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Designing and Integrating Information System

Disclaimer: This work has been submitted by a student. This is not an example of the work written by our professional academic writers. You can view samples of our professional work here.

Any opinions, findings, conclusions or recommendations expressed in this material are those of the authors and do not necessarily reflect the views of UK Essays.

Published: Fri, 02 Mar 2018

1. INTRODUCTION

As computer technology changes at fast pace, many businesses sectors also upgrade their computer system constantly in order to stay competitive. For such, the function has become indispensable asset of the companies that process enormous amount of data and complex transactions. Payroll is an example of a complex transaction a company has. Its preparation is crucial since it involves accounts and requires confidentiality. The use of an integrated information system will facilitate the accomplishment of jobs easier, faster and more efficiently.

According to Kanchov (2006), application program is the bridge between the users and the database, where data are stored. Thus, a well-developed application program and database ensure the reliability, flexibility, and functionality of an information system. Information technology use aims at increasing the efficiency and reliability of management and monitoring of records.

Steven M. Bragg (2006) says that in payroll system the timekeeping function is coming under increasing attack, as cost accountants realize that the cost of administering a detailed timekeeping system is exceeding the value of the result information. This issue can be resolved either by reducing the level of timekeeping effort until the effort expanded equals the utility of the resulting information (which may result in the complete elimination of the timekeeping function) or by more fully automating the timekeeping and payroll functions, so that the cost of the system administration is reduced to the point where it is once again a cost-effective means of tracking labor activities. According to Chowdury (2008), Inventory System is known to be used by many financial institutions. PIM (Perpetual Inventory Method) system maintains an up-to-date record of accurate level of goods at hands by ensuring that stocks are accounted for at all times. The process includes details of all recording purchase and sales receipts and issues and running balances of all stocks.

In line with this, the researchers proposed for Balaod Mindanaw Incorporated a LAN – Base system for a fully secured and reliable data, easy maintenance, and quicker data retrieval. Balaod Mindanaw Incorporated has decided to automate its transactions. BALAOD-Mindanaw traces its beginnings to Balay Mindanaw Foundation, Inc. (BMFI) legal program as implemented by the LARGE (Legal Assistance for Agrarian Reform, Governance and Empowerment) Unit. BALAOD Mindanaw is a non-stock, non-profit organization that aims to help in the advancement of the legal and justice issues of different marginalized sectors and communities in Mindanao in the context of active people’s participation in governance. BALAOD sets forth in following organizational goals to promote paralegal formation and provide other legal services to marginalized sectors and communities in Mindanao; to conduct capability-building interventions on local legislation and dispute resolution; to provide a venue for networking and alternative legal assistance for law practitioners, law schools and law students in Mindanao; and to facilitate the creation of a favorable policy environment responsive to the needs of marginalized sectors and communities in Mindanao.

2. FRAMEWORK

This study designed and developed an integrated information system to facilitate better operations of the organization. The researchers used the Practical Approach to Payroll Administration and Shared Services Approach. Practical Approach will create an awareness of statutory laws (eg. Employment Act, CPF Act, SDF Act, Income Taxt Act, and others) and give the overview of the components of a computerized payroll system. Also the approach will help develop an understanding of compensation components and the latest trends affecting payroll administration ( Subbu and Daofen, 2006). Shared Services Approach is an operational philosophy that involves centralizing administrative functions that were once performed in divisions or locations. Services that can be shared among the various business units of a company include finance, purchasing, inventory, and payroll (Sherman, 2008).

Figure 1 illustrates the context diagram of developed Integrated Information System for Balaod Mindanaw, Inc. It shows the system relationship for the four entities: the Finance Officer, Employee, Librarian, and the Supply Officer. The system will automatically calculate the number of work hours of every employee and the deduction for every employee’s absence and under time. The system will send the information to other entities, applying the shared service approach by which information like employee information, books available in the library, and budget and inventory of every department are circulated.

3. Objective of the Study

3.1 General Objective of the study

This study aimed at designing and developing an Integrated Information System for Balaod Mindanaw, Inc.

The system is intended to minimize the effort of the user in the processing of payroll slip, payroll form, library slip, library form and in the monitoring of supplies. Also, the system is intended to create a well-arranged database to implement strong data security system.

3.2 Specific Objectives of the study

The study sought to accomplish the following specific objectives:

3.2.1. To access the present payroll system of Balaod Mindanaw, Inc.

3.2.2. To profile the respondents in terms of age, gender, civil status, birth date, birth place, province, home address, current home address, family information, and education.

3.2.3. To identify the underlying problems of the present system involving the processes on payroll, library, inventory and the monitoring of supplies.

3.2.4. To determine the accuracy and effectiveness of the present system and the possible benefits of the proposed information system.

4. Statement of the Problem

The study specifically sought to address the following problems of Balaod Mindanaw Inc:

4.1. The HR uses only papers to record employee information. Such system slows down the retrieval of data.

4.2. The file can easily be damaged and lost.

4.3. Double checking the consistency of supply records is time-consuming.

4.4. Financial computations are time-consuming and prone to mathematical errors that may cause financial or legal trouble.

5. Scope and Limitation

The proposed system covers the process of budget monitoring for every department, requisition of equipment and books in the library, inventory of supplies, and monitoring of expenses of every department. The proposed payroll system covers the keeping of Daily Time Record for computing the exact wages of each employee. The system can do the following:

5.1. Compute monthly net income, deductions, and loans such as SSS, Philhealth, COLA, Emergency loans, PAG IBIG, and withholding tax.

5.2. Calculate budget allocation plus expenses of every department

5.3. Add book borrows records

5.4. Add employee information

5.5. Add employee’s login and logout records

6. Significance of the Study

The proposed system will benefit the following entities:

The Manager. The system will provide the manager with reliable and accurate reports concerning the company’s budget and equipment use.

The Supply Officer. The system will help the supply officer conduct an inventory of the supplies to generate reliable reports for referencing.

The Finance Department. The system will help the finance department monitor all the expenses of every department and conduct liquidation anytime. Also, the department can process the payroll faster and accurately.

The Company. The system will give the company the advantage over other companies that still use the traditional way of running the operations. Also, it will help the company increase its performance to satisfy its clients.

The Future Researchers. The findings of the study will serve as basis for developing related system for other companies or establishments.

7. Output

The output of the study is the Integrated Information System for Balaod Mindanaw, Incorporated. A complete Program Structure, Database Specifications and Design, and System User Manual go with the software. All program source codes are also fully documented and compiled.

8. Research Methodology

The researchers used the simplified water fall model, which illustrates the sequential software development process in which progress is seen as flowing steadily downwards through the phases. Water fall development has distinct goals for each phase development from conceptualization through designing, implementation, testing, installation, troubleshooting, deployment of the system, and maintenance.

8.1. The Requirement Gathering and Analysis. The researchers surveyed literature and interviewed the user about the company’s present system so that the system limitations could be identified and addressed

8.2. System Design.A system with applications addressing the present system’s limitations was designed and developed.

8.3. Implementation. The developed system was applied given the permission of the company.

8.4. Testing.The developed system was subjected to interface testing, functionality testing, and front-end and back-end integration testing.

8.5. Deployment of the System.After a series of testing, the system was deployed to the working environment.

8.6. Maintenance. Lastly, it is very likely for the developed system to encounter system errors and unexpected bugs. Thus, the researchers will diagnose and resolve unknown issues. Further, the researchers will consider further enhancement of the database system.

8.1 CURRENT SYSTEM

Narrative Description of the Current System

First, every department submits a projected expense to the finance department or a proposed budget for the entire year, and then the finance department presents the projected expense of every department to the manager for approval. If the budget is approved, the finance department grants the approved budget to the department to be utilized within one year. If the budget is not approved, the finance department returns the projected expense to the department for adjustment or modification.

Second, every department requests for supply to the supply officer. The supply officer asks the finance department for the budget. Then the budget for supply is submitted to the manager for approval. If the budget is approved, then the finance department gives the budget to the supply officer for the purchase of the requested supply. Then the purchased supply is given to the requesting department.

8.2 PROPOSED SYSTEM

Narrative Description of the Proposed System

The employee registers to indicate login and logout. The registration serves as reference for payroll. Every department sends its budget request through the system. The finance can view the budget request. The finance then presents the budget to the manager for approval. Once the requested budget is approved, the finance notifies the department as to the approval of the budget. The manager can view all transactions. For the supply requisition, the department sends the request to the supply officer. Then the supply officer forwards the request to the finance officer for the budget. Once the budget for the supply is approved by the finance officer, the supply officer canvasses and purchases the requested supply. The supply will then be delivered to the requesting department. The supply officer monitors the deliveries and declares the status of materials, and decides replacement of them. The finance department can add employee’s records and accounts and view the expenses of the entire department. The librarian handles all the book and journals. All book records are kept by a library staff. If the employee borrows a book, the librarian records the details of the book and the borrower’s name. If the book is lost by the borrower, the librarian submits a note about the lost to the HR Department.

9.2 DATABASE STRUCTURE

The system uses one database, which is the IISBalaodMindanao. It contains many tables and stores information such as employee’s record, daily time record, basic salary. And also, the system monitors the status of books in the library and other essential data.

9.3 Data Dictionary

EmployeesProfile

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

EmployeeID

AutoNumber

6

Not Null

Unique key of employee’s ID No.

LName

Text

10

Not Null

Last name of the employee

FName

Text

15

Not Null

First name of the employee

MName

Text

10

Not Null

Middle name of the employee

Civil_Status

Text

7

Not Null

Status of the employee

Age

Text

2

Not Null

Age of the employee

Bdate

Date/Time

Date/Time

Not Null

Birth date of the employee

Bplace

Text

20

Not Null

Birth place of the employee

CellphoneNo

Number

11

Not Null

Mobile number of the employee

Landline

Decimal

8

Not Null

Landline number of the employee

Email_Add

Varchar

12

Not Null

Email address of the employee

Current_Home_Add

Decimal

30

Not Null

Current home address of the employee

Permanent_Home_Add

Varchar

30

Not Null

Permanent home address of the employee

Province_Add

Varchar

20

Not Null

Provincial address of the employee

Religion

Varchar

15

Not Null

Religion of the employee

SSSNo

Number

Integer

Not Null

SSS number of employee

PhilhealthNo

Number

Integer

Not Null

Philhealth number of employee

TINNo

Number

Integer

Not Null

TIN number of employee

FamilyInfo

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

FamilyInfoID

AutoNumber

10

Not Null

ID number of every member of the family

EmployeeID

Number

6

Not Null

Primary key employee’s ID No.

FName

Text

15

NotNull

First name of every family members

LName

Text

10

Not Null

Last name of every family members

MName

Text

10

Not Null

Middle name of every family members

BDate

Date/Time

Date/Time

Not Null

Birth date of every family members

BPlace

Text

30

Not Null

Birth place of every family members

Relationship

Text

10

Not Null

Relationships between the family to the employee

WorkExperience

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

Work_ExpID

AutoNumber

Long Integer

Not Null

Unique key work’s experience Id number

EmployeeID

Number

8

Not Null

Primary ID number of employee

Inclusive_Dates

Date/Time

Date/Time

Not Null

Inclusive dates of work experience

Position

Text

50

Not Null

Position of the employee

Company_Name

Text

80

Not Null

Company’s name

WorkDescription

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

Job_DescriptionID

AutoNumber

Long Integer

Not Null

Unique key of job description ID

Work_ExpID

Number

Long Integer

Not Null

Primary key of work’s experience ID

Job_Description

Text

250

Not Null

Description of job taken

Organization

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

OrganizationID

AutoNumber

Long Integer

Not Null

Unique key of organization’s ID

EmployeesID

Number

Long Integer

Not null

Primary key of employee’s ID number

OrganizationName

Text

80

Not Null

Organization’s name of employee

Position

Text

50

Not Null

Position of the employee in the organization

ImportantSeminar

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

SeminarID

Auto

Long Integer

Not Null

Unique key of seminar’s ID

EmployeeID

Number

Long Integer

Not Null

Primary key of employee’s number

Title

Text

75

Not Null

Title of seminars taken

Date_Conducted

Date/Time

Date/Time

Not Null

Date of conducted seminars

Venue

Text

100

Not Null

Seminar’s venue

Sponsoredby

Text

100

Not Null

Sponsors of the seminar

EducationalProfile

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

EducID

AutoNumber

Long Integer

Not Null

Unique key of educational ID

EmployeeID

Number

Long Integer

Not Null

Primary key of employee’s number

SchoolName

Text

80

Not Null

Name of school

SchoolAddress

Text

80

Not Null

Address of school

InclusiveDate

Date/Time

Date/Time

Not Null

Inclusive date

LevelName

Text

50

Not Null

Name level

Course

Text

50

Not Null

Course taken

Skills

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

SkillID

AutoNumber

Long Integer

Not Null

Skills ID

EmployeeID

Number

Long Integer

Not Null

Primary key of employee’s number

SkillsName

Text

50

Not Null

Kinds of skills

Talents

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

TalentID

AutoNumber

Long Integer

Not Null

Unique key of talent’s ID

EmployeeID

Number

Long Integer

Not Null

Primary key of employee’s number

TalentName

Text

50

Not Null

Kinds of talents

Interest

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

InterestID

AutoNumber

Long Integer

Not Null

Unique key of interest ID

EmployeeID

Number

Long integer

Not Null

Primary key of employee’s number

Interestname

Text

100

Not Null

Interests name

Logout

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

LogoutID

Auto Number

6

Not Null

Unique key of Logout’s ID

EmployeeID

Number

6

Not Null

Primary key of employee’s number

Logout_Date

Date/time

Date/Time

Not Null

Date of logout’s

Logout_Time

Date/time

Date/Time

Not Null

Time of logout’s

Login

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

LoginID

Auto Number

6

Not Null

Unique of login’s ID

EmployeeID

Number

6

Not Null

Primary key of employee’s number

Login_Date

Date/Time

Date/Time

Not Null

Date of Login

Login_Time

Date/Time

Date/Time

Not Null

Time of login

Books

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

BookID

Auto Number

6

Not Null

Unique of book ID

BookTitle

Text

30

Not Null

Title’s book

BookDetails

DATA FIELD TYPE

DATA TYPE

SIZE

VALUE

DESCRIPTION

BookdetailsID

AutoNumber

89

Not Null

Unique key of book Details ID

BookID

Number

6

Not Null

Primary key of Book’s ID

Description

Text

100

Not null

Description of books

Year_Publish

Number

5

Not Null

Year of published book

Subject

Text

255

Not Null

Subject key of the book

BookQty

Number

3

Not Null

Quantity of books

Note

Text

100

Not Null

Note’s in the book

Author

Text

25

Not Null

Author of the book

 

BookBarrowed


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DATA FIELD TYPE

DATA TYPE