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Comprehensive Requisition
and Budgeting System of Department of
Agrarian Reform-Provincial Ofce
LUIS G. CADIZ III
ORCID No. 0000-0001-9889-1988
JESHEIL A. HIDALGO
ROCHELEN T. MIRO
FEA MARIE L. TANQUION
College of Information Technology
Liceo de Cagayan University
Rodolfo N. Pelaez Boulevard, Kauswagan
Cagayan de Oro City, 9000 Philippines
Abstract - The Comprehensive Requisition and Budgeting System
of Department of Agrarian Reform-Provincial Ofce was created for
the following purposes: (1) to make its work much easier, (2) to avoid
human errors,(3) to record important transactions,(4) to generate
budget and supply and inventory reports fast, and (5) to monitor
status of ofce supplies easily. The system has four (4) users with
diferent system tasks: Budget Ofcer, who allocates yearly budget
to every division and approves supply requisition; Supply Ofcer,
who manages and records incoming and outgoing supplies of every
division; Division Head Ofcer, who manages and assigns the budget
toa category;Administrator, who manages all the transactions of every
department, adds employee,allocates yearly budget, and views all
transactions.
Keywords - Comprehensive, Requisition, Budgeting, System and
DAR
Advancing Information
Technology Research
Vol. 4 March 2013
Print ISSN 2244-1468 Online ISSN: 2094-9626
doi: http://dx.doi.org/10.7828/aitr.v4i1.333
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INTRODUCTION
The Department of Agrarian Reform (DAR) is the executive
department of the Philippine Government responsible for all
land reform programs in the country. DAR handles land reform,
undertakes land tenure and acquisition and transfer,coordinates the
delivery support services of farmer-benefciaries, and promotes the
development of viable agrarian reform communities.
Today, peoples life is no longer the same as it was in the 1880s
when people just lived and did their work in a natural way. According
to Cortada et al.(2010), the spread of information technology, largely in
the form of computer systems and their applications, has reached the
point at which the majority of the worlds populations in advanced and
rapidly developing economies rely on this class of technology to do
their work, to communicate, and to be entertained. Large businesses,
agencies, and government departments are now using such technology
to make their work much easier and less complicated.
Most of the organizations even grocery stores use a computerized
system to do their task easily. Budgeting and inventory are common
operations in any organization. According to Xio-chunet al. (2007),
budget management is especially important as it is a subset of fnancial
management. A company has a yearly budget allocated to itsdivisions.
DAR has inventory of its supplies. According to Yong et al. (2010),
inventory, as one of the most important parts of the supply chain, has
been paid much atention by companies and academies.
DAR, on its part, needs to have a transaction processing system
that can collect, store, modify and retrieve data. Transactions are
worded and all of these records are originally kept in paper. However,
through this proposed system, such activities can be accomplished
very efciently in no time.
FRAMEWORK
This system study is anchored on the idea YAGNI (You
aintgonna need it). According toErdogmus et al. (2004), it is a principle
in extreme programming stating that the programmers should not
add functionality until it is necessary. Ron Jefries wrote, Always
implement things when you actually need them, never when you just
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foresee that you need them. BookKrug et al. (2007) postulated that a
good sofware program should let users accomplish their intended
tasks as easily and directly as possible. Krug et al. (2007) pointed out
that people are good at satisfying, or taking the frst available solution
to their problem, so a design should take advantage of this.
The researchers adapted the YAGNI principle because it justifes
the inclusion and exclusion of functions in the development of the
proposed system. Chosen in this study was only the best solution to a
particular problem through a user-friendly interface to allow easy use
of the system.
Shown below is the formula used to arrive at a divisions yearly
budget.
Divisions Budget. The yearly budget is divided into 100 and
multiplied according to divisions percentage.
Equation:
DB = CYB / 100 * DP
Legend
DB = Divisions Budget
DP = Divisions Percentage
CYB = Yearly Budget
Shown below is the equation of liquidation for every division.
Divisions Liquidation.Every division has its own liquidation.
If the remaining budget of the division is greater than or equal to
Liquidation Amount, then Divisions Remaining Budget is equivalent
to Divisions Remaining Budget subtracted by Liquidation Amount.
Equation:

If DRB >= LA then
DRB=DRB-LA
Else, the user is informed that the remaining budget is not enough.
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Legend
DB = Divisions Budget
DP = Divisions Percentage
CYB = Yearly Budget
Shown below is the equation for the supplies.
Supply Inventory.If the remaining quantity of Supplies is greater
than or equal to Outgoing Quantity of Supplies, the Remaining Quantity
of Supplies is subtracted by the Outgoing Quantity of Supplies.
Equation:
If RQS>= OQS then
RQS = RQS OQS
Else, the user is informed that the quantity of Supplies requested is
not available.
Legend
RQS = Remaining Quantity of Supplies
OQS = Outgoing Quantity of Supplies
STATEMENT OF THE PROBLEM
The study aimed at addressing the following problems: (a)
Monitoring of the ofce supplies and materials is time inefcient,
resulting in possible delays in the generation of reports; (b) Due to
manual transaction, data are unsecured, which may lead to data loss
or delay in tracing the budget and supply details; and, (c) The approval
of requested ofce supplies consumes a lot of time due to decelerated
process in every division that can cause hold-of.
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OBJECTIVES OF THE STUDY
Specifc Objectives
The system study sought to achieve the following objectives: (a) To
create an automated budgeting system; (b) To create a system that can
store data and generate reports quickly; and (c) To create a system that
monitors the requisition for speedy approval.
Scope and Limitations
The Comprehensive Requisition and Budgeting System is intended
for Department of Agrarian Reform-Provincial Ofce. The system
has four users. First is the Administrator who is allowed to view all
the reports and to add budgetary data. Second is Budget Ofcer who
distributes the yearly budget to the divisions and approves supply
requisitions. Third is the Division Head Ofcer who adds supply
request and assigns divisions budget to a category. Fourth is the
Supply Ofcer who manages incoming and outgoing supplies.
The system will require the user a password for security purposes
and a username to avoid unauthorized users from using the system.
Even username and password are totally encrypted, hence cannot
be read nor understood by any user. Viewing is limited to a specifc
department only.
OUTPUT
The output of the study is a functional requisition and budgeting
system, which application sofware will be installed in the ofces of
DAR. Also, the system study has the complete database specifcations,
design, and complete documentation of the program in place.
RESEARCH METHODOLOGY
The study followed a series of steps generally referred to as
sofware development life cycle. A number of models exist that difer
in the number of stages defned and in the specifc activities that take
place within each stage. The following example is the generic model
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that gives an idea of the steps involved in a typical sofware project.
Figure 1. Generic Sofware Development Life Cycle
Developing a sofware program is difcult to do because it involves
a series of tests and revisions before it becomes efectively functional.
Using this model helped the researchers develop the system stage by
stage. The following stages or phases were followed.
Analysis of User Requirements. During this stage, the
researchers identifed the problem so that the operational
parameters of the system could be set clearly.
Program Design. In this stage,the researchers addressed the
problem by defning the logical sequence of steps to achieve
each of the stated system objectives. These tools allowed the
program designer to break a given problem down into a series
of small tasks, which the computer would perform to solve
the problem. The user interface was also designed during this
stage. The interface would determine how input is obtained,
how output is displayed, and what controls are available to
the user.
Program Coding. The researchers translated the algorithm
into programming language, and which was the longest
phase of the development life-cycle. To write the program,the
researchers used Visual Basic.
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Documentation and Testing. At this stage, the two main
objectives were already met. The frst objective was to provide
a technical reference to facilitate ongoing maintenance and
development of the sofware itself. The second objective was to
provide user documentation,which is a set of instructions that
informs the user about the features of the sofware and how to
use them. This stage allowed for the testing of the sofware to
fnd any errors (bugs) in the program, and to eliminate these
errors-a process known as debugging.
Operating and Maintaining the System. The researchers
monitored the performance of the system over time to ensure
that it functioned as expected. The system will need to be
maintained, and parts of it will need to be upgraded from time
to time to handle evolving user needs or to cope with new
problems.
Figure 2 below shows the Gant chart that guided the researchers
in the accomplishment of every task. The task started from April 2011
to March 2013. The researchers conducted the series of tasks until the
completion of the proposed system.
Figure 2. Gant Chart
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Current System
Figure 3. Current System Flow
Narrative Description of the Current System
In the current system of DAR as shown in fgure 4, the Division Head
submits a requisition of supply to the Budget Ofcer, who then checks
and submits the Supply Details to the Administrator, who confrms
the requested supply. If the Administrator approves the requested
supply, the details are submited to the Supply Ofcer for the release
of the requested supplies. The Division Head then submits the budget
for the requested supplies to the Budget Ofcer, who then checks and
submits the budget details to the Administrator for approval. If the
requested budget is approved, the details are transmited back to the
Budget Ofcer for the release of the requested budget.
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Proposed System
Figure 4. Context Diagram of the Proposed System
Narrative Description of the Proposed System
The proposed system for DAR is shown in Figure 4. The system
requires the following users: Administrator, Budget Ofcer, Supply
Ofcer, and Division Head Ofcer. The Administrators tasks are
to add new employees/users and new division and position and
to allocate yearly budget. The Supply Ofcer is in charge of all the
incoming and outgoing supplies. The Budget Ofcer is in charge of
the allocation of the budget to every division and the approval of
requested supplies before they release. The Division Head Ofcer is
responsible for liquidation and for requesting supplies for its division.
The system generates all the reports needed by all division.
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Project Design
Entity Relationship Diagram
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Database Structure
The system creates only one database, which is the DARDB database
and composed of entities with felds.
Data Dictionary
Employee
(stores employee basic information)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
EmpID Number 7 Not Null
(PK)Employee ID
Number
ELname Text 25 Not Null
Last Name of the
Employee
EFname Text 25 Not Null
First Name of the
Employee
EAdd Text 70 Not Null Address of the Employee
ContactNo Number 15 Not Null Contact Number
UName Text 25 Not Null Employees User Name
Pass Text 25 Not Null Employees Password
Stat Text 15 Not Null Status of the Employee
PosID Number 6 Not Null (FK)Position ID Number
DivID Number 7 Not Null (FK)Division ID Number
tblPosition
(stores employee position)
FIELDNAME DATA TYPE SIZE VALUE DESCRIPTION
PosID Number 6 Not Null (PK)Position ID Number
PosName Text 25 Not Null Position Name
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Approved
(storesrequisition approval details)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
AppID Number 3 Not Null (PK) Approved ID Number
AppDate Date/Time Not Null Approval Date
EmpID Number 7 Not Null (FK) Employee ID Number
Division
(storesdivision)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
DivID Number 7 Not Null (PK)Division ID Number
DivName Text 40 Not Null Division Name
DivPer Number 3 Not Null Division Percentage
DivStat Text 15 Not Null Division Status
tblDivisionBudget
(storesdivision budget details)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
DivBudID Number 8 Not Null
(PK)Division Budget ID
Number
DivBudAmt Number 10 Not Null Division Budget Amount
DivBudRem Number 10 Not Null
Division Budget
Remaining
DivPer Number 3 Not Null Division Percentage
DivID Number 7 Not Null (FK)Division ID Number
YearBudID Number 7 NotNull
(FK)YearlyBudget ID
Number
tblYearlyBudget
(stores yearly allocated budget)
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FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
YearBudID Number 7 Not Null
(PK)Yearly Budget ID
Number
YearAmount Number 10 Not Null Yearly Amount Budget
YearBud Date/Time Not Null Year Budget
YearBudStat Text 15 Not Null Yearly Budget Status
tblCategoryBudget
(stores category budget of every division)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
CatBudID Number 8 Not Null
(PK)Budget Category ID
Number
CatBudget Number 8 Null Category Budget
CatBudRem Number 8 Not Null
Category Budget
Remaining
DivBudID Number 8 Not Null
(FK)Division Budget ID
Number
CatID Number 7 Not Null (FK) Category ID Number
Category
(stores categories in every division)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
CatID Number 7 Not Null (PK)Category ID Number
Status Text 15 Not Null Category Status
CatPer Number 3 Not Null Category Percentage
DivID Number 7 Not Null (FK) Division ID Number
MCatID Number 5 Not Null
(FK) Master list ID
Number
tblCatMaster
(stores category names)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
MCatID Number 5 Not Null
(PK)Master Category ID
Number
MCatName Text 50 Not Null Master Category Name
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tblBorrow
(stores borrowed budget)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
BorrowID Number 8 Not Null (PK) Borrow Id Number
BAmount Number 8 Not Null Borrowed Amount
BDescrip Text 50 Not Null Description
CatBudID Number 8 Not Null
(FK) Category Budget ID
Number
LiquiID Number 8 Not Null (FK)Liquidation ID Number
tblLiquidation
(stores expenses of every division)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
LiquiID Number 8 Not Null
(PK) Liquidation ID
Number
LRDate Date/Time Not Null LiquidationReleased Date
LRAmnt Number 8 Not Null Released Amount
LRPurpose Text 50 Not Null Liquidation Purpose
LCheque Number 10 Not Null Check Number
LRStat Text 15 Not Null Liquidation Status
BStat Text 15 NotNull Borrow Status
EmpID Number 7 Not Null (FK) Employee ID Number
CatBudID Number 8 Not Null
(FK) Category Budget ID
Number
tblLiquidationDet
(stores expenses details)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
LiquiRDetID Number 7 Not Null
(PK)LiquidationReleased
Details IDNumber
LiquiORNo Text 10 Not Null Liquidation O.R Number
LiquiAmtPaid Number 8 Not Null Liquidation Amount Paid
LiquiDescrip Text 50 Not Null Liquidation Description
LiquiID Number 8 Not Null
(FK) Liquidation ID
Number
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tblDelivery
(stores incoming supplies)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
DelID Number 6 Not Null (PK) Delivery ID Number
DelDate Date/Time Not Null Delivery Date of Stocks
Supplier Text 20 Not Null Supplier
ReferenceNo Text 15 Not Null Delivery Reference Number
EmpID Number 7 Not Null (FK) Employee ID Number
tblDeliveryDet
(stores delivery details)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
DelDetID Number 5 Not Null
(PK) Delivery Details ID
Number
DDQty Number 4 Not Null Quantity of Stock Delivered
DDPrice Number 8 Not Null Delivery Price
DDRQty Text 3 Not Null
Delivery Details Remaining
Quantity
StockID Number 7 Not Null (FK) Stock ID Number
DelID Number 7 Not Null (FK) Delivery ID Number
ReqDetID Number 7 Not Null
(FK) Request Details ID
Number
Stock
(storesstock basic information)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
StockID Number 6 Not Null (PK)Stock ID Number
StockName Text 20 Not Null Stock Name
StockQty Number 4 Not Null Stock Quantity
StockUnit Text 30 Not Null Stock Unit
StockLimit number 4 Not Null Stock Limit
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tblRequest
(stores requested supply)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
RequestID Number 5 Not Null (PK) Request ID Number
ReqDReq Date/Time Not Null Date Requested
RStat Status 15 Not Null Request Status
ReqPurpose Text 50 Not Null Requisition Purpose
DivID Number 7 Not Null (FK) Division ID Number
tblRequesDetails
(storesrequested supply details)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
ReqDetID Number 3 Not Null
(PK) RequestDetails ID
Number
ReqQty Number 4 Not Null Quantity Request
ReqAQty Number 4 Not Null
Approved Quantity
Request
Status Text 15 Not Null Request Status
ReqTypeID Number 3 Not Null (FK) Request Type ID
StockID Number 6 Not Null (FK) Stock ID Number
AppID Number 3 Not Null
(FK) Approved ID
Number
RequestID Number 5 Not Null (FK) Request ID Number
tblRequestRel
(storesreleased supplies)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
ReleasedID Number 6 Not Null (PK) Released ID Number
RelDate Date/Time Not Null Date Released
EmpID Number 7 Not Null (FK) Employee ID Number
ReqDetID Number 3 Not Null
(FK) Request Details ID
Number
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tblReType
(stores request type)
FIELD NAME DATA TYPE SIZE VALUE DESCRIPTION
ReqTypeID Number 6
Not
Null
(PK) Request Type ID
Number
RType Text 30
Not
Null
Request Type
Design Features and User Interface
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Special Considerations
For a more efcient system, the system developers included the
following special considerations:
1. Non-editable ID number for registered users to protect
information.
2. Quick monitoring and tracking of budget, supply, and
employee records.
Audit Trial and Transaction Facility
The Comprehensive Management and Monitoring system must be
regularly monitored and properly managed. Also the implementation
of security procedures must always be observed to protect highly
confdential records. All users have similar system to be managed but
difer in their way of accessing it. Every user must input the password
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and username to access the system. All the transactions will be saved
in the database and can be viewed and retrieved by the administrator.
Run Time Testing / Debugging Findings and Results.
The following are the fndings during the initial testing of the
system:
1. Database access failed to connect to vb6 programming
language.
2. A run-time error occurred.
3. ID number was not generated and some functions did not
work.
Afer the initial fndings, the system developers debugged the
system to address the problem.
1. The developers ensured that the module or the connector to
the database was properly connected.
2. The developer made sure that the query would match the
database felds.
3. The developer made sure that the source codes are functioning
properly.
CONCLUSION
The Comprehensive Monitoring and Management System of
Department of Agrarian Reform-Provincial Ofce is a system that runs
the budgetand inventory operations of the Department of Agrarian
Reform (DAR). The system generates budget and inventory reports.
The system is seen to help enhance the agencys work efciency.
RECOMMENDATIONS
Based on the fndings of the system study, the following are
recommendations future researchers should consider: (a) Keyboard
shortcuts should be included to allow the user to access any information
quickly. (b) The sql database should be used to make the operation of
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the system much faster. (c) The scope of the system should be widenby
including other transactions of the agency.
LITERATURE CITED
Connolly et al.
2011 Database Systems: A Practical Approach to Design
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Cortada et al.
2010 How Society Embrace Information Technology. Wiley Pub.
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2005 Dont Make Me Think. New Riders Press. 2
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2012 Partial Decryption Atacks in Security-Mediated Certifcateless
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Hammad
2012 Assigning Change Request to Sofware Developers Journal of
Sofware Vol.24. Pages 3-33
Wang
2008 A fuzzy multi-objective decision making model of the
advertising budgeting allocation and its application to an IT
company. IEEE Journals and Magazines. Pages 740-745
Radhakrishnan.
2009 Genetic Algorithm Based Inventory Optimization Analysis
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Xio-chun.
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2010 Supply chain Inventory-transportation optimal model under
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