deaprtmental clearance documents.docx

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IMCC Departmental Clearance: Proposed for Intranet Based System

An Undergraduate Capstone Project

Presented to the Faculty of College of Computer Studies

Iligan Medical Center College

In Partial Fulfilment

Of the Requirements for the Degree of

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

By:

LORIFEL P. BACALSO

March 2013


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ILIGAN MEDICAL CENTER COLLEGE

City of Iligan

APPROVAL SHEET

This project study entitled:

IMCC Departmental Clearance: Proposed for Intranet Based System

Submitted byLorifel P. Bacalso, in partial fulfilment of the requirements for the degreeof Bachelor of Science in Information Technology.

LloydAldrin S. AbundienteAdviser

PANEL OF EXAMINERS

Enrico Miguel E. Ong

Member

Alecia C. Diaz, MMEM

Chairperson

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ACKNOWLEDGMENT

My profound gratitude goes to God Almighty for his grace, favour and mercies

upon my life. Who have given me strength, knowledge, good health and passion in

developing this DepartmentalClearance.

I wont fail to recognise the moral support and encouragement of my adviser

Mr. Lloyd Aldrin S. Abundiente, for the continuous and tireless support of the project

study and for his patience in guiding the researcher the guidance he has extended on

the duration of research period and implementation of this project study.

To the panel of examiners, Mr. Enrico Miguel E. Ong and Prof.Alecia C. Diaz,

for theirsincere encouragement,suggesting, correcting, giving additional inputs of the

system so that it would be reliable and effective and guidance in the finalization of this

study.

I would be very ungrateful if I fail to acknowledge my caring parents Mr. and

Mrs.FelimonS. Bacalsofor their loving and financial support, encouragement and

inspiration which dearly impelled the developer to bring this project to completion.

Above all, the researcher would like to express her sincere thanks of her friends,

classmates, church mate, especially to her family for their prayers and support

throughout the period of this study.

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ABSTRACT OF THE STUDY

Lorifel P. Bacalso,College of Computer Studies, Iligan Medical Center College, March

2013, IMCC Departmental Clearance: Proposed for Intranet Based System

Project Adviser: Mr. Lloyd Aldrin S. Abundiente

College of Computer StudiesIligan Medical Center College

This study aims to developaDepartmentalClearancefor the students of Iligan

Medical Center College (IMCC), to remove manual records, to avoid forgery andtracking

students accountabilities. The designed system will serve as a more reliable and

effective means of undertaking students department clearance, remove all forms of

delay and stress for clearing departmental clearance this process can save money and

time for the students. In this system the user can view their department clearance using

their personal computer at home, in school, and anywhere.

In this project, the implementation of the computer-based system was carried out

using Hypertext Processor (PHP) programming language, MYSQL for the database and

webserver APACHE.

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TABLE OF CONTENTS

Page

TITLE PAGE iAPPROVAL SHEET iiACKNOWLEDGEMENT iiiABSTRACT OF THE STUDY ivTABLE OF CONTENTS vLIST OF TABLES viiLIST OF FIGURES viii

Chapter I: THE PROBLEM AND ITS SCOPE1.1 Background of the Study 11.2 Statement of the Problem 21.3 Objectives of the Study 2

1.4 Significance of the Study 31.5 Scope and Limitation of the Research 31.6 Conceptual Framework 41.7 Definition of Terms 5

Chapter II: REVIEW OF RELATED LITERATURE AND STUDIES2.1 University of Southern California Online Clearance 62.2 MSU-IIT Online Clearance System 72.3 Misamis University Paperless Clearance System 82.4 Online Statewide Central Registrar Clearance System 92.5 Online Enlistment, Clearance, and Classroom

Management System 10Chapter III: RESEARCH METHODOLOGY

3.1 Requirement Analysis 113.2 Design 113.3 Constructing and Testing 123.4 Hardware and Software Requirements 12

Chapter IV: RESULT AND DISCUSSION

4.1 Requirements Analysis

4.1.1 Project Charter 134.1.2 Software Project Plan 14

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4.2 Analysis4.2.1 Context Model 154.2.2 Entity Relationship Diagram 164.2.3 List of Entity and Attributes 174.2.4 Activity Diagram 18

4.5.5 Use Case Diagram 19

4.3 Design4.3.1 Database Design 204.3.2 Database Schema 214.3.3 Capacity Plan 244.3.4 Deployment Diagram 274.3.5 Graphical User Interphase (GUI) Design 294.3.6 Program Design 314.3.7 Test Design 32

Chapter V: SUMMARY, CONCLUSIONS AND RECOMMENDATIONS

5.1 Summary 335.2 Conclusion 335.3 Recommendation 34

BIBLIOGRAPHY 35

APPENDICESA Gantt Chart 36B Pert Chart 36C Cost and Benefit Analysis 37D Curriculum Vitae 39

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List of Tables

Tables Pages

Table 1 Hardware Requirement 12

Table 2 Software Requirement 12

Table 3 Students Entity and Attributes 17

Table 4 Accountabilities Entity and Attributes 17Table 5 Student Accountabilities Entity and Attributes 17

Table 6 Clearance User Entity and Attributes 17

Table 7 Departments Entity and Attributes 18

Table 8 Students Database Design 20

Table 9 Accountabilities Database Design 20

Table 10 Student Accountabilities Database Design 20

Table 11 Clearance User Database Design 21

Table 12 Departments Database Design 21

Table 13 Students Database Schema 21

Table 14 Accountabilities Database Schema 22

Table 15 Student Accountabilities Database Schema 22Table 16 Clearance Users Database Schema 22

Table 17 Department Database Schema 23

Table 18 Students Capacity Plan 23

Table 19 Accountability Capacity Plan 23

Table 20 Student Accountability Capacity Plan 24

Table 21 Clearance User Capacity Plan 25

Table 22 Department Capacity Plan 25

Table 23 Clearance User Login Test Design 30

Table 24 Create Student Accountability Design 30

Table 25 Update Student Accountability Design 30

Table 26 Delete Student Accountability Design 32

Table 27 View Student Records Design 32

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List of Figures

Figures Pages

Figure 1 Conceptual Framework 4

Figure 2 Context Model 15

Figure 3 Entity Relationship Diagram 16Figure 4 Activity Diagram 18

Figure 5 Use Case Diagram 19

Figure 6 Deployment Diagram 26

Figure 7 Clearance User Interface 27

Figure 8 List Students Accountability Interface 27

Figure 9 Add Accountability Interface 28

Figure 10 Add Student Accountability Interface 28

Figure 11 Edit Student Accountability Interface 29

Figure 12 Adviser and Dean Interface 29

Figure 13

Figure 14

Print Interface

Program Design

30

30

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Chapter 1

THE PROBLEM AND ITS SCOPE

1.1 Background of the Study

As part of its institutional policy, Iligan Medical Center College requires all

students to have clearance from their respective department at the end of each

semester for them to be allowed to enroll for the next semester. All students have to go

to their respective department to have their clearance signed by their year level adviser,

selected student officer and their dean. Students who have no accountabilities have to

complete the process.

The manual process of recording and keeping track of student accountabilities

had somewhat delayed the process and had an effect on other activities like enrolment

and releasing of grades. With this, the researcher had decided to develop a

IliganMedical CenterCollege Departmental Clearance Proposed for Intranet Based

Systemto make improvements on the manual process and help solve if not and

minimize the problems.

This system is a web-based application that helps streamline the process of

department clearance and provides a more efficient and secured way of record keeping

and tracking student accountabilities. To view these process the researcher decided to

use desktop/personal computer to provide better flow of the system.


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1.2 Statement of the Problem

Based from the information gathered, below is the list of problems:

Prone to forgery.

Manual recording and lookup of student accountabilities is time

consuming. The process itself is time consuming since students,

including those that do not have any accountability, have to go their

respective department to be cleared by the year level adviser and

SBO.

1.3 Objective of the Study

The objective of this project is to make the signing department clearance

of Iligan Medical Center College computerize and more efficient include:

To have a secure system, the user must log-in in their personal

account to prevent unauthorized users.

A system that is designed to streamline the procedure by providing

a portal for students to view their accountabilities without having to

go to the department and wait in queue. A system that accepts

entries for student accountabilities and provides students a list of

their accountabilities and provides the faculty and the dean a list of

students who have accountabilities.

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1.4 Significance of the Study

The study will significantly improve the current manual departmental system of

Iligan Medical Center College. Taking advantage of the popularity of the personal

computer at home, allows additional method to inquire for student accountabilities

therefore greatly reducing the time spent on waiting for authorized persons to check and

verify accountabilities of students. Security wise, the administrator have the overview of

all accountabilities and can therefore spot anomalies. This is one of the benefits that

could somehow minimize frauds from everyone. The system, if used properly, will be

great help for IMCC to improve its student services. It would be the first to solve the

issue of delays for grade distribution and enrolment.

1.5 Scope and Limitation of the Research

This study focuses on the Department level Clearance of Iligan Medical Center

College. The study aims to improve the current manual record keeping, tracking of

student accountabilities and focuses on procedures to make it efficient and secured.

School policies have been considered and any changes to the policies may or may not

apply in this study. The system does not have the functionality to detect irregularities of

data entered with respect to the schools policies, but it is designed to help monitor

these irregularities. Human as we are, every entry added to the system may or may not

be accurate and may not abide with the school policy. The system only provides a

module for faculty and the dean to monitor and keep track of data entered.

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1.6 Conceptual framework

A conceptual framework acts like a map that gives coherence to empirical

inquiry. It helps us understand the flow of the system and explain the particular input

and output. The figure below shows the flow of the department clearance of Iligan

Medical Center College.

Previous Balance Previous Balance List

Student_accountabilities List of Accountabilities

System User System User List

Figure 1: Conceptual framework

This figure shows the flow of data in the IMCC Departmental Clearance System.

From the left, represents the input data to the system and from right, represents the

expected data.

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IMCCDepartmental

Clearance

System


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1.7 Definition of Terms

Department Clearance System is the computerize process of clearing

department clearance.

Online - Connected via a computer attached to or available via a central

computer network.

Subsystem - One part of a system where the projects are combined to reach an

ultimate goal.

Forgery simulated signing of another persons name to any such writing

whether or not it is also the forgers name.

Accountability are student liabilities that need to be settled at the end of every

semester.

Irregularities problem in its department like student and the officer is close then

the officer can automatically clear the liability of the student.

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CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

2.1 University of Southern California Online Clearance

The student needs to produce clearance in every semester so that they can pay

their liabilities and they can continue to enrol for the next semester.

The University of Southern California use online clearance. Every student in their

University must request department clearance through the online queue system. When

a seat becomes available in a course, the student at the top of the queue is

automatically notified through the student's USC email that Department clearance has

been granted, allowing for that student to register using Web Registration. They use this

system until now in order to have a great and faster facility in their school (USC, 2011).

Technology now can do everything to prevent wasting time in carrying files in the

office and waiting for the officers or Deans to sign. Through the Internet, this process is

made much easier and sometimes the approval is made within minutes. So we need to

apply this process in our school to have safe, fast and has no hassles.
https://vsoeapp1.vsoe.usc.edu/dclearanceise/https://vsoeapp1.vsoe.usc.edu/dclearanceise/


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2.2 MSU-IIT Online Clearance System

Mindanao State University Iligan Institute of Technology (MSU IIT), created a

system that will automate the process of signing of clearance by making an Online

Clearance System. This project was deployed last 2008 by Michael Angelo F. Cobo

(BSCS), Maria Erica J. Gonzaga (BSCS), Elisha Susana V. Dorado(BSIT), they used

PHP as the language for development and PostgreSQL as the back-end database

(MSU-IIT, 2008).

PHP language is useful in every system to directly connect to rational databases

using full featured internal functions. Also database is important to organize the

operational data it only appears as the most logical method for organizing the

operational data of large organizations. So we use PHP in our system to organize the

data. This system is useful because the work of the faculty and students will greatly

reduce since signing of clearance is already automated and unnecessary processes are

eliminated. Without filing paper works its only computerize these process can save time

and money for the students.

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2.3 Misamis University Paperless Clearance System

Paperless clearance system is sometimes used in private organizations that have

a formal process to access and limit paper works. Also paperless online clearance

system developed to improve the timeliness and accuracy of searches. System is the

combination of hardware and software and peripheral functions to interrelate.

Misamis University developed a computer based system which allow a student to

complete his/her clearance without bringing anything, the department could only track if

the student is already cleared or still have problems regarding with his/her clearance

(Misamis University, 2012).

Internet is useful in this process because in this process they can easily approve

the student clearance if those students have no liability. So we should apply this kind of

process in order to have Iligan Medical Center College a great and faster facility.

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2.4 Online Statewide Central Register Clearance System

Clearance is a status granted to individual member of the school allowing them

access to classified information. The term clearance is also used in private

organizations that have a formal method to vet employees for access to sensitive

information. As people of this generation become more dependent on the Internet for

information, the need for automated fee clearance becomes more apparent. So the

OCFS had developed the online clearance system, the purpose of this is to improve the

timeliness and accuracy of searches of the SCR database because they have a multiple

child care settings (DeLorenzo,2011).

Now, internet is much faster than paper files because you can easily search in

the web of the particular task than looking for your files in the notebooks or in the books

it takes a lot of time. So it is important that we can now use/apply the online department

clearance to make your job easily and safe.

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2.5 Online Enlistment, Clearance, and Classroom Management System

Online clearance system is help to build an effective information management for

schools. Clearance is a secure Internet application that will allow you to search potential

sub-contractors and request authorized clearance status documents. This will help to

remove all forms of delay and stress in securing clearance.

Cosmopoint International Institute of technology (CIIT), propose an online

clearance, enlistment, and classroom management system for the efficiency of

accomplishing these tasks and for the convenience of CIIT students and staff. The

proponent of this study is Elaine L. de Goma. The study is being conducted in CIIT and

the project will be implemented in the same organization. They use this system now to

make their job faster and convenient to use (xPersonax, 2012).

This system help student in Iligan Medical Center College to avoid wasting time

in going to school to look for their instructor and staff to sign their clearance forms and

to queue in line repeatedly to submit or know there accountabilities. This system can

help to maximize the work of the student and prevent a forgery of the signature.

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Chapter III

Research Methodology

In this chapter, it presents on how the researchers, gathered information to

develop the study. By doing this part of the study, the researchers also identified the

following information needed to pursue the following procedures: Requirements

Analysis, Design and Construction and testing.

3.1 Requirements Analysis

The requirement analysis phase is the part of understanding, of the process

involved of the Departmental Clearance System. During the research work, data

needed for the project was gathered from the various departments. In gathering and

collecting necessary data and information needed for thissystem, the researcher

conducted interviews to identify what are the things that are needed to put in the

department clearance.

3.2 Design

In order to achieve effective Departmental Clearance System, the researcher had

identified the problems and scope limitations to find a better solution. Then search

some design that can be used or designing of Departmental Clearance System. A

database which consists of graphical user interface and a server will be developed.


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3.3 Constructing and testing

The researcher was developing the system through the use of Apache and PHP

programming language. This was linked to MySql, as databases were important in

accessing stored and updated files.For the testing process; the researcher planned the

step by step method and procedure to achieve the goals of the study.During the

implementation, clearance user will be inserted and captured, and can be edited or

deleted by the system administrator to secure clearance user.The proposed system will

be used in the Iligan Medical Center College (IMCC) through the internet.

3.4 Hardware and Software Requirements

The software and hardware requirements below will be used for the development

of the Departmental Clearance System inIligan Medical Center College.

Hardware Name

Processor 3.60 GHz

Memory 4 GB

Input/output Devices Keyboard, mouse, monitor, printer

Storage 4 TB

Table 1: Hardware Requirement

Software Name

Operating System Microsoft Windows Server 2007

DBMS MySql 5.5.16

Programming Language PHP 5.3.8

Web SERVER Apache 2.2.21Table: 2 Software Requirements

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Chapter IV

RESULT AND DISCUSSION

4.1 Requirement Analysis

Requirements analysis phase is the process of reviewing all the datas identified

and evaluated to determine the system needs. These were the following the context

diagram to understand on how the system interacts by receiving and sending data to

external entities, entity relationship diagram used to identify the entities and attributes in

the system and activity diagram was used to identify the flow of actions that are part of

the system. Also it gives knowledge to the researcher of what are the needs of the

system.

4.1.1 Project Charter

Theproject charter is also known as a Project Overview Statement (POS) covers

the study, such as scope, specific objectives, planning, problem of the system and etc.

The project charter is the first step of project planning and the following completion of

the project initiation stage.


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4.1.2 Software Project Plan

In this part, the researcher used the Gantt chart to determine the cost and

benefits of the system and also the scheduling of the time which the researcher develop

the system.

The planning and design started on 7th of December 2012 and was finished by

the 22th

of December 2012. The next stage is the initial data gathering which was

started on the 26th of December 2012 and was finished by the 9 th of January 2013. The

next stage is the construction of web applications which was started on the 11th

of

January 2013 and was finished by the 24th of January 2013. The next stage is the

testing and evaluation which was started on the 27th

of January 2013 and was finished

by the 6th of February 2013. The final stage which is finalization and documentation was

started on the 9th of February 2013 and was finished by 11 th of March 2013.

4.2 Analysis

The researcher have analysed the structures data of the system, known by the

research problem, developed and implemented plans for the proposed system and a

conceptualized design of a system.

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4.2.1 Context Model

The context model represented below shows the required input data and the

expected output data of the system.

Previous Balance Previous Balance List

Student_accountabilities List of Accountabilities

System User System User List

Figure 2 Context Model

This figure shows the flow of data in the IMCC Departmental Clearance System.

From the left, represents the input data to the system and from right, represents the

expected data.

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IMCCDepartmental

ClearanceSystem


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4.2.2 Entity-Relationship Diagram

An entity-relationship diagram is a data modelling technique that makes a

graphical representation of entities and the relationship between these entities within

the system.

Figure 3 Entity-Relationship Diagram

This figure shows the relationship among the entities and attributes of

Departmental Clearance System. The relationships of each entities and attributes like

the students, student accountabilities, clearance user, accountabilities and departments

these are the entities with attributes describes the system flows.

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4.2.3 List of Entity and Attributes

Attributes Description

Studeno Student number

Students firstname First namemiddlename Middle name

lastname Last name

Studepassword Student password

Table 3: Students Entity and Attributes


Accountabilities acid Accountabilities Id

accDescription Accountabilities descriptionTable 4: Accountabilities Entity and Attributes


studeAccId Student accountabilities ID

Student_Accountabilities schoolYear School year

Semester Semester

Remarks Remarks

is_cleared Is cleared

date_time_added Date time added

Studeno Student numberacid Accountabilities ID

clrUserId Accountabilities user Id

Table 5: Student AccountabilitiesEntity and Attributes


Clearance_user clrUserId Clearance User ID

clrUserType Clearance user type

Lastvisit Last visit

username User Name

firstName First namelastName Last name

Password Password

deptId Department Id

Table 6: Clearance Users Entity and Attributes

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Departments deptId Department Id

deptCode Department Code

deptDescription Department Description

Table 7: Departments Entity and Attributes

4.2.4 Activity Diagram

Activity diagram is a graphical illustration of what happens in a workflow in the

system, what activities can be done in parallel, and whether there are alternative paths

through the workflow.

Figure 4: Activity Diagram

This figure shows the flow of data in theIMCC Departmental Clearance System.

The student must log-in to their respective account and they view their accountabilities.

The Admin can view and edit everything in the system.

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4.2.5 Use Case Diagram

Use Case Diagram is a graphical representation of the list of steps, usually

defining interactions between actors and a system in order to achieve a particular goal.

Figure 5: Use Case Diagram

This figure shows the technique for capturing functional requirements of

the Departmental Clearance System it describe a task or a series of task that user will

accomplish, and include the response of users action. The Student can view and edit

and print then the admin can do everything in the system.

4.3 Design

The design of the system is the process of exact operational requirements, the

file structures and input/output formats. This is a technique of constructing and

information, that makes use of available components.

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4.3.1 Database Design

Database design is the process of producing a detailed data model of a

database. This logical data model contains all the needed logical and physical design

choices and physical storage parameters needed to generate a design in a Data

Definition Language, which can then be used to create a database. A fully attributed

data model contains detailed attributes for each entity.

Attributes Data types Size

Students studeno Int 11

firstname Varchar 50

middlename Varchar 50

lastname Varchar 50

studepassword Varchar 32

Table 8: Students Database Design


Accountabilities accId Int 11

accDescription Varchar 255Table 9: Accountabilities Database Design


Student_Accountabilities studeAccId Int 11

Schoolyear Int 11

Semester Int 11

Remarks Varchar 255

is_cleared TINYINT 4

date_time_added Datetime

Studeno Int 11acid Int 11

clrUserId Int 11

Table 10: Student_Accountabilities Database Design

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http://en.wikipedia.org/wiki/Data_modelhttp://en.wikipedia.org/wiki/Databasehttp://en.wikipedia.org/wiki/Logical_data_modelhttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Logical_data_modelhttp://en.wikipedia.org/wiki/Databasehttp://en.wikipedia.org/wiki/Data_model


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Clearance_Users clrUserId Int 11

clrUserType Int 2

lastvisit Datetime

userName Varchar 30

firstName Varchar 50lastName Varchar 50

password Varchar 32

deptId Int 11

Table 11: Clearance_Users Database Design


Departments deptId Int 11

deptCode Varchar 100

deptDescription Varchar 255

Table 12: Department Database Design

4.3.2 Database Schema

The database schema is a collection of records or data that is stored in a

computer system. In a relational database, a schema defines the tables, the fields in

each tables and a relationship between fields and tables.

Table structure for Table Students

CREATE TABLE IF NOT EXISTS `students` (`studentno` int(11) NOT NULL AUTO_INCREMENT,`firstname` varchar(50) COLLATE utf8_bin NOT NULL,`middlename` varchar(50) COLLATE utf8_bin NOT NULL,`lastname` varchar(50) COLLATE utf8_bin NOT NULL,`studepassword` varchar(32) COLLATE utf8_bin NOT NULL,

PRIMARY KEY (`studentno`)) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin

AUTO_INCREMENT=22676 ;

Table 13: Students Database Schema

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Table structure for Table Accountabilities

CREATE TABLE IF NOT EXISTS àccountabilities` (àccId` int(11) NOT NULL AUTO_INCREMENT,àccDescription` varchar(255) COLLATE utf8_bin NOT NULL,

PRIMARY KEY (àccId`)

) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_binAUTO_INCREMENT=3 ;

Table 14: AccountabilitiesDatabase Schema

Table structure for Table Student_Accountabilities

CREATE TABLE IF NOT EXISTS `student_accountabilities` (`studeAccId` int(11) NOT NULL AUTO_INCREMENT,àccId` int(11) NOT NULL,`clrUsersId` int(11) NOT NULL,`schoolYear` int(11) NOT NULL,`semester` int(11) NOT NULL,`remarks` varchar(255) COLLATE utf8_bin NOT NULL,ìs_cleared` tinyint(4) NOT NULL,`date_time_added` datetime NOT NULL,

PRIMARY KEY (`studeAccId`)) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin

AUTO_INCREMENT=4 ;

Table 15:Student_AccountabilitesDatabase Schema

Table structure for Table Clearance_Users

CREATE TABLE IF NOT EXISTS `clearance_users` (

`clrUsersId` int(11) NOT NULL AUTO_INCREMENT,`clrUserType` int(2) NOT NULL DEFAULT '2',`lastvisit` datetime NOT NULL,ùserName` varchar(30) COLLATE utf8_bin NOT NULL,`firstName` varchar(50) COLLATE utf8_bin NOT NULL,`lastName` varchar(50) COLLATE utf8_bin NOT NULL,`deptId` int(11) NOT NULL,`password` varchar(32) COLLATE utf8_bin NOT NULL,PRIMARY KEY (`clrUsersId`)

) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_binAUTO_INCREMENT=16 ;

Table 16: Clearance_Users Database Schema

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Table structure for Table Departments

CREATE TABLE IF NOT EXISTS `departments` (`deptId` int(11) NOT NULL AUTO_INCREMENT,`deptCode` varchar(100) COLLATE utf8_bin NOT NULL,`deptDescription` varchar(255) COLLATE utf8_bin NOT NULL,

PRIMARY KEY (`deptId`)) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_binAUTO_INCREMENT=5 ;

Table 17: Department Database Schema

4.3.3 Capacity Plan

Capacity Planning is the process of identifying the most cost-effective production

capacity needed by the computing system in order to meet data storage requirements

and the possible change in demand services.

Capacity Plan for Students

Attributes Description Lengthstudeno Int 11

firstname Varchar 50

middlename Varchar 50

lastname Varchar 50

studepassword Varchar 32Total 193

Table 18: Students Capacity Plan

Table Capacity Plan for StudentsNumber of Studentsper semester= 2000 Students2000 Students* 193 length * 1kb per 1024 bytes= (2000*193)/1024= 376.953125 kb/sem

Capacity Plan for Accountabilities

Attributes Description LengthaccId Int 11

accDescription Varchar 255Total 266

Table 19: Accountability Capacity Plan23


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Table Capacity Plan for AccountabilitiesNumber of Accountabilitiesper semester= 50 Accountabilities50 Accountabilities * 266 length * 1kb per 1024 bytes

= (50*266)/1024= 12.98828125 kb/sem

Capacity Plan for Student_Accountabilities

Attributes Description LengthstudeAccId Int 11

schoolYear Int 11

semester Int 11

remarks Varchar 255

is_cleared TINYINT 4

date_time_added Datetime

studeno Int 11

acid Int 11

clrUserId Int 11

Total 325

Table 20: Student_Accountabilities Capacity Plan

Table Capacity Plan for Students_AccountabilitiesNumber of Student_Accountabilitiesper semester= 50 Student_Accountabilities50 Student_Accountabilities * 325 length * 1kb per 1024 bytes

= (50*325)/1024

= 15.869140625 kb/sem

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Capacity Plan for Clearance_Users

Attributes Description LengthclrUserId Int 11

clrUserType Int 2

lastvisit DatetimeuserName Varchar 30

firstName Varchar 50

lastName Varchar 50

password Varchar 32

deptId Int 11Total 186

Table 21: Clearance_Users Capacity Plan

Table Capacity Plan for Clearance_UsersNumber of Clearance_Usersper semester= 2000 Clearance_Users2000 Clearance_Users * 186 length * 1kb per 1024 bytes

= (2000*186)/1024= 363.28125 kb/sem

Capacity Plan for Departments

Attributes Description LengthdeptId Int 11

deptCode Varchar 100

deptDescription Varchar 255Total 366

Table 22: Departments Capacity Plan

Table Capacity Plan for DepartmentNumber of Departmentper semester= 10 Department10 Department * 366 length * 1kb per 1024 bytes

= (10*366)/1024= 3.57421875 kb/sem

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4.3.6 Deployment Diagram

The illustration shown below is the Deployment diagram that illustrates what

hardware components exist, what computer components run on each node and how

different pieces are connected.

Desktop PC

Desktop PC

Web Browser

Web Browser

AdminStudent

Monitor & Keyboard

Monitor & Keyboard

Web Server

Presentation Layer (Student)

Login File

Database Interface

http / https connection

Presentation Layyer (Admin)

http / https connection

Database Server

MySQL Database

IP or Server

Figure 6: Deployment Diagram

This figure shows what hardware components exist of the Departmental

Clearance System. The student and admin use monitor after they log-in then to web

server, to database interface and logout.

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4.3.5 GUI Design

This is a visual part of the Department Clearance System that uses graphical

images such as icons, menus, and dialog boxes to represents files, folders and

programs.

Figure 7: Clearance User Login Interface

The interface above allows clearance user to login and requires student numberand password to access and restrict unauthorized use.

Figure 8: List Students Accountability InterfaceThe interface above allows SBO to add, edit, update and delete accountability of

a student.

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Figure 9: Add Accountability Interface

The interface above you can add student accountability. This is the library ofstudent accountability to avoid duplication.

Figure 10: Add Student Accountability Interface

The interface above can add student accountability. The users can automaticallysearch the student accountability.

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Figure 11: Edit Student Accountability Interface

The interface above can edit student accountability.

Figure 12: Adviser and Dean Page Interface

The interface above allows year level adviser to edit and update studentaccountability.

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Figure 13: Print InterfaceThe interface above allows Clearance user to print the accountability.

4.3.6 Program Design

The Program design of a system represents the steps and shows the flow of

events that a programmer should do before coding the program in a specific language.

Figure 14: Program Design

The program design of IMCC Departmental Clearance System the user must

login then the student can view and admin can do everything in the system.

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Home

Login

Admin Student

View / Search Data

View Accountability

Logout

Add Data

Edit Data

Clear Data

Print data

Update

Print

Logout


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4.3.7 Test Design

The Departmental Clearance System will need to be tested in order to verify the

performance of the system. It needs to enhance the integrity of the system so that it can

find solutions for the system to provide good performance.

Test name Clearance user login

Goal: To authenticate authorized user.

Procedure: Input the username and password thenclick login button.

Expected Output: Clearance user can access their account.

Table 23: Clearance User Login Test Design

Test name Create student accountability

Goal: To test if admin can create studentaccountability

Procedure: Click add student accountability after thatyou save or save go back list.

Expected Output: Student accountability can automaticallycreate.

Table 24:Create Student Accountability Test Design

Test name Update student accountability

Goal: To test if admin can update studentaccountability.

Procedure: Click the edit button after you fill up youcan now update student status.

Expected Output: Student accountability successfullyupdated.

Table 25:Update Student Accountability Test Design

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Test name Delete student Accountability

Goal: To test if admin can delete studentaccountability.

Procedure: Click the button delete click ok.

Expected Output: Student accountability successfully

deleted.Table 26:Delete Student Accountability Test Design

Test name View Student records

Goal: To test if admin can to view studentrecords.

Procedure: You login in the department clearancesystem after that you can view your

records.Expected Output: Student can automatically view their

records.

Table 27:View Student Records Test Design

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Chapter V

SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS

5.1 Summary

Department Clearance System of Iligan Medical Center College helps students to

know their remaining accountabilities in their respective department. Student can

automatically view their Departmental Clearance at home or anywhere. They need to

login to know the restrict privileges of the department clearance. The process is made

much easier and provides efficient way and saves time and money for the students.

The process of department clearance system was developed using PHP as

programming language with the combination of MySQL as its database and the

webserver Apache.

5.2 Conclusions

Research and development are continuous processes; this is same in computer

and software development. The process of Departmental Clearance is further improved

on the current manual record of the student accountability in order to achieve faster and

usable by the clearance user. Nevertheless, the Department Clearance System

developed will offer greater opportunities in school to make Department Clearance

computerize.


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5.3 Recommendations

This would serve as the core Departmental Clearance System of Iligan Medical

Center College(IMCC) Intranet System:

1. Future researchers could further improve / customize and even add features to it.

2. Taking advantage of the popularity of mobile devices and technologies, future

researchers could create additional modules that could be integrated in this system.

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BIBLIOGRAPHY

Internet sources:

University Of Southern California, Online Clearance

http://ee.edu/students/graduate/academic-advisement/d

MSU-IIT, Paperless Clearance System

http://www.msuiit.edu.ph/academics/offices/registrar/policies-procedures.php

Misamis University, Paperless Clearance System

http://mis.mu.edu.ph/awards.php?id

Statewide Central Register, Online clearance system

www.pl2.nysed.gov/specialed/publications/scr-clearance.htm

Online enlistment, clearance, and classroom management system

www.studymode.com/online-enlistment-clearance-and-classroom-management

1049273.html

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http://ee.edu/students/graduate/academic-advisement/dhttp://ee.edu/students/graduate/academic-advisement/dhttp://www.msuiit.edu.ph/academics/offices/registrar/policies-procedures.phphttp://www.msuiit.edu.ph/academics/offices/registrar/policies-procedures.phphttp://mis.mu.edu.ph/awards.php?idhttp://mis.mu.edu.ph/awards.php?idhttp://www.pl2.nysed.gov/specialed/publications/scr-clearance.htmhttp://www.pl2.nysed.gov/specialed/publications/scr-clearance.htmhttp://www.studymode.com/online-enlistment-clearance-and-classroom-management%201049273.htmlhttp://www.studymode.com/online-enlistment-clearance-and-classroom-management%201049273.htmlhttp://www.studymode.com/online-enlistment-clearance-and-classroom-management%201049273.htmlhttp://www.studymode.com/online-enlistment-clearance-and-classroom-management%201049273.htmlhttp://www.studymode.com/online-enlistment-clearance-and-classroom-management%201049273.htmlhttp://www.pl2.nysed.gov/specialed/publications/scr-clearance.htmhttp://mis.mu.edu.ph/awards.php?idhttp://www.msuiit.edu.ph/academics/offices/registrar/policies-procedures.phphttp://ee.edu/students/graduate/academic-advisement/d


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APPENDIX AGANTT CHART

APPENDIX BPERT CHART

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APPENDIX CCOST AND BENEFITS ANALYSIS

IMCC Departmental Clearance: Proposal for Intranet Based System

A. Development Cost

Software Cost

Programmer P 9,000.00Microsoft Windows Server P 8,000.00

Total P 17,000.00

B. Present Annual Cost

ExistingOffice Supply

Ink P 6,000.00Bond paper P 5,000.00Maintenance P 4,000.00

Total P 15,000.00

C. Proposed Operating Cost

Office Supply

Ink P 3,000.00Bond paper P 2,000.00Maintenance P 2,000.00

Total P 7,000.00

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D. Cost Recovery Scheme

Existing Annual Operating Cost P 15,000.00Less: Proposed Annual Cost P 7,000.00

Annual Savings P 8,000.00

Where:

I=interest (10%)n=number of yearsf=Annual Savings

Year Annual Savings Present Value Cumulative Present Value

1 8,000.00 7,272.72 7,272.72

2 8,000.00 6,611.57 13,884.29

3 8,000.00 6,010.52 19,894.81

Pay Back Period:

Development Cost 17, 000.00Less: Cumulative Present Value (Year) - 13,884.29

Unpaid Portion Value: 3, 115.71

To determine the exact month 3, 115.71/6, 611.57

= 0.47 or 5 months

To determine the exact day 0.74 x 30

= 22.2 or 22 days

Recovery period is: 2 year 5 months and 22 days

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CURRICULUM VITAE

LorifelPepitoBacalso

Mobile No: 09058904216s

E-mail: [email protected]

___________________________________________________________________________

PERSONAL BACKGROUND

Age: 20Sex: FemaleDate of Birth: February 26, 1993Place of Birth: San Vicente, Patudan, Tubod, LanaodelNorte

Height: 150cmWeight: 50kgCivil Status: SingleCitizenship: FilipinoReligion: Missionary BaptistLanguage Spoken: Tagalog, Cebuano, English

Educational Background

Intermediate: Iligan Medical Center CollegeSan Miguel Village Pala-o, Iligan CityBachelor of Science in Information Technology2013-Present

Secondary: Mercy Junior CollegePoblation, Tubod, Lanaodel Norte2009-2010

Primary: Pedro C. Buca Memorial Elementary SchoolPualas, Tubod, Lanaodel Norte2004-2005

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mailto:[email protected]:[email protected]

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