CAGAYAN STATE UNIVERSITY PIAT CAMPUS
Water Billing System of Gumarueng Piat Cagayan
CHAPTER 1
INTRODUCTION
Project Context
The process during the calculation of bills in Water
Billing System of Gumarueng Piat Cagayan is inefficient
because current system used to calculate bills using MS
Excel wherein user needs to input data one by one and
writing only other charges listed on the created billing
form. Current system has no ability to produce
auto-generated reports that will show status of the
client, their balances, amount does the client has
paid and other penalties and a reports of all invoices
and also report of all the collected revenues from
the client. Issuance of official receipt on the
collection is also a problem because the agency
relies only on writing other informatics on in the
receipt. And in terms of confidentiality of information
especially in billing, anyone can access the database
because all the information regarding billing
transaction is only accessible in MS Excel.
But in automated system it will give agency access
to billing with a high level of system security. It
provides storing of billing documents and data from a
full range of sources and in a variety of formats, and
automatically calculates client’s bill. The user doesn’t
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need to input data one by one to fill all the Text Field
of the billing form because the system has an ability to
process the bill automatically. The administrator will
be also benefited on this project because since
administrator is only the person who is authorized to
access the system, staff is prohibited to access other
transaction rather than billing this will also help the
company to avoid anomalies especially when it comes to
financial aspects. By automating document processes
instead of relying on manual methods, businesses reduce
the cost, increase the Speed and improve the quality of
information exchange with clients. These Outcomes result
in greater efficiency in billing ultimately contributing
to overall profitability.
To maintain its profitability, the accounting clerk
must secure the good communication to their clients while
also securing their financial status. Water Billing
System must be effective and accurate to be able to
assure the revenue. Problems arise in terms of billing
like calculating the bills and setting of penalties which
is the primary concern in this study. The researchers
proposed this water billing system in order to help the
community growth. A system that will generate invoices,
process their payment, calculate penalties, generates
billing reports and issues official receipt. And also a
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system that will serve as storage of billing
information on a centralized database wherein,
whenever the accounting clerk of the barangay staff ask
for billing reports periodically water billing system
has the ability to produce reports immediately. Process
of Water Billing System focused on Generating of Bills
according to the contract of agreement to the water
consumer who will benefit by their service
provider. The system shows the transaction the admin is
the barangay clerk and it is also the user of the system
itself.
The auto-generated data will be then present on the
proposed system. From creating an invoice varying
sequence number to avoid confusion and less redundant to
the records. And an auto-generated Water Billing System
form wherein calculation of bills will be
automatically computed whenever others charges has been
updated. The proposed system has the ability to produce
auto-generated reports on billing, invoices, and
water consumer status and there’s no need to input
the information to create reports.
Purpose and Description
In this proposed system the Proponents will mainly
focus on the development of Water Billing System of
Cagayan and will provide an alternative way for
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efficiency to give their customers a fast, secure and
reliable service.
The Major beneficiaries of the system are the following:
Cagayan Water System in Barangay. The implementation
of the proposed system will enhance the company
transaction. The system will secure all the records of
the Water bills, they’ll have an accurate detailed and
timely reports of the transactions.
Residence of Gumarueng Piat Cagayan. The customer
will also benefit because they no need to wait for the
water bill from the bill delivery and the consumer will
not experience a long time waiting because it only pay
their bills in accurate from the system.
Researchers. Through the study the researchers will
enhance their skills in system analysis, design and
developing an accurate reports which is vital for future
I.T professionals and to make a suitable system for the
user that they have chosen.
Future Researcher. The Study will serve as a guide
for the student or other researcher who are also
conducting similar study on Water billing system of
Gumarueng Piat Cagayan
The results of this study could help them to realize
that the Water billing system is much better than the
existing system of water district of municipality of
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Water Billing System of Gumarueng Piat Cagayan
Cagayan because from time to time the technology is
changing and also the people that’s why the proposed
project is significant than the existing system.
Objectives
The objective of the study is to create a Water
Billing System of Gumarueng Piat Cagayan to improve the
existing system.
Specifically it aims to:
a. Providing an efficient water billing system of
Gumarueng Piat Cagayan where the system will
automatically calculate the exact payments of the
residents.
b. To provide a system where generate reports in billing.
c. To minimize the paper works and manual record keeping
of the residents of Gumareng Piat Cagayan. Thus, reduce
the wasting time of the customer/residents on the payment
process.
Scope and Limitations
This study focuses on how the water billing of
Gumarueng Piat Cagayan will improve their billing system.
Therefor customers will receive their consumption and
user friendly interface resulting in fast processing of
data of the consumer, water district employees will no
longer print paper bill statements.
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Water Billing System of Gumarueng Piat Cagayan
The customer cannot process payment through
application the system and does not include online
payment transactions. This Study does not cover the
other barangay of Gumarueng Piat Cagayan, the project
will focus only to the water system and the residence of
Gumarueng Piat Cagayan.
Significance of the Study
The researcher believes that the proposed Water
Billing System will be a contributing factor to the
growth and enhancement of services of the Local
Government Unit of Gumarueng Piat Cagayan to the
community and its stakeholders. This will serve as their
stepping stone to future advances in information
technology and for some institutions in the locality to
do as well. The administration of will be thankful if
this proposed Water Billing System of Gumarueng Piat
Cagayan.
For this will be the key for more information
technology development in the locality. The consumers –
the end users and the clients will soon be migrating into
this new system thus making them more adhere to utilizing
the technology thus uplifting the manual system into an
automated system. To the students of Gumarueng Piat
Cagayan, Cagayan branch as it may serve as reference for
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their own research or capstone project especially to the
Diploma in Information Communication Technology students.
Definition of Terms
Administrators
Refers to the end-users of the system, the administrator
side that control, maintain and routinely perform duties
as to improve utilization of the proposed billing system.
Community
Refer to the target beneficiaries of the proposed water
billing system of Gumarueng Piat Cagayan.
Water Billing System
The proposed system that will serve as record keeping and
monitoring system for the administration and end-users of
the proposed real-time billing system.
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Water Billing System of Gumarueng Piat Cagayan
CHAPTER 2
REVIEW OF RELATED LITERATURE AND STUDIES
In this chapter, the proponents present a review of
different studies and literature, which are related to
the proposed study.
Related Studies
According to Avuyile Naki, et.al (2018) that water
billing is a critical aspect of water resource management
for municipalities as it is a significant part of revenue
collection. The mismanagement of metering and ineffective
billing systems results in an average water wastage in
South Africa of 37% annually. Subsequently,
municipalities need to ensure that there is effective
water billing, through integration of information systems
to mitigate this wastage. The research was conducted at
the Buffalo City Metropolitan Municipality, as a single
case study, involving employees in the water billing
division. Data was collected from a seven-person focus
group and semi-structured interviews with two managers.
The Nvivo software was used to organize the collected
data. Finally the data was analysed using the principles
of thematic analysis.
According to Ziya’u Bello (2014) that Billing is a
critical function of most Water Boards especially towards
sending the bill to their consumers. Most problems,
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currently seen, result from the manual processes
followed. Calculation errors, delays in system updating
and bill sending, also report tracking issues are the
major problems that water boards find difficult to find
answers for. This project work provides a solution called
SMS based water billing system to collect, process and
notify consumers about consumption. This system will be
reliable, efficient and accurate to suit the requirements
of Bagudo local government water board. The proposed
solution use sevolving Mobile Technologies known as SMS
and vogue pay online payment technologies, over a
solution which uses web applications to handle the
organization’s day to day transactions which will allow
the water board to send bills to their consumers via SMS
and consumers to pay their bills using ATM cards. The
burden on the billing is lessened and other new feature
shave also been introduced. Consumer interaction with the
organization is improved and consumers can easily view
their monthly water bills by login to the organization’s
web site.
According to Madelyn Manun-og (2016) that water
billing system is an automated system that makes the
complex task of billing easy, fast and accurate. This
paper presents the development of an Automated Water
Billing System for the local government unit of
Hinunangan in the province of Southern Leyte,
Philippines. The system constitutes two applications -
Desktop and Mobile Reader. The System Development Life
Cycle (SDLC) framework was adopted in the development
process utilizing the Waterfall Model. Survey and
interviews were also done as a supplementary technique of
the fact-finding. The purposive sampling method was
employed in the selection of respondents, and a
researcher-made questionnaire was used in the systems
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evaluation. Weighted mean was used as a statistical
treatment. Based on the results of the study, the
developed system contributes a greater advantage in
providing and delivering better operation, reporting, and
services to the clientele.
According to Lovely P. Gentugao, et. al(2014) that
the Lan-based Assessment and Billing System of Camiling
Colleges is aimed to prove that the automation of work is
better than the manual system. On the advantages of the
Lanbased Assessment and Billing System After the
evaluation of the existing system of the Camiling
Colleges. The researchers scheduled an initial testing of
the system. The respondents are taken from a sample of
personnel and students. The summary of the result is
presented below based on: On the accuracy of computed
bills Excellent was rated at 20% or a total of 2
respondents while 50% or 5 respondents rated it as very
satisfactory. Twenty percent or 2 of the respondents
rated it as satisfactory while 10% or 1 of the
respondents rated it as poor. None of the respondents
rated it as needs improvement. Consistency of computed
amount Thirty percent or 3 or 3 out of 10 respondents
rated it as excellent and 40% or 4 respondents rated it
as very satisfactory while 30% or a total number of 3
respondents rated it as satisfactory. None of the
respondents rated it poor and needs improvement. On the
neatness of statement of accounts and receipt. All of the
respondents rated it as excellent since it is
computerized; erasures are eliminated that makes the
statement of account and receipt more presentable and
credible. On the effectiveness of the system Thirty
percent or 3 out of 10 respondents rated it as excellent;
very satisfactory was rated by 50%, which have a total
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number of 5 respondents while satisfactory was rated by
205 or 2 of the total number of respondents. On the
preparation and distribution of statement of accounts
Thirty percent or a total number of 3 respondents rated
excellent, 4 out of 10 respondents or 40% rated it as
very satisfactory while 30% or 3 respondents rated it as
satisfactory.
Related Literature
According to Amy Schmidt and Lynne Lewis (2017) that
the results support the assumption that, as consumption
decreases, consumers face larger CBFR bills to cover
system costs. However, individual bills do not increase
proportionally to consumption decreases: a 25% system-
wide decrease in consumption over five years raises a
high user’s bill by 8%, an average user’s bill by 6%, and
a low user’s bill by 3%. The result that greater users
face greater price increases over time also suggests that
some amount of progressive pricing is built into the
system, for as overall community consumption decreases,
those who persist in using high volumes of water will
account for a larger fraction of the total and face
higher bills as a result. This explains why high use
bills increase more than low-use bills. No bill value
exceeds the 2% of MHI limit recommended by the EPA. If
fixed-variable costs decrease in absolute value by at
least 2% per year, CBFR bills should be lower for all
users versus the status quo with no conservation. Table
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Water Billing System of Gumarueng Piat Cagayan
12 shows the results of such a simulation. At any level
of consumption, decreasing the fixed-variable costs over
time decreases the consumer’s bill. Compared to the
status quo from Simulation 1, lowering costs and
consumption lowers bills by 6% for high users, 5% for
average users, and 2.6% for low users. In contrast to the
scenario with no change in utility costs, this scenario
provides a greater savings the greater the amount of
water used. This suggests that the yearly cost decreases
overpower increases in the proportion of the total
accounted for by the high-use consumer.
According to Mr. Keith J. Richardson (2009) that the
city has invested a significant amount of time and effort
to replace the 30-year-old customer billing system used
by the Water Revenue Bureau (WRB) to process water and
sewer bills for customers of the Philadelphia Water
Department (PWD). With approximately 515,000 customers
that annually generate over $400 million in water and
sewer charges, a reliable billing system is critical to
meeting the accounting and financial reporting needs of
the city’s Water and Sewer Fund.
According to Janelyn A. Ambre (2016) Water billing
system is important to provide consistent and accurate
billing information to clients and service recipients.
The study is aimed to develop an automated water billing
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system for the Abra State Institute of Sciences and
Technology in Lagangilang, Abra, Philippines and to
determine the usability of it in terms of Efficiency,
Affect, Helpfulness, Control, and Learnability. The
descriptive and applied types of research were employed
in the study. Data were gathered through interview and
feedback form. The respondents were from the 8 personnel
of the accounting and cashiering offices. The Rapid
Application Development model was used in the development
of the system and the Software Usability Measurement
Inventory questionnaire to test its usability. The
gathered data were analyzed and interpreted using
frequency count and mean. Findings of the study revealed
that they need an automated billing system to improve
their billing procedures since it is done manually.
According to Ana Castillo-Martinez, Alberto
Gutierrez-Escolar, Jose-Maria Gutierrez-Martinez, Jose M.
Gomez-Pulido and Eva Garcia-Lopez a significant decrease
in water consumption has been achieved in recent years
thanks to different campaigns run by different
institutions in Spain. However, most citizens do not have
a very clear idea about whether or not they are
efficiently using water. To solve this situation, this
paper aims is to develop two water labels in order to
improve the current water billing. These water labels
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evaluate the total water consumption. To make the tags,
several research studies were tackled for establishing
consumer trends and behavior patterns. Furthermore, a
survey and data collection were conducted to obtain
updated values to validate information obtained from
previous studies. The result are two water labels that
establish six different levels to graphically show the
efficiency, and they also include a comparison with the
average consumption by customers of the same province. To
ensure that the benefits of this evaluation are available
to citizens, its inclusion on the water bill is proposed.
he aims of this paper is to propose a new way to improve
the contents in water bills by adding a new water label
that allows for checking the efficiency of water use. The
water tag provides information to tenants about their
efficiency of water consumption. In case of houses with a
special meter to obtain the domestic hot water
consumption, an extra water label can be shown with the
evaluation of this kind of consumption.
According to ZIYA’U BELLO (2014) Billing is a
critical function of most Water Boards especially towards
sending the bill to their consumers. Most problems,
currently seen, result from the manual processes
followed. Calculation errors, delays in system updating
and bill sending, also report tracking issues are the
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Water Billing System of Gumarueng Piat Cagayan
major problems that water boards find difficult to find
answers for. This project work provides a solution called
an sms based water billing system to collect, process and
notify consumers about consumption. This system will be
reliable, efficient and accurate to suit the requirements
of Bagudo local government water board.
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Water Billing System of Gumarueng Piat Cagayan
CHAPTER III
TECHNICAL BACKGROUND
Payment is the process of collecting the money from
the customers and adjusting their balances through the
automated system. Customers will receive receipts of
their payments. Each customer has already record in the
system included the payment method to be used after
generating invoices and to ask customers for payments.
The proposed water billing system is designed in
offline based wherein the customer will go to the
barangay hall to pay the exact amount. The admin can
monitor the records, the number of customers and the
generated payments.
The system was developed using PHP as front end,
MySQL as back-end and other hardware and software
requirements as it was specified in the requirements
analysis.
The programming language that is used to design the
graphical user interface in the project is PHP, CSS,
JAVASCRIPT and HTML it process in sublime text editor.
Also, MySQL is used in the back-end where the record is
stored.
Marinel Villianueva
Gerald Javier
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Shaina Calubong
CHAPTER IV
METHODOLOGY
4.1 Research Methodology
The researchers used strategies, tools and
techniques to meet the system requirements. In this part
of documentation, the researchers present the method used
to develop the System. The method used is called System
Development Life Cycle (SDLC).
The SDLC parts are System Planning, System Analysis,
System Coding and Design, System Testing and
Implementation and System Maintenance. The SDLC method is
the one that most IT programmers used in gathering and
creating System.
4.1.1 System Planning
On this process a system must be well planned before
proceeding to the next process. First, the researchers
identify what are the problems that occur in the billing
and collection process of their current system. After
identifying the problem and its process, the developers
started to think of the possible features and
improvements of the system to be able to help the
community.
4.1.2 System Analysis
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On this stage, the developers analyze the
information gathered during the planning phase, study the
flow of the current system and then started creating
charts, diagrams and use other tools to create a good
flow of the proposed system. The researchers analyze the
process on how it works and even the simplest problems
that must give prioritize. And through these the
researchers identify what are tools, software that they
may use to proposed system. Who will be benefited in this
project and how it will be implemented while limiting the
cost of the project.
4.1.3 System Design and Coding
On this stage, the developers started programming
the proposed system. From the design of user interface
and identification of all the inputs, outputs and
processes that are needed to create the system project.
4.1.4 System Testing and Implementation
To test system functionality and free from errors
system project must undergo system test to determine its
system quality, efficiency and effectiveness. This is the
hardest stage of the SDLC because the researchers must
ensure the system functionality should meet the client’s
demands for their system. Ensuring that it could handle
all the information and process that the users need. The
developers decided to make the user interface easy to
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navigate so that the user could use it easily and avoid
confusion to the end-users. Now that system is done of
coding the next step is to show our system with its
documents to our adviser in case that there are still
revisions to be made. On this stage, the system is now
ready for a trial run and now ready to be use.
4.1.5 System Maintenance
Once the system was done executed and uses already
by the barangay staff, the developers has the
responsibility in the system maintenance and system
improvements.
4.2 Software Design
This is the process in which can creates a
specification of the software with the impact intended to
accomplish the common goals in the particular user of the
system. And it involves the planning software solution.
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CAGAYAN STATE UNIVERSITY PIAT CAMPUS
Water Billing System of Gumarueng Piat Cagayan
Gerald Javier
Shaina Calubong
4.3 Flowchart of the present and proposed system
This is the flowchart of the present system where
the cashier use excel in order to view the list of the
consumer with the statement of billing, if the consumer
pay their bills it is usually the get the money and then
the bill is already paid. And also issue the official
receipt.
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This figure shows the flowchart of the proposed
system where the cashier can log in with the perspective
username and password. When it comes in the billing
process, the cashier search the name of the consumer to
view the previous bill if it is not paid, and the present
bill will automatically. In the total amount process the
previous bill and the present bill automatically
calculated.
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Marivic Ramos
Kristine joy Velancio
Marinel Villianueva
4.4 Object-Oriented Data Model
This figure shows the relationship of the cashier to
the consumer and how it shows the connection of the
cashier in the billing process with the corresponding
variable.
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4.5 Data Dictionary
Table Billing
Table Consumer
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Table Cashier
Marinel Villianueva
Gerald Javier
Marivic Ramos
Shaina Calubong
Kristine joy Velancio
4.6 Database Design
This process is concerned with the design of the
physical database. A key is to determine how the access
paths are to be implemented. A physical path is derived
from the logical path. The relationships existing among
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the entities like one-to-one, one-to-many, many-to-many
are considered while designing the database. Relational
structured database is used in this system.
The database is the core of any information system.
The nature of data stored in the database as well as the
organization of the data has wide effect on the
performance of the system. A good database design should
hold all the data, which may be required by the users of
the system, but at the same time, avoid any harmful or
unnecessary redundancy. The database should also be
flexible so that any future change in requirements can be
incorporated with minimum changes.
The data in this system is organized in the form of
2-Dimension relational tables. Organization of data into
tables allows easy categorization, retrieval and storage
of data. Different tables have been created for different
type of information. The rules of normalization have also
been applied while designing the tables.
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Table for Billing
Table for Consumer
Table for Cashier
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