Designing and Integrating Information System

Designing and Integrating Information remains1. INTRODUCTIONAs computer technology changes at fast pace, many businesses sectors in any case 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. Payroll is an example of a complex transaction a party has. Its preparation is crucial since it involves accounts and requires confidentiality. The use of an integrated t to each oneing system lead 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 fit the reliability, flexibility, and functionality of an randomness system. Information technology use aims at increasing the efficiency and reliability of management and monitor of records.Ste ven M. Bragg (2006) says that in payroll system the timekeeping function is glide path 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 endeavour until the effort expanded equals the utility of the resulting information (which may result in the complete excretion 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-efficient means of tracking labor activities. According to Chowdury (2008), Inventory System is known to be employ by many financial institutions. PIM (Perpetual Inventory Method) system maintains an cutting-edge record of accurate level of goods at hands by ensuring that stocks are accounted for at all times. The process includes exposit 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-Mindanaw traces its beginnings to Balay Mindanaw Foundation, Inc. (BMFI) legal program as consumeed by the LARGE (Legal Assistance for Agrarian Reform, Governance and Empowerment) Unit. BALAOD Mindanaw is a non-stock, non-profit system 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 quest 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 reply 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 insurance policy environment responsive to the needs of marginalized sectors and communities in Mindanao.2. FRAMEWORKThis study designed and developed an integrated information system to facilitate better operations of the organization. The researchers used the Practical draw close to Payroll Administration and Shared Services Approach. Practical Approach forget 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 centralizi ng 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, armoury, and payroll (Sherman, 2008).Figure 1 illustrates the context diagram of developed Integrated Information System for Balaod Mindanaw, Inc. It shows the system relationship for the four entities the Finance Officer, Employee, Librarian, and the make out 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 reckon and inventory of every part are circulated.3. intent of the Study3.1 General Objective of the studyThis study aimed at designing and developing an Integrated Information System for Balaod Mindanaw, Inc.The syst em 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 studyThe study sought to accomplish the pursuit specific objectives3.2.1. To access the present payroll system of Balaod Mindanaw, Inc.3.2.2. To write the respondents in terms of age, gender, civil status, birth date, birth place, province, home lendress, 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 ProblemThe study specifically sought to address the following problems of Balaod Mindanaw Inc4.1. 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 fork out 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 LimitationThe proposed system covers the process of compute monitoring for every part, requisition of equipment and books in the library, inventory of supplies, and monitoring of expenses of every part. The proposed payroll system covers the keeping of Daily Time Record for computing the consider wages of each employee. The system can do the following5.1. Compute monthly net income, deductions, and loans such as SSS, Philhealth, COLA, Emergency loans, PAG IBIG, and withholding tax.5.2. Calculate cypher allocation plus expenses of every department5.3. Add book borrows records5.4. Add employee information5.5. Ad d employees login and logout records6. Significance of the StudyThe proposed system will benefit the following entitiesThe 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 behavior 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 tie in system for other companies or establishments.7. OutputThe output of t he study is the Integrated Information System for Balaod Mindanaw, Incorporated. A complete Program Structure, Database Specifications and Design, and System User manual(a) go with the software. All program source codes are also fully documented and compiled.8. Research MethodologyThe researchers used the simplified water fall model, which illustrates the consequent 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 place and addressed8.2. System Design.A system with applications addressing the present systems limitations was designed and develo ped.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 System.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 SYSTEMNarrative Description of the Current SystemFirst, every department submits a projected expense to the finance department or a proposed budget for the entire year, and thence 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 SYSTEMNarrative Description of the Proposed SystemThe 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 th e 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 STRUCTUREThe 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 DictionaryEmployeesProfileFamilyInfoWorkExperienceWorkDescriptionOrganizationImportantSeminarEducationalProfileSkillsTalents wagerLogoutLoginBooksBookDetailsBookBarrowedDATA FIELD TYPEDATA TYPE