file management system of deseo boarding house

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FILE MANAGEMENT SYSTEM OF DESEO BOARDING HOUSE

An Undergraduate Project

Presented to the Faculty of the

Bachelor of Science in Information Technology

Dalubhasaan ng Lungsod ng Lucena

In Partial Fulfillment

Of the Requirements for the System Analysis and Design (ITO5) Subject of

Bachelor of Science in Information Technology

By:

Ballatan, Alfred Roi P.

Tabernilla, Minelli V.

October 2014


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PRELIMINARY INVESTIGATION REPORT

Subject: File Management System

October 3, 2014


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PRELIMINARY INVESTIGATION REPORT

Subject: file Management System

October 3, 2014

INTRODUCTION

The System Analysts of the information system department had finished the preliminaryinvestigation of the file management system of the boarding house. The investigation immediatelystarted on the system request from Hazzel Dizon, the manager of Deseo Boarding House, onSeptember 8, 2014.

SYSTEM REQUEST SUMMARY

There were two problems stated at the request. First is the lack of back up for the records, and thesecond is the incorrect records of collected payments.

PRELIMINARY INVESTIGATION FINDINGS

The following problems were found during the investigation:

1. Record Books are sometimes misplaced. Without a backup therefore, they had losscustomers data.

2. The boarding house is always subjected to inside job type of robbery. Since they lack ofcustomers information, it is very difficult for them to cope with the robbery caseinvestigation.

3. There is a difference between the amount tallied or recorded and the actual amount onhand.


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PRELIMINARY INVESTIGATION REPORTOctober 8, 2014

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The following factors contribute to the payroll system problems:1. The existing system does not issue an official receipt to the customer.2. The system is still under the manual system, for which the records are just written on hand.

RECOMMENDATIONS

The existing system of Deseo Boarding House is known to be a manual system. This problem willincrease as they go through years of innovation. Thus, the information technology departmentrecommends that a system analysis would be performed. This would include:

The manual process of the existing system and;

The order of information dissemination of customers to the records.

TIME AND COST ESTIMATES

We estimate that two weeks will be required for an analyst to perform the recommended systemsanalysis. Also, we will need to conduct approximately 3 hours of interviewing and discussionswith the manager. The following is an estimate of costs for performing the system analysis:

Folder Php 24.00 Print Php 53.00 Photocopy Php 24.00 Fare Php 63.00

TOTAL Php 164.00

EXPECTED BENEFITS

At the end of the system analysis phase, the system analysts expect to define all the problems ofthe existing system in the boarding house. Regarding this matter, the analysts would be proposingthe possible solutions that will eliminate the problems of back up and the understated income ofthe boarding house.


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INTERVIEW QUESTIONS

CLOSED-ENDED QUESTIONS

1. What is the existing system in your business? Is it still a manual system?

2. Is it easy to use a manual system?3. You are the manager in the business. How are you related with the owner?

4. What are the simple backgrounds of your boarders? Are they workers or students?

5. Do you want to enhance your current system?

6. (in case yes) If so, what part of your business will be enhanced to a computerized form?

7. Do you issue an official receipt to the customers?

OPEN-ENDED QUESTIONS

8. Describe your business.9. When and where did you get the business?

10. Why did you decide to have a business far from your home in Atimonan, Quezon?

11. As the manager, how do you interact with your customers?

12. How do you handle the accommodation of the inquirers?

13. How do you keep records of your business?

14. Do you provide a duplicate or a copy of the records? Why or Why not?

15. (in case there is no copy) What will you do when you lost the records without any copy and that time

you need the records badly?

RANGE OF RESPONSE

How would you rate your business, with 1 being the lowest and 5 the highest?

1. How big is your business?

2. The existing system of your business?

3. How difficult the existing system is?

4. How you accommodate your customers?


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INTERVIEW QUESTIONS

CLOSED-ENDED QUESTIONS

16. What is the existing system in your business? Is it still a manual system?

- Yes 17. Is it easy to use a manual system?

- A little

18. You are the manager in the business. How are you related with the owner?

- Shes my mother -in-law

19. What are the simple backgrounds of your boarders? Are they workers or students?

- There are some students. But most of them are workers.

20. Do you want to enhance your current system?

- Yes 21. (in case yes) If so, what part of your business will be enhanced to a computerized form?

- Most probably the application form in the inquiry process. I also want our records to be

computerized.

22. Do you issue an official receipt to the customers?

- No

OPEN-ENDED QUESTIONS

23. Describe your business.- Our business is a boarding house here in Lucena, accommodating lady boarders only.

24. When and where did you get the business?

- Our business started in 2006. We got it in the bank when it was bought by my grandmother.

25. Why did you decide to have a business far from your home in Atimonan, Quezon?

- Because it was good having a business here in the city rather than in the province.

26. As the manager, how do you interact with your customers?

- I treat them like normal friend, where we used to chat with each other, having jokes with

them, and I even treat them sometimes with food. 27. How do you handle the accommodation of the inquirers?

- First, I mention how many rooms, how many person in a room, how much is the rent, then I

will show them the room then I will show them the other facilities like the restroom, and after

that, they will just notify me in text message if they want to board here. They text me on the

number posted outside.


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28. How do you keep records of your business?

- All of the transactions are recorded in a notebook. We record there the date they were

admitted here, and when they pay rents, I just record the date then the amount paid. I also

include there the electric and water bills.

29. Do you provide a duplicate or a copy of the records? Why or Why not?- No. Because the p ayment here is smooth all year and we havent experience problem in

records yet.

30. (in case there is no copy) What will you do when you lost the records without any copy and that time

you need the records badly?

- We just ask the boarders because I know them all and they are honest in telling.

RANGE OF RESPONSE

How would you rate your business, with 1 being the lowest and 5 the highest?

5. How big is your business?

- 3

6. The existing system of your business?

- 3

7. How difficult the existing system is?

- 3

8. How you accommodate your customers?

- 4


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SURVEY QUESTIONS

Name (Optional):___________________

DIRECTIONS: Please answer questions below. Put a check ( ) on your corresponding answer.

CLOSED- ENDED QUESTION:

Yes/No Questions

Yes No1. Is it easy to use a manual management system in your business?2. Do you have a duplicate or a backup of your records in case there is

loss of data?3. Is your existing system efficient enough to accommodate all

customers?4. Do you want to have a faster way of organizing customers

information through the use of modern equipment?

DIRECTIONS: Please encircle the letter of your answer to each question.

5. What is the maximum number of customers that can be accommodated or admitted in the boardinghouse?

a. 5-10 b. 11-15c. 16-20d. 20 or more

6. Where do you keep your records of your system?a. On a notebook/ logbook/ record book

b. On an MS Excel Worksheetc. We dont keep records

OPEN- ENDED QUESTIONS:

1. How do you admit the possible customers before you admit them?

2. Do you want to enhance your existing system? Why?


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RANGE OF RESPONSE:

DIRECTIONS: Rate each situation according to your honest opinion. Check ( ) the box that correspondsto your rating. Let it be 1 the lowest and 5 the highest.

5 4 3 2 11. The existing system is efficient enough for our

business.2. The existing system requires minimum effort.3. The existing system is convenient to the customers.4. The manager can easily organize the records or

information of the customers using the samesystem.

COMMENTS:

_____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _________________________________


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SURVEY QUESTIONS

Name (Optional):___________________________________________

Directions: Please check ( ) on the box of your corresponding answers.

CLOSED ENDED QUESTIONQuestion Yes No

1. When you inquired on the boarding house, is it easy?2. When you inquired on the boarding house, is it fast?3. When you inquired on the boarding house, did the manager gave an

application form?4. Does the boarding house issue an official receipt?

OPEN ENDED QUESTION

Directions: Please answer the questions that follow:1. Why did you chose to board on DBH?

2. What problems occurred when you pay rentals for the boarding house?

RANGE OF RESPONSE

Directions: Rate the following by checking ( ) on the corresponding number. (1 being the lowestand 5 the highest)

QUESTION 1 2 3 4 51. The facilities of DBH2. The efficiency of inquiring system3. The efficiency of payment system4. Your overall stay in DBH

COMMENTS


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QUESTIONNAIRE RESULT FOR THE MANAGER

Beside the interview, the system analysts also gave a survey question to the manager of DBH, Ms.Hazzel Dizon. Her summary of answers follows:

For the closed ended question, she had answered four Yes/No questions and two multiple choices.For the 1 st question, she answered that she is having difficulty in the current system. For question2, she answered that there is no backup for the records. For question 3, she said that the currentsystem doesn t accommodate all customers. For the next question, she said that she wants to havea new system for the Boarding house.

For the next question, the manager answered that the boarding house can accommodate 16-20 boarders. For the next, the manager answered that the records are recorded in a notebook, whichserves as the original copy of customer information and customer payment.

For the open ended questions, there are two questions prepared. For the first question, she answeredthat before she admit a customer, she wants to have a copy of a police clearance and a valid ID.For the next question, the manager wants to enhance their system so that they are up to date andas well as to give convenience not only for her, but also to the customers.

For the range of response questions, there are four questions. For question 1, she rated theefficiency of the existing system four (4). For the next question, she rated the effort requirementof the system three (3). She rated three (3) for the convenience of the system to the customerswhile two (2) for the ease of organization of records when using the current system.


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QUESTIONNAIRE RESULT FOR THE CUSTOMERS

During the survey proper, the Boarding House are currently admitting eight (8) boarders, so thesystem analysts made a questionnaire for each of the boarders.

For the closed ended question,the system analysts preparedfour (4) survey questions,which is answerable by yes orno. For the first question, thenumber of boarders whoanswered yes is five (5), whilethree (3) answered no. Thismeans that the current systemis easy for them in inquiringon the boarding house. For

question 2, four (4) answeredyes and four (4) answered no.

This means that the boarders are equally divided when they think how fast the current system iswhen serving them. For questions three (3) and four (4), no one answered yes and both eight (8)answered no. This means that the current system doesnt have an application form and the managerdont issue an official receipt.

For the open- ended question, the respondents have similarities in their answers. For question 1,the respondents summary of answers was; (1) because of work and; (2) because of school.

For the range of response questions, the respondents are given four (4) questions. For question 1,the highest response is four (4). For question 2, the highest response is three (3). For question 3,the highest response is three (3). Lastly, for question 4, the highest response is also three (3).

0

2

4

6

8

Yes No

5

34 4

0

8

0

8CLOSED ENDED QUESTION

Question 1 Question 2

0

2

4

6

8

Question 1 Question 2 Question 3 Question 4

0 0 0 00 0

2

0

2

6 6 66

2

0

2

0 0 0 0

Range of Response

1 2 3 4 5


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CD/DVD OF THE OBSERVATION


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File Management System of Deseo Boarding House

Use Case Diagram

Front End

For the front-end, the persons involved are the customer or the boarder and the manager. Thecustomer or the boarder is involved in inquiring for a room a bed space, recording of information

and cleaning and maintenance of the boarding house with the help of the maintenance personnelwhile the manager is involved in showing the facilities of the room, recording of monthly payment,as well as the recording of information from the boarders.

Cleaning andmaintenance of the

Boarding House

Showing the

facilities of theroom

Inquiring for aroom or bed space

Recording ofmonthly payment

Customer/

Boarder

Recording ofinformation

Manager

Maintenance


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File Management System of Deseo Boarding House

Use Case Diagram

Back End

For the back-end, the persons involved are the manager and the owner of the business. Themanager is involved in receiving payment from the customers, recording the payment in the record

book, paying expenses on the boarding house and summing up the total income of the businesswhile the manager is involved also involved in summing up the total income of the business, aswell as giving overall instructions about the business.

Receivingpayment from

customers

Recordingpayment on the

record book.

Giving overallinstructionsabout thebusiness.

Summing up thetotal income ofthe business.

Paying expenseson the Boarding

House.

Manager

Owner


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Data Flow Diagram for the Existing System

The first person involved is the boarding house applicant, where she would be inquiring for thefirst process, requesting for application. This process delivers a call or text to the manager. Afterthe manager receives the request, the manager will deliver a short briefing for the next process,talk with the manger. This delivers the background check of the house which goes to the next

process, assessment to the room. The process will give the classification of applicant, which headsto the classified applicant process. This delivers two outputs, each heading to a specific process,either direct or scheduled application. These two processes gives the requirements, going to the

next process, preparing necessary requirements. This process will also give the requirementswhich goes to the next process, completion of requirements. After this process, this will give thecompleted application form, which goes to the next process of payment. After the process, thiswill give to deliveries, one is the customer information to the record book, and one is the down

payment to the customers.


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Data Flow Diagram for the Proposed System

The proposed system starts on the customer or the boarder, which will give a call or text to havethe first process, application inquiry. On this process, the manager will be involved. The processwill deliver the briefing to which heading to the next process, virtual tour around the boardinghouse. This process will give the classification of applicants which head to the next process ofclassified applicants. This process gives two deliveries, one is the classified direct applicant whichheads to the next process of direct application, and the other one is the classified scheduledapplicant, which heads to the process, scheduled application. Both of these give the requirements,heading to the process, fill up application form, which gives the delivery of customers data. Thisheads to the process of payment, where it will give two deliverables, one is the receipt from thecustomer and the second is the customers data which is stored in the database.


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The entity relationship diagram for the system starts from the customer which inquires to themanager. Then the manager accepts the request. Next is the requests are listed in the applicationform. Then the last is the application forms are stored in a database.

Inquires

Customer

Manager Accept Request

Lists Application

Form

Stores

Database


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INQUIRING OF CUSTOMERS

The event is inquiry of customers. This will go to the process of accommodation of customers,which involves the manager and the customers. After the accommodation is completed, the next

process is the showing off the room. This will go to the next process of entering the customersdata. After the process is complete, the event is inquiry is completed.

EVENT:

Inquiry of Customers

PROCESS:

Accommodation ofcustomers MANAGER

PROCESS:

Showing off the room

PROCESS:

Enter Customers data

EVENT:

Inquiry Completed


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PAYMENT OF RENTAL

The process diagram shows the payment of rental of customers. The event is payment of rental.This will head to the process of manager goes to the boarding house, which involves the managerand the customer. After the process is finished, the next process is the manager receives the

payment, also from the customers. The next process will be the recording to the record book. Afterthe process is completed, then the event will be the payment is completed.

EVENT:

Payment of Rental

PROCESS:

Manager goes to theboarding house

MANAGER

PROCESS:

Manager receives payment

PROCESS:

Recording to the recordbook

EVENT:

Payment Completed


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LOGIN FORM

LOADING FORM

MAIN MENU FORM


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APPLICATION FORM

ABOUT FORM VIRTUAL TOUR FORM


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COPYRIGHT 2014

SUBMITTED TO:

MISS CHARGMNE M. JAO, MIT

ITO 5 - PROFESSOR

file management system of deseo boarding house

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