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CHAPTER 3

TECHNICAL ASPECT AND DESIGN OF THE SYSTEM

This chapter tackles the Environmental Model, Behavioral Model,

Implementation Model, and System Design, Environment composed of context

diagram, note of context diagram, event list, and event diagram. The behavioral

model comprises a top-level data flow diagram, level data flow diagram, data

dictionary, and process specification. The implementation model includes an

automated top-level data flow diagram and an automated top-level data flow

diagram and an automated-level data flow diagram. System Design is composed

of the design of the School Log Management System.

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ENVIRONMENTAL MODEL

Figure 3. Context Diagram

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NOTES OF THE CONTEXT DIAGRAM

Admin

The admin has full authority over the system. He/she is responsible for

adding, updating, deleting and viewing employee, department and direct users.

He/she can also view and export employee logs to excel and view, print, export

employee payroll to excel.

Staff

The staff can view, add and update employee, department and

direct users. He/she can also can also view and export employee logs to excel

and view, print, export employee payroll to excel.

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EVENTS LIST

1. Admin can view employee information

2. Admin can view employee logs

3. Admin can add employee

4. Admin can update employee

5. Admin can delete employee

6. Admin can view employee payroll

7. Admin can print employee payroll

8. Admin can export employee payroll to excel

9. Admin can add department

10. Admin can update department

11. Admin can delete department

12. Admin can view department

13. Admin can add direct user

14. Admin can update direct user

15. Admin can delete direct user

16. Admin can view direct user

17. Staff can view employee information

18. Staff can view employee logs

19. Staff can add employee

20. Staff can update employee

21. Staff can view employee payroll

22. Staff can print employee payroll

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23. Staff can export employee payroll to excel

24. Staff can add department

25. Staff can update department

26. Staff can view department

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EVENT DIAGRAM
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50
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BEHAVIORAL DIAGRAM
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Figure 30. Top Level Data Flow Diagram

LEVELLED DATA FLOW DIAGRAM

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DATA DICTIONARY

Table 11

Department

Department – It contains the information of the department

Field that handles the ID of the department
{interger}
id
{0-9}
Auto increment
Field that handles the name of the department
name {text}
{A-Z}{a-z}
Field that handles the creation date of the department
datecreated {varchar}
{A-Z}{a-z}{0-9}
30 characters
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Table 12

direct_users

Direct Users – It contains the information of the direct users

Field that handles the ID of the direct users
{interger}
id
{0-9}
Auto increment
Field that handles the role of the direct users
role {text}
{A-Z}{a-z}
Field that handles the first name of the direct users
fname {text}
{A-Z}{a-z}
Field that handles the middle name of the direct users
{text}
mname
{A-Z}{a-z}
Field that handles the last name of the direct users
lname {text}
{A-Z}{a-z}
Field that handles the username of the direct users
username {varchar}
{A-Z}{a-z}{0-9}
50 characters
Field that handles the password of the direct users
{varchar}
password
{A-Z}{a-z}{0-9}
50 characters
Field that handles the full name of the direct users
Fullname {varchar}
{A-Z}{a-z}{0-9}
50 characters
 60

Table 13

Employee

Employee – It contains the information of the Employee

Field that handles the ID of the employee
emp_id {interger}
{0-9}
Auto increment
Field that handles the picture of the employee
picture {text}
{A-Z}{a-z}
Field that handles the first name of the employee
{text}
fname
{A-Z}{a-z}
Field that handles the last name of the employee
lname {text}
{A-Z}{a-z}
Field that handles the middle name of the employee
mname {text}
{A-Z}{a-z}
Field that handles the gender of the employee
{text}
gender
{A-Z}{a-z}
Field that handles the email of the employee
email {text}
{A-Z}{a-z}
Field that handles the contact of the employee
contact {text}
{A-Z}{a-z}
Field that handles the position of the employee
{text}
position
{A-Z}{a-z}
Field that handles the date hired of the employee
dateHired {text}
{A-Z}{a-z}
Field that handles the department of the employee
department {text}
{A-Z}{a-z}
Field that handles the salary of the employee
{interger}
salary
{0-9}
11 characters
Field that handles the username of the employee
username {varchar}
{A-Z}{a-z}{0-9}
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50 characters
Field that handles the fingerprint_id of the employee
fingerprint_id {interger}
{0-9}
11 characters
Field that handles the fingerprint_select of the employee
{tiny interger}
fingerprint_select
{0-9}
1 characters
Field that handles the time in of the employee
time_in {time}
Field that handles the del fingerprint id of the employee
{tiny interger}
del_fingerid
{0-9}
1 characters
Field that handles the add finger id of the employee
add_fingerid {tiny interger}
{0-9}
1 characters
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Table 14

employee_logs

Employee Logs – It contains the information of the employee logs

Field that handles the ID of the employee logs
{interger}
id
{0-9}
Auto increment
Field that handles the username of the employee logs
username {varchar}
{A-Z}{a-z}{0-9}
50 characters
Field that handles the finger print id of the employee logs
fingerprint_id {interger}
{0-9}
5 characters
Field that handles the date of the employee logs
checkindate
{date}
Field that handles the time in of the employee logs
timein
{time}
Field that handles the time out of the employee logs
timeout
{time}
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PROCESS SPECIFICATION

PROCESS 1.0: PROCESS RECORDING

Process 1.1 Process Recording of Department

START

Open Department,

For there are department information to be recorded

Enter department Information

Display department Information

Department Information saved

END

Process 1.2 Process Recording of Direct Users

START

Open Direct Users,

For there are direct users information to be recorded

Enter direct users Information

Display direct users Information

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Direct users Information saved

END

Process 1.3 Process Recording of Employee

START

Open Employee,

For there are employee information to be recorded

Enter employee Information

Display employee Information

Employee users Information saved

END

PROCESS 2.0: PROCESS VIEWING

Process 2.1 Process Viewing of Department

START

Open Department Information,

For there are processes to be viewed

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Search department

If found

Display department Information

Else

Display Message “Department Information not found”

End if

END

Process 2.2 Process Viewing of Direct Users

START

Open Direct Users,

For there are processes to be viewed

Search direct_users

If found

Display Direct Users

Else

Display Message “Direct Users not found”

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End if

END

Process 2.3 Process Viewing of Employee

START

Open Employee,

For there are processes to be viewed

Search employee

If found

Display Employee

Else

Display Message “Employee not found”

End if

END

Process 2.4 Process Viewing of Employee Logs

START

Open Employee Logs,

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For there are processes to be viewed

Search employee_logs

If found

Display Employee Logs

Else

Display Message “Employee Logs not found”

End if

END

PROCESS 3.0: PROCESS UPDATING

Process 3.1 Process Updating of Department

START

Open Department Information,

For there are processes to be updated

Search department

If found
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Display Department Information

Department Information updated

Else

Display Message “Department Information not found”

End if

END

Process 3.2 Process Updating of Direct Users

START

Open Direct Users,

For there are processes to be updated

Search direct_users

If found

Display Direct Users

Direct Users updated

Else

Display Message “Direct Users not found”

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End if

END

Process 3.3 Process Updating of Employee

START

Open Employee,

For there are processes to be updated

Search employee

If found

Display Employee

Employee updated

Else

Display Message “Employee not found”

End if

END
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PROCESS 4.0: PROCESS DELETING

Process 4.1 Process Deleting of Department

START

Open Department,

For there are processes to be deleted

Search department

If found

Display Department

Department deleted

Else

Display Message “Department not found”

End if

END
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Process 4.2 Process Deleting of Direct Users

START

Open Direct Users,

For there are processes to be deleted

Search direct_users

If found

Display Direct Users

Direct Users deleted

Else

Display Message “Direct Users not found”

End if

END

Process 4.3 Process Deleting of Employee

START

Open Employee,

For there are processes to be deleted

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Search employee

If found

Display Employee

Employee deleted

Else

Display Message “Employee not found”

End if

END

PROCESS 5.0: PROCESS GENERATING

Process 4.4 Process Generating of Logs and Payroll

START

Open Logs and Payroll,

For there are processes to be generated

If not empty

Display Logs and Payroll

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Logs and Payroll generated

Else

Display Message “Logs and Payroll not found”

End if

END
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IMPLEMENTATION MODEL

Figure 36. Automated Top Level Data Flow Diagram

SYSTEM ANALYSIS AND DESIGN

DATABASE DESIGN
Table 15
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department

DATA ITEMS FIELD TYPE WIDTH DECIMAL

Department ID id integer 11 0
Department Name name text 50 0
Date Creatt datecreated varchar 50 0

Table 16
direct_users

DATA ITEMS FIELD TYPE WIDTH DECIMAL

Direct Users ID id integer 11 0
Role role text 50 0
First Name fname text 50 0
Middle Name mname text 50 0
Last Name lname text 50 0
Username username varchar 50 0
Password password varchar 50 0
Full Name fullname varchar 50 0

Table 17
employee

DATA ITEMS FIELD TYPE WIDTH DECIMAL

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Employee ID emp_id integer 11 0

Picture picture text 50 0
First Name fname text 50 0
Last Name lname text 50 0
Middle Name mname text 50 0
Gender gender text 50 0
Email email text 50 0
Contact contact text 50 0
Position position text 50 0
Date Hired dateHired text 50 0
Department department text 50 0
Salary salary integer 11 0
Username username varchar 50 0
Finger Print ID fingerprint_id integer 11 0
Finger Print Select fingerprint_select tiny int 1 0
Time In time_in time 0 0
Delete Finger ID del_fingerid tiny int 1 0
Add Finger ID add_fingerid tiny int 1 0

Table 18
employee_logs

DATA ITEMS FIELD TYPE WIDTH DECIMAL

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Employee Logs ID id integer 11 0

Username username varchar 50 0
Finger Print ID fingerprint_id integer 5 0
Check In Date checkindate date 0 0
Time In timein time 0 0
Time Out timeout time 0 0
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RELATIONAL DATABASE

Figure 37. Relational Database

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OVERALL PROGRAM DESIGN

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Figure 38. Overall Program Design

DETAILED PROGRAM DESIGN

Figure 39. Login Admin / Staff Window

Log in form is the security access of the authorized user of the program,

type the username and password in order to open this School Log Management

System.
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Figure 40. Dashboard Window

This figure shows where you can view the total employee, Present

employee, absent employee, late employee and the monthly attendance report.
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Figure 41. Employees Window

This figure shows the list of the employees and their information.
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Figure 42. Employees Log Window

These figure shows where you can view employees logs and you can

export their logs to Microsoft excel.

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Figure 43. Manage Employee Window

This figure shows where you can add, update and delete employees.
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Figure 44. Manage Payroll Window

These figure shows where you can view employees payroll and you can

export their payroll to Microsoft excel.

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Figure 45. Manage Department Window

This figure shows where you can view, add, update and delete

department.
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Figure 46. Manage Direct User Window

This figure shows where you can view, add, update and delete direct user.
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HARDWARE AND SOFTWARE REQUIREMENTS

Cost of Implementation

Hardware

 PC Unit (Existing)

 Printer (Existing)

 Biometric Device P 1,100

Software

 PHP, HTML, CSS (Existing)

 Windows 10 P 3,000.00

 Schoo Log Management System P 20,000.00

TOTAL HARDWARE & SOFTWARE COST P 24,100.00

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ANNUAL OPERATING COST OF THE PRESENT SYSTEM

 Supplies

Bondpaper long (10 rims*300) P 3,000.00

Bondpaper short (10 rims*270) P 2,700.00

Ballpen (5 cartoons*150) P 750.00

Pencil (1 cartoons*150) P 150.00

White ink (2 cartoons*180) P 360.00

Printer ink (5 carton*360) P 1,800

Stapler (5 pcs*85) P 425.00

Folder (50 pcs*6) P 300.00

Fastener (2 cartoon*65) P 130.00

Marker (2 cartoons*100) P 200.00

TOTAL ANNUAL OPERATING COST P 9,815.00

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ANNUAL OPERATING COST OF THE PROPOSED SYSTEM

 Supplies

Bondpaper long (5 rims*300) P 1,500.00

Bondpaper short (5 rims*270) P 1,350.00

Ballpen (2 cartoons*150) P 300.00

Pencil (1 cartoons*150) P 150.00

White ink (1 cartoons*180) P 180.00

Printer ink (2 carton*360) P 720

Stapler (3 pcs*85) P 255.00

Folder (30 pcs*6) P 180.00

Fastener (1 cartoon*65) P 65.00

Marker (1 cartoons*100) P 100.00

TOTAL ANNUAL OPERATING COST P 4,800.00

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TOTAL ANNUAL SAVINGS

Total Operating Cost of the Present System (TOCPS1) P 9,815.00

Total Operating Cost of the Proposed System (TOCPS2) P 4,800.00

Total Annual Saving (TAS) = (TOCPS1-TOCPS2)

= P 9,815.00 – P 4,800

TOTAL ANNUAL SAVING (TAS) = P 5,015.00

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COST RECOVERY SCHEME

Formula for Cost Recovery Scheme

f
P=
( 1+l ) n

Where:

P = Present Value l = Interest of 10%

F = Future Value n = Number of Years

1 = Constant Value

Cumulative
Year Future (1+l)n Present Value
Present Value

1 5,015.00 1.1 4,559.09 4,559.09

2 5,015.00 1.21 4,144.62 8,703.71

3 5,015.00 1.33 3,770.67 12,474.38

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PAYBACK PERIOD

Cost of Implementation

(Development Cost) P 24,100.00

LESS: Cumulative Present Cost P 4,559.09

Unpaid Value After 1 Year P 19,540.94

Unpaid Value After 1 Year P 19,540.94

Present Value Next Year P 4,144.62

Payback Period = 4.71

Therefore, the cost of implementation will be paid within the 4 years and 7

months.