csu-financial data
TRANSCRIPT
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Republic of the Philippines
CARAGA STATE UNIVERSITY
Main Campus
Ampayon, Butuan City
CSU-CENTRAL STUDENT GOVERNMENT FINANCIALMANAGEMENT INFORMATION SYSTEM
A
Software Project
Presented to the Faculty of College of
Engineering and Information Technology
In Partial Fulfillment of the requirements for the
Diploma in Computer Technology
MARY JOY G. ELEGINO
GREGORIA R. GUARIN
March 2011
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ACKNOWLEDGEMENT
The support and participation of several individuals made this
study possible. It is a pleasure for the researchers to have this
opportunity to express their appreciation to all of them. Heartfelt
thanks and gratitude to the following:
To the staff of CSU Central Government Student (CSG) for giving
their precious time in answering the researchers questions and for
serving as their guide in understanding the flow of the current system.
To the staff of the Department of College of Engineering and
Information Technology (CEIT), especially to Prof. James V. Presbitero,
for his brilliant ideas about the development of this project.
To Mr. Gleen A. Dalaorao, who kept an eye on the progress of
this work and for always making himself available when the authors
needed his valuable comments. He serves as their adviser.
To their classmates and friends for sharing their time, ideas,
support and laughter that inspires them most. To their families who
formed part of their vision and taught them good things that really
matters in life; and for being their inspiration in pursuing their studies
and in working hard.
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Above all, heartfelt and endless thanks to the Almighty God for
giving such wonderful blessings and guidance throughout all their
works.
TABLE OF CONTENTS
ContentsPage
Title Page --------------------------------------------------i
Approval Sheet -----------------------------------------------ii
Abstract ----------------------------------------------iii
Acknowledgement ----------------------------------------------iv
Chapter I
Introduction ----------------------------------------------
1
Statement of the Problem ---------------------------------------------- 2
Objectives ----------------------------------------------2
Significance of the Study ----------------------------------------------3
Scope and Limitation ---------------------------------------------- 3
Chapter II
Database Design -----------------------------------------------4
Entity Relationship Diagram (ERD)
Tables ----------------------------------------------5-8
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Chapter III
Screen Layout -----------------------------------------------10-17
Chapter IV
Conclusion and Recommendation ----------------------------------------18
Appendices ----------------------------------------
Certification of Approval ----------------------------------------
Grammar Certification ----------------------------------------
Public Defense Attendance ----------------------------------------
Curriculum Vitae ----------------------------------------
ABSTRACT
The advances and continuing improvements in technology
greatly affect running a successful organization. Hence, the evolution
of technology played a vital role in developing this system. The Central
Student Government of Caraga State University (CSU) practices the
traditional and the slow process of managing the finances and giving
information to the student. With this in mind, the authors propose that
manual financial operation shall be transformed into a web-based
financial management information system to provide more efficient
and reliable service. The system will be called “CSU-CSG Financial
Management and Information System”. The student can surf the site
freely and view related information without showing up to the Central
Student Government office. The administrator meanwhile will be the
one who will have the right to access and manipulate financial
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transactions in the system. This proposal aims to discuss thoroughly all
the steps and processes involved in the implementation of CSU-Central
Student Government Financial Management and Information System.
Finally, this research goes to prove the much easier accessibility
and less burdensome job in tracking and retrieving transaction records
without sacrificing the integrity of the organization’s data.
iii
CHAPTER I
INTRODUCTION
Caraga State University has always aspired to strive for
excellence and follow the trends of the new millennium. It plans to
automate its sub-systems and be globally competitive. The Central
Student Government is one of the institution’s living sub-systems. The
CSG is a democratic and a republican student government. It lives up
to the CSU’s vision and mission on academic excellence for sustainable
development. It serves as a direct auxiliary of the administration in
spearheading all facets of campus development.
The current system of the CSU’s Central Student Government of
monitoring financial transactions has been a burden for the staff due to
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the slow process of storing and retrieving information. Since Caraga
State University’s CSG is still using manual –based financial operation,
this project, it is believed, would be very useful and beneficial. This
web-based system will lessen the burden in keeping and recording of
student government’s financial transactions. Moreover, it will offer
efficient and reliable services to the students, the staff, as well as to
the university.
1
STATEMENT OF THE PROBLEM
Caraga State University Central Student Government is currently
using the manual based method in its financial operations, which
results to some difficulties in maintaining and managing transactions.
The specific problem is as follow:
1. Hassle and time consuming for students to come over in the
student government office to know financial status and get some
relevant information.
2. The current system is very laborious on the part of the Central
Student Government staff.
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3. The manual financial operation is error prone.
OBJECTIVES
This study aims to develop an automatic system that will replace
the manual based system in CSG. Specifically, it aims to:
1. To develop a system that will manage financial transactions.
2. To lessen the work of the staff in managing their financial and to
lessen the burden in tracking and retrieving financial transaction
records.
3. To set the system online with full security functions that is
accessible over the Internet. To develop a system that can guarantee
data integrity.
2
SIGNIFICANCE OF THE STUDY
This study is meant to automate and to put online the student
government system of Caraga State University. This new system is
sure to have profound effect to the productivity of the staff. Csuan’s
can surf the site freely and would know the financial status of the
Central Student Government without wasting their time going to the
CSG office. They can read information’s in the site wherever they are
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and at any time as long as they have Internet connection. In addition,
the Central Student Government staff can easily manage the
information concerning monetary transactions since data are stored in
a database and the system offers much more dependability and
efficiency than that of a manual-based financial operation.
SCOPE AND LIMITATION
This study is limited to the design and implementation of a web-
based student government system of Caraga state University. It
utilizes the financial reports, adding funds, tracking of funds and
expenses record and updating their records that also include their
account transactions in the database.
The outcome of this project is very propitious in looking forward
to a more reliable and effective service in giving information’s and it is
also a user-friendly system. This project also complements with the
aims of the university to change the existing method in student
government financial management and giving information’s to an
automated one.
CHAPTER II
DATABASE DESIGN
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Figure 1.0 ERD on CSU-CSG Financial Management and Information
System
The item named staff contains all the information about the staff which is connected to the administration (admin) item, where it will assign
selected officers as staff to be in-charge of the CSG operations. The adminthen is connected to the item named funds to start the transaction. The staff must make a budget proposal/resolution and submit it to the schooladministrator for approval to claim the CSG funds through miscellaneous feebeing collected per student. Then after they claimed that funds with a receiptnumber, it would be presented as funds_id for the purpose of monetarysupervision.
Staff _id is connected as “foreign key” into the item named funds,which is used to identify the staff that recorded the funds. The funds_id fromthe item named funds is connected to the item named expenses which isused to retrieve funds the staff are going to use. Staff _id is also connected as
“foreign key” to the item namedexpenses
, which is used to track the staff that spent the funds. From the item named expenses, which containsinformation about the funds expenses, and also the funds field named ‘or_no’(official receipt number) is connected to the table name DETAILS, whichspecified the details of expenses. The item named expenses is the one thatholds the general information of the system. Then, when the funds are allspent, the in-charge staff must submit financial reports to the school registrarin order to gain other funds.
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TABLES
Table 1.0 STAFF
Table named STAFF shows database officers records. The staff_id isthe primary key and a unique identifier of each officer. The type column
shows the length of the characters, which can be stored in a certain field.
Aside from staff_id, some fields are named as follows: lastname, firstname,
mi, address, and position.
Table 1.1 STAFF STATUS
Table name STAFF STATUS shows staff’s status information in the
database. Staff_id is the primary key. College, course, year_level, semester
and sy are the other information in this table that fulfills the profile of staff.
FIELD TYPE NULL KEY DEFAULT
staff_id VARCHAR(10) Primary Key NOT NULL
Lastname VARCHAR(40) YES NULL
firstname VARCHAR(40) YES NULL
Mi VARCHAR(40) YES NULL
Address VARCHAR(40) YES NULL
Position VARCHAR(40) YES NULL
FIELD TYPE NULL KEY DEFAULT
staff_id VARCHAR(10
)
Primary
Key
NOT NULL
college VARCHAR(40
)
YES NULL
Course VARCHAR(40
)
YES NULL
year_level VARCHAR(40
)
YES NULL
semester VARCHAR(40
)
YES NULL
Sy VARCHAR(40
)
YES NULL
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Table 1.2 ADMIN
Table 1.2 is the ADMIN table, which contains the information about
the staff in-charge who operates financial management. Staff_id is the unique
key. It also contains username, password, and access level, which are used
so that the staff can get in to the admin transactions.
Table 1.3 FUNDS
FIELD TYPE
NU
LL KEY DEFAULT
staff_id
VARCHAR(1
0) Primary Key NOT NULL
username
VARCHAR(
40)
YES
NULL
password
VARCHAR(
40)
YES
NULL
access_lev
el
VARCHAR(
40)
YES
NULL
FIELD TYPE NULL KEY DEFAULT
funds_id
VARCHAR(1
0) Primary Key NOT NULL
staff_id
VARCHAR(1
0) Foreign key NOT NULL
Amount DOUBLE(40) YES NULL
source_fund
VARCHAR(4
0) YES NULL
date_recieved DATE YES NULL
date_added DATE YES NULL
semester
VARCHAR(4
0) YES NULL
Sy
VARCHAR(4
0) YES NULL
description TEXT YES NULL
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Table 1.3 is the FUNDS table, which holds the information concerning
the funds. Funds_id is the primary key and staff_id as foreign key connected
in admin. FUNDS also consist of amount, source_fund, date_recieved, date,
semester, sy and description that help to fulfill funds data.
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Table 1.4 EXPENSES
Table 1.4 is the EXPENSES table that has or_no, staff_id, funds_id
date, purpose, semester, and sy holds the general information of the CSG
financial expenses.
ATTRIBUTE_NA
ME TYPE NULL KEY DEFAULT
or_no
VARCHAR(
10) Primary Key NOT NULL
Items
VARCHAR(
40) YES NULL
ATTRIBUTE_NA
ME TYPE NULL KEY DEFAULT
or_no
VARCHAR(1
0) Primary Key NOT NULL
staff_id
VARCHAR(1
0) Foreign Key NOT NULL
funds_id
VARCHAR(1
0) Foreign Key NOT NULL
date_added DATE YES NULL
purpose
VARCHAR(4
0) YES NULL
semester
VARCHAR(4
0) YES NULL
syVARCHAR(40) YES NULL
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unit_quantity
DOUBLE
(40) YES NULL
unit_price
DOUBLE
(40) YES NULL
Table 1.5 DETAILS
Table 1.5 is the DETAILS table that has or_no, items, and
unit_quantity, unit_price that supported and describes the table of expenses.
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Table 1.6 LOG HISTORY
Table 1.6 is the LOG HISTORY shows the information history of theofficers who log in to the administrator’s page. Log_id is the primary key and
with its staff_id as foreign key which helps to retrieve the background of that
staff. Time_in, time_out and date are the other information in this table that
fulfills the log in history.
ATTRIBUTE_NA
ME TYPE NULL KEY DEFAULT
log_id
VARCHAR(
40) Primary Key NOT NULL
staff_id
VARCHAR(
40) YES Foreign key NOT NULL
time_in
VARCHAR(
40) YES NULL
time_out
VARCHAR(
40) YES NULL
date DATE YES NULL
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CHAPTER III
SCREEN LAYOUT
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Figure 1.1 Main Page
This is the screen layout for the Main Page of the CSU–CSG Financial
Management and Information System where the student can view and get
information about upcoming activities and financial reports. To the left side of
the screen layout is the log in profile for officers that need to be filled in by an
individual that wants to start the transaction.
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Figure 1.2 Admin Main Page
This page is the Admin Main Page where the admin can select where
he/she wants to start the transaction.
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Figure 1.3 Officers
This is the screen for the registration of officers with an account.
In this page one can register, edit, search, and delete an officer’s
account that will be used to be in assigning him/her as either an
administrator or an encoder. There is also a printer link to print officer
records.
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Figure 1.4 Funds
This is the screen of the Funds account registration. This is used
to add, update, search, and delete funds record. There is also a printerlink to print some files.
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Figure 1.5 Expenses
This is the screen of the expenses account registration. This isused to add, update, search, and delete record of funds. There is also a
printer link to print expenses records.
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Figure 1.6 Financial Report Menus
The screen for Financial Report Menu is where trusted
administrators can choose which links he/she needs to visit, to view
the financial reports.
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Figure 1.7 Students Financial Expenses Report
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This page is for Students Financial Expenses Report . Here
the students can access a link and get information about the financial
status of CSG.
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Figure 1.8 Admin Financial Expenses Report
This is page is the Admin Financial Expenses Report
that is limited for the administrator only.
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Figure 1.9 Log History
Figure 1.9 is Log History page; it is used to indicate the
persons who opened the system. This contains date, name, time-in and
time-out data that fulfill log history’s requirements.
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CHAPTER IV
CONCLUSION AND RECOMMENDATION
The study introduces a new kind of web-based student
government financial management information system with simple and
time saving program for both student and staff. The basic elements of
this new system are Hypertext Pre-Processor (PHP) and MYSQL. The
advantages of using web-based applications are clear. The user
interfaces are easier to customize, making them more visually
appealing and user friendly. Unlike traditional applications, web-based
systems are accessible anytime, anywhere via PC with Internet
connection. Users can access time-critical information from any web
browsers including wireless devices wherever they might be.
The authors recommend to the future developers, further study
and improvements of this system and to extend its capabilities and
increase the usage features of this system. For security purposes, the
future developers could further study about the possibility of a fully
secured site. Since the system is a web-based, the authors also
recommend to the future developer to save a back-up copy of the
system so that if ever the Hard Disc Drive (HDD) will be crush the data
stored in the database are safe.