Customer Description:

The study will be conducted at the Disbursing Office of Alberto Q. Ubay

Memorial Agro-Tech Science High School (AQUMATSHS) at Olingan, Dipolog City.
It is a secondary public institution which processes the student account payment
procedures manually.

Users Description:
The user of this system is the Disbursing Officer who is the person
responsible in processing the payments of student’s account and the issuance of
official receipt.

System Description:
The Computerized Student Account Payment System is responsible in
performing the different student account payment procedures. With the use of
this system, problems in handling records will be minimized and the payment of
student account will have a quick response. The Disbursing Officer could also
generate efficient reports and will have an easy and effective way of storing,
deleting and retrieving of records.
The Student Account Payment System main menus are Student
Information, Transaction, Reports and Maintenance. The Student Information
menu will enable the Disbursing Officer to add and edit student’s information.
The Transaction menu will enable the Disbursing Officer to process inquiry and
account settlement. The said menu is composed of submenu like Account Inquiry
and Settle Student Account. Account Inquiry will allow the Disbursing Officer to
retrieve the information of a particular student in order to know their respective
balance while Settle Student Account will allow the Disbursing Officer to input
information regarding the payment of accounts. The Reports menu will enable
the Disbursing Officer to process report. It composed of submenu such as
Grading Period Collection Report, Expenses Report and Student Ledger, which
will allow the generation of an output for report purposes.
 Lastly, the Maintenance menu that will be used by the Disbursing Officer
for the maintenance of the system. It is composed of submenu such as User
Settings in which the user could change or modify password and user name, Set-
up Date and Set-up Enrollment Fee in which the user can set-up the date and
the enrollment fee.
System Flow
Process Add Student Information
To process add student information, the Disbursing Officer will go to the
Student’s Information in the Main Menu Window, then to the Add New Record to
input student information into the Student’s Individual Record in order to add
student information.

Process Edit Student Information

To process edit student information, the Disbursing Officer will go to the
Student Information in the Main Menu Window, then type the student’s name to
search the Student’s Individual Record in order to edit student information.

Process Student Inquiry

When a student inquires account, the Disbursing Officer will go to the
Account Inquiry in the Main Menu Window, and then type the student’s name to
search the Student’s Account Record in order to view the student’s account
balance.

Process Parent Inquiry

When a parent inquires account, the Disbursing Officer will go to the
Account Inquiry in the Main Menu Window, and then type the student’s name to
search the Student’s Account Record in order to view the student’s account
balance.
Objectives Description:
To computerize the manual transaction of student’s account, updating and
editing of student records and generating of reports.
Transaction that needs for a system software development: student’s
record, generating student’s account payment reports, computing collected
payments.
The Computerized Student Account Payment System helps to avoid and
eliminate the problems encountered during the manual process. Through the use
of the system, time and effort in processing the payments will be lessened and
the reports will be easily generated for record purposes.

Architecture Description:
The said system is developed using Visual Basic 6.0 and Structured Query
Language (SQL) for the modification of databases such as adding, editing and
deleting of records. The system is also developed with the use of Crystal Report
8.0 to produce the reports.

System Requirements:
D. Hardware and Software Configuration
HARDWARE REQUIREMENTS
Computer
Personal Computer with Pentium III, IV or
higher processor
Memory
128MB of Random Access Memory or higher
Display
32bit (1024 x 768 pixels)
Monitor
Video Graphics Accelerator (VGA) or higher
resolutions monitor (Super VGA recommended)
Hard Disk Requirements
At least 700MB of free space
Video Display Adapter
64MB (Any branded video card)
Keyboard Features
Standard 101/102-key or Microsoft PS/2 keyboard

Mouse
Microsoft mouse with a compatible pointing
device
Power Supply
AVR (Automatic Voltage Regulator)
500 watts
220 volts
UPS (Uninterrupted power Supply)
300watts
220volts
Printer
Windows compatible printer

SOFTWARE REQUIREMENTS
Operating System
Microsoft windows 98 second edition or higher
Application Software
MS Office
Programming Language
Visual Basic 6.0

Quality Assurance Description:

 Interview. A tool that was used to gather additional information on how the
Disbursing Officers processed the payments of student’s account.
Questionnaire. A tool that was used to collect valuable information from the cash
Disbursing Officers regarding the flow of processing and manner of paying
student’s account.
Observation. A tool that was also used to gather additional information by observing on
how the payment of student’s account is being done at the Disbursing Office of
AQUMATSHS.
Journal. Was used to record all the observations and investigations done by the
researchers so that they will be guided in the preparation and the final
presentation of the manuscript.
Cost and Benefits:
It is used to establish whether the system is worthwhile and affordable to use for
it estimates and totals up the equivalent money value of the benefits and costs
of the system.
The purpose of the cost analysis is to calculate all the anticipated costs
associated with the system. It concerns not only the cost of building the system,
but also the cost of installing, operating and maintaining the system as well as
the auxiliary cost. While the benefit analysis has two kinds. One is the tactical
benefits that are often associated with reductions in clerical or administrative
personnel and the other one is the strategic benefits which are an opportunity to
save few clerical people as well as the ability to let the organization do things
that would be possible with the current system.
After analyzing the proposed system requirements of the Student Account
Payment System, herewith is an estimated project development cost which is
based on the system configuration of our proposed system.

PROPOSED SYSTEM INITIAL INVESTMENT

DEVELOPMENT COST
A. Hardware
 1. System Unit
2. Monitor Php 17,500.00
3. Hard Disk
4. AVR 450.00
5. Printer 1,100.00
TOTAL Php 19,050.00

PROPOSED SYSTEM ANNUAL OPERATING COST

A. Hardware Maintenance (15%) Php 2,857.50
B. Supplies 4,783.00
C. Electricity 1,712.00
TOTAL Php 9,352.50

PRESENT SYSTEM ANNUAL OPERATING COST

A. Office Supplies Php 8,146.00
B. Making Computerized Reports 5,300.00
TOTAL Php13,446.00

COMPUTATION SCHEDULE
PROPOSED SYSTEM ANNUAL OPERATING COST
A. Hardware Maintenance
(15%) development cost
= 19,050.00 X 0.15 Php 2,857.50

B.Supplies
1. Ink
(4 bottles/yr @ 400.00/bottle) Php 1,600.00
 2. Bond Paper
(10rims/yr @ 250.00/rim) 2,500.00
3. Ball pens
(20pcs/yr @ 5.00/pcs) 100.00
4. Folder
(30pcs/yr @ 7.00/pcs) 210.00
5. Fastener
(30pcs/yr @ 2.00/pcs) 60.00
6. Paper clips
(1 box/yr @ 33.00/box) 33.00

7.CD-RW
(8pcs 4x-12x or 700mb/yr @ 35.00/pcs) 280.00
Php 4,783.00

C. Electricity (annual consumption)

No. of CPU 1
No. of Monitor 1
Printer Specification Hp Deskjet D2360
Monitor Type Monochrome
Working Days 200
Generation Charge 2.14
Hours Used/day 8
CPU Power Consumption/day
(8hrs/day * 400watt) 3200 watt/day
Monitor Power consumption/day
(8hrs/day * 30watt) 240 watt/day
Printer Consumption/day
(8hrs/day * 70 watt) 560 watt/day
Watt used by device/day 4000 watt
Watt used by device/yr
 (4000 * 20) 800,000 watt/yr
Kilowatt used/yr
(800,000/1000) 800 Kilowatt/yr

Watt/yr = (watt/day) * (working days/yr)

= 4000 * 200
= 800,000
Amount Due = (Kilowatt/yr) * General Charge
= 800 * 2.14 Php 1,712.00

PRESENT ANNUAL OPERATING COST

A. Supplies
1. Ball pens
(150pcs/yr @ 5.00/pc ) Php 750.00
2. Bond Paper
(5rims/yr @ 250.00/rim) 1,250.00
3. Ledger Notebook
(12pcs/yr @ 98.00/pcs) 1,176.00
4. Folder
(100pcs/yr @ 7.00/pcs) 700.00

5. Fastener
(100pcs/yr @ 2.00/pc) 200.00
6. Paper clips
(2boxes/yr @ 43.00/box) 86.00
7. Staple wire
(2boxes/yr @ 55.00/box) 110.00
8.Liquid Eraser
(20bottles/yr @ 38.00/bottle) 760.00
9.Calculator
 (2pcs/yr @ 664.00/pc) 1,328.00
10. Stapler
(2 pcs/yr @188.00/pc) 376.00
11. Puncher
(2pcs/yr @ 179.50/pc) 359.00
12. Pentel Pen
(15pcs/yr @ 45.00/pc) 675.00
Php 8,146.00

B. Making Computerized Reports

1. Rent (1 unit)
(120hrs/yr @ 15.00/hr) 1,800.00
2. Print
(500pages/yr @ 7.00/page) 3,500.00
Php 5,3 00.00

ANNUAL BENEFIT
Present System Annual Operating Cost = 13,446.00
Less: Proposed System Annual Operating Cost = 9,352.50
ANNUAL SAVINGS Php 4,094.00

TABLE OF ANNAUL NET BENIFIT

Where i = interest rate

n = no. of years

3% = interest rate
20% = withholding tax (Given by the Rural bank of Katipunan in the year 2009)

= 0.03 – (0.03*0.2)
= 0.03 – 0.006
= 0.024
Year Annual Savings (1+i)n Present Value Cumulative Value
 1 4,094.00 1.024 4,192.26 4,192.26
2 4,094.00 1.049 4,294.61 8,486.87
3 4,094.00 1.074 4,396.96 12,883.83
4 4,094.00 1.100 4,503.40 17,387.23
5 4,094.00 1.126 4,609.84 21,997.07
Table 10
Table of Annual Net Benefit

This table shows the table of annual net benefit. Project in percentage from year 1-5 the
cash flow. This table also shows that the Present value are computed by getting the product of
annual savings and (1+i)n while the cumulative value is computed by getting the sum of the
present value of that particular year and the cumulative value of the previous year.

Payback Period = 4+ Total Development Cost-Cumulative Value in 4 years

Present Value in 5 years
= 4 + 19,050.00-17,387.23
4,609.84
= 4 + 1,662.77
4,609.84
= 4 + 0.36
= 4 years and 4 months

The Cost and Benefits Analysis given above will help the Disbursing Officer
to decide whether to implement a Computerized Student Account Payment
System. It shows that the total annual operating cost of the present system is
Php13,446.00, the researcher’s analysis reveals that the proposed system is
lower operating cost, lower office supplies expenses, less physical space needed,
fewer operators required, faster turnaround time, greater accuracy, more
comprehensive reports and improves morale-financial benefits the school pegs
at Php4,094.00 annually. Based on the cost-benefit estimates, the school would
see a return on its investment in 4 years and 4 months.
In this case, it is very clear that the expected benefits of the proposed
system do exceed the expected costs.