Chapter III

METHODOLOGY

Technicality of the Project

A point-of-sale system manages the execution of retail transactions, often

determining the payment due for products/services to be purchased, recording the receipt

of funds, recording the completion of the transaction, and issuance of receipts. This type

of type of system is need by the school canteen of the North Valley College Foundation,

Inc., Lanao, Kidapawan City. In addition to the features of a point-of-sale system, the

proposed system will have an additional feature of credit monitoring for the employees.

With the problems that exist in terms of monitoring the credits incurred by the

employees, a suitable system is needed. This proposed system can perform the regular

features of a point-of-sale system such as computation of payment due for

products/services to be purchased, issuance of receipts, and recording transactions. With

the credit monitoring feature of the system as its highlight, the employees can now monitor

their credits incurred from time to time and ask for printouts of them before the deductions

will be made in the payroll of the finance office. It will be of great help both for the

employees, canteen in-charge, and finance office for them to have a similar computation

of the credits incurred and possible salary deductions in the payroll.

To be able to create this system, the developers will make use of the MS Visual

Studio for the development of the user interface or front-end of the system. This system

will be a stand-alone system and will be installed in a desktop in the canteen. Another
tool needed in creating the system is MySQL database management system that will

store all the transactions and data needed for the operation of the system.

Locale of the Study

This study will be conducted in the school canteen of the North Valley College
Foundation, Inc., Lanao, Kidapawan City.

Organizational Chart

School Management
(Owners)

Vivian Pedres
Audit & Sales Monitoring

Aiza Bangcal Anecita Obaňa Alma Obaňa Em-Em

Cashier Cook Server Washer

Figure 3.1 Organizational Chart of NVCFI Canteen

Figure 3.1 represents the organizational chart of the school canteen of North Valley

College Foundation, Inc., Lanao, Kidapawan City. The school canteen is operated by the

school management and is composed of five (5) personnel. These personnel have

different tasks which includes audit and sale monitoring, cooking, serving, cashiering, and

washing of dishes.
Requirements Specification

Operational Feasibility

Inaccurate Computation of Credits

Damaged/Torn Ledger
Unreliable
Point-of-Sale
System and
Credit
Monitoring

Unavailability of receipts

Inaccurate Daily Sales Report

Figure 3.2 Fishbone Diagram

Figure 3.2 shows the fishbone diagram on the transactions of the school canteen

of North Valley College Foundation, Inc., Lanao, Kidapawan City. It shows the different

causes why the point-of-sale system and credit monitoring of the canteen is unreliable.

The causes which led to an unreliable point-of-sale system and credit monitoring are

damaged/torn ledgers, unavailability of receipts, inaccurate computation of credits, and

inaccurate daily sales report.

Functional Decomposition Diagram: Administrator

Point-of-Sale and Credit

Monitoring System

Point-of-Sale Credit Monitoring

Add Products Add Employee

Details

Update Products Update Employee

Details

Compute Payment Add Credit

Print Receipt Update Credit

Print Sales Report Print Credit Report

Figure 3.3 Functional Decomposition Diagram

Figure 3.3 shows the functional decomposition diagram of the administrator of the

point-of-sale and credit monitoring system of the school canteen of North Valley College

Foundation, Inc., Lanao, Kidapawan City. Shows on the figure are the features of the

system and the functionalities that the administrator can perform using the system.
Technical Feasibility

Software

➢ Operating System ➢ Windows 10

➢ Programming language ➢ Visual Studio 2008
➢ Database ➢ MySQL 5.0

Table 3.1 Software Requirements

Hardware

Processor Genuine Intel(R) CPU 575 @ 2.00

GHz 2.00 GHz

System Type 64-bit Operating System, x64-based

Processor
Memory At least 4GB DDR3 or better
Secondary Memory At least 500GB HDD or better
Table 3.2 Hardware Requirements

Tables 3.1 and 3.2 show the software and hardware requirements of the proposed

system. Shown in the tables above are the minimum requirements for the development

of the system.
Schedule Feasibility

STAGES MONTHS FEBRUARY MARCH APRIL MAY JUNE

Introduction
Planning/ Brainstorming
Develop Project Proposal
Background of the Study
Description of the Problem
Objectives of the Study
Scope and Limitation of the Study
Review of Related Literature
Review of Related Literature
Methodology
Materials (software, Hardware and
data)
Requirements Analysis
System Design and Development
Requirement
Project Duration
Requirements Documentation
Data Model
SDLC Used
Project Maintenance and Support Plan
Finalization

Table 3.3 Gantt chart

Table 3.3 presents a summary of the task required to develop and document
the proposed system including the duration of each task and their sequence. With
the aid of this chart, the developers were guided during the documentation and data
gathering process.
Economic Feasibility

DEVICES COST
Hardware Php 35, 000.00
Software 5,000.00
Maintenance 5,000.00
TOTAL= Php 45, 000.00

Table 3.4 Cost of the Project

Table 3.5 above shows the estimated cost for the development of the

system. The hardware peripherals cost Php 35, 000.00 which includes the

computer set to which the system will be developed and installed. The software

tools to be used including the licenses will cost Php 5,000.00. Maintenance cost

for updates and troubleshooting costs around Php 5,000.00. The total cost for the

system development including hardware components and software licenses is Php

45, 000.00.

With such amount to pay, it is lesser than the loses that the business may

incur in terms of unrecorded credits and sales. In the long run, the usage of the

system has more benefits than the expenditure for its development.
Requirements Modeling

INPUT PROCESS OUTPUT

Employees Verify Login

Details Access
Receipts
Product Details Encode Employee
and Product Sales Report
Details
Credit
Login Credentials
Monitoring
iN Update Employee
Report
and Product
Details

Update Employee
Credit

Encode
Purchased
Products

Compute Payment

Print Receipts and

Reports

Figure 3.4 Input-Process-Output Chart

Figure 3.4 shows the input-process-output (IPO) chart. It shows the inputs to the

system which includes employees’ details, products’ details, and login credentials to

access the system. Processes are also shown in the diagram. These processes are the

features of the system and the possible things that the user can do to the system. The

output of the system are sales reports, receipts, and credit monitoring reports.
Data and Process Modeling

Context Diagram

Printed Credit Items Details

Encode Customer Information

Receipt Details
Customer
NVCFI Canteen
Information Details
Point-of-Sale and
Customer
Credit Monitoring Canteen In-charge
Information Customer Purchasing
Customer System Details
Purchasing Issue Receipt
Details

Credit Items Details Customer Credit Items

Update Customer Credit

Generate sales inventory
report and credit report Print Customer Credit Ledger
Owner
Generate sales inventory and credit reports

Figure 3.5 Context Diagram – Level 0 Data Flow Diagram

Figure 3.5 shows the context diagram or level 0 data flow diagram. It shows how

the three entities interact with the system. The entities include the customer, owner, and

the canteen in-charge. Every entity in the diagram performs transactions through the

system and the system in return gives outputs needed by each entity.
Data Flow Diagram: Level 1

Store Sales Details D1 POS

1.0
Encode Customer Information
Customer Information
Point-of-Sale Customer
Information
Purchasing Details Details
Canteen In-
Customer
charge
Purchasing
Details
Receipt Details
Customer
Issue Receipt

Customer
Credit Item
Details
2.0
Update Customer
Credit Item Details
Credit Ledger
Credit
Print Customer
Monitoring Credit Ledger
Printed Credit Item Details
Update Customer Credit
Ledger as Paid
Updated
Customer Credit
Sales
Ledger D2 Credit Ledger
Report

Credit
Monitoring

3.0 Encoded Items

and Prices

Inventory Generate
Inventory Report

Inventory Reports

Generated
Inventory
Report Encoded
Owner Inventory Details D3 Inventory

Figure 3.6 Level 1 Data Flow Diagram

Figure 3.6 shows the detailed transactions performed by the system on the level 1

of the data flow. It shows transactions on point-of-sale, inventory, and credit monitoring.
Data Flow Diagram: Level 2 Store Sales Details
D1 POS
Encoded Customer Information
1.1
Customer
Customer Information Information
Manage Canteen In-charge
Customer
Information

Customer
1.2 Purchasing
Details
Purchasing Details
Customer
Receipts Details POS Issue Receipts
Transactions

2.1 Customer
Credit Items Details
Credit Item Details Update Customer Credit List

Credit Sales Updated Customer

Credit Ledger

2.2 D2 Credit Ledger

Printed Credit Item Details Update Customer

Print Credit Status
Customer
Credit Sales
Print Customer Credit and
Forward to the School

Generated Sales Report

Finance Office
3.1
Encoded Stock In

Generated Credit Report

Stock In Stock In and Price Details

D3 Inventory
3.2
Generate Inventory Report

Extract Inventory Report

Generate
Inventory
Report

Generated Inventory Report Owner

Figure 3.7 Level 2 Data Flow Diagram

Figure 3.7 shows the level 2 data flow diagram of the proposed system. This
diagram shows the more details transactions that the system can do which includes
management of customer details, POS transactions, credit sales, printing of customer
credit sales, stock in for the products, and generation of inventory report. Also shown in
the diagram are the outputs of the system that the owner receives such as the sales
report, inventory report, and credit reports.

System Flowchart

No

Enter Login Verify

Start Credentials?
Credentials

Yes

Initial
Main Form System

Process? End
No

POS Yes Credit Monitoring

No No
Task? Task?

Yes Manage Customer Manage Credit

Yes
Information Sales

POS Transactions Update Credit

Ledger

Stock In Generate Reports

Generate Reports

Figure 3.8 System Flowchart

Figure 3.8 shows the system flowchart of the proposed system. It shows the main

processes involved in the system and the proposed flow of the interface of the system.
Risk Assessment Analysis

Disaster Recovery Plan. It is always impossible to predict the future, but it is

possible to prepare for the future cataclysms. All companies should have through Disaster
Recovery Plan (DRP) that describes what the company will be do if strategies assault.

The DRP should include information on protecting and restoring your systems and
software to covers are:

1. Do regular back-ups and send copies of some the back-up CD’s off-site.

2. Store back-up copies of all software CD’s either in fireproof, waterproofs, and
lockable cabinet of off-site.

3. Keep all license documentation either in fireproof, waterproof lockable cabinet

or offsite.

Technology today is more relevant to many business aspects. Organizations rely

on the system that would give more efficient and fast transaction technology. Organization
wants to be guaranteed that they will work precisely as expected, and that they will keep
working even in the face of disaster, accidents, and cautious attempts to interfere with or
prevent their function. It is more significant to have recovery plan whenever of the system
may come up.