Designing and developing an integrated information system - Free Essay Example

Sample details Pages: 14 Words: 4270 Downloads: 10 Date added: 2017/06/26 Category Information Systems Essay Type Research paper Did you like this example? 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. Don’t waste time! Our writers will create an original "Designing and developing an integrated information system" essay for you Create order 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-Mindana w 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 peoples 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, I nc. 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 employees 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 employees 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 companys 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 companys present system so that the system limitations could be identified and addressed 8.2. System Design.A system with applications addressing the present systems 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 Sy stem.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 employees 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 borrowers 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 employees 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 employees 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 employees 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 works 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 Companys 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 works 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 organizations ID EmployeesID Number Long Integer Not null Primary key of employees ID number OrganizationName Text 80 Not Null Organizations 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 seminars ID EmployeeID Number Long Integer Not Null Primary key of employees 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 Seminars 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 employees 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 employees 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 talents ID EmployeeID Number Long Integer Not Null Primary key of employees 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 employees 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 Logouts ID EmployeeID Number 6 Not Null Primary key of employees number Logout_Date Date/time Date/Time Not Null Date of logouts Logout_Time Date/time Date/Time Not Null Time of logouts Login DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION LoginID Auto Number 6 Not Null Unique of logins ID EmployeeID Number 6 Not Null Primary key of employees 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 Titles 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 Books 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 Notes in the book Author Text 25 Not Null Author of the book BookBarrowed DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION BarrowedID AutoNumber 6 Not Null Unique key of Borrowed ID EmployeeID Number 6 Not Null Primary key of employees ID BookID Number 6 Not Null Primary key of Books ID BorrowedDate Date/Time Date/time Not Null Date of when the books borrowed ReturnDate Date/time Date/time Not Null Return date of when the books borrowed BookQty Number 3 Not Null Quantity of books BookAuthors DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION AuthorsID AutoNumber 6 Not Null Unique key of Authors ID BookID Number 6 Not Null Primary key of Books ID AuthorsName Text 35 Not Null Authors name BookCategory DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION CategoryID AutoNumber 6 Not Null Unique key of book categorys ID BookDetailsID Number 100 Not Null Primary key of books details ID CategoryName Text 100 Not Null Book categorys name Department DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION Dept_ID Number 6 Not Null Unique key of departments ID EmployeeID Number 6 Not Null Primary key of Employees ID Dept_Details_ID Number 6 Not Null Primary of Departments details ID Dept_Position Text 24 Not Null Departments position DepartmentDetails DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION Dept_Details_ID AutoNumber 6 Not Null Unique key of Departments details ID Dept_Code Text 20 Not Null Departments code Dept_Name Text 50 Not Null Departments name Dept_Description Text 100 Not null Departments description DepartmentBudget DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION Dept_Budget_ID AutoNumber 6 Not Null Unique key of Departments budget ID Dept_ID Number 6 Not Null Primary key of departments ID Dept_Budget_Details_ID Number 50 Not Null Primary key of departments budget details DepartmentBudgetDeatails DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION Dept_Budget_Details_ID AutoNumber 50 Not Null Unique key of departments budget details Budget_Name Text 45 Not Null Budgets name Date_Allocated Date/Time Date/Time Not Null Departments budget date allocated Covered_Date Date/Time Date/Time Not Null Departments budget date covered Ammount_Allocated Number 5 Not Null Departments budget amount allocated Source_Allocation Text 105 Not Null Departments budget source allocation Expense DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION ExpenseID AutoNumber 6 Not Null Unique key of expenses ID Dept_ID Number 6 Not Null Primary key of departments ID Dept_Budget_ID Number 6 Not Null Primary key of departments budgets ID Expense_DetailsID Number 8 Not null Primary key of expenses details ID ExpenseDetails DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION Expense_DetailsID Number 8 Not Null Unique key of expenses details ID Expense_Date Date/Time Date/Time Not Null Expenses date Expense_Type Text 30 Not Null Expenses type Expense_Amount Number 5 Not Null Expenses amount Expense_Description Text 105 Not Null Expenses description Salary DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION SalaryID AutoNumber 8 Not Null Unique key of salary ID EmployeeID Number 6 Not Null Primarys key of Employees ID AmountSalary Number 5 Not Null Salarys amount Benefit DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION BenefitID AutoNumber Long Integer Not Null Unique key of benefit ID EmployeeID Number Integer Not Null Primary key of Employees ID BenefitName Text 50 Not Null Benefits name Amountbenefit Number integer Not Null Benefits amount Deduction DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION DeductionID AutoNumber Long Integer Not Null Unique key of deduction ID EmployeeID Number Iinteger Not Null Primary key of employees ID DeductionName Text 50 Not Null Deductions name DeductionAmount Number Integer Not Null Deductions amount Requisition DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION RequisitionID AutoNumber Long Integer Not Null Unique ID for requested material Dept_ID Number Long Integer Not Null Foreign key of department ID RequestedDescriptionID Number Long Integer Not Null Primary key of request description RequestPurposeID Number Long Integer Not Null Primary key of request purpose Date_Requested Date/Time Date/Time Not Null Date of request Requisition_Type Text 50 Not Null Type of requisition Quantity Number Integer Not Null Quantity of Supply requested Unit Text 20 Not Null Unit of Supply requested Requested_Name Text 255 Not Null Name of request Requested_Remarks Text 20 Not Null Remarks of request RequestDescription DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION RequestDescriptionID AutoNumber Long Integer Not Null Primary key of request description RequestDescrip Text 250 Not Null Description of the request Request Purpose DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION RequestPurposeID AutoNumber Long Integer Not Null Primary key of request purpose RequestPurpose Text 250 Not Null Purpose of the request User Account DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION AccountID AutoNumber Long Integer Not Null Account ID of User EmployeeID Number Long Integer Not Null Foreign key of user Account Username Text 20 Not Null Name of the user Password Text 10 Not Null Password of the User Payroll Archiving DATA FIELD TYPE DATA TYPE SIZE VALUE DESCRIPTION Payroll_Archieve_ID AutoNumber Long Integer Not Null Primary key of payroll archive PayDate_Year Text 255 Not Null Year of pay date PayDate_Month Text 255 Not Null Month of pay date PayDate_Day Text 255 Not Null Day of pay date Employee_Name Text 255 Not Null Name of employee Basic_Salary Text 255 Not Null Amount of salary Cola Text 255 Not Null Cost of living allowance Deminimis Text 255 Not Null Deminimis TranspoAllowance Text 255 Not Null Transportation allowance GrossPay Text 255 Not Null Gross pay Pagibig Text 255 Not Null Pagibig loan SSS Text 255 Not Null SSS loan WTax Text 255 Not Null Withholding tax SalaryLoan Text 255 Not Null Salary loan CBMOLoan Text 255 Not Null CBMO loan TotalDeduction Text 255 Not Null Total deduction Netpay Text 255 Not Null Net pay 10. Project Description, Requirements and Specifications 10.1 Database Functional Description Basic functions apply to all database tables. 10.1.2 ADD Through this command, the Administrator can easily add new records like employees information, accounts, book records, and supply inventory. The inputted information is directly saved in the database. The special keys are the primary keys and foreign keys. The primary key stands as a unique key while the foreign key stands as the reference key. These special key fields are automatically generated by the system. Ex. Primary key: EmpIDNo Foreign key: EmpIDNo For the back-end, the researchers used the Microsoft Access 2003. This will handle the inputted information in the corresponding tables with the database. Restriction / Limitation The system will reject records that lack the necessary information especially for the fields that cannot be nulled. Performance Requirements The function produces a record for each user and checks for duplicate records in the users file. If there is redundancy, the function will display a message telling the user that the inputted record already existed. It may allow user to add a certain transaction. Design Constraints All inputs can be in lower and upper cases. The system will automatically convert each of the inputs to its upper case before it is stored in the database. 10.1.3 DELETE Process Narrative This command allows the administrator to delete the entire records from the database. If the administrator will click the delete command, a dialog box will appear and ask a confirmation to delete. After that, the data are automatically deleted from the database. Performance Requirements Only the authorized personnel can access this function or command. The administrator has the right to delete the entire records from the database. Design Constraints The delete command is a crucial command since the user deals with payroll. 10.1.4 UPDATE Process Narrative Update is applicable for both the staff and the administrator. Either of them can update employee details and other information. Both the staff and the administrator can have full access to the system if they wish to update any information regarding a particular employee, payroll accounts, supplies, and books in the library. Restriction/ Limitation The restriction of the NEW function applies to the UPDATE function as well. In addition, since the administrator can use this functional command to edit the general information like the employees profile, book information, budget monitoring, supplies record, and payroll accounts. The ones that can be deleted from the database are those unnecessary data. Performance Requirements The functional command must provide an option for canceling the changes or modifications made before such changes are saved in the database. Design Constraints Only the administrator has the right to update all data in the system. 10.1.5 SEARCH Process Narrative This functional command is commonly used under the library system to search the book id and title. This command can also be used for payroll system to search the employees number, first name, and last name. Restriction/ Limitation Only the authorized personnel can access or use this functional command. The string can be either the last name or the first name or it can be the employees ID number, thus provided to appear exactly as stored in the database. Performance Requirements It locates the entered file name and automatically find and match the said file name. Design Constraints The system only generates the entered file name and data size specifically if it is employee ID number or such phrase. 10.1.6 PRINT Process Narrative The administrator can print the pay slip and book slip through the system by clicking the functional command. Restriction/ Limitation The administrator can only print the book record, summary of the payroll accounts, pay slips, and records of the remaining budget. Performance Requirements The administrator should able to print data as generated by the system such as pay slips, books details and budget record. Design Constraints The only data that can be printed are the generated unofficial summary of the entire records. 10.1.7 Clear Process Narrative The administrator can remove any data that are currently stored in a particular field. 11. Conclusion The Integrated Information System for Balaod Mindanaw Inc. works as designed. The system provides a fast and reliable way of facilitating transactions especially in payroll and requisition and inventory of supplies. Also, the system ensures the security of stored date.