Project Team: Pascioles, Monicris P. Legaspi, Sheila Gay T.

Libungan National High School is one of the expanding schools which is located at Upper Poblacion Libungan, North Cotabato. It was established in the year 1969. It was constructed for the students to learn, to develop their skills and enhance their knowledge in academic and sports. Like some other school, Libungan National High School is still using the old billing system, the manual system for billing.

According to Mrs. Charlyne Lizette N. Masongsong, the cashier in-charge, she faces difficulties in handling their billing statements in a manual process. Also, she encountered miscalculation of bills.
The existing system has brought inconvenience on the part of the cashier. It is more difficult when the billing of students comes, because its time consuming and there are instances that the payments of the students will not be listed.

As the project proponents, the creation of billing system of Libungan National High School will help to solve the problem stated above. The system can automatically calculate the total payments and balance of the students miscellaneous bill. The system also prints statement of account and temporary receipt.

The proposed system will definitely shorten and minimize the hassles of the existing system. There is innovation in their billing procedures, instead the student will pay to their adviser, the student will no longer pay in their adviser, and the student will pay directly to the cashier. So by this situation, changing the manual system to computerized one will certainly minimize the amount of time to initiate in billing. By having this computerized system much time is being saved by this proposed system to the cashier.

General Objective The general objective of the proposed project is to develop a billing system of Libungan National High School. In addition, proponents would also want to lessen man-power workloads and minimize time consuming in billing transactions.

Specific Objective

To provide printed output of the payments of the students To generate an automated calculation of student bills To provide statement of accounts of the students To generate master list and individual report To generate payment report (quarterly and yearly)

This study will cover only the billing system of Libungan National High School. This study focuses in computation of student fees. In paying the student miscellaneous bill, the system will automatically compute the total amount when information about the student is supplied. The system will able to print temporary receipt for student payments. The system will provide reports that are accurate and more efficient including the student payment list (quarterly and yearly). On-line Billing System is not covered in this study.

In case of payments of students, proposed system design will only print temporary receipt and statement of account of the students. It was not design to send any mail, SMS or reminders about unpaid school fees of the students. In the sense that money was involved in transactions of payments of students, design system proposal would only accept data and actually the money itself. There will be no devices used or made in design proposal that can accept money of the student as a payment.

This study helped the Libungan National High regarding their billing transactions. It will help to eliminate slow and tiresome in conducting billing transactions. And it will also give convenience to the students and especially to the school cashier who facilitates the billing process in terms of time consumption and hassles. The proposed design aimed to benefit the school in their billing facilities in assessment of fees.

Computer. Machine capable of the following the instruction to alter data, programmable electronic device that can perform calculations and processing information. Database. It is a collection of data or information that organized to speed up the searching activity of the users and facilitating the storage, deletion, modification, and retrieval of data. Information. Knowledge given or received of some fact or circumstances. LNHS. Libungan National High School, a public education institution. Record. It is the collection of related field with information that usually pertains to only one subject.

Registrar. Department in the school engaging in students record and data. Retrieving. Restoring; recovering data in relation to database. System. It is a group of interrelated components working together toward a common goal by accepting input and producing output in an organized transformation process. Transactions. Assessment of fees regarding payment of students. Visual Basic 6.0 Scripting language of programming language that is used to design the system

Technical Objective Basically the main concern of this proposed system is to speed up the payment of fees. Fast and easy transactions with a high rate of accuracy are also one of the major concerns of this system. Work Plan This show the activity of the project team

1.0 Project identification and selection

1.1 Determine and list possible project titles to be developed 1.2 Determine capabilities of the members of the group 1.3 Choose the final project to be developedCommunication

2.0 Communication

Gathering of Information through an interview

3.0 System Planning and Analysis

3.1 Analyze the information gathered and the process of transaction 3.2Identify the problems encountered in the existing system 3.3 Formulate possible solutions to problems 3.4 Finalize the main and specific objectives

4.0 Identifying System Requirements

4.1Determine what programming language and software to be used 4.2 Acquiring and installation of needed software

5.0 Designing and Testing

5.1 Creating database using MS Access 5.2 Graphical User Interface (GUI) designing using Visual Basic 6.0 5.3 Applying codes 5.4Connecting the database to the system 5.5Testing the system if it meets the system objectives

6.0 Deployment of the Project

6.1 Proper deployment of the system 6.2 Assessment on the client is being provided 6.3 Maintenance of the system within the deployment period is given 6.4 Evaluate the working status of the system within the usage period

Requirements Analysis and Documentation

There are several things need to consider in doing a project that may result to a reliable, accurate and usable system. To achieve this project, researchers will use a programming language Visual Basic 6.0 Data Environment to complete the system because Programming in VB is a collection of visually arranging components or controls on a form, specifying attributes and actions of those components, and writing additional lines of code for more functionality and programmer can integrate an application using the components provided with Visual Basic itself. The new programmer can easily cope to the design easier to recognize, more ease of use, more rapidly development of applications.

While In keeping the record, the project team used MS access (for data base) because it is easy to create tables, queries, forms and reports.

The study was begun in analyzing the problems regarding the billing system of Libungan National High School. With the aid of interviews and researches, proponents discover problems such as miscalculations in manual computations that will cause errors in data. These problems are the root cause, for the proponents to design computerized billing system. With the help of required requirements of LNHS billing system, proponents formulate main process that needs innovation. The record payment management in cashiers office.

In determining what information is required, interview is conducted enable to identify LNHS Cashier Offices concerns in managing the students payment records that helps to the pursuit of the development of the system.

On this phase, after analyzing the cited problems and concerns and providing project objectives, the project proponents now look for the software application that suites to the system requirements and could achieve the objectives enumerated.

The current flow of transaction in the cashier office is conducted manually. The student is manually supplying needed information on the provided forms from the office. Keeping and managing students payments are kept together in temporary receipt and encode in the MS Excel sorting and according to the year level and section. Producing reports will be done by encoding the necessary information from the records.

The registrar will manage the students individual form. The student will pay miscellaneous bill to the cashier. The cashier will list the payments of the students in the temporary receipt. The cashier will encode the payments in the Microsoft Excel

Manage the student individual form Keep the information of the student Pay the miscellaneous bill Provide temporary receipt to the students Encode the payments in MS Excel

REGISTRAR

STUDENT

CASHIER

Figure 2 explains how the transactions being done by the student, the registrar and the cashier in the current flow of transaction. It explains the step by step transaction of the student in paying to the cashier. First, the registrar will manage the students individual form. Then the registrar gives copy of enrolled students to the cashier to manage student account. Then keep the students individual records in a cabinet.

In paying, the student will pay to the adviser with the particular fees and then the adviser will submit it to the cashier. The cahier will give temporary receipt to the adviser and the adviser will distribute it to the students. The cashier will encode the payments of the student to the Microsoft Excel.

Manage the students individual form

REGISTRAR CASHIER

Gather all the individual form of the students Gives copy of enrolled students to the cashier Receives the lists of enrolled students
Encodes the necessary information of the student to the MS Excel

The activity is divided into two parts between the registrar and the cashier. The registrar will gather all the individual forms of the enrolled students. Then the registrar will give a copy of enrolled students to the cashier. Then the cashier will receives the list of the enrolled students and the cashier will encode the necessary information of the student to the MS Excel.

Pay the miscellaneous bill

STUDENT ADVISER

Gives the money to the adviser

Gather all the payments and the name that pay

Summarize all the payments

Gives the lists to the school cashier

The activity is divided into two parts between the student and the adviser. First, the student will give the money to the adviser and the adviser will gather all the payments and the names of the student who pay. Then the adviser will summarize all the payments and give list of payments to the cashier.

Lists the payments of the student in the receipt

STUDENT CASHIER ADVISER

List the payment in the receipt Accepts and distribute the receipts to the students

Gives the receipt to the adviser

The activity is divided into two parts between the cashier and the adviser. The cashier will list the payments of the students in the temporary receipt. Then the cashier will gives the temporary receipt to the adviser. The adviser will distribute the receipts to the students.

CASHIER

List the payment in the receipt

The cashier will encode the payments of the students in the Microsoft Excel.

Hardware
Computer (Monitor, Keyboard, Mouse, System Unit) Forms, Envelope and Ball pen Printer

Software

Operating System (Windows XP) Microsoft Word Application Microsoft Excel Application

The proposed system caters a stand-alone system of managing student account. The old manual type of system in the cashier office will be ideally replaced with the aid of a computer..

The registrar will encode the information of the students The registrar will print the list of the students The cashier will encode the students individual payments Generates statement of account of the students Generates temporary receipt of the students

Encode the necessary information of the students

Print master list and individual report of the students Generates individual statement of accounts Encodes the students individual payments Generates temporary receipt of the students
REGISTRAR

REGISTRAR