwords from personnel’s is only compose of 3 attempts.

B I L L I N G

The system is under the policy of the office following its rules and charging process. The office
also follows standards in charging water rates from the Local Water Utility. Billing is based on
the reading made by the water reader. The meter reader then submits his findings to the office
to be entered and processed in the system. The system manipulates this findings and

3 |Zamboanga City Water District Billing System

consumptions then records it to its corresponding accounts. The customers must pay the bill on-
time or before its due date because the system automatically adds charges for bills remained
unpaid. The system updates the records of each account after the findings by the meter reader
has been entered and bills have been paid or partially paid.

Usual billing fall from the 2 most use type of connection; commercial and residential.

• Residential - Minimum consumption is 10 cubic.

• Commercial - Minimal consumption or consumption of residential doubled
• Semi-Commercial - Minimal consumption or consumption of residential times 1.5

Systems automatically calculates the consumptions used based on the type of connections the
account has.

Functional Requirements
Process-Oriented
1. The system must charge credit for late payments.
2. The system must decrease the amount of cash if there are any partial payments.
Information-Oriented
1. The system must be always updated for new water rates and charges.
2. The system must allow customers to check and update their personal information
and bills.

Non-Functional Requirements
Operational
1. The system must change customer status if connections are temporarily or
permanently cut-off.
2. The system must check incoming bills payments and customer status changes.
3. Billing must be based on the connection type.
4. Addition of rates must be automatically made to accounts that had records of
payments that still remained unpaid
Performance
1. The system supports or accommodates millions of records.
2. Simultaneous addition and retrieval of data from the database must be fast

4 |Zamboanga City Water District Billing System

Security
1. The user must be able to log-in in the system.
2. Only authorized personnel can edit water rates and charges.
3. The system can only be use during office hours only.

P A Y M E N T S

All bills that have remained unpaid for 5 days after the due date will be listed in the system’s
records. By the time the personnel checks and prints this records, all accounts printed in the list
will be given “Disconnection Notice” stating that if bills still remained unpaid for 24 hours,
assure that your water connection will be temporarily cut-off and will only be connected again
once all remaining balance with surcharges and fees added be fully paid. The same applies for
all type of connections

Considerations:
Since the operation of the system is under the policy of the office, the system can also include
some considerations triggered by a personnel.

a. Natural calamities affected the families

b. Member of the family are hospitalized or newly released from hospital
c. House caught on fire
d. Or those similar situations

For this consideration, the office accepts partial payments handled by the system.

Functional Requirements
Process-Oriented
1. The system must check incoming customer payments.
2. The system must change customers’ status by the time they receive a disconnection
notice.
3. The system records account that had received disconnection notices.
Information-Oriented
1. The system must retain customer order payment.

5 |Zamboanga City Water District Billing System

 2. The system also includes some considerations triggered by a personnel.

Non-Functional Requirements
Operational
1. The system records all bills remained unpaid for 5 days after the due date.
2. The system will check and print all the bills by the time the personnel will use the
system.
3. The system automatically determined all the bills that still remained unpaid for 24 hours
and prompt a disconnection warning for temporary cut-off.
Performance
1. Payments are accepted only during office hours.
Security
1. Only administrative personnel’s can change water rates and adjust surcharges.
2. Customers can see all their payment accounts only during office hours.

M A I N T E N A N C E

This is the part wherein frequent checking of the system’s hardware and software are made.
This is a must because it will prevent any problems that may arise during the entire operation of
the establishment.
• Software
The system must be open to upgrade for new functionalities that the office states. May it be in
the change of water rates or in certain fees. The system must automatically generate a back-
up storage for all the data it receives and retrieves from all of its users to avoid data lost.
• Hardware
This includes monthly checking of the different hardware’s and devices used. If there are any
devices that need to be change because it is beyond repair, the system must list all of this to
provide a complete record of the repairs and changes made.

Functional Requirements
Process-Oriented
1. In software, the system must be open to upgrade for new functionalities that the
office states.

6 |Zamboanga City Water District Billing System

 2. In hardware, the system must list all of this to provide a complete record of the
repairs and changes made.

Non-Functional Requirements
Operational
1. New devices must be compatible to the existing system.

C O M P L A I N T S

This is the part of the system where records of complaints are filed. The system saves every
complaint for each account for future references. These complaints are used to study and
analyze the different problems that may arise in the water connection.

7 |Zamboanga City Water District Billing System

Entity – Relationship Diagram

8 |Zamboanga City Water District Billing System

 APPENDIX

9 |Zamboanga City Water District Billing System

 TRANSCRIBED INTERVIEW

Interviewer: Good morning sir.

Interviewer: Sir man record kami sir ha? Ok lang?
(Interviewer: Sir is it okay if we will record our conversations today?)
Respondent: Kosa man?
(R: What is it?)
I: Na background muna sir.
(I: We’ll start in the background sir)
I: When was ZCWD established and made its first operation?
R: 1974, oh 1974!
I: What particular year that this company change its way of recordkeeping, from paper-based to
computer-based? Started using computers sir, using database.
R: Cuando na 80’s, tiene sila , kosa ba se de ila sir?, SGB, kosa ba se sila SGB sir, de kuando
ba se anyo sir?
(R: During 80’s we have SGB, we have SGB, what’s SGB sir? What year was it established?)
SIR1: mga 80’s, mga 80’s, 1896 0r 80’s, mga late 80’s
(SIR1: It is in 80’s)
SIR1: ta pune, tiene sila recording, kuan le, aquel no pwede entra de tsinelas, kelaya kel?
Aquel ta manda anay kita el sapatos, se entra adentro, tiene sila antes system de 90’s and 80’s,
tan record el de customer side.
(SIR1:We started using Record Keeping, I think it was really the first one, its when you have to
remove slippers or shoes if you want to enter , its mandatory. Yes they have system in 80’s and
90’s which records customer side.)
I: Na customer lang se sir, man saka el information?
(I: Its only for customer sir getting the information)
R: Todo ese, na billing, collection assina alya kel
(R: Its for all, billing, collection and the light)
I: Pero nagbago sir?
(I: But there are changes sir?)
R: After , kosa ba kel year ta entra el BICOS, de 97 ba kel? Tiene sila Fox Plus System ste.

10 | Z a m b o a n g a C i t y W a t e r D i s t r i c t B i l l i n g S y s t e m
(R: Its…. What year did BICOS first used, is it in 97? It’s a FOX Plus System)
SIR2: hinde ba kel 1996?
(SIR2: Isn’t in 1996?)
SIR3: BICOS? De 90’s kel.
(SIR3: BICOS? Its in 90’s)
R: 92 ba kel? Kosa ba kel de sir bay program selentino? De antes se, 97 sir, ya entra
(R: Is it in 1992? What is that program Sir Bay Selentino? In the late 97 it has entered)
I: text-based?)
R: ah, hinde, Fox Plus se. Kay akel de antes, pakelaya? Man kolekta sila manual, kabar kel,
man encode kel.
(R: No! its Fox Plus system, in the past we collect the manual then encodes it)
I: Hinde diretso?
(I: Its not directly entered sir?)
R: hinde pa kel diretso, na man consider ka late 80’s
(R: No its not yet automatically recorded, consider it in late 80’s)
R: Kolektaw iyo manual ansina, dale iyo aui na computer room.
(R: I will collect the manual then gives it to the computer room)
SIR2: el OR, el bill gale computerized ya
(SIR2: The OR, the bill was already computerized.)
R: talya, pune tu ansina na de 90’s, el billing, computerize, el printing pero el koleksyon, manual
kabar na 1997, entraw ya ell collection aqui
(R: That’s it, jot in down that in 1980, billing and printing was computerized but the collection is
manual.)
I: Can we go now to the transaction, sir?
R. Uhmmm,?
I: Transaction Sir?
R: Si,Si, este este, tan cover na billing and collection transaction
(R: yes, it covers billing and collection transactions)
I: Sir, man apply for water connection SiR?
(I: Sir in applying for water connection?)
R: Este 1997 nuay pa se entraw el application, manual pa ste.
(R: In 1997, integration of application is not yet implemented, we do it manually)
I: Yes, sir! I mean now sir ba, in applying for water connection
(I: Yes, sir! I mean in the present sir, in applying for water connection)

11 | Z a m b o a n g a C i t y W a t e r D i s t r i c t B i l l i n g S y s t e m
R: Quando na 2008 ya cambia ya, ta keda grande el organization mas tan require ya sila……
(R: During 2008, there’s a changed, the organization grew which requires….)
I: Huge amount of Data?
R: Huge amount of data pati record keeping, pati el stability del program so ya kambya during
2006 ya design si Nuevo taki lang abaho tan integrate todo transactions regarding customer,
hinde lang na billing pati collections.
(R: Huge amount of data, record keeping and the stability of the program so we changed during
2006 we design a new program here which integrate all transaction regarding customer not only
for billing but also for collections.)
I: Lahat na sir?
(I: All sir?)
R: Entraw yak el application, billing, collections ahhhhh disconnection, complaints pati meter
reading
(R: Application is there, billing, collection ahh disconnection, complaints and meter reading)
I: May IT Department ba dito sir?
(I: Do you have an IT Department here sir?)
R: As of now, nuay pa kame IT department, we are a section under commercial services kabar
tan coordinate kame under directly to the management service division with regards to Software
development.
(R: As of now, we don’t have an IT department, we are a section under commercial
servicesand then we coordinate under directly to the management service division with regards
to Software development)
I: Ahhhh so ito yung lugar ng?
(I: So this is place?)
R: Ahh este office taqui el server which records the entire transactions of the office.
(R: This office has the server which records the entire transactions of the office.)
I: Ahh ok sir
R: Do you still have any questions?
I: Wala na sir, thank you very much
(I: None sir, thank you very much)
R: If you still have follow-up questions, you can approach me through this card.
I: Ahh thank you very much sir.
R: Este ba di inyo letter?
(R: Is this your letter?)

12 | Z a m b o a n g a C i t y W a t e r D i s t r i c t B i l l i n g S y s t e m
I: Yes sir!
R: Ahhh ken bat a manda? Ahh si Monira?
(R: Who let you did this? Ahhh Monira?)
I: Yes sir, we are taking System Analysis and Design and Database Management System
simultaneously. Si Eng. Tose ang teacher namin sa DBMS
(I: Yes sir, we are taking System Analysis and Design and Database Management System
simultaneously. Its Eng. Tose that teaches us DBMS)
R: Ahhh si Marinella, Abla di inyo department head ha di mio Honorarium ha!.Sige goodluck.
(R: Marinella, tell to you department head my Honorarium.Ok goodluck.)

QUESTIONNAIRES
Questions

1. When was ZCWD established?

2. What year did ZCWD made its first official operation?
3. How many employees did you have at your first operational year and of today?
4. When ZCWD did first implemented an organizational system that requires the use of
computers?
5. What particular year that this company change it’s way of recordkeeping, from paper-
based to computer-based?
6. As of today, is there any a change or improvements in the system your office uses that
you think do not satisfy the growing needs of your customer?
7. What particular company did you contract to make your system that you use today?

Operations

1. How can apply for water connections?

2. What are the requirements for applying water connections?
3. What are the differences between residential and commercial?
4. In paying for water bill, is it necessary to go to ZCWD Main to pay? If yes, what are
some?
5. How many days you give an extension for them to pay?
6. Is there any discounts?

13 | Z a m b o a n g a C i t y W a t e r D i s t r i c t B i l l i n g S y s t e m
 Western Mindanao State University
College of Engineering and Technology
Computer Science and Computer Engineering Department
Normal Road, Baliwasan, Zamboanga City

July 16, 2009

Mr. Leonardo Rey D. Vasquez

General Manager
Zamboanga City Water District
Pilar Street, Zamboanga City 7000

Dear Mr. Vasquez

Good Day!

We, the third year students of Bachelor of Science major in Information Technology of Western
Mindanao State University are currently taking a subject CSST133: System Analysis and
Design. In this course, we are to find an establishment to study the system operations and
transactions for our analysis and design. And with this, our group has decided to conduct the
study of Water District Billing System.

In this regard, we would like to have an interview at your most convenient time. This interview
will be composed of questions about the said billing system. All information gathered during the
interview will be solely for our project completion. It will be highly appreciated if you could
contact us at this number +639057700798 for more information.

Thank you and Hoping for you favorable response.

Very truly yours,

Postrero, Richmerl G.
CSST, INC

Noted By:

Engr. Monira Ocubillo

Instructor

14 | Z a m b o a n g a C i t y W a t e r D i s t r i c t B i l l i n g S y s t e m
 RESPONDENT

Engr. Angelo Ruben Camins Conti Jr.

(Officer In-Charge)
Electronic Data Processing Section
Zamboanga City Water Disctrict

Note: We were referred to Engr Conti instead of the General Manager.

15 | Z a m b o a n g a C i t y W a t e r D i s t r i c t B i l l i n g S y s t e m