LAN-Based Assessment and Billing System for Camiling

CHAPTER 1
THE PROBLEM AND ITS BACKGROUND
Introduction
As people go along through life, it is inevitable to encounter many changes that can help in one’s daily needs. One of these changes is technology. It presents big help to lessens one’s work and make it more efficient especially when applied to business establishments. Information technology plays a big role in processing such needs. Its growing uses are becoming more essential, that it has already become a trend. It is easy to use, fast and accurate, and improves the efficiency of an individual or an organization. One such application that benefits most from computerization is the processing of an assessment and billing for an organization’s clients, since the process ensures that fast and accurate processing of data to accommodate a client’s request the soonest possible time.
Camiling Colleges is one of the private schools in Camiling, Tarlac. It consist of primary and secondary level with a population of 900 to 1000 students, because of that, the current Assessment and Billing system for Camiling Colleges which is done manually, hampers the enrollment procedure due to long ­­­­­­­­­­­­­queue being experienced by students in getting assessment and issuance of official receipts.
The study entitled “LAN-based Assessment and Billing System for Camiling Colleges”, presents the possibilities of helping the cashier or person-in-charge by developing a system that enhances the existing manual system to satisfy their clients, the students.

Statement of the Problem
The manual method of assessing and issuance of receipt during enrollment period at Camiling Colleges is prone to errors, tedious and most often misplaces records or documents. The people concerned could not accommodate more students because of the slow assessment and computation of fees to be paid, thus, causing inconvenience to both teachers who are assisting in the enrollment and the students during enrollment.

Significance of the Study
Through the implementation of the proposed system, stakeholders would benefit in terms of:
A. Cashier and accessing officer:
· Provides accurate data, whereby eliminating the tedious job and double-checking the computed amount to be paid by the students.
· Speeds up the computation of payments and issuance of receipts.
B. Students:
· Provides easy to access and updateable student records.
· Facilitates the processing of student transactions.
School:
· Provides enhanced and updated student records.
· Provides precise information regarding the different transactions made especially in assessments and billing section during enrollment period.
· Avoid misplacing of records or documents.

Scope and Delimitation
The proposed system will be designed to improve the current Assessment and Billing System of Camiling Colleges in terms of:
Easy to navigate interface.
Assessing the total amount to be paid by the students like tuition fees, miscellaneous fees and other fees.
Automatic computation of payments and issuance of receipts.
Generates printed reports.
Can be installed in a client-server environment.

The system will not include the personal information of the students, scheduling of enrollment and the assessment and billing of the elementary students of that Institution.










Theoretical Framework
Conceptual framework shows the effect of the intervening variable on the dependent as well as with the independent variables. It makes the relation under the study more distinct, providing the researchers direction and basis for data analysis. The elimination of errors in recording data, safe record keeping, faster recording and retrieving of data, accurate and correct data will be the dependent variable, while the independent variable is the data gathered from system fees. Both are influenced by the intervening variable that is the LAN-Based Assessment and Billing System for Camiling Colleges.
Planning Phase – First and foremost the users capability and knowledge is very essential to take into account. Designing the system must not be simple and not complex to understand. Adaptability and capability of the software is a major component in the systems’ design.
Complex features
The following are some system requirements to run and maintain the system:
a) CPU – Pentium III or higher (Pentium 4 is recommended)
b) RAM – 128 MB (256 MB recommended)
c) Hard Disk – 40 MB free space (for faster response)
d) CD ROM- needed for software installation.
e) OS – Microsoft Windows 98/2000/ME/XP
f) Program - Microsoft Visual Basic 6.0
g) DATABASE - Microsoft Access 97/2000

CHAPTER 2
REVIEW OF RELATED LITERATURE AND STUDIES
In this chapter, the researchers present a review of different studies and literature, which are related to the proposed study.

Related Literature
As cited in the article entitled “Computerized Billing for Time Improves Client Communication and Firm Profitability” by Murphy (1996), he stated that, accounting firms can improve their profitability and relation with clients by automating client billing with computers. Accounting firms can use personal computer as an economical means of computerizing the billing process. A Computerized Billing System allows accounting firms to more effectively manage their employee’s productivity and give them the means to analyze the hours available and hours billed of each employee. A Computerized Billing System provides more control over a accounts receivable and client work processes.
According to the article entitled, “Computer In Today’s World Philippines” by Bitter (1995), stated that the function performed by the computer division of various organizations has become identified as data processing program expedite many business functions such as the accounts payable system. They keep records of vendor’s number, special accounts and dates of payments.
There are many advantages in using an accounts payable package: all information remains in one done automatically; calculations are easily made; the time involved to do work is greatly reduced.
According to the article entitled “Information to Computer and Information System” by Syzmanski (1998), Computers are used in business for many tasks that can be grouped into category called data processing. Data processing includes tasks such as word processing, billing, and assembling number and facts associated with general office functions, such as order processing, inventory and billing.

Related Studies
Foreign Studies
In the study of Kumar (1999), entitled “Computer Based Science Assessment Implication of Student with Learning Disabilities”, the author focuses about the implication of computer-based test on student with learning disabilities, he found out that a computer technology can be viable tool for performance assessment, and a potentially powerful the replacing the traditional product oriented paper and pencil tests. He also emphasized the researchers and educators must pay special attention to first, testing and validity of the use of computer technology tools.
Cruz (1996), pointed out, the automatic processing of business data has introduced radical changes in the accounting of functions of recording. EDP application in record keeping have been justified by the large number of items that have to be process and the number of kinds of reports that have to be produced out of this records. Some typical example of record keeping application are payroll, customer billing, inventory control of accounts receivable and payable, and production scheduling. EDP has not only reduced the time required to handle this data but has also affected economics by doing the work faster and accurately.
In the study of Burton (1999), it was cited that, “Among other information needed for computing Consumer Price information (CPI), prices of many daily required items are collected on a regular basis. This valuable information gives rise to the possibility of constructing a price decision support system, the system that can analyze stored prices and there related information to provide information on price relation and thus the prediction of tendency or the effect of price changes of items into another.

Local Studies
In the study of Purification (1995), entitled “Billing System of Plaza Hotel”, states that due to probably of manual computation error, computerizing the system will be able to step this probability even it is very rarely experienced in the manual billing system.
In the study conducted by Benipayo (1994), entitled “Study on the RM/GS Billing System of the Manila Electronic Hotline Telephone Company”, stated that billing system is an essential component of the revenue generating function of the company. Thus, failure to generate bill on the proper time would effect the retaliation in the collection of revenues. The billing update is actually the revision of the entry of the new accounts in the customer file. Failure to update customer state in the billing records shall in a “no billing” of the consumption and will ultimately cause a non-generation bill.
In the study of Bartolome (2000), entitled “A Computer Water Billing System for Teresa Water Supply”, stated that in making a water billing computerized, numerous benefits can be acquired. One of the benefits is that it speeds up the current computation of the bills wherein the operators will not waste their time in computing the bills of every concessionaire because the system computers it automatically.
CHAPTER 3
METHODOLOGY
This chapter aims to discuss the method used in the development of the proposed system.
Methods of Study
The researchers have adopted Structured System Analysis and Design Methodology (SSADM) in developing the proposed system. The subsequent stages of the methodology are allowed to deliver an effective, efficient and user friendly system for Camiling Colleges.
Structured System Analysis and design methodology brings a well-defined activity and specifies the sequence and interaction of activities. It uses diagrammatic and other modeling techniques to give a more precise definition that is both user and developer. This diagram in modeling techniques represented used in the preceding part of the chapter SSADM provides a clear statement of the requirements that anyone can understand. It improves project and planning control and provides a better quality system by making the project very comprehensive and ensures that the resulting system will be a high quality.
Chapter 4
PRESENTATION, INTERPRETATION, AND ANALYSIS OF DATA
This chapter presents the pertinent information gathered by the researchers through the use of questionnaires and interviews being distributed in the target organization or respondents. The researchers are now ready to show interpret and analyzed the exact findings being collected and be treated through the use of statistical tools that pertinent in the development the researchers study. Based on the data gathered, the findings are:
on the problems countered with the current system
After reviewing the current assessment and billing system of Camiling Colleges the researchers now identify the problem that exist with in the system
Computation of bills and making of statement of accounts and receipt requires a lot of time.
Cannot easily achieve the accuracy of bills being computed.
There’s a possibility in occurrence of mistakes in human written.
Difficulties in making the monthly report
Identical accounts sometimes occur.
The problems numerated above are experience or encounter by the personnel every time the statement of accounts is done due to the manual method of computation




On the advantages on Lan-Based Assessment and Billing System
Table 1
ACCURACY OF COMPUTED BILLS
Rating
Frequency
Percentage
Needs improvement
0
---
Poor
1
10%
Satisfactory
2
20%
Very Satisfactory
5
50%
Excellent
2
20%
Total
10
100%

In the study of Burton (1999), it was cited that, “Among other information needed for computing Consumer Price information (CPI), prices of many daily required items are collected on a regular basis. This valuable information gives rise to the possibility of constructing a price decision support system, the system that can analyze stored prices and there related information to provide information on price relation and thus the prediction of tendency or the effect of price changes of items into another.
Table 2
CONSISTENCY OF COMPUTED AMOUNT
Rating
Frequency
Percentage
Needs improvement
0
---
Poor
0
---
Satisfactory
3
30%
Very Satisfactory
4
40%
Excellent
3
30%
Total
10
100%

In the study of Purification (1995), entitled “Billing System of Plaza Hotel”, states that due to probably of manual computation error, computerizing the system will be able to step this probability even it is very rarely experienced in the manual billing system.
Table 3
NEATNESS OF THE STATEMENT OF ACCOUNT AND RECEIPT
Rating
Frequency
Percentage
Needs improvement
0
---
Poor
0
---
Satisfactory
0
---
Very Satisfactory
0
---
Excellent
10
100%
Total
10
100%

Cruz (1996), pointed out, the automatic processing of business data has introduced radical changes in the accounting of functions of recording. EDP application in record keeping have been justified by the large number of items that have to be process and the number of kinds of reports that have to be produced out of this records. Some typical example of record keeping application are payroll, customer billing, inventory control of accounts receivable and payable, and production scheduling. EDP has not only reduced the time required to handle this data but has also affected economics by doing the work faster and accurately.
Table 4
EFFECTIVENESS OF COMPUTERIZED SYSTEM
Rating
Frequency
Percentage
Needs improvement
0
---
Poor
0
---
Satisfactory
2
20%
Very Satisfactory
5
50%
Excellent
3
30%
Total
10
100%

In the study conducted by Benipayo (1994), entitled “Study on the RM/GS Billing System of the Manila Electronic Hotline Telephone Company”, stated that billing system is an essential component of the revenue generating function of the company. Thus, failure to generate bill on the proper time would effect the retaliation in the collection of revenues. The billing update is actually the revision of the entry of the new accounts in the customer file. Failure to update customer state in the billing records shall in a “no billing” of the consumption and will ultimately cause a non-generation bill.





Table 5
PREPARATION AND DISTRIBUTION OF STATEMENT OF ACCOUNTS
Rating
Frequency
Percentage
Needs improvement
0
---
Poor
0
---
Satisfactory
3
30%
Very Satisfactory
4
40%
Excellent
3
30%
Total
10
100%


According to the article entitled “Information to Computer and Information System” by Syzmanski (1998), Computers are used in business for many tasks that can be grouped into category called data processing. Data processing includes tasks such as word processing, billing, and assembling number and facts associated with general office functions, such as order processing, inventory and billing.










CHAPTER V
SUMMARY OF FINDING, CONCLUSION AND RECOMMENDATIONS
SUMMARY of FINDINGS
The study is all about the Lan-based Assessment and Billing System of Camiling Colleges. This aimed to prove that the automation of work is better than the manual system.
On the advantages of the Lan-based Assessment and Billing System
After the evaluation of the existing system of the Camiling Colleges. The researchers scheduled an initial testing of the system. The respondents are taken from a sample of personnel and students. The summary of the result is presented below based on:
On the accuracy of computed bills
Excellent was rated at 20% or a total of 2 respondents while 50% or 5 respondents rated it as very satisfactory. Twenty percent or 2 of the respondents rated it as satisfactory while 10% or 1 of the respondents rated it as poor. None pf the respondents rated it as needs improvement.
Consistency of computed amount
Thirty percent or 3 or 3 out of 10 respondents rated it as excellent and 40% or 4 respondents rated it as very satisfactory while 30% or a total number of 3 respondents rated it as satisfactory. None of the respondents rated it poor and needs improvement.
On the neatness of statement of accounts and receipt
All of the respondents rated it as excellent since it is computerized; erasures are eliminated that makes the statement of account and receipt more presentable and credible.
On the effectiveness of the system
Thirty percent or 3 out of 10 respondents rated it as excellent; very satisfactory was rated by 50%, which have a total number of 5 respondents while satisfactory was rated by 205 or 2 of the total number of respondents.
On the preparation and distribution of statement of accounts
Thirty percent or a total number of 3 respondents rated excellent, 4 out of 10 respondents or 40% rated it as very satisfactory while 30% or 3 respondents rated it as satisfactory.

CONCLUSION
Based from the analysis of the system, the researchers concluded that the students especially the personnel in charge would benefit from the proposed system. It is more secure and it ill lessens the processing time of assessment and billing than the manual processes. The transaction is more efficient thus the user will lessen their burden activities like computing bills that sometimes causes errors in writing the Assessment and Billing of the students.

RECOMMENDATION
An improvement system for processing maintenance and billing is strongly recommends by the researchers. This is much easier to use than the present manual process. This will secure all records and files of the students as well as the Assessment and Billing process.

BIBLIOGRAPHY
Books:
Bitter, Gary G. (1995), “Computer in Today’s World Philippine”; The McMillan Com.
Smith, Murphy L. (1996), “Computerized Billing for Time Improves Client Communication and Firm Profitability”; (Management of an Accounting Practice) the CPA Journal
Syzmanski, Robert A (1998), “Introduction to Computer and Information Systems”; Merrill Publishing Co.

Unpublished Thesis:
Bartolome, Elea S.(2000), “A Computerized Water Billing System for Theresa Water Billing Supply”, (Tibag, Tarlac City)
Benipayo, Enrico (1994), “Study on the RM/GS/ Billing System of the Manila Electronic
Hotline Telephone Company”.
Burton, Has (1999), “Price decision Support System for Cambodia”. (De La Salle
University).
Cruz, G.A (1995), “Management Uses Of Accounting”; (Manila).
Kumar, David D. (1994), “Computer Based Science Assessment Implication of Students with Learning Disabilities”.
Purification, Susan (1995)., “Billing System of Plaza Hotel,” (De La Salle University,
Manila)