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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
48
EVENT DIAGRAM
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50
51
52
53
BEHAVIORAL DIAGRAM
54
Figure 30. Top Level Data Flow Diagram
LEVELLED DATA FLOW DIAGRAM
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56
57
58
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
59
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
90
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
91
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.
