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BESTLINK COLLEGE OF THE PHILIPPINES College of Information Technology

Novaliches, Quezon City

Chapter 1: Project Charter

Project Name: General Ledger with Asset Accounting "Hotel Management System”

Project Manager: Seblit, Regie R. Programmer: Roldan, Miole B.Document Specialist: Mon, Abegail E.Business Analyst: JohnPaul D. Gomez System Analyst: JohnReynal D. Gomez

General Ledger System with Asset Accounting



Table of Contents

1 PROJECT BACKGROUP………….………………………….…..….41.1 Problem/Opportunity/Description...……………... …….…41.2 Benefits……………………….……..………………..…..….41.3 Goals…………………………………………..…….….…....41.4 Stakeholders and Clients….…………..….........….………4

2 PROJECT SCOPE …………………..……………………..….…....…52.1 Objective………………....……………………………….…..52.3 Deliverables……………………………………………….….52.4 Out of Scope…………………………………….………...…6

3 PROJECT PLAN………………………………………….………..…..7 3.1 Approach………………………….………………..………....7 3.2 Project Timeline………………….………………...….…......7 3.3 Success Criteria……………………………….……..….......7 3.4 Issues and Policy Implications……………………..……....7 3.5 Risk Management Plan……………………..……………….8 3.6 Service Transition………………..…………………………..8 3.7 Options Analysis…………………...……………..…….……8

4 TECHNICAL FEATURES………………….…….…………………...10

5 PROJECT ORGANIZATION……………………….…….................11

6 PROJECT BUDGET…………………………….……………….……12

7 APPENDIX A-ADDITIONAL INFORMATION…...……...……........13




Chapter 1: Project Charter

1 PROJECT BACKGROUNDGeneral ledger system is defined as service activity whose function

is to provide quantitative information, primarily financial reports in nature

about economic entities. The general ledger is the activities of an entity or

its financial data which are processed daily, periodically communicated to

various users by means of financial statements. The general ledger will be

useful in decision making. The preparation of the statements is guided by

the generally accepted accounting principles. General ledger system is

used by a business to make sure that information is properly recorded and

reported to the users and show the different accounting terms used in

recording the elements found in the financial statements.

General ledger or the accounting records have been found several

thousand years ago in various parts in the world. Even before the birth of

Christ, evidence of accounting system was used in Greece. Romans kept

records expressed in the letter of the alphabet. In the modern General

ledger system. Accounting is a service activity use in our modern times its

function is to provide quantitative information primarily financial in nature

about economic entities that is intended to be useful in making economic

decisions in making reasoned choices among alternative courses of

action. On our project influenced of information system has arose the

eagerness of discovering more things that will make everything easy for

client in such different aspects. It only shows that Information system is

not only for business purposes, it can be for personal use or it depends on

the client. This project has a lot of transactions and has different

departments. In every transaction there must be supporting documents,

where all data are encoded manually and compile the papers, all

department had their own process base on the system. Administrator’s



Novaliches, Quezon Citytask has becoming more complex, there have been efforts to improve the

effectiveness of the problem solving and central to this are quantitative

and electronic devices such as upgraded computers and connection. In

the field of education, researchers and theorist have focused intensively in

recent years on examining the concepts and use of information systems to

assist administrators and other users. Others have raised and discussed

fundamental issues and uses of general ledger system to facilitate

judgment and decision making in this project.

All the transaction will be systematically organized. The traditional

way of handling documents which is manual encoding and compiling will

be easier than before. Hotel management system, like in any other

organization used to manage all sorts of data and information to ensure

attainment of its goal and objectives. The emerging needs in most

departments under Hotel Management System for accurate, relevant data

and reliable information are strengthen the information System. As of

today information system is one of the tools to succeed in modern

generation. General ledger system is the summarization of transaction

reports coming from different departments. All the report being processed

in General ledger is submitted to the audit department.

1.1 PROBLEM/OPPORTUNITY DESCRIPTIONThe project will address the problems that being encountered of the

client upon using the existing system to improve the current process, the

team give solutions to the following problems they come up with:

1. Unsecured Confidential FilesFile from general ledger can cause leakage of accounting records,

reports and other confidential files of general ledger. It might be

messed, altered or interfered by those unauthorized personnel. The

credibility of general ledger might be affected and questioned due to

the possible scenarios. Records must be protected to those leakers,



Novaliches, Quezon Citycheaters, hackers and prying eyes to secure every records and data

entries.

2. Time consuming in saving filesWhen the general ledger facing a long term process in collecting and

recording all the report business time flow will be affected. Record

must be improving the progress of processing the reports on time to

avoid problem on time management.

3. Lack of Generated Reports

The system does not support a complete set of generated reports,

which gives a hard time for the user in viewing specific prepared

financial reports.

1.2 BENEFITSGeneral ledger system standardizes and systematizes the

procedures and general ledger activities based on how the users want it to

work with. The general objective of this project is to create a general

ledger system that can handle the entire transaction reports for accounting

department.

This project can handle those transactions needed by the user

especially in creating and viewing complete financial reports.

Record must be process the reports on time to avoid problem on

time risk.

Records must be protected to those leakers, cheaters, hackers and

prying eyes to secure every records and data entries.

Saving to database and generate the ledger reports base on the

transaction

1.3 GOAL



Novaliches, Quezon CityThe project goal is to develop a general ledger system to create

possible solutions for the problem that the hotel experiencing currently and

to achieve the benefits lead by this system. The system will cover up the

general ledger components and activities which makes the work easy for

the accounting department.

1.4 STAKEHOLDERS/CLIENT

1. The project teamThis stakeholder is the proponents, which will be the project

handler and will develop a system. The proponents analyze all the

details problems where the solutions will include on the developed

system.

2. The accounting ManagerAn accounting manager has the responsibility for establishes

financial status by developing and implementing systems for

collecting, analyzing, verifying, and reporting financial information;

managing staff, maintains financial security by establishing internal

controls

3. The accountantAn accountant has the responsibility for Provides financial

information to management by researching and analyzing

accounting data; preparing reports.

4. The administratorAn administrator has the responsibility for the upkeep,

configuration, and reliable operation of computer systems;

especially multi-user computers, such as servers. The system

administrator seeks to ensure the uptime, performance, resources,

and security of the computers he or she manages meet the needs

of the users, without exceeding the budget.


General Ledger With Asset Accounting

Preparing ofDocuments

SupportingDocuments

View for COA

Charts of Accounts

Assets

Liabilities

Equity

Revenue

Expenses

Analyze OfDocuments

Bad Entry Good Entry

Save toDatabase



2 PROJECT SCOPE2.1 OBJECTIVES



Preparing Journal

View saves Document

Posting In Ledger

General Journal

Ledger


FinancialsStatementsReports

Trial Balance

Balance Sheet

Income Statement


Novaliches, Quezon CityFigure 1.1 Preparing of documents andAnalyze of documents and Chart of accounts

Figure 1.2Preparing journal and posting in ledger




Figure 1.3Financial Statements and reports

2.2 DELIVERABLES

Objectives 2: Preparing of documents and analyze of documents and

chart of accounts

Project Deliverables Work Products / Description

Supporting

Documents

A source document is a document in which

data collected for all transaction in

accounting phase.

Bad entry

Determine the beginning balance of the "no

collectables" account or not accurate

connected to the transaction.

Good Entry

(Save to the

Database)

Determine the collectables accounts was

accurate to the transaction did.

Chart Of Accounts

A chart of accounts is a listing of the

names of the accounts that a company has

identified and made available for recording

transactions in its general ledger. A

company has the flexibility to tailor its chart

of accounts to best suit its needs, including

adding accounts as needed.

Objective 2: Preparing journal and posting in ledger


Preparing Preparing journal entry, in accounting, is a

logging of transactions into accounting



Novaliches, Quezon CityJournal

(View saves

document)

journal items. The journal entry can consist

of several recordings, each of which is

either a debit or a credit.

General Journal

The general journal is where double entry

bookkeeping entries are recorded

by debiting one or more accounts

and crediting another one or more

accounts with the same total amount

Post in ledger

Collection of an entire transaction of similar

accounts in double entry bookkeeping.

Also called book of final entry

Objective 3: Financial Statements and Reports


Financial Statements

And Reports

Financial Statement and reports is a formal

record of the financial activities of a

business, person, or other entity. Relevant

financial information is presented in a

structured manner and in a form easy to

understand.

Trail Balance

A trial balance is a list of the entire General

ledger accounts both revenue and capital

contained in the ledger of a business. This

list will contain the name of the nominal

ledger account and the value of that

nominal ledger account.

Balance Sheet A balance sheet is used to inform a reader



Novaliches, Quezon Cityof the ending balances in a company's

asset, liability, and equity accounts as of

the date stated on the report.

Income Statement

The income statement presents the results

of a business for a stated period of time.

The statement begins with revenues, from

which expenses are subtracted to arrive at

a profit or loss.

2.3 OUT OF SCOPE

The following details below are related to the general ledger system

but will not be managed as part of this system.

Payroll and DeductionsThe general ledger system can’t process payroll transaction.

Because the general ledger system is created to make

financial reports to the organization

ReservationThe general ledger system can’t process Reservation.

Because the general ledger system is created to make

financial reports to the organization

BookingThe general ledger system can’t process Booking. Because

the general ledger system is created to make financial

reports to the organization.

3 PROJECT PLAN3.1 APPROACH AND METHODOLOGY

The following approach and methodologies discussed to make this

system development possible. These are the following strategies for the

general ledger system development.



Novaliches, Quezon CitySDLC

System PlanningSystem planning is the fundamental step on proposing a

system. The proponents did such activities which are mostly done

or included on system planning and interview companies related on

human resource activities and procedures including the discussion

the problems that the most general ledger experiencing today.

Hence, the problem might be solved as the general ledger system

becomes possible. Interviewing is one of the primary steps to

gather data and conclusions to design a right interface that suits

general ledger needs. The problems they currently facing are

indicated in the problems and also discussed other related topic

that can help in the documentation of this research.

System AnalysisSystem analysis is the next step in order to analyze the

problems and data gathered. On this step, on the lead of system

analyst, the proponents analyze the problems in order to design the

interface of our proposed system and generalizing thoughts to give

a unified decision for this proposal. By the gathered data on the

interview the proponents formulate objectives as this was indicated

on the objectives and deliverables part of this documentation.

System DesignSystem design is the next step that the proponents done. On

this part, the proponents will design an interface of the proposed

general ledger system. This system design will determine and

discuss different system specifications and requirements needed to

make general ledger system possible. Design must be well

planned, in order to meet the clients’ need and user-friendly GUI.

The design of the transitions and process must also be consider.



Novaliches, Quezon CityThe contents of financials must be consisting of the entire general

ledger activities and processes.

System ImplementationSystem implementation will be done after the development

of the software. This will test the affectivity of the software product if

this will work and meet the requirements and needs of the client.

When there are problems occurred on the system implementation

that is the time that the system must furnish the errors and bugs to

make the system work flawlessly.

System Operation, Support and MaintenanceThe system operation, support and maintenance is aiming to

incessantly satisfy the needs of the client by maintaining the

operation and the support of the system inside the business

transaction. In order to support and operate the general ledger

system the financials department, the project team must maintain

the system for the future errors or sudden supplementary changes

of features and content.

3.2 PROJECT TIMELINE

ID Task Name Start Finish Duration

1 Finding adviser 07/03/14 07/09/14 1 week

2 Research about the system 07/09/14 07/15/14 1 week

3 Brain storming 07/17/14 07/19/14 3 days

4 Find a company 07/21/14 07/27/14 1 week

5 Interview 07/28/14 07/30/14 3 days

6 Project Charter 07/31/14 08/04/14 5 days



Novaliches, Quezon City7 Local and Foreign literature 08/05/14 0/11/14 1 week

8 Syntheses and relevance to

The study(Matrix)

08/13/14 08/15/14 3 days

9 RMMM Plan 09/17/14 08/29/14 2 weeks

10 Software Configuration

Management plan

08/31/14 09/06/14 1 week

11 Software Quality Assurance

Plan

09/07/14 09/13/14 1 week

12 System Specification 09/15/14 09/19/14 5 days

13 Software Requirements

Specification

09/20/14 09/26/14 1 week

14 Software Design Specification 09/27/14 10/10/14 2 weeks

15 Test Specification 10/12/14 10/18/14 1 week

3.3 SUCCESS CRITERIAWhen the general ledger system is already working the accounting

department will encounter achievement based on the following success:

Provide information for predicting, comparing and

evaluating potential cash flows.

Security of all confidential files and records of the general

ledger. The general ledger system will have a login form

on which unauthorized users cannot be accessed the

system aside from the authorized users which is the main

user of the system.

Posting reports and print reports needed by the general

ledger

3.4 ISSUES AND IMPLICATIONS



Novaliches, Quezon CityGeneral ledger is affecting all the accounting aspect of a

management, without those accounts the general ledger system will

become none functional system because there’s no transactions made to

create an general ledger system.

3.5 RISK MANAGEMENT PLAN

Risk Factor Probability(H-M-L)

Impact(H-M-L)

Risk Management Action

Files risk M M Make sure the data

information is secure and

safety for easy to use.

Flow system risk M M Check the system before

you started. To

communicate to the

client.

Risk for error sending

report

To analyze all information

completed and we need

to pass to sender if make

sure the problem has

resolve and understand.

Business Impact Risk M M The project team must

understand the details of

the given factual

information, problems and

requirements to meet the

exact features that the

business requires.

Technology Risk H M This risk can happen to



Novaliches, Quezon Citythe system developed by

the developers. Bugs and

logical problem might

occur on the system

which needed to be under

maintenance, repair and

preservation. Since the

developers offered this

application for the

business firm, developers

also responsible for its

maintenance to be

continuously utilized by

the users.

Financial Risk M H For the company,

financial risk occurs.

Financial budget are

needed to procure and

support the requirements

of the general ledger

constraint only the human

resource management. It

was cleared to the

company that these are

only the scope of the

system proposed to.

3.6 Service TransitionInformation technology is a commonly used term that

changes meaning with context. From the first perspective,



Novaliches, Quezon CityThe applications and infrastructure are components

or sub-assemblies of a larger product. The project team enable or are

embedded in processes and services. From the second

perspective, IT is an organization with its own set of

capabilities and resources. The project team can be do

Various types of the project process functions, shared services in case of

difficulties the client will call the project team to extract or rebuild the

project for another feature.

3.7 Option AnalysisThe alternative option that the project will do during creating the

system that the PEC gives to us is Java Eclipse. This programming

language has a difference in Java netbeans so that Client will not confuse

on this programming language.

3 Technical FeaturesTechnical features discuss and provide broad description of the

features, applications and peripherals that will be used to make general

ledger system. Here are the following technical features:

Language: Java Net beans IDE 7.3 version

This platform using 4th generation java language and will be

used as a medium in system development. This will be used

as a front-end.

Database: MS SQL

This application will be the back-end of the general ledger

system application and the storage of all data inputs and

information

Operating System: Windows 7 Ultimate 64 bit



Novaliches, Quezon City Windows 7 is the most used MS Operating System and

will be the minimum requirement of the general ledger

system application.

Memory: 2GB

This is the capacity of the laptop or desktop computer

that will be used by the proponents. Java Net beans can

eat up huge amount of memory while general ledger

system is on development that is why the proponents

need this amount of memory capacity.

HDD: 320 GB

This is the capacity of the laptop or desktop computer

that the proponents have been used. Java Net beans and

MS SQL are applications that need a huge capacity of

storage. And as the system compiled it will spend more

storage capacity to make the software runs faster.




Project Organization and StaffingEach one of this team has a different task and this task is important

to create a project. This is the following task.

ROLE NAMES AND CONTACT INFORMATION

RESPONSIBILITIES

Project

Manager

He’s responsible to the planning, controlling,

facilitating, decision making, and all knowing

about the propose system. And she

responsible also in their handled members,

how to communicate others formally, how to

disciplined their own in front on the clients,

panelist etc. And most of all she has a unique

solution at all.

Lead

Programme

r

He’s responsible in system making

Document

Specialist

She’s responsible to document all the

information’s about the system. Researching

for the basis of our propose system.

Business

Analyst

He’s responsible to know the business

process.

System He’s responsible to analyzed all the

information’s in propose system. To think



Novaliches, Quezon CityAnalyst what, how, where, when, why, who involve in

the system

PROJECT BUDGET

Budget Items Description Budgeted CostOne-Time CostProject Study Manual

This manual used as a guide of the project team in

managing and conceptualizing

documentation (All members have a manual)Title: Journey to Project

Study

Php 300.00

Fourth Edition)Published by: Internetworking & Broadband Consulting Co. LTD(IBC)

Total One-Time Cost Php 1,500Ongoing CostTransportation Transportation is

considered as ongoing cost because of ongoing work for the project



Novaliches, Quezon Citydevelopment. It is also included in ongoing cost expenses for the project development.

Expenses Print Out Print is part of the project teams for checking documentation to advisory. It is also included in ongoing cost expenses for the project development.

Food Expenses Food is continuous consumable goods which part of the project team’s daily routine. It is also included in ongoing cost expenses for the project development.

Total One-Time Cost




Chapter 2 Review of Related Literature

2. FOREIGN STUDIES2.1.1 Fairmount Hotel Restaurant General Ledger

Fairmount Hotel Restaurant General ledger there system is you can

measure the financial health of your company. In accounting terms, the

general ledger records each transaction coming into or going out of your

company that involves the exchange of money, or involves an increase or

decrease in the overall value of your company. These transactions can

include everything from cash receipts to depreciation on equipment; all

such transactions should be reflected in General Ledger. In order to

record a transaction, you enter the amount into an “account”. The full set

of your accounts is called the chart of accounts. There are many types of

accounts in the Chart of Accounts. The broadest subdivision of accounts

separates them into “Assets”, which are generally tangible, valuable items

that your company owns; “Liabilities”, which are legal obligations your

company owes to its creditors; and “Owners’ Equity”, which reflects the

amounts that various individuals or companies have invested in your

business. When a business first begins, the only equity available is the

initial investment made by the owner of the business (the Owner’s Equity

or the Income Statement). As the company grows, it purchases goods,

services, supplies, and equipment; these items are necessary to conduct

business. In order to achieve transparency of the reports, the data that

extract in the ledger must be accurate and balance.




The General Ledger functionalities include: Chart of accounts

Prepared Statements

Reports for each accounts

Create view for decision making

Resources: http://www.fairmont.com/peace-hotel-shanghai/history/

2.1.2 HYATT Hotel General ledgerHyatt Hotel General Ledger consist of several accounting

application, by this application they can support there general ledger

transactions. It presents the application outcome of your organization’s

activities, delivering key business information to provide solid strategic

decision support their General Ledger automates the flow of postings. The

use of special accounts allows you to determine where postings go, and

how much detail flows through to the general ledger. Data entry staff

requires only minimal knowledge of general ledger postings as special

accounts perform this task for them for managing those report needed by

the general ledger.

The General Ledger functionalities include:

Automates the flow of posting

Special accounts that allows you to determine where

posting go



Novaliches, Quezon City Report needed by the general ledger

Resources:http://en.wikipedia.org/wiki/Hyatt

2.1.3 EXCALIBUR General Ledger

Excalibur general ledger is a powerful and comprehensive General

Ledger module is a flexible accounting and reporting system with special

emphasis placed on the requirements of the oil and gas industry. All

financial transactions entered or created in other Excalibur systems

automatically flow to the General Ledger. The General Ledger system

contains extensive standard financial reports and also allows you to

customize financial reports to your specific requirements: Journal Voucher

Data Entry Features, Duplication features to speed data entry, Unlimited

detail transaction descriptions, Copy feature for automatic duplication of

any current, historical or template journal voucher, Auto prompt feature for

changing voucher detail line amounts only while leaving all other coding

intact, Reversal feature for automatic reversal of any current or historical

journal voucher, Accrual feature for automatically creating reversing

journal vouchers in a user-specified accounting period, Recurring feature

for automatically creating duplicate journal vouchers in any number of

user-specified accounting periods, Journal voucher upload functionality

from Excel template, Internal and Accounting Controls, Flexible chart of

accounts structure to accommodate company preferences, Balanced

journal entries are required (one-sided or out-of-balance entries are not

permitted) Automatic generation of intercompany payable and receivable

entries Journal voucher review/approval required, at your option, prior to

creation of transactions, Multiple accounting periods open simultaneously

at an entity and system-specific level, Simplified automatic year-end

closing of P&L accounts, Bank account reconciliation for outstanding



Novaliches, Quezon Citychecks and deposits, Automatic entry cutback from partnerships or

subsidiaries books to parents or partners books, Automatic company

vehicle mileage allocation to AFEs, properties, leases or cost centers

based on PMTA mileage rates.

Report Extensive standard financial reports, including trial

balances, general ledger activity, and comparative general ledger and

financial reports Extensive user-formatted financial reports including

balance sheet, statement of earnings (P&L), statement of cash flows, and

comparative financial statements and reports. Direct integration with

desktop PC reporting tools (such as Excel) for customized reporting

without having to rekey or download data from the system. User-defined

groupings of accounts for spreadsheet and user-formatted financial

reports. Multiple companies reporting including consolidations. Detail

transaction reports with all relevant source document information.

Extensive online inquiries including general ledger balances, general

ledger detail and drill-down from balance to underlying detail transactions.

Audit lead schedules online history information available for prior periods.

Resources: http://www.p2energysolutions.com/excalibur/financial-

accounting/general-ledger-and-financial-reporting#sthash.IbCofUAq


Record and report on financial transactions

Have chart of accounts

Have general journal

Can generate financial reports




2.1.4University of Colorado Financial System and General Ledger

Based on the Finance System team provides support for

PeopleSoft Finance users including the areas of general accounting,

accounts payable, project accounting, billing, accounts receivable, and

asset management. We are also responsible for ensuring data integrity

between all University financial systems including Concur Expense and

CU Marketplace, and other systems such as HRMS, ISIS, and COFRS.

They are also responsible for design, testing, and project management of

fixes, enhancements, and system upgrades, Record and report on

financial transactions and Fix transaction.


Record and report on financial transactions

The system is integrated

Fix transaction

Resources:

http://www.colorado.edu/abs/sites/default/files/attached-files/fin_training_manual

2.1.5 University of Wisconsin Financial and General Ledger system

General ledger system of UWFGLS this is where data from all

modules comes together and where most of the financial reporting is

done. Ledgers store posted general ledger journals for a set of Chart field



Novaliches, Quezon Cityvalues by accounting period and fiscal year. The admin represent a set of

books for each business unit and are usually populated by journal entries.

There are several ledgers that are delivered with the SFS system. Most

campuses are currently using the actual ledger, which stores all

transactions except budgets and the student budget Ledger, which stores

budget information. Before looking at the ledger the user must familiarized

itself in the unique chart of fields and different acronyms that the admin

provided. In order to understand the flow of processing general ledger

reports, the business process of the system is included on the general

ledger needed to be done.

The General Ledger functionalities include: Financial reporting is done

Store posted general ledger in journals

Process of reports

Set of Charts by accounting terms

Resources:http://www.uwsa.edu/fadmin/sfs/glddict

2.2. LOCAL STUDIES

2.2.1Local Government Unit Accounting System (e-NGAS)

Local Government Unit Accounting System project aimed to create

an automated general ledger system that can handle the entire transaction

reports for accounting department. Specific objectives are to improve the

progress of processing the reports on time, to diminish the volume of

paper works of the client, to produce quality system based on the

combined clientele preferences and group decision, to create a user

friendly system that can maximized all the process in to a smooth and

systematical way. Since one of the specific objectives of the proponents is



Novaliches, Quezon Cityto improve the progress of processing reports the design system would

allow three users accounts which are the Accountant, Accounting

Manager, Admin. Accountant would only access the downloading of

documents and importing files from the other subsystem and save it while

Accounting Manager user account is the one, who had the access on the

entire general ledger system. In addition AM is the one who can register

new user, can open

database edit and update. On the other hand Administrator user account

can access every feature design of the proposed integrated system,

meaning admin can access the entire local government unit system which

general ledger is under.

The General Ledger functionalities include: Completeness of supporting document that required in one transaction.

Computation must be balance.

All documents must be submitted original copy except the cheque and

scan.

2.2.2 WinMed Hospital Information System (HIS)The General Ledger application is Multi Company and

accommodates the AHA chart of accounts. There is a monthly closing to

retained earnings, with a yearly closing to retained earnings. The system

will allow postings to previous periods, current period, and future

periods. The system includes a report writer for tailoring financial

statements. The balance sheet is free format, designed for total control by

the user. There are several formats for income and expenses statements

which lists previous periods and/or years with budget information. The

system has 10 years of history for accounts and all detailed transactions

processed in the General Ledger application with reports showing the

beginning balances, all detail transactions processed, with the closing



Novaliches, Quezon Citybalance. The application also accommodates statistic information such as

patient days or payroll FTE's. The Accounts Payable application is

designed to process vendor invoices and patient refunds. This application

will track vendor invoices, payments, 1099 information and refunds to

patients. Cash requirements reports are produced upon demand and can

also include an ageing. A history database of vendor invoices and

payments is a base part of the system. System bank reconciliation and

check registry are done online. Printing of checks with a laser printer can

also include signatures and bank routing information. The system also

allows flexible distribution of invoices. Payroll / Personnel were designed

to be very flexible for hospitals use. There are many type of earnings, pay

periods, multi-company, and user defined accruals of benefits. The

hospital defines their deductions and accrual of additional compensation.

The payroll checks are printed on a laser printer which includes signatures

and bank routing information. Also available as a standard feature is direct

deposit. The system produces all required state and federal reporting. As

part of the pay period processing, all financial information is interfaced to

general ledger with accrual data, and automatic reversal of the accrual

data the next general ledger period. The system contains history

databases of all employees pay information for each check/direct deposit

issued. There is also a history database of each pay period labor

distribution for each division, department, and position the hospital has

defined in their payroll. The personnel system allows for personnel actions

to be documented on the employee record. The system tracks licenses,

leave, physical examine, education, and user defined fields for tracking.

The Depreciation application is an addition to the general ledger system,

and will track the depreciation of any asset of the hospital. There a many

conventions and methods to select from for deprecation of the assets. The

application tracks book value and tax value if the user chooses these

options. The depreciation is calculated each month and posted to general

ledger. As new assets are added during the year, they will be calculated



Novaliches, Quezon Citybased on the method and convention selected and posted to general

ledger. Assets are tracked by division and classification. Material

Management application will maintain inventory for multi departments

within the hospital. The system can track both billable and non-billable

inventory items. The purchasing can process both inventory and non-

inventory items. The system also tracks inventory uses by department and

maintains a stock level for each hospital departments. The system

generates automatic re-orders based on information on each item.

Physical inventory can be done at any time, or as many times during the

year the users chooses. The material management department can

continue to operate during physical inventory and when the reports are

produced will calculate any activity that occurred during that taking of the

physical inventory.

Resources:http://www.winmedhis.com/financialsystems

The General Ledger functionalities include: The system will allow postings to previous periods, current period, and

future periods. Computation must be balance.

The system will allow postings to previous periods, current period, and

future periods.

The system will generate financial reports

The system will allow to view financial reports

.

2.2.3Manila Doctors Hospital Financial SystemIn 1989 is the birth of automated processes at the Manila Medical Service

Incorporated (MMSI) with Sycip, Gorres, Velayo as the commissioned systems

developer. MMSI implemented their first standalone computerized business

application: the Patient Account Receivable System (PARS) with Metro bank,



Novaliches, Quezon CityIncorporated taking the lead in the project. PARS, DOS base accounts receivable

(A/R) system was managed by an Accounting staff, trained at the Meralco

Foundation Incorporated to provide internal systems support. In year 1992, the

General Ledger System developed by Innovative Concepts Software House was

implemented. At that time, computerization projects were still managed by the

Accounting Department. It was in year 1994 that the Electronic Data Processing

(EDP) came into form as a section unit of the Finance Division; with the

Accounting staff manning the section and the Assistant Financial Controller as

the Head. This also marked the start of the Local Area Network environment in

the hospital. The main focus of the EDP operations at that time is in the DOS

base financial applications covering General Ledger, Billing, Check Vouchers

and Payroll modules.

Resources: http://www.maniladoctors.com.ph

The General Ledger functionalities include: The system will generate financial reports

The system will allow to view financial reports

Check of Vouchers and payroll modules

2.2.4 Government Integrated Financial Management Information System

The Government of the Philippines (GOP) launched a comprehensive

public financial management (PFM) reform program in February 2011. The

details of the reform program are provided for in the Philippine Public Financial

Management Reform Roadmap, a strategic plan for a whole-of-government

approach to PFM reforms, which aims to clarify, simplify, improve and harmonize

the financial management processes and information systems of the civil service.

This includes reengineering business processes, integrating relevant systems in



Novaliches, Quezon Citythe Department of Budget and Management (DBM), Commission on Audit

(COA), Department of Finance (DOF), Bureau of Treasury (BTR), and

implementing agencies, as well as, reassigning functions between the oversight

agencies. The desired results are improvements in fiscal discipline, fund

allocation efficiency, and operational efficiency for the effective delivery of public

services. A major reform of the Roadmap is the development of a Government

Integrated Financial Management Information System (GIFMIS), an

integrated IT solution that can collect and organize financial information in a

central database to support, at a minimum, budget preparation, execution and

financial reporting. President Benigno Simeon C. Aquino III, issued an Executive

Order in September 2011 directing GIFMIS system development. In line with this,

a two-track approach is being implemented by the GOP.

The General Ledger functionalities include: The system is integrated.

2.2.5 The Healthcare Integrated General Ledger Accounting System (HIGLAS)

The Centers for Medicare & Medicaid Services (CMS) has

implemented the Healthcare Integrated General Ledger Accounting

System (HIGLAS). HIGLAS is an integrated, dual-entry, general ledger

accounting system to manage healthcare outlays. CMS has 45 million

providers and beneficiaries, and it uses HIGLAS to process approximately

4.5 million claims daily. HIGLAS improves accountability for Medicare

payments to physicians, hospitals, and other providers servicing Medicare

beneficiaries. HIGLAS is also used to support accounting for Medicaid and

Children’s Health Insurance Program (CHIP) grants and to generate the

CMS Financial Statements, including all vendor payments, payables, and

receivables. The Healthcare Integrated General Ledger Accounting

System (HIGLAS), a single integrated Internet-based accounting system,



Novaliches, Quezon Cityleverages the very latest in commercial off-the-shelf (COTS) software to

support CMS' mission to, collect standardized accounting data from

Medicare, Contractors for Part A and Part B claims, Process Medicaid and

CHIP grants. Perform internal administrative program accountingHIGLAS

is responsible for performing seven major financial functions: Accounts

Payable for disbursing payments owed to providers, physicians, suppliers,

beneficiaries, insurers, employers, and other entities. Accounts

Receivable for collection of overpayments made to providers, physicians,

suppliers, beneficiaries, insurers, employers, and other entities. General

Ledger for posting and recording all financial transactions summarizing

and maintaining account balances by the fund structure and individual

general ledger accounts. Cash Management for reconciling Medicare

Contractors' bank statements. Administrative Program Accounting for

maintaining data used to generate CMS' financial statements. Supporting

the issuance of grants and subsidiaries made to other organizations or

Individuals supporting budget formulation and execution. Audit Control for

auditing the integrity of the data as it is entered, altered or deleted

performed financial statement audits. Healthcare Transaction Base for

providing a federal document view of the data in HIGLAS. The Healthcare

Integrated General Ledger Accounting System (HIGLAS) is a new dual-

entry accounting system that replaces and modernizes the existing fee for

service Medicare Contractor accounting systems with a single

standardized system. In addition to processing Medicare claims, HIGLAS

will replace the legacy Financial Accounting and Control System (FACS),

which accumulates CMS' financial activities, both programmatic and

administrative, in its general ledger.

Benefits

HIGLAS, a component of the Department of Health and Human Services

(DHHS) Unified Financial Management System (UFMS), will:



Novaliches, Quezon City Improve accountability for Medicare's payments to

physicians, hospitals, and other providers servicing Medicare

beneficiaries.

Eliminate redundant accounting systems.

Allow more timely and effective collection activities on

outstanding debts

Pay nearly 3 Million healthcare claims a day.

Result in additional interest earned to the Medicare Trust

Funds.

Meet government financial regulations including the Joint

Financial Management Improvement Program (JFMIP) and

the Federal Financial Management Improvement Act of 1996

(FFMIA)

Resources: http://www.cms.gov/

The General Ledger functionalities include: The system is integrated.

Can generate financial statement

The system have accounts payable and can generate financial reports




2.3. SYNTHESIS AND RELEVANCE TO THE STUDY (MATRIX - COMPARATIVE ANALYSIS)

2.3.1. Local and Foreign Synthesis and Comparative Analysis





Features FHR

Gen

eral

Led

ger

HY

ATT

H G

ener

al le

dger

EX

CA

LIB

UR

UC

FS G

ener

al L

edge

r

UW

F G

ener

al L

edge

r

LGU

Acc

ount

ing

Sys

tem

WH

Info

rmat

ion

Sys

tem

MD

H F

inan

cial

Sys

tem

GIF

MIS

HIG

LAS

GL

with

Ass

et A

ccou

ntin

g

Double-entry

Bookkeeping

Journal Entry

General Journal

Ledger

General Ledger

Chart of Accounts

Trial Balance

Income Statement

Financial Statement

Asset Accounts

Subsidiary Ledger

Balance Sheet

Financial Report



RISK MITIGATION, MONITORING, AND MANAGEMENT PLAN

1.0 INTRODUCTION

1.1 SCOPE AND INTENT OF RMMM ACTIVITIES1.2 RSK MANAGEMENT ORGANIZATIONAL ROLE

2.0 FUNCTIONAL DATA DESCRIPTION

2.1 RISK TABLE



Novaliches, Quezon City2.1.1 DESCRIPTION OF RISK M2.1.2 PROBABILITY AND IMPACT FOR RISK M

3.0 RISK MITIGATION, MONITORING AND MANAGEMENT

3.1 RISK MITIGATION FOR RISK M3.1.1 PRODUCT SIZE3.1.2 BUSINESS IMPACT3.1.3 CUSTOMER (USER) RISK3.1.4 PROCESS RISKS3.1.5 TECHNOLOGY RISKS3.1.6 DEVELOPMENT RISKS3.1.7 EMPLOOYEE RISKS (TEAMMATES)

3.2 RISK MONITORING FOR RISK M3.2.1 PRODUCT SIZE3.2.2 BUSINESS IMPACT3.2.3 CUSTOMET (USER) RISKS3.2.4 PROCESS RISKS3.2.5 TECHNOLOGY RISKS3.2.6 DEVELOPMENT RISKS3.2.7 EMPLOYEE RISKS (TEAMMATES)

3.3 RISK MANAGEMENT FOR RISK M3.3.1 PRODUCT SIZE3.3.2 BUSINESS IMPACT3.3.3 CUSTOMER (USER) RISKS3.3.4 PROCESS RISKS3.3.5 TECHNOLOGY RISKS3.3.6 DEVELOPMENT RISKS3.3.7 EMPLOYEE RISKS (TEAMMATES)

4.0 SPECIAL CONDITIONS

Chapter 3

RISK MITIGATION, MONITORING, AND MANAGEMENT PLAN

1.0 Introduction



Novaliches, Quezon CityThis section gives a general overview of the Risk Mitigation,

Monitoring and Management Plan for the General Ledger System with

Asset Accounting. It is responsibility of this section to perform risk

mitigation, monitoring and management in order to produce a quality

product. The quicker the risk can be identified and avoided, the smaller

the chances of having to face particular risks consequences. The fewer

consequences suffered as a result of good RMMM plan, the better the

product and the finer the development process.

1.1 Scope and intent of RMMM activitiesProject team aim to create or to develop free of any defects or

errors, but it is too hard or at times almost impossible to develop a system

that is free of any defects. To be safe we should like to have a risk

management plan to counter any difficulties that may impact the

development or the creation of the software. Our goal is to assist the

project team in developing a strategy to deal with any risk. To achieve this

aim, RMMM must be plan well and determine the possible potential risks

in a generic sense. When all possible risks have been identified, the

project team will then be evaluated the possible risks to determine the

probability of the occurrence and how General Ledger System will be

affected if they occur of happened.

1.2 Risk management organizational role.

Each stakeholder has a responsibility of managing the risk.

Everyone must be participate and undertake risk management.



Novaliches, Quezon City Development of the project, the client must give all the details and

business needs as early as possible and sudden changes that must

be added up or features that they want to occur on the product.

The client must also provide all necessary software information

before the project team initiates the system development.

The project team must monitor the progress of the work schedules,

cost estimations, scope analysis of the propose project, the

integration into other system and other possible present and future

risks that might possibly affect the General Ledger System as they

occur.

The client must also give an opinion for the additional features in

the project.

The users can help avoid risk by providing necessary information

during the early phase of the development.

2.0 Risk Description

This section describes the risks that are likely to be encountered

during this project.

2.1 Risk Table

The description of risks that might associate and affect General

Ledger System. The appropriate categories of the risks are also given, as

well a probability of each risk and its impact on the development process.





Category Risk

Employee RiskDeficient knowledge on using

applications and technology

Technical Risk

Unexpected technical and power

interruptions and computer

configurations

Process RiskInsufficient quality of product and

unsuccessful system integration

Technology Risk Bugs and logical errors of the product

Financial RiskFinancial budget to procure and

support the system development

Product SizeEstimation planning might be

erroneous

Development RiskInadequate details, resources and

factual business requirements taken

Customer RiskClient might fail to partake or less

involvement

Business ImpactProduct may fail to meet the

requirements of the business.


Novaliches, Quezon City2.1.1. Description of the Risk m

Business Impact RiskBusiness impact risk where concern is that of the not being able to

come up or produce the product that has impact on the client’s business. If

the product does not attain its goals it will fails to help and contribute to the

business needs.

Customer RisksCustomer risk where concern is clients motivation or willingness in

project development team. If the client fails to attend meeting regularly

and fails to describe the real need of the business the produces product

will not be one that helps the business.

Development RisksDevelopment risk refers to the failure of the client to support and

provide all necessary equipment for the development and execution of the

software which can cause the project to fail. On this scenario, project team

must think and assume another options or ways to continue the

development of the product.

Employee RiskThis risk is totally dependent on the ability, experience and

willingness of the software development team members to create the

working product. Every member should have respective tasks according to

the work plan which obligatory to accomplish. If one member cannot

accomplish one task due to its difficulty, co-members must fulfill these

weaknesses. Every member of the project team must put an effort

because if one fails to provide endeavor to the project, the efforts and

sacrifices of the other members to accomplish the project would be fail.



Novaliches, Quezon CityThis risk is considered as one of the major risks to consider when it comes

to designing the product software.

Process RisksProcess risk involves risk regarding product quality. If the product

developed does not meet the standards set by the customer or the

development team it is a failure. Maybe the failure is on the part of the

client to describe the true and genuine business needs or failure of the

project team to understand and misconception the project proper

equipment and employees to finish the product.

Product SizeThis risk involves misjudgment on behalf of the customer and also

the project development team. If the customer fails to provide the proper

size of the product that is to be developed it will cause major problems for

the completion of the project. If software development team misjudgment

the size and scope of the project team may be too small or large for the

project thus spending too much money on project or not finishing project

at all because of shortage of finances

Technology Risks Technology risk involves of using technology that already is or is

soon to be obsolete in development of the product. Such product

will on be functional for short period of time thus taking away

resources from the customer.



Novaliches, Quezon City2.1.2 Probability and Impact for Risk m

The following is the sorted version of the table by probability:


Category Risk Probability Impact

Employee Risk

Deficient knowledge on

using applications and

technology

40% 1

Technical Risk

Unexpected technical and

power interruptions and

computer configurations

40% 2

Process Risk

Insufficient quality of

product and unsuccessful

system integration

35% 2

Technology RiskBugs and logical errors of

the product 35% 3

Financial Risk

Financial budget to

procure and support the

system development

30% 3

Product SizeEstimation planning might

be erroneous30% 2

Development

Risk

Inadequate details,

resources and factual

business requirements

taken

20% 3

Customer RiskClient might fail to partake

or less involvement10% 3

Business Impact

Product may fail to meet

the requirements of the

business.

10% 3


Novaliches, Quezon CityTable – Risk

Table (sorted)

Impact Values Description1 Catastrophic

2 Critical

3 Marginal

4 Negligible

Above is the table that categorizes the risks involved in project

development. It gives brief description of the Risk column and also

provides the probability of risk occurring in percentage in probability

column and also the impact of the risk in the column.

The impacts values assigned to the each risk are described in the section

below the risk table. It is very convenient way to look at the risk and

derived the information risk.

3.0 Risk Mitigation, Monitoring and Management

This section in detailed describes Risk Mitigation, Monitoring and

Management for each possible risk. It will talk about ways to avoid,

monitoring and to have ways to manage the risks.

3.1 Risk Mitigation for Risk m

In this section different software development risk will be identified.

As all of the risks identified, a plan to avoid these risks will be created. The

project team will identify all possible risks and how all of this risk be



Novaliches, Quezon Cityevaded as it come across during project development. It is essential to

devour mitigation plan just in case of risk formulation. The project team

mitigation plan support in ascertaining the risks and scrutinized them

during its existence. The plan will help in identifying the possible risk and

monitor them

3.1.1 Business Impact

In this risk category we are concerned about the quality of the final

product. The team with the business firm particularly to a source

documents to provide solutions to the general accounting department

needs. The project team must spend time and effort to produce a product

from system development and the schedules must be planned well and be

followed. If the product is not created according to time, the project will fail

and the needs of the general ledger system will not be process.

3.1.2Customer Risks

If the user of the product fail to participate during the different

phases of the product development project team will fail to recognize

problems with the project. To avoid mitigation the user must be followed

and participate the needs involved in this project.

3.1.3Process Risks

To achieve this we will set up guidelines to be followed for each of

the project team during all the phases of the project development cycle.

The project plan must document all gathered factual details to start the

project development. Then the project development got started, it is still

compulsory to consult the client regularly or as scheduled to ensure that

the requirements and features are still met and on tranquil. It is necessary



Novaliches, Quezon Cityto meet all the requirements and needs because it will be one of the bases

of quality and better product.

3.1.4Technology Risks

To avoid risk of using technology that may become obsolete in the

making of the project have been developed. Project team will do

excessive research on what technology to use for product development

and will use the latest technology to avoid risk.

3.1.5Development Risks

If the necessary tools are not provided to all of the project team,

their work will luck of features. As mitigation phase project team will make

sure that the budget includes cost for latest technology and needed

information to achieve the desired product.

3.1.6Employee Risks

This risk concern the skills and the knowledge of the stakeholders

to help make the project succeeded. As mitigation step project team will

make sure that someone in all of the project development phases knows

exactly what to do and the tools to use to achieve the goals. If the

stakeholders that have a little knowledge in the main project

implementation, it may cause big problem in the project development.

3.1.7 Product Size

To monitor the risk project team will keep track of the amount

function throughout the entire WBS. The project team created a WBS

which shows the objectives and scope of General Ledger System. By that,

the project team can determine the size of the software to avoid problems.



Novaliches, Quezon CityThis is also necessary to estimate the budget can cost the software

development

3.2 Risk Monitoring for Risk m

In this section project team will identify the conditions to monitor to

determine whether risk m becoming more or less likely

3.2.1Product Size

To mitigate the risk project team will keep track of the amount

function throughout the entire WBS. The project team created a WBS

which shows the objectives and scope of General Ledger System. By that,

the project team can determine the size of the software to avoid problems

General Ledger encounter.


The project team will setup meetings to show order to come up or

construct a better and quality product, the project team and the customer

will set-up weekly meeting to coordinate and update each other about the

progress of the software development. This will help team in staying in

touch with the customer and will also be very efficient way to derive

customer and will also be a way to get customer insight on the project,

which will help the team determine the changes that we may have to make

to the software upon customers request.

3.2.3 Customer (User) Risk

The project team monitors the successes of the meeting by keeping

track of people that have attended in the meeting. It will help to have

general guidelines set for all of the work to be carried on for the product

development. Project team will constantly check each other’s work, will

compare it with the set guidelines, and will inform a team member who is

failing to participate in following the guidelines.




3.2.4 Process Risks

The project team and clients have a set scheduled meeting to

update and coordinate with each other. As all data, requirements, and

needs are gathered to start software development by the project team, it is

necessary to have the follow-up discussion about other requirements that

the client will provide. It also necessary to follow-up the client if the factual

data gathered from them are accurate and correct to make it already

include in the software. By this scenario, the client can give and provide

inputs and propositions about the data that the proponents if the data

included on the software are correct or wrong. Thus, this is to ensure the

fact that both parties understand each other and has the unified idea

about the project.

3.2.5 Technology Risks

Technology risk can be monitored by checking the software

development progress and editing from time to time. All logical errors and

program bugs can be solved by analyzing the source codes. This will be

the part of the programmer’s responsibilities and identify what possible

problem or what part of the program has the consistency of errors.

Monitoring of software development can avoid logical errors and program

bugs to develop a better and quality software application particularly

General Ledger System and to monitor technical risk, the proponents

should provide trainings to the users of the software and make them know

that some technicalities happens to hardware configurations are depends

on the situations.

3.2.6 Development Risk



Novaliches, Quezon CityTo monitor phase during the development of the software project

team will keep eye on tools being used in effectiveness. Project team will

also look for the availability of the inexpensive equipment that may provide

help in completion of this project.

3.2.7 Employee Risks

Monitoring and managing of this project will include looking out

each other. The software development can be possible on the hands of

the project team, if one must fails to do the tasks, the others will be

affected. Monitoring of each other’s tasks and arranging rules and

guidelines are the better way to monitor employee risk. Likewise to the

monitoring of customer risks, the every of the project team should comply

to a set meeting as per schedule to check the works of each other. It is

necessary to set guidelines and schedule to make sure that each

proponent meets the deadlines and exact job assigned to. By this, every

member of the team can identify the problems it may lead to and if one of

the members has a difficulty to do the assigned tasks, other member must

have the initiative to help the co-member. If the project team are

coordinated, system development can be constructed on time, with better

quality and functions.

3.3 Risk Management for Risk m

In this risk, project team will identify several different software

development risks and will try to create plan to manage these risks if they

do occur.

3.3.1 Product Size

This risk is to manage the project team studied the information

regarding General Ledger System by interview and sort of researches to

determine and track all modules or extents that must be included to

software development. The proponents created a WBS which shows the



Novaliches, Quezon Cityobjectives and scope of General ledger system. By that, the team can

determine the size of the software to avoid miscalculations and

misapprehend. This is also necessary to estimate the budget can cost the

software development. This is the way that team think to manage the risk.


To complete the satisfaction and expectation of the client in the

proposed system, the needs and requirements of the client must be

inputted on the projecr. The risk causes mistakes on the construction and

engineering of the software is just because the misunderstanding between

the clients and the proponents are present. To manage the risk, the

stakeholders must conduct a weekly or twice a week meeting to update

each other about the progress of the software. It is essential to each other

to know the recent situation of the system, if the system follows the needs,

requirements and the features that the client wants to include on the

system and to make the system construct according to the satisfaction of

the client. The meeting will best way to go since the work that is done on

the project is revealed during the meetings and clients get chances to

make to adjustments necessary.

3.3.3 Customer RisksThis risk happens because the client did not participate as one of

the stakeholder of the proposed system. One of its responsibilities is to

monitor the process of the system development to know if its requirements

and needs are met. On risk monitoring part, it discusses the possible

solution to this risk which is to have a regular meeting and monitor the

attendance of the attendees. By this, client’s attendance will be monitored

and just in case that the client is absent, the proponents must follow-up

the absent client and ask for its presence on the next meeting. To monitor



Novaliches, Quezon Citythe risk, the parties must follow the set-up between both parties and keep

the tracking of the attendance every meeting.

3.3.4 Process RisksThis risk manage entire process risk, it is declared in risk

monitoring that the client and the project team must set a schedule or set

a weekly meeting to coordinate with each other. The project team must

consult the client about the gathered factual data from the organization if it

is accurate and correct. By those procedures the proponents can start the

development process without any worries about the features that the

project team must include on the product. This process will help the

developer of the project to create accurately according to the general

ledger process.

3.3.5 Technology RisksThis risk monitors the product development of the software. The

project team managed to maintain the software features and transitions to

avoid problems between the client and the proponents. Logical errors or

program bugs are expected to be found in the system and the only way to

manage that scenario, the proponents must follow-up the implementation

of the system and preserve the accuracy and effectively to satisfy the

client’s and business needs.

3.3.6 Development RisksTo monitor phase during the development of the software project

team will keep eye on tools being used in effectiveness. Project team will

also look for the availability of the inexpensive equipment that may provide

help in completion of this project. The team will collect data from the client

and get some idea and opinion to develop the project.



Novaliches, Quezon City3.3.7 Employee Risk

Monitoring and managing employees well, it is necessary to

monitor the progress of tasks of every employee. It is necessary to update

the work of the staff to finish the project and meet the deadline. By this

procedures employee risk will be managed accordingly. And the employee

will give some addition or an opinion to the developer for the sake of the

program.

3.3.8 Financial RiskTo manage and monitor this risk the project team must listed down

all of the expenses, procurements, costing and must be included to the

financial statement. The financial statement must be discussed on the

meeting with the client for them to know on how much the costing and

budgets they must spend to.

4.0 Special Conditions

This section discussed the special condition associated with

general ledger software and these are the following:

The user must know what is accounting: The user of the software must be trained to be literate on using

the software. But before of the software usage, the user must

know or has the knowledge on accounting. They need to be

trained to be literate in terms and principle of accounting to

avoid big problem.




Software Configuration Management Plan

1.0 INTRODUCTION……………………………………………………………………………..…2

1.1 SCOPE AND INTENT OF SCM ACTIVITIES..................................................2

1.2 SCM ORGANIZATIONAL ROLE.....................................................................2

2.0 SCM TASKS............................................................................................................. 2

2.1 IDENTIFICATION............................................................................................3

2.1.1Description..........................................................................................3

2.1.2Works products and documentation....................................................5

2.2 CONFIGURATION CONTROL .......................................................................5

2.2.1Description..........................................................................................6

2.3 VERSION CONTROL......................................................................................6

2.3.1Description..........................................................................................6

2.3.2Increasing Version Number.................................................................6

2.3.3Work Products and Documentation....................................................8

2.4 CONFIGURATION STATUS ACCOUNTING (CSA) ......................................8

2.4.1 Description........................................................................................8

2.4.2 Work products and documentation...................................................8

3.0 SOFTWARE QUALITY ASSURANCE OVERVIEW.................................................8

SCOPE AND INTENT OF SQA ACTIVITIES..............................................................9

REVIEWS AND AUDITS.............................................................................................9



Novaliches, Quezon City3.1 Generic Review Guidelines............................................................................9

3.2 Formal Technical Reviews............................................................................10

3.3 SQA Audits....................................................................................................12

3.4 PROBLEM REPORTING AND CORRECTIVE ACTION/FOLLOW-UP........12

3.4.1 Reporting Mechanisms...............................................................................12

3.4.2 Responsibilities...........................................................................................12

3.4.3 Data Collection and Valuation....................................................................12

Software Configuration Management Plan

1.0 IntroductionThe project team will develop General Ledger system and it is still

on progress. But, while it is on progress, some changes and improvement

occur. Software Configuration Management Plan is created to identify

change, to approve the change and to make documentation about the

change. Changes in the software usually occur during the development

phase

1.1 Scope and Intent of SCM activities

The main purpose of SCM is to make report and trace all changes

might be made including the improvements and alterations from the

primordial and original concept of the software development plan. It is

necessary to bestow to help the project team to trace the changes in

software development process to improve the General Ledger application.

It can also help the proponents minimize the errors in development

process as the GL development is on progress. To make this SCM attain

its goals, the proponents must report or list down all possible changes

which are essential to improve and acquaint each member that they have



Novaliches, Quezon Citychanges to be made and need to be amiable. This might be a time-

consuming and observant part but it is very important.

SCM activities are disentangled to the following:

Identify Change

Control Change

Improve Change

To ensure that change is properly implemented

Document Change

Document change

1.2 SCM Organizational roleThe project team composed of 5 members, each of them assigned

into different specific task. This will reduce or eliminate confusion between

the project team regarding changes with the software. It is necessary to be

responsible in informing the project team about the reported changes

might or possibly occur to General Ledger development process. Some

changes might be came from the proponents based on the factual data

gathered and must suit or apply those to the software application. And

some changes might occur because of the client’s inputs and propositions

which must be apply or a sudden changes of requirements and features

that suit more to the project.

2.0 SCM Tasks

The project team will make keep one-person from the client’s team

informed of all the changes that will be discussed with the project team on

the client’s team during the meetings.

2.1 Identification



Novaliches, Quezon CityIn this section the project team will discuss the way of software

configuration items will be identified for the software configuration

management plan.

2.1.1 Description

Identify change

The project team will propose changes for a better software

that includes the client’s side such as the changes or additional

requirements and features. It is necessary to gather the suggestion

of changes is necessary and is justified.

Approve change

The project team will be able to control over any changes

within the software. The team might give control to the given

changes and come up into the following ideas: there are changes

which are changeable or needed to change and improve like the

features of the application, but there are circumstances that change

given are prevented because it is really necessary to the software

but this must be included to the SCM report.

Improve change

All changes that gathered it must be categorized into two

classifications, the changeable changes and the unchangeable

changes. The unchangeable changes are changes that must be

retain due to its necessity for the software and must remain to its

features and processes. The changeable change are changes that

needs to improve like the system interface, the components and



Novaliches, Quezon Citymodules of the software, the scope and limitations and etc. these

must be improve to avoid risks and to make the software more

advantage to the company.

Ensure that change is being properly implemented

The project team change to the software is already identified.

The change was implemented properly. There are mistakes might

occur in the implemented changes or the proponents must ensure

that the change will implemented and ends on time and not wasting

a time to set-up changes. The change aims to improve software by

changing an application but make sure that the knowledge of using

the application is present and the time will not be wasted.

Document the Change

All changes are gathered, analyzed, classified and

implemented. It is necessary to document any areas of changes

that occur and after all of the studies regarding the change, it will

finalized by the stakeholders.

2.1.2 Work products and documentation

Identify change

Once the change is identified it will be produced and it will be

enlisted and reported to the members and client. All of the identified

changes will be discussed.

Control Change



Novaliches, Quezon CityAfter evaluator SCM team member got the change request

form, change report form will be generated

Improvements of Change

All changes, the changeable change must be altered, modified

and improved based on the necessity of the organization.

Ensure that change is being properly implemented

Document Change

When the change is discussed and approved, it must be

documented to become reference for the software development

2.2.1 Description

When changes will be controlled by using human procedures and

generated tools. Here are the steps, which will be taken in order to control

change.

Request the Change

Software developer will evaluate the change request

The result of the evaluation will be presented as change report

Final decision on change will be made

If change is approved

1. Define constraint

2. “Check out” items for changes

3. Make necessary change

4. Apply SQA activities

5. “Check in ” items

6. Apply testing activities



Novaliches, Quezon City7. Rebuilt the software

8. Distribute the software

2.3 Version Control

2.3.1 Description

As a result of changes, the version number of various modules will

in increase accordingly. The project team will be used a universal version

number system for every changes or modifications of the features of the

software. The proponents will also do have the final version of the entire

product. Even the revised or additional features of the documentation will

also have version number.

2.3.2 Increasing Version number

When a change is already implemented, a change report will be

created. After the change is finalized, it will be documented. The project

team will be using decimal point version number system.

<Major Update>.<Minor Update><Bug Fix>

Bug Fix

The project team as the system will be implemented. There are

parts of the technology risks that might be monitored including the logical

and code errors of the software. it is necessary to fixed those problems

and preserve the software. If the software maintained and fixed another

version will imposed, the increased of version will follow.

Minor Update

Includes changing of design interface or any features might need to

change and will cause the product to increase its user-friendliness and

accuracy of the software. If the minor update imposed the increase of

version follows.



Novaliches, Quezon CityMajor Update

The software will undertake major revision like changing a platform

application of the software into another platform like Visual Basic to Java

application. Another example is database revision or changing the

database application to another database application like Access to SQL

databases. As major update imposed, another increase of version will be

done and the increase of version will be labeled as Version 2.

2.3.3 Work Products and DocumentationA single document titled Version Revisions History will be used to

document all the version revisions. Version Revision History will be the

reference of all revisions done on the software even the past and original

features of the first concept of the system.

2.4 Configuration Status Accounting

The project team will discuss different ways to communicate with

the client’s and to inform others that changes may concern.

Verbal communicationBy the follow-up meetings of the project team and the client,

there will be a discussion of the changes might be happen to the

software. It is necessary to discuss because some changes are

inputs and proposition of the clients which are necessary to know if

that changes are imposed on the system. This is also to inform the

client that another version was created for them to utilize. These

follow-up meetings are part of the maintenance service of the

General Ledger for the client.

Changes Report request



Novaliches, Quezon CityThe project team will have different forms that will use as

tools to request a change or to report a change to the SCM team.

The documents will be a guide on the project team base on the

request.

Software Help WindowThe software, it indicates the changes or the versions of the

software. It also includes on how the software can manipulate by

using the modules or components of it.

2.4.2 Work products and documentation Verbal Communication

Changes request report

Software help window

3.0 Software Quality Assurance OverviewThe description regarding the Software Quality Assurance will be

elaborated mote to Software Quality Assurance (SQA) Plan.SQA focused

and discussed on management issues of the software and process

activities to ensure that the system does on the right and planned way.

SQA provides client a right track by stipulating software quality assurance

Scope and Intent of SQA Activities

The objectives of SQA are:

A quality management approach

Effective software engineering technology

Formal technical reviews that are applied throughout the

software process

A multi testing strategy is draw



Novaliches, Quezon City Control of software documentation and the changes made to it

A procedure to assure compliance with software development

standards when applicable

Measurement and reporting mechanism

Reviews and Audits

The Formal Technical Review (FTR) is an elicit software quality

assurance activities performed by software engineers. The objectives are:

1. To uncover errors in function, logic, or implementation for any

representation of the software.

2. To verify that the software under review meets its requirements.

3. To ensure that the software that is developed in a uniform

manner.

4. To achieve software that is developed in uniform manner

5. To make projects more manageable.

3.1 Generic Review Guidelines

ISO 9001 is a quality assurance standard that applies software

engineering and the 20 requirement have been delineated. The

proponents will try to pursue the following standard as part of the HRMS

quality assurance plan.

Management Responsibility

Quality System

Contract Review

Design Control

Document and Data Control

Purchasing

Control of Customer Supplied Product

Product Identification and Trace Ability

Process Control



Novaliches, Quezon City Inspection and Testing

Control of Inspection, Measuring and Test Equipment

Inspection and Test Status

Control of Non-Conforming Products

Corrective and Preventive Action

Handling, Storage, Packaging, Preservation and Delivery

Control of Quality Audits

Training

Servicing

Statistical Techniques

3.1.1 Condition a Review

The client is necessary to give inputs about the changes, since on

the first place, they are the head of the project same with the requirements

and the budget. The inputs must be firstly be given by the client. For the

additional or better features, the client claims to replace the older one.

Then the proponents must have the review for the client’s needs and meet

up is the changes are possible to implement, improve or retain as the

same.

3.1.2 Roles and Responsibilities

This section declaring SQA Organizational Role, the rule of each

member will includes responsibly

Project Manager: Regie R. Seblit

Business Analyst: JohnPaul D. Gomez

System Analyst: John Reynald D. Gomez

Lead Programmer: Roldan D.Miole



Novaliches, Quezon CityDocument Specialist: Abegail E. Mon

3.1.3 Review Work ProductFor each period, the team has a consultation with the adviser and

the PEC staff and has a question-and-answer approach regarding with the

problem encountered, activities and the solution. Having weekly meeting

with the following people helps a lot in the completion of documentation

and system process.

3.2 Formal Technical ReviewsThe FTR are conducted by the proponents during the software

development process.

-Walkthrough

-Inspections

Each interface that will be designed by the project team will

undergo testing of its transitions. The project teams will set-up a meeting

for each member including the client to give inputs and suggestions.

Description of reviews WalkthroughsThis review mainly focus on the integration of the parts that project

team design such as interfaces, form, and database. The team will ask

other stakeholders to do the walkthroughs with the presence coder.

Description of Review InspectionThis review is mainly concern on the correctness of every part that

the team has designed. The project manager is the responsible to perform

a testing and inspection without the presence of the other team member.

This idea is try to allow other stakeholders bring out the test cases.

3.2.1 System Specifications Review



Novaliches, Quezon CityThe system specification of General Ledger is fixed and constant

especially to the platform of database which is MS SQL and platform for

the software development which is Java Language application furthermore

it is required by the PEC of the IT Department.

3.2.2 Software Project Plan ReviewThe purpose of Software Project Plan is over look of the whole

project. For more information, please see the document titled as Software

Project Plan.

3.2.3 RMMM ReviewRMMM, is the risk mitigation, monitoring and management which

prevents, monitor and manage the risks might or possibly occur to the

software. Please see the document titled as Software RMMM.

3.2.4 Requirements ReviewSoftware Requirements stated the data requirement, specifications.

For more information, please see the document titled “Requirement”

3.2.5 Data Design ReviewThe Data Design is about the data flow between each form

(interface) and to the database. For Architectural Design, please refer to

“Architectural Design”.

3.2.6 Architectural Design ReviewThe Architectural Design document is about the whole project

design, layout, and data flow. For Architectural Design, please see the

document titled “Architectural Design”

3.2.7 Interface (GUI)



Novaliches, Quezon CityThe Interface of the project is based on the process. The team uses

Java Net beans as the Front-End.

3.2.8 Component Design ReviewGeneral Ledger System is on design phase as of now, but the

project team already planned all the components and the extents of the

software. But as of now, the team can say that the design will be object-

oriented which can easy to understand and utilized by the users.

3.2.9 Code ReviewOn process

3.2.10 Test Specification ReviewOn process

3.2.11 Change Control Reviews an AuditsOn process

3.3 SQA Audits Team members have a weekly meeting with the adviser and

reporting the progress of the system development and

documentation. Each of the members has a documentation

of the tasks already finished and documented on the project

timeline. And any problems, question regardless on the

performance of other team members will also note there

Any changes and improvement on the software development

must be discussed with other team members including the

client. For the minor and major revisions and bugs fixing, it

must be consulted first to the client as a head of the project

and producer of requirements and budget of the project.



Novaliches, Quezon City The project team will write part of the software help menu

that related to their design parts. And the team will also

share between members

3.4 Problem Reporting and Corrective Action/Follow-up

In this section will describe the problem reporting mechanism that

might occur as a consequence of the FTR that are conducted and the

means for corrective action, follow-up and management

3.4.1 Reporting Mechanism

The project team used a method of follow-up meetings to inform

each member about the progress and changes of the software

development. It is more formal and verbal that the proponents can consult

to the client directly and for the clients to suggest inputs and additional

features directly to the project team.

3.4.2 Responsibilities

The project team has tasks to observe and to be responsible with.

the project team must have a project manager to manage the team but it

doesn’t mean that all of the decision-making procedures will be decided

only by the Project Manager although it is necessary for the Project

Manager to have a decision making, all of the members must be decide

with something and as one for a unified and accurate decisions.

.


Business Analyst: JohnPaulD. Gomez


Lead Programmer: Roldan D. Miole




3.4.3 Data Collection and Valuation

To properly conduct software quality assurance accordingly and

properly, all data regarding software engineering and development

process must be collected, evaluated, disseminated and documented. By

these procedures, it will help improve the quality and affectivity of the

software. The project is still on progress and planning. The proponents

don’t yet have the prototype but already been drafted the possible design

in consideration of the clients business needs. After the development

process, the proponents will undergo defense of the software to know all

possible add-ons, feedback and errors to improve.

Software Quality Assurance Plan

I. TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 SCOPE AND INTENT OF SQA ACTIVITIES1.2 SQA ORGANIZATIONAL ROLE

2.0 SQA TASKS2.1Task Overview 2.2Standard, Practices and Conventions (SPC)2.3 SQA Resources

3.0 REVIEWS AND AUDITS 3.1Generic Review Guidelines 3.2Formal Technical Reviews 3.3SQA Audits

4.0 PROBLEM REPORTING AND CORRECTIVE ACTION/FOLLOW-UP4.1Reporting Mechanisms 4.2Responsibilities4.3Data Collection and Valuation



Novaliches, Quezon City4.4Statistical SQA

5.0 SOFTWARE PROCESS IMPROVEMENT ACTIVITIES5.1Goal and Object of SPI5.2SPI Tasks and Responsibilities

6.0 SOFTWARE CONFIGURATION MANAGEMENT AND OVERVIEW 7.0 SQA TOOLS, TECHNIQUES, METHODS

Software Quality Assurance Plan

1.0 IntroductionThis section gives a general overview of the Software Quality

Assurance Plan (SQA) for the General Ledger System with Asset

Accounting. SQA plan delivers thoroughfare for introducing the software

quality assurance plan. The project team created SQA Plan stencils for

different SQA activities while the software development is on process.

1.1 Scope and Intent of SQA Activities

The objectives of SQA are:

A quality management approach

Effective software engineering technology



Novaliches, Quezon City Formal technical reviews that are applied throughout the

software process

A multi testing strategy

Control of software documentation and the changes made

to it

A procedure to assure compliance with software

development standards when applicable

Measurement and reporting mechanism

1.2 SQA Organizational Role

The team is relatively small team and composed of only 5

members. The project team are actually used a Structure of organizational

Role.






Project Manager

Business Analysts

SystemAnalyst

DocumentSpecialist

LeadProgrammer



A project team has its advantages and disadvantages. The

advantages of having a small team are, it is manageable, thus making the

group leading to one goal, the tasks are directed and monitored carefully,

everyone will work hand-in-hand with the project and it maximizes the

strength and capability of each member. The disadvantages of having a

small team are lack of manpower that results to heavy workloads and it

requires more contribution to the members. But despite of having these

advantages and disadvantages, the proponents still devour initiative and

perseverance to furnish every task. And as a unified team, the proponents

will do the entire task as much as possible until it reaches the end or the

termination process of the software development. Quality assurance plan

will help to eliminate errors by tracking and chasing it. If that so, changes

will imposed to eliminate the errors one-by-one and improve the software

contents. The errors will be discovered during the requirements, planning

and design phase but by monitoring the development, the proponents can

achieve the goals and objectives. The testing stage is still expectable; this

is a reflex of software development to test its affectivity until it has been

fully developed and ready for utilization.

2.0 SQA TasksHere are tasks that project team have:

- Voting system

- Close Contact with the client

- Research on the subject

- Review of requirements

2.2 Task Overview



Novaliches, Quezon CityThis section will discuss the tasks that extend to product quality

assurance control, saving design time and cost, minimizing the errors and

problems including the data flow.

2.2.1 Standard, Practices and Convention (SPC)Voting System

The project team is grouped into 5 members. Each member is

appointed according to its knowledge and skills. But the project team

ensures that the tasks are equally distributed to avoid the unfairness

among members. Each of the members has the right to suggest, to decide

and to lead which is the Project manager. Each of the members is given

the authority to provide insights such as the Document specialist, System

Analyst, Business Analyst and the Lead Programmer, in order to develop

a General Ledger System effectively.

Close Contact with the ClientThe team closes contact with the client during the meeting. The

project team ask the client’s proposition on the time of the interview, and

in the follow-up interview. In the time of interviews, the client provides the

requirements, information and problems regarding the HotelAccounting

management activities.

This is the time table of the client and project team meeting:

Meeting Date Discussions / Subjects Company Time

August, 7, 2014 Interview:

Company’s Overview

and Background

Details of the

Company

General Ledger

OrangeView Hotel



Novaliches, Quezon Cityprocess

Problem regarding

General Ledger

October 4,2014

Asking for the inputs

regarding the created

WBS or the system

objectives and scope.

Giving add-ons

regarding General

Ledger activities

particularly the post-

employment.

Bestlink College of the

Philippines

Research on the projectThe project has a limited insights regarding General Ledger. Having

the interview or meeting with the client is not enough to acquire knowledge

regarding these procedures. The project must do a research also to gain

facts regarding General ledger Accounting management. The research

may include the related literature reference like books an manual. It can

also be a past project study or software that also composed of project

team who done the same software as the proponents do. There are lot of

ways to acquire knowledge regarding General Ledger that can be included

as the scope of the project.

Review of RequirementsReviewing of the requirements given by the client is very necessary

because this will be the basis of software development initialization. The

client give the inputs, problems and needs regarding General Ledger

experiences and by that the project team can proposed and develop a



Novaliches, Quezon Citysoftware that can ease the process of the true General Ledger. It must be

considered and be included on the software design procedures to make it

easy for them to understand. The requirements can also be included on

the objective or scope of the software as a basis.

2.3 SQA Resources

No external SQA resources are defined for this project

3.0 Generic Reviews and Audits

The Formal Technical Review (FTR) is a software quality

assurance activities performed by software engineers. The objectives of

the FTR are:

1. To prevent errors in General Ledger System functions, logic,

or implementation for any representation of the software.

2. To verify that the software under review meets its

requirements.

3. To ensure that the software has been represented according

to predefined standards.

4. To achieve software that is developed in a uniform manner

5. To make General Ledger System more manageable.

3.1 Generic Review Guidelines

3.1.1 Conducting a Review

There a two kinds of reviews, review circumstances with the client

and with the project team.

For the changes that may affect the client regarding the software

development. When the software already develop, the client will utilized



Novaliches, Quezon Citythe product. The result will be the fact on how the client will be affected by

the product. The project team must consult the client to make sure that the

requirements are included or not depending to the purpose of the

requirements. If there are changes, it must be consulted first with the

team. It must be a unified decision between the members regarding the

circumstances. It must be coordinated and at the same time, each

member do not bypassed each other’s position. And keep a good record

of the project before and after changes.

3.1.2 Roles and ResponsibilitiesAs stated in 1.2, SQA Organizational Role the project team

members including the responsibilities:





Document Specialist: Abegail E. Mon

3.1.3 Review Work Product

For each period, the team has a consultation with the adviser and

the PEC staff and has a review approach regarding with the problem

encountered, activities and the solution. This consultation will be

extremely helpful when comes to documentation and system

development.



Novaliches, Quezon City3.2 Formal Technical Review

Here are the FTR that will conduct during the software process:

- Walkthroughs

- Inspection

After each form or interface that will be designed by the project

team it will going for testing of its transitions. The project team appoints a

meeting for each member including the client to give inputs and

suggestions for the project development.

Description of the Walkthroughs

This review refers to the inputs and proposition of the client and the

project team themselves regarding some additional or revised features

that will suit to the organizational needs. If there are changes or

improvements occur, consultation must be imposed to make other

members aware about the development of the project.

Description of Review InspectionThis review is mainly concern on the correctness of every part that

the team has designed. The project manager is the responsible to perform

a testing and inspection without the presence of the other team member.

This idea is try to allow other team members bring out the test cases.

3.2.1 System Specification Review

The system specification review of General Ledger system is

usually changed after the consultation of the work to the respective

adviser and the PEC staff and brainstorming with the project team.

Although the system design is already done, the team actually performs

bug fixing which is good in terms of changes. But for more elaborated and



Novaliches, Quezon Cityprécised information about system specification, please see the system

specification documentation.

3.2.2 Software Project Plan ReviewThe purpose of Software Project Plan is over look of the whole

project. For more information, please see the document titled as Software

Project Plan.

3.2.3 RMMM ReviewRMMM, is the risk mitigation, monitoring and management which

prevents, monitor and manage the risks might or possibly occur to the

software. Please see the document titled as Software RMMM.

3.2.4 Requirements ReviewSoftware Requirements stated the data requirement, specifications.

For more I nformation, please see the document titled “Requirement”

3.2.5 Data Design ReviewThe Data Design is about the data flow between each form

(interface) and to the database. For Architectural Design, please refer to

“Architectural Design”.

3.2.6 Architectural Design ReviewThe Architectural Design document is about the whole project

design, l ayout, and data flow. For Architectural Design, please see

the document titled “Architectural Design”



Novaliches, Quezon City3.2.7 Interface (GUI)

The Interface of the project is based on the process. The team uses

Java Net beans as the Front-End.

3.2.8 Component Design ReviewGeneral Ledger System is on design phase as of now, but the

project team already planned all the components and the extents of the

software. But as of now, the team can say that the design will be object-

oriented which can easy to understand and utilized by the users.

3.2.9 Code ReviewOn process

3.2.10 Test Specification ReviewOn process

3.2.11 Change Control Reviews and Audits

3.3 SQA Audits Team members have a weekly meeting with the adviser and

reporting the progress of the system development and

documentation. Each of the members has a documentation

of the tasks already finished and documented on the project

timeline. And any problems, question regardless on the

performance of other team members will also noted there

Any changes and improvement on the software development

must be discussed with other team members including the

client. For the minor and major revisions and bugs fixing, it

must be consulted first to the client as a head of the project

and producer of requirements and budget of the project.



Novaliches, Quezon City The project team will write part of the software help menu

that related to their design parts. And the team will also

share between members

4.0 Problem Reporting and Corrective Action/Follow up

In this section will describe the problem reporting mechanism that

might occur as a consequence of the FTR that are conducted and the

means for corrective action, follow-up and management

4.1 Reporting Mechanism

The project team used a method of follow-up meetings to inform

each member about the progress and changes of the software

development. It is more formal and verbal that the proponents can consult

to the client directly and for the clients to suggest inputs and additional

features directly to the project team.

4.2 Responsibilities

The project team has a task to observe and to be responsible with.

the project team must have a project manager to manage the team but it

doesn’t mean that all of the decision-making procedures will be decided

only by the Project Manager although it is necessary for the Project

Manager to have a decision making, all of the members must be decide

with something and as one for a unified and accurate decisions.





Document Specialist: Abegail E. Mon




4.3 Data Collection and Valuation

To properly conduct software quality assurance accordingly and

properly, all data regarding software engineering and development

process must be collected, evaluated, disseminated and documented. By

these procedures, it will help improve the quality and affectivity of the

software. The project is still on progress and planning. The proponents

don’t yet have the prototype but already been drafted the possible design

in consideration of the clients business needs. After the development

process, the proponents will undergo defense of the software to know all

possible add-ons, feedback and errors to improve.

4.4 Statistical SQA

On process.

5.0 Software Process Improvement Activities


GLProcess

CustomerCharacteristics

Business Conditions

DevelopmentEnvironment

PRODUCT

PEOPLE TECHNOLOGY


Novaliches, Quezon CityDetermining Factor for Software Quality and Organizational Effectiveness

5.1 Goal and Object of SPI

Figure 1

Explanation:

The project team has responsibilities in this. Here are some of the goals

SPI:

1. All errors and defects are categorized by origin (e.g. flaws in design

and system specification, flaws in logic and transitions and non-

compliance to standards)

2. To record the précised errors and flaws of the software.

3. The numbers of errors and defects in each category are counted in

descending order.



Novaliches, Quezon City4. The overall cost of errors and defects in each category is

computed.

5. Resultant data are analyzed to uncover the categories that results

in highest cost to the organization.

6. Plans are developed to modify the process with the intent of

eliminating the class of errors and defects that is most costly.

The graph below illustrated the error that the project team encountered.

Fields % Reason

Logic 30%None of the other member team

have any experience

Interface 20%

Interface is one of the important.

It acts as the face of the software.

This is the area where the user

interacts with the software. It is

very important to design an

interface according to the level of

understanding of the user. It must

consider the user-friendly

attributes of an interface to make

it easier for the user to utilize

software.

Data Handling 20%

This project involved a lot of data

accessing or storing, data flow

between each interface. It’s not

easy to keep track them.

Standard 10% Having a working and beautiful

interface design is not enough to



Novaliches, Quezon Citycall a system an effective one. It

must fall into standard provision

to make an assurance that the

software is really working and

quality-imposed.

Resources 10%

The resources coming from the

client. The reason for project

development is the client. The

project team will be the head of

designing and developing a

system but it must also be

consulted to the client about the

changes. The software’s design

must also be consulted, for them

to give inputs because they will

be the one who can utilized the

product. The proponents must

give considerations to the

requirements, problems and

business rules of the client as

one of the extents of this

software.

Error Checking 10% Error checking for software is

very crucial and sensitive. Having

a correct error checking during

the programming of the software

will cause it to work properly and

accurately.




Error Graph

LogicInterfaceData HandlingStandardsResourcesError Checking

5.2 SPI Task and Responsibilities

The project team has only five members, each member will take

over the responsibility of SPI activities.

5.0 Software Configuration Management and Overview

During the software development, it is normal to have errors and

defects while it is on progress. Software Configuration Management Plan

is created to identify change, to approve the change and to make

documentation about the change. Changes in the software usually occur



Novaliches, Quezon Cityduring the development phase. For further information, please see the

document titled “Software Configuration Management Plan”.

6.0 SQA Tools, Techniques, Methods

The project teams have methods and techniques for SQA. The

project team will use software and requirements review, logical and coding

error tracking and follow the standards as the proponents organizational

structure, responsibilities, procedures, processes and resources for

implementing quality management. But the fact is that the project team

was really out of the schedule due to the other responsibilities and

priorities. Furthermore the tasks given to every team members are not

complete on time due to lack of initiative sometimes.

System Specification

1.0INTRODUCTION

1.1 GOALS AND OBJECTIVES 1.2 SYSTEM STATEMENT OF SCOPE

1.2.1 Version 1 General Requirements1.2.2 Version 2 General Requirements



Novaliches, Quezon City1.2.3 Extended Enhancement Requests

1.3 SYSTEM CONTEXT 1.4 MAJOR CONSTRAINTS

2.0FUNCTIONAL DATA DESCRIPTION

2.1 SYSTEM ARCHITECTURE 2.2.1 Architecture Model 2.2.1 Current Subsystem Overview

2.2 DATA DESCRIPTION 2.2.1 Major Data Objects 2.2.2 Relationships

2.3 HUMAN INTERFACE DESCRIPTION

3.0SUBSYSTEM DESCRIPTION

3.1 SUBSYSTEM FLOW DIAGRAMS3.1.1 Create Checklist 3.1.2 Print Checklist3.1.3 Generate Letter

4.0ENHANCED INTERFACE PROTOTYPING

4.1 PROTOTYPING REQUIREMENTS

System Specification

1.0 Introduction

This section gives general overview of General Ledger System

1.1 Goals and Objectives



Novaliches, Quezon CityThe main goals and objectives of the system are to ease the entire

process of recording business transactions and financial system.

The goals of General Ledger System are:

To minimize the time span of any inspection

To minimize the amount of paper work required

To provide a searchable database of all past inspection

To create needed financial reports

1.2 Statement of the Scope

The General Ledger System scope is to record all financial

statement of the organization. A general statement of intent to the system

should be providing here. That is, what information is produced, what

major function are implemented, and what data are provided as input to

GL

1.2.1 General Requirements

The following general requirements were laid out for the project

team named General Ledger System.

A way in which department could add new accounts to the database.

A way in which business transaction and

financial statement could be generate

electronically.

A way in which they could view transactions in

a specific period of time.

A search on all account titles.

A way in which they could generate reports

based on the results of the transactions.



Novaliches, Quezon City A way in which Accounts Payable and

Accounts Receivable are separated.

A way in which all the account titles are compiled in a journal

A way to search existing transaction.

Interface EnhancementsStaff members of the Hotel have requested a lot of

interface enhancement that will increase the usability of the

product for the staff.

Database Administrative InterfaceThere is currently no documented interface for HRMS

staff members to maintain the checklist and letter templates.

TrainingThe staff members has also requested for the entire

staff for the proper training for the use of the software.

1.3 Software Context

General Ledger System can be used by particular users because

this is a type of system that should only be used by those people that has

knowledge in accounting and accounting process. This leads to issues

about future support for a larger user base.The purpose of a

competitive hotel management system is to assess the situation and then

plan out strategic reforms to better the quality of the hotel business

1.4 Major Constraints

Time

The team actually out of the schedule and the time become short to

make all tasks fulfill. The teams have a limited knowledge which is

disadvantage because the tasks distributed to each member are very



Novaliches, Quezon Citycrucial which makes it harder to finish on time. But the team still work on it

to make the tasks complete.

CostTo provide or develop and implement a computerized system, the

project team will need funding for the group’s budget to sustain needs in

printing the documentation and for providing the developer the devices

that is necessary for the development and completion of the project.

2.0 Functional Data Description

This section describes overall system function and the information

domain in which it operates

2.1 System Architecture

2.2.1 Architectural model




2.1.2 Sub system overview

Preparing of Documents



Novaliches, Quezon CityAllow user to collect for all transaction in accounting phase.

Preparing of Journal EntryPreparing journal entry, in accounting, is a logging of transactions

into accounting journal items. The journal entry can consist of several

recordings, each of which is either a debit or a credit.

General JournalThe general journal is where double entry bookkeeping entries are

recorded by debiting one or more accounts and crediting another one or

more accounts with the same total amount

Posting to LedgerCollection of an entire transaction of similar accounts in double

entry bookkeeping. Also called book of final entry

Financial Statements reports

Financial Statement and reports is a formal record of the financial

activities of a business, person, or other entity. Relevant financial

information is presented in a structured manner and in a form easy to

understand. The user allows to generate trial balance, balance sheet and

income statement.

2.2 Data Description



Novaliches, Quezon City2.2.1 Major Data Objects

Bookkeeper Data ObjectBookkeeper ID: a unique id number given to employee to identify what

department.

Bookkeeper Name: a journal entry must have the name of encoder or the

other subsystem for the record of the system.

Accountant Data

Employee ID: a unique identifier given to accountant to access system.

Employee Name: to locate the accountant who validate the journal entry of

different department and for the record of the system

Employee Information: for the record of other department.

Accounting Manager DataEmployee ID: a unique identifier given to accounting manager to access

the system.

Employee Name: for the record of the system

Employee information: address and contact number for the record of

system

Transaction DataTransaction Name: every transaction has named to help the accountant

identify and analyze the documents.

Type of transaction: to identify if general fund or others

Date of transaction: to identify what date posted.

Time of posted

Reports DataTrial Balance: This list will contain the name of the nominal ledger account

and the value of that nominal ledger account.

Balance sheet: summary of financial balances of departments. Annual

generation of reports



Novaliches, Quezon CityIncome Statement: summary of income statement of department, annual

generation of reports.

General Ledger: summary of daily transaction

2.2.2 Relationships



Novaliches, Quezon CityThis relation diagram picture out the relations of each user according to their given task.

2.3 Human Interfaces Description

General ledger system standardizes and systematizes the




department.

It contains different option to choose from. User can collect

accurate data from the subsystem and can generate post general ledger

and the software can create can make different financial statement.

Preparing of Document sallow user to collect for all transaction in

accounting phase.

Preparing of Journal Entry allow user to prepare journal entry,

in accounting, is a logging of transactions into accounting journal items.

The journal entry can consist of several recordings, each of which is either

a debit or a credit.

General Journal Allow user to generate journal. The general

journal is where double entry, entries are recorded by debiting one or

more accounts and crediting another one or more accounts with the same

total amount

Posting to Ledger Allow user to collect of an entire transaction of

similar accounts in double entry bookkeeping. Also called book of final

entry.Financial Statements reports allow user to create financial

Statement and reports is a formal record of the financial activities of a

business, person, or other entity. Relevant financial information is

presented in a structured manner and in a form easy to understand. The

user allows to generate trial balance, balance sheet and income

statement.



Novaliches, Quezon City3.0 Subsystem Description

3.1 Subsystem flow diagrams

3.1.1 Preparing of documents

Figure 1

Explanation:

This diagram explains what is the first thing that will be do during the transaction

first thing the user need source document or document from the other system to create

an data to the transaction.

3.1.2 Preparing Journal Entry




Figure 2

Explanation:

After getting documents second thing that should have to do is to

put on the Journal so that the user will determined if its good entry or bad

entry this process have an adjusting

Entries to make accurate data base on the given document.



Novaliches, Quezon City3.1.3 General journal

Figure 3

Explanation:

After put in the journal and adjust some entries third thing that

should be do is put on the General journal this journal show list of finance

transaction has made on the company.




3.1.4 Posting into Ledger

Figure 4

Explanation:

After send data to the General journal the user should needed to

post transaction to the Ledger this reports shows the some account tiltles.




3.1.5 Preparing of Financial reports

Figure 5

Explanation:

This reports some financial reports needed by the company.




Software Requirements Specification

I. Table of Contents


II. GRAPHICAL NOTATIONS USED

1.1 GOALS AND OBJECTIVES 1.2 SYSTEM STATEMENT OF SCOPE

1.2.1 General Requirements 1.2.2 Extended Enhancement

1.3 SYSTEM CONTEXT 1.4 MAJOR CONSTRAINTS

2.0 USAGE SCENARIO

2.1 USER PROFILES2.2 USE-CASES Read Only Users Read/Write/Modify Own Users Read/Write/Modify All Users Full Control Users

3.0 DATA MODEL AND DESCRIPTION

3.1 DATA DESCRIPTION 3.1.1 Data Objects and Dictionary 3.1.2 Relationships

4.0 FUNCTIONAL MODEL AND DESCRIPTION

4.1 SUBSYSTEM FLOW DIAGRAMS4.1.1 Create Checklist 4.1.2 Print Checklist4.1.3 Generate Letter

4.2 HUMAN INTERFACE

5.0 RESTRICTIONS, LIMITATIONS AND CONSTRAINTS

6.0 VALIDATION CRITERIA




System Requirements Specification

1.1 Goalsand Objectives

The main goals and objectives of the system are to ease the entire






1.2 System Statement of Scope

1.2.1 General Requirements

The General Ledger System scope is to record all financial

statement of the organization. A general statement of intent to the system

should be providing here. That is, what information is produced, what

major function are implemented, and what data are provided as input to

GL

The following general requirements were laid out for the project

team named General Ledger System.

A way in which department could add new accounts to the

database.



Novaliches, Quezon City A way in which business transaction and


electronically.






A way in which Accounts Payable and











1.2.2 Extended Enhancement

1.3 System Context

General Ledger System can be used by particular users because

this is a type of system that should only be used by those people that has



Novaliches, Quezon Cityknowledge in accounting and accounting process. This leads to issues

about future support for a larger user base.

1.4 Major ConstraintsTime


make all tasks fulfill. The teams have a limited knowledge which is

disadvantage because the tasks distributed to each member are

very crucial which makes it harder to finish on time. But the team

still work on it to make the tasks complete.

CostTo provide or develop and implement a computerized

system, the project team will need funding for the group’s budget to

sustain needs in printing the documentation and for providing the

developer the devices that is necessary for the development and

completion of the project.

2.0 Usage Scenario

2.1 User Profiles

There will be three levels of users:

Full Control (Administrator)

Read/Write/Modify All(Accounting Manager)

Read/Write/Modify Own(Accountant)

Read Only(General Public)



Novaliches, Quezon City2.2 Use-cases

Read Only Users

The read only users will only read the database and cannot insert,

delete or modify records.

Read/Write/Modify Own User

The accountant has the responsibility for Provides financial

information to management by researching and analyzing accounting

data; preparing reports. This kind of user will be also able to modify the

entries they made in the past.

Read/Write/Modify All

This level of user will be able to do all the record maintenance

tasks. They will be to modify any records created by any users.

Full Control

This is the system administrative level which be able to change any

application settings, as well as maintaining user profiles.

3.0 Data Model and Description

3.1 Data Description

3.1.1 Data Objects and Dictionary

Add user accounts

1. ID Number:

Unique ID number of an user.



Novaliches, Quezon City2. User Last name:

User last name.

3. User First name:

User first name.

4. User Middle name:

User middle name.

5. User Type:

User type of accounts.

6. Username :

User username.

7. Password:

User password use to log in to the system


1. Document name:

Name of the document

2. Description:

Determine the entry of the document its either Good

or Bad Entry.

Chart of Accounts

1. Asset

This contains description of asset

2. Liabilities

This contains description of Liabilities

3. Equity

This contains description of Equty

4. Revenue

This contains description of Revenue

5. Expenses



Novaliches, Quezon CityThis contains description of Expenses

Preparing of Journal Entry1. Journal Entry number

This number is given to each journal entry.

2. Date

Date of the day of the transaction.

3. Description

Particular is the description of the transaction.

4. Transaction Detail

This is the list of transaction title under the

specific account including the Debit and Credit.

General Journal

1. Date

Date of the day of transaction.

2. Description

This shows the status of each posted transaction.

3. Posted by

Shows the name of the Accountant Manager.

Ledger

1. Ledger Number

This number is given to each ledger.

2. Debit



Novaliches, Quezon CityThe amount of each account entered in this

column.

3. Credit

The amount of each account entered in this

column.

Balance

This shows the total amount of balance.

Financial Statement and Reports

1. Trial Balance

This contains description of Trial Balance

2. Balance Sheet

This contains description of Balance Sheet

3. Income Statement

4. This contains description of Income Statement

3.1.2 Relationships



Novaliches, Quezon City4.0 Functional Model and Description

4.1 Subsystem Flow Diagrams

4.1.1 Preparing of documents



Novaliches, Quezon City4.1.2 Preparing Journal Entry




4.1.3 General journal




4.1.4 Posting into Ledger




4.1.5 Preparing of Financial reports




4.2 Human Interface

General ledger system standardizes and systematizes the




department.

It contains different option to choose from. User can collect

accurate data from the subsystem and can generate post general ledger

and the software can create can make different financial statement.

Preparing of Documents Allow user to collect for all transaction in

accounting phase.

Preparing of Journal Entry allow user to prepare journal entry,

in accounting, is a logging of transactions into accounting journal items.

The journal entry can consist of several recordings, each of which is either

a debit or a credit.

General Journal Allow user to generate journal. The general journal is

where double entry, entries are recorded by debiting one or more

accounts and crediting another one or more accounts with the same total

amount

Posting to Ledge Allow user to collect of an entire transaction of similar

accounts in double entry bookkeeping. Also called book of final entry

Financial Statements reports allow user to create financial Statement and

reports is a formal record of the financial activities of a business, person,

or other entity. Relevant financial information is presented in a structured

manner and in a form easy to understand. The user allows generating trial

balance, balance sheet and income statement.




Search for an existing transaction enable user to know all financial reports.

5.0 Restrictions, Limitation and Constraints

Time


make all tasks fulfill. The members are composed of only four members

which is disadvantage because the tasks distributed to each member are

very crucial which makes it harder to finish on time. But the team still

works on it to make the tasks finished

Cost

The project team is composed of five members. One the problem is the

financial expenditures of the project. The team enlisted all possible

expenditures that this software development might cost. But despite of the

problem, the team still works on the software development.

6.0 Validation Criteria

View Chart of Accounts

Can generate Journal Entry

Can generate General Journal

Can update entries

Print of financial reports

Viewing of Transaction




Software Design Specification

I. Table of Contents


1.0 INTRODUCTION 1.1 GOALS AND OBJECTIVES 1.2 SYSTEM STATEMENT OF SCOPE

1.2.1 General Requirements 1.3 SYSTEM CONTEXT 1.4 MAJOR CONSTRAINTS

2.0 DATA DESIGN 2.1 DATABASE DESCRIPTION

3.0 ARCHITECTURAL AND COMPONENT-LEVEL DESIGN3.1 PROGRAM STRUCTURE

3.1.1 Overall 3.1.2 Create Inspection3.1.3During Inspection3.1.4 Post-Inspection3.1.5 Approval

3.2 DESCRIPTION FOR COMPONENTS 3.2.1 Switch User 3.2.2 Facility3.2.3 Create/Modify Inspection – Step 13.2.4 Create/Modify Inspection – Step 23.2.5 File Results – Step 1 3.2.6 File Results – Step 2 3.2.7 Approval 3.2.8 Checklist Maintenance3.2.9 Letter Maintenance

4.0 USER INTERFACE DESIGN4.1 DESCRIPTION OF THE USER INTERFACE

4.1.1 Screen Images Login Screen Search Pages Approval Queue

4.1.2 Objects and actions • Menu Items



Novaliches, Quezon City4.2 INTERFACE DESIGN RULES4.3 COMPONENTS AVAILABLE

4.3.1 Intrinsic Controls4.3.2 ActiveX Controls

5.0 RESTRICTION, LIMITATIONS, AND CONSTRAINTS TIME EMPLOYEE SKILLS

INSUFFICIENT RESOURCES 6.0 TESTING ISSUES

6.1 CLASSES OF TEST6.2 PERFORMANCE BOUNDS 6.3 IDENTIFICATION OF CRITICAL COMPONENTS

7.0 APPENDICES




Software Design Specification

1.0 Introduction


The main goals and objectives of the system are to ease the entire






This section describes the design for the General Ledger System with

Asset Accounting

1.2 System Statement of Scope

The General Ledger System scope is to record all financial statement of

the organization. A general statement of intent to the system should be providing

here. That is, what information is produced, what major function are

implemented, and what data are provided as input to GL



Novaliches, Quezon CityThe following general requirements were laid out for the project team

named General Ledger System.

A way in which department could add new accounts to the

database.

A way in which business transaction and


electronically.






A way in which Accounts Payable and











1.3 System Context



Novaliches, Quezon CityGeneral Ledger System can be used by particular users because this is a

type of system that should only be used by those people that has knowledge in

accounting and accounting process. This leads to issues about future support for

a larger user base.


Time

The team actually out of the schedule and the time become short to make

all tasks fulfill. The teams have a limited knowledge which is disadvantage

because the tasks distributed to each member are very crucial which makes it

harder to finish on time. But the team still work on it to make the tasks complete.

CostTo provide or develop and implement a computerized system, the project

team will need funding for the group’s budget to sustain needs in printing the

documentation and for providing the developer the devices that is necessary for

the development and completion of the project.

2.0 Data Design

The team use Java Netbeans, Java Netbeans is applied for the front end

of the system, for the Graphical User Interface is must be easy for the end user

to ease acquainted and utilize. And for the back end of the system, MS SQL is


Login

Main Screen

PrepareDocument

Journalizing GeneralJournal

FinancialReports


Novaliches, Quezon Cityused for an excellent Database in organizing information. Data design

correspond to the data structure, manipulation of data is the most important

aspect that must be specified correctly right from the proposal of a project. MS

SQL is a trusted Data Storage Platform use in data encryption and security

default setting and implemented password policy. A good data design and data

structure design can simplify the coding process and can lead to a very efficient

implementation.

2.1 Database Description

A database has big responsibilities in a software application, it holds or

keeps all the information that the software needs to store. The data are typically

organized to model relevant aspects of reality, in a way that supports processes

requiring thus information. Database Management System is a program that

enables the user to store, modifies, and extracts information in the database. The

developers use Database Management System as one of the theories in

developing the system.

3.0 Architectural and Component-Level Design

3.1 Program Structure

3.1.1 Overall


PostIn Ledger



Menu Items

The following shows the architecture of the main menu:


Source Document

Bad Entry

Good Entry

Chart of Accounts

Asset

Liabilities

Equity

Revenue

Expenses

Journalizing

View save Documents

Edit Entries

General Journal

Posting into Ledger

Ledger

Financial Reports



Novaliches, Quezon City Trial Balance

Balance Sheet

Income Statement

3.1.2 Preparing of Documents

3.1.3 Chart of Accounts

3.1.4 Journalizing




3.1.5 General Journal

3.1.6 Posting in Ledger

3.1.7 Financial Reports



Novaliches, Quezon CityDescription for Components

3.2 Description for Components

3.2.1. Switch UserMajor Form(s) : frmLogin

Major Action : Login

The form frmLogin will now appear. User enters the

desired username in txtusername and password in

txtpassword. Then the user will click the Login Button. The

user will now log in and will proceed in the main form if it is a

valid username and password. If the user clicks the cancel

button, the application will now terminated if they confirmed.

3.2.2 Preparing of DocumentsMajor Form(s) :frmPreparingofDocuments,

frmSourceDocument,frmSave

Major Action : Preparing of Documents, Source

Document

Prepared of DocumentsTo browse all supported menu to created documents for

journalizing, user can click button next to the

cmdSourceDocuments.

Source DocumentsObject Name: cmdSourceDocuments

To search all Documents from the entire transaction user

can click this to analyze the documents if its good or bad

entry. User can click cmdGoodEntry if it is approve by the

accountant and cmdBadEntry to dispose.



Novaliches, Quezon CitySaveObject name: cmdSave

The save button should be enabled to save those Good

Entry to jouranlize

3.2.3 Chart of AccountsMajor Form(s)

:frmChartofAccounts,frmAssets,frmLiabilities,frmEquit

y,frmRevenue,frmExpenses

Major Action : Chart of Accounts, Assets, Liabilities, Equity,

Revenue, Expenses

Chart of AccountsTo browse all supported menu to created documents for

journalizing, user can click button next to the txtAsset,

txtLiabilities, txtEquity, txtRevenue, txtExpenses.

AssetAnything tangible or intangible that is capable of being

owned or controlled to produce value and that is held to

have positive economic value is considered an asset.

LiabilitiesThis form refers to any cash or item of value that somebody

else has a proper cash claim on.

EquityThis form refers to the residual interest in the asset of the

entity after deducting all liabilities

Revenue



Novaliches, Quezon CityThis form refers to the collective items and amounts of the

transaction

ExpensesAn expense may also be defined as a recurring payment of a

business to a vendor for a service or continued use of a

product or service.

Journalizing Major Form(s)

:frmViewSaveDocuments,frmSave,frmUpdate,frmPrint

Major Action(s) : View save documents, Save, Update,

Print

View Save documentsTo browse all supported menu to created documents for

journalizing, user can click button next to the cmdSave,

cmdUpdate, cmdPrint.

SaveObject name: cmdSave

The save button should be enabled to save those Good

Entry to put on General Journal.

UpdateObject name: cmdUpdate

This updatebutton should be enabled to update those Entry

to put on General Journal.



Novaliches, Quezon CityPrintObject name: cmdPrint

This print button should be enabled to print those Entry to

the General Journal

General JournalMajor Form(s) :frmGeneralJournal, frmViewGeneralJournal,

frmPrint

Major Action(s) : General Journal, Save, Update, Print

General JournalThis refers general journal is where double entry

bookkeeping entries are recorded by debiting one or more accounts

View General JournalTo view general journal where double entry bookkeeping entries

are recorded by debiting one or more accounts.

PrintObject name: cmdPrint

This print button should be enabled to

print those Entries to the General Journal

Post in Ledger

Major Form :frmPostinLedger, frnLedger,frmPrint

Major Action : Post in ledger, Ledger, Print

Post in LedgerRefers to the collection of an entire transaction of similar accounts in

double entry bookkeeping. Also called book of final entry



Novaliches, Quezon CityLedgerCollection of an entire transaction of similar accounts in double entry

bookkeeping. Also called book of final entry

PrintObject name: cmdPrint

This print button should be enabled to

print those Entries to the Ledger

Financial Reports

Major Form :frmFinancialReports,

frmTrialBalance,frmBalanceSheet, frmIncomeStatement

Major Action : Financial Reports, Trial Balance, Balance Sheet,

Income Statement

Financial ReportsFinancial Statement and reports is a formal record of the financial



understand

Trial BalanceA trial balance is a list of the entire General ledger accounts both

revenue and capital contained in the ledger of a business. This list will



Novaliches, Quezon Citycontain the name of the nominal ledger account and the value of that

nominal ledger account.

Balance SheetA balance sheet is used to inform a reader of the ending balances

in a company's asset, liability, and equity accounts as of the date stated

on the report.

Income StatementThe income statement presents the results of a business for a

stated period of time. The statement begins with revenues, from which

expenses are subtracted to arrive at a profit or loss.

4.0 User Interface Design

There will be about many interfaces in the program. The team can’t

design on the exact number of it yet. Because the clients still think over on

several interfaces, to see rather they can be combined some of the forms

or put some them in separated forms.

4.1 Description of the User Interface

Below are some of the screenshot of the program. After fire up the

program, the login form will appear. If the user enters the valid username

and password, it will immediately take the user into the main interface of

the General Ledger with Asset Accounting system.

4.1.1 Screen Images

On Process



Novaliches, Quezon City4.2 Interface Design Rules

Interface design focuses on three areas of concern:

1. The design of interfaces between software modules.

2. The design of interfaces between the software and other

nonhuman producers and consumers of information.

3. The design of the interface between a human (i.e the users)

and the computer.

Easy to learn

Readability

Easy to navigate between interfaces

4.3 Components Available

Since the project team are using Java Netbeans as our front end

development language these are a lot of ready-made components that are

available for us to use already. The following is a list of controls that will be

using this software.

4.3.1 Intrinsic Controls

TextboxA textbox control sometimes called a Text Field or Edit Control.

Displays information entered at a design time entered by the user or

assigned to the control in code at run-time.

Label



Novaliches, Quezon CityA label control is a graphical control you can use to display

text that a user can’t change directly.

ImageUse the Image control to display a graphic. An image control

can display a graphic from a bitmap, icon, or metafile, as

well as an enhance metafile, JPEG or GIF files.

List boxA list box control displays a list of items from which the user

can select one or more items. If the number of items

exceeds the number that can be displayed, a scroll bar is

automatically added to the list box.

Scroll BarsA scroll bar provides easy navigation through a long list of

items or a large amount of information. They can also

provide an analog representation of current position. You

can use a scroll bar as an indicator of speed or quantity.

Command ButtonUse a Command Button control to begin, interrupt or end a

process, when chosen, a command button appears pushed

in and so is sometimes a called a pushed button.

Menu



Novaliches, Quezon CityA menu control displays a custom menu for your application.

A menu can include commands, submenus and separator

bar. Each menu you create can have up to four submenus.

Combo BoxA combo box control combines the features of a textbox

control and list box control- users can enter information in

the textbox portion or select an item from the list box portion

of the control.

Check BoxA check box control displays X when selected; the X

disappears when the checkbox is cleared. Use this control to

give the user a True/False or Yes/No option. You can use

checkbox controls in groups to display multiple choices from

which the user can select one or more option. You can also

set the value of a checkbox programmatically with the value

property.

Option ButtonAn Option Button control displays an option that can be

turned on or off.

4.3.2 ActiveX Controls

DateTimePickerThe date time picker control enables you to provide a

formatted date field that allows easy date selection. In

addition, users can select a date from a dropdown calendar

interface similar to the month view control.



Novaliches, Quezon CityStatus Bar

A status bar control provides a window, usually at the

bottom of a parent form, through which an application can

display various kinds of status data. The Status bar can be

divided into a maximum of sixteen panel objects that are

contained in a panel’s collection.

ToolbarA toolbar control contains a collection of button

objects use to create a toolbar that is associated with an

application.

5.0 Restriction, Limitation and Constraints

Time

Time is so far the biggest restriction or constraints for our project as

the proponents only have three months to finish the entire project. It is

very important for us to watch the time the team spends over every phase

of the software development project. The proponents could have included

many more components to the software like online help menu but time

restricts us from doing it.

Employee Skills

Employees programming and design skills is also one of the

restriction. It does not have as big of an impact on the project as time but it

sure does limit use from doing more addition to the projects.

Insufficient Resources

Not having all the necessary instruments also is a problem for our

software. The proponents planned to use latest equipment for the project



Novaliches, Quezon Citylike biometrics. But the employers cannot afford to provide such tools to all

their employees so the team had to abandon the plans.

6.0 Testing Issues

To validate the software the team needs to test the software during

the testing The proponents will be concerned about the inputs and

Expected outputs. The proponents emphasize on the testing where the

team will input the date and will compare the output with the expected

results. At this stage, the team are not concerned about the process; The

team are only looking for the correct outputs

6.1 Classes of test

The software s many additions and new interfaces or functions added

to it. The team will go through each of the new interfaces and other

software function t describes types and performed on them.

Login Window

The team will make use several different names to log in the system.

Team will use correct and incorrect Username and Password to access the

software and thus access to database. This software will not to be allowed to log

in using incorrect username and passwords and error message will be shown.

When correct username and password is presented the team will be able to log

in be able to the next window. The team will also test Login and Cancel Buttons

on this window by performing test above.

General Accounting Department– Java Netbeans (Design) Window



Novaliches, Quezon CityThis main window that team will use to access the database

using Java NetBeans. The team will have several buttons in this

window. Prepared Documents, Chart of Accounts, Journalizing,

General Journal, Post in Ledger and financial Reports. The team

will try to use all the buttons and then different options available in

each of the window.

1. File: When File Button is clicked user will be shown two

choices

Switch UserThe team will test the switch user button if it is properly

working. The team needs to make the log in screen will appear

and the main screen will be close. The team will test this by

choosing the switch user then log in again with another Valid

and registered user in the log in screen.

ExitThe team wants to make sure that the user is logged out or

is able to exit when exit button is being clicked or selected. The

team will test this by logging in as a user and then by utilizing

exit button to exit the application.

2. Prepared Documents

Source DocumentsThis menu is the evidence that a financial transaction occurred. If a company is

audited, source documents back up the accounting journals and general

ledger as an indisputable audit trail.

Save Documents



Novaliches, Quezon CityWhen a source document is accurate to the transaction this document will be

save on the database

3. Chart of accounts

AssetWhen the user selects this the asset entries will be presented. The team will test

Selection by selecting on it to go to file result. The team wants to make sure that

the proper window is presented.

LiabilitiesWhen the user selects this the asset entries will be presented. The team

will test



Equity

When the user selects this the asset entries will be presented. The team

will test



RevenueWhen the user selects this the asset entries will be presented. The team

will test



Expenses



Novaliches, Quezon CityWhen the user selects this the asset entries will be presented. The team

will test



4. JournalizingView Save Documents

The team wants to view the save documents record into the database

using the application that the team are developing. The team wants to know if the

data table is properly working. The team will test it by checking the connection to

the database is properly working.

UpdateThe team wants to update a documents record and also the team

wants to make sure that the update is properly working. The team wants

to make sure that the proper process will be presented

Save

The team wants to save a documents record and also the team

wants to make sure that the save documents is properly working. The

team wants to make sure that the proper process will be presented

Print



Novaliches, Quezon CityThe team wants to print save a documents record. The team

wants to make sure that the proper report will be presented

5. General Journal

View General Journal


using the application that the teams are developing. The team wants to know if

the data table is properly working. The team will test it by checking the

connection to the database is properly working.

Print

The team wants to print general journal. The team wants to make sure

that the proper report will be presented

6. Post in Ledger

Ledger

When the team select this the team will presented or post results.

The team test this to go to view Ledger. The team wants to make sure that the

proper ledger will be presented.

Print

The team wants to print Ledger. The team wants to make sure that the

proper report will be presented

7. Financial Reports



Novaliches, Quezon CityTrial Balance

When the team select this choice team will be presented with trial balance

results window. The team will test the button by clicking on it to go to trial balance

result window. The team wants to make sure that the proper report will be

presented

Balance Sheet

When the team select this choice team will be presented with balance

sheet results window. The team will test the button by clicking on it to go to

balance sheet result window. The team wants to make sure that the proper report

will be presented

Income Statement

When the team select this choice team will be presented with Income

Statement results window. The team will test the button by clicking on it to go to

Income statement result window. The team wants to make sure that the proper

report will be presented

6.1 Performance Bounds

The proponents have setup a certain criteria for the software application

so that the following criteria will be able to maintain its quality and user

friendliness of the software and to have fulfilled the desired goals and objective.

Response time of search FunctionBest Case Scenario > Immediate

Worst Case Scenario > 3 Seconds

Response time of browse function



Novaliches, Quezon CityInserting of records in 0.3 Seconds

Done within 0.8 SecondsLog On

User should be log on within 0.1 Seconds

6.3 Identification of Critical Components

Module User Access

The project team also need to make sure that the user access works

correctly. The way software is designed to allowed permissions to only certain

users for some section of the software. The team want to make sure that the

manager has access to all sections of the software, but at the same time the

team have to make sure that inspector don’t have access of the sections. The

team also want to make sure that one inspector cannot change the inspection

report of another inspector.

Test Specification

1.0 INTRODUCTION1.1 GOALS AND OBJECTS 1.2 STATEMENT OF SCOPE



Novaliches, Quezon City1.3 MAJOR CONSTRAINTS

2.0 TESTING PLAN 2.1 SOFTWARE (SCIS) TO BE TESTED

2.1.1 Interfaces2.2 TESTING STRATEGY

2.2.1 Unit Testing 2.2.2 Integration Testing2.2.3 Validation Testing2.2.4 High-order Testing

2.3 TESTING RESOURCES AND STAFFING 2.4 TEST RECORD KEEPING2.5 TESTING TOOLS AD ENVIRONMENT2.6 TEST SCHEDULE

3.0 TEST PROCEDURE3.1 SOFTWARE (SCIS) TO BE TESTED3.2 TESTING PROCEDURES

3.2.1 Unit Testing 3.2.2 Integration Testing3.2.3 Validation Testing3.2.4 High-order Testing3.3 TESTING RESOURCES AND STAFFING 3.4 TEST RECORD KEEPING AND LOG

Test Specification

1.0 Introduction



Novaliches, Quezon CityThis section gives a general overview of the test Specification for the

General Ledger with Asset Accounting system.


The project goal is to develop a general ledger system and create possible

solutions for the problem that the hotel experiencing currently and to achieve the

benefits lead by this system. The system will cover up the general ledger

components and activities which makes the work easy for the accounting

department.

The team will undergo a test specification to counter any difficulties that may

impact the development and the future performance of the software. The team

goal is to develop a strategy to deal with any errors.

1.2 Statement of the ScopeAn overall plan for integration of the software and a description of specific

tests are documented in this section. Below are the different kinds of tests that

are team will take ensuring the quality of the software.

Unit Testing

Desktop Application

Database

Integration Testing

Desktop Application

Database

Validation Testing

The team will test software as a whole, so all units of the user will be included

Desktop Application

Database



Novaliches, Quezon City High-order Testing

The software will be tested for several test method. Units to be tested are.

Desktop Application

Database


1. The team actually out of the schedule and the time become

short to make all tasks fulfill. The teams have a limited

knowledge which is disadvantage because the tasks distributed

to each member are very crucial which makes it harder to finish

on time. But the team still work on it to make the tasks

complete.

2. To provide or develop and implement a computerized system,

the project team will need funding for the group’s budget to

sustain needs in printing the documentation and for providing

the developer the devices that is necessary for the development

and completion of the project.

2.0 Testing Plan

The project team wants the product to be bug free. The team also

want to make sure that there are no defects in the 3product. So the team

will be spending large amount of the total software development time on

testing below is the description of the testing procedure and strategy. The

team will also be presenting the timing and scheduled of the test to be

carried out.

2.1 Software (SCIs) to be tested

2.1.1 Interfaces



Novaliches, Quezon CityThe tests to be carried on these interface windows are described below.

Login Window

The project team will make use different names to log in to the

system, so the team will be testing login window. The team will also test

Login and Cancel buttons on this by performing test above.

Switch User

The function of this is to switch between the users

General Accounting Department- Java Netbeans[Design] Window

This is the main window that the team will use to access the database

using

Netbeans. The team will have several different drop-down menus in

window. Source Documents, Chart of accounts, Journal Entry, General

Journal, Posting and Financial statements such as trial balance, Balance

sheet, Income statement reports.

Source Documents:

When a button click a source document will collect for all

transaction in accounting phase. And Determine the Bad entry and Good

Entry of the transaction.

Chart of accounts



Novaliches, Quezon CityThe function of this chart of accounts is a listing of the names of

the accounts that a company has identified and made available for

recording transactions in its general ledger. A company has the flexibility

to tailor its chart of accounts to best suit its needs, including adding

accounts as needed.

Journal Entry

Preparing journal entry, in accounting, is a logging of transactions

into accounting journal items. The journal entry can consist of several

recordings, each of which is either a debit or a credit.

General Journal

This function general journal is where double entry

bookkeeping entries are recorded by debiting one or more accounts

and crediting another one or more accounts with the same total amount.

Posting in ledger

Collection of an entire transaction of similar accounts in double

entry bookkeeping. Also called book of final entry.

Financial Statements

Financial Statement and reports is a formal record of the financial



understand. Such as Trail balance, balance Sheet and Income Statement.

2.2 Testing Strategy

In the following section the project team will describe the testing

strategy. The teams have four different methods to test the software.



Novaliches, Quezon City2.2.1 Unit Testing

In the unit test case the team will be testing the separate modules

of the software. The team will carry out testing where each module or

component of the software is tested individually. The team will test the

components by passing data through it and the team will be monitoring

data to find the errors

2.2.2 Integration Testing

The purpose of integration testing is to verify functional,

performance, and reliability requirements placed on major design items.

These design items. Assemblages or groups of units are exercised

through their interfaces using black box testing, success and error cases

being simulated via appropriate parameter and data inputs. Simulated

usage of shared data areas and inter-process communication is tested

and individual subsystems are exercised through their input interface.

2.2.3 Validation Testing

The process of evaluating software during the development

process or at the end of the development process to determine whether it

satisfies specified client’s needs. Validation Testing ensures that the

product actually meets the client's needs. It can also be defined as to

demonstrate that the product fulfills its intended use when deployed on

appropriate environment.

2.2.4 High-order Testing

In this test method the team will combine several different other

types of the testing. The team will test for several different conditions by

following several different test methods.




Security Testing

The external specification will usually have been derived

From the objectives by developing a security model that constrains

the flow ofinformation from one area of the system to another. System

testing shouldidentify any flaws in moving from objectives to a behavioral

specification. Inaddition the objectives may include a list of common

threats that we shoulddemonstrate are dealt with in the external

specification.

Performance TestingMany systems will have throughput objectives. These

may be express statistically in terms of rates and likelihood of failure. The

system should be instrumented to allow these objectives to by subjected

test

when the system is in the field.

RecoveryAssessing the mean time to repair a fault is often a critical

Objective of a system

Stress TestingIn this method the team want to monitor tress caused to system

and the software due to simultaneous use. The team want to make sure

that the system does not break down under the extreme use conditions.




2.3 Testing Resources and Staffing

The team will use several different resources to carry on the test on

our software. Since the time constraint for us a team will try to use help

from everyone that team can. Following none detailed description of the

test resources.

- GL Staff

- GL Resources

- Computer Recourses

- Bug Resource Report

2.4 Test Record KeepingTest record keeping and test work Products are described in section 3.4 of

Test Specifications Document. For Information regarding these topics, please

refer to section 3.4 of the Test Specification Document.

2.5 Testing Tools ad EnvironmentIt is beneficial have the workload management configured and operational

when you establish tools for testing the tools and environment. Examples of

these testing tools are discussed in creating a simple routing environment. The

minimum testing environment consists of a request driver and a suitable tools

application.

2.6 Test ScheduleOn process

3.0 Test Procedure



Novaliches, Quezon CityIn this section the team will try to describe over all software specification.

The team will describe the methods for all the different test to be performed and

will also declare the expected outputs.

3.1 Software (SCIs) to be testedFor detailed list of the software component items please refer to section 2.1 from

the Test Specification document

3.3.1 Unit Testing

In this method of testing team will test the smallest unit of the software

called modules. The team will be testing all the important paths to find errors

within the boundary module. So here the team will apply to sort of white box

search. The team will be testing parts of the software rather than the entire

software. The modules are as follows.

Login WindowThe team will make use several different names to log in the system.

Team will use correct and incorrect Username and Password to access the

software and thus access to database. This software will not to be allowed to log

in using incorrect username and passwords and error message will be shown.

When correct username and password is presented the team will be able to log

in be able to the next window. The team will also test Login and Cancel Buttons

on this window by performing test above.

General Accounting Department– Java Netbeans (Design) Window

This main window that team will use to access the database using

Java NetBeans. The team will have several buttons in this window.

Prepared Documents, Chart of Accounts, Journalizing, General Journal,



Novaliches, Quezon CityPost in Ledger and financial Reports. The team will try to use all the

buttons and then different options available in each of the window.

File: When File Button is clicked user will be shown two choices

Switch UserThe team will test the switch user button if it is properly

working. The team needs to make the log in screen will appear

and the main screen will be close. The team will test this by

choosing the switch user then log in again with another Valid

and registered user in the log in screen.

ExitThe team wants to make sure that the user is logged out or

is able to exit when exit button is being clicked or selected. The

team will test this by logging in as a user and then by utilizing

exit button to exit the application.

Prepared DocumentsSource Documents

This menu is the evidence that a financial transaction occurred. If a

company is audited, source documents back up the

accounting journals and general ledger as an indisputable audit trail.

Save DocumentsWhen a source document is accurate to the transaction this

document will be save on the database

Chart of accounts

Asset



Novaliches, Quezon CityWhen the user selects this the asset entries will be presented. The team

will test

Selection by selecting on it to go to file result. The team wants to make

sure that the proper window is presented.

LiabilitiesWhen the user selects this the asset entries will be presented. The team

will test



EquityWhen the user selects this the asset entries will be presented. The team

will test



RevenueWhen the user selects this the asset entries will be presented. The team

will test



ExpensesWhen the user selects this the asset entries will be presented. The team

will test





Novaliches, Quezon CityJournalizingView Save Documents

The team wants to view the save documents record into the

database using the application that the team are developing. The team

wants to know if the data table is properly working. The team will test it by

checking the connection to the database is properly working.

UpdateThe team wants to update a documents record and also the

team wants to make sure that the update is properly working.

The team wants to make sure that the proper process will be

presented

Save

The team wants to save a documents record and also the

team wants to make sure that the save documents is properly

working. The team wants to make sure that the proper process

will be presented

Print

The team wants to print save a documents record. The team

wants to make sure that the proper report will be presented

General Journal

View General Journal


using the application that the team are developing. The team wants to know if the



Novaliches, Quezon Citydata table is properly working. The team will test it by checking the connection to

the database is properly working.

Print

The team wants to print general journal. The team wants to make sure

that the proper report will be presented

Post in Ledger

LedgerWhen the team selects this the team will presented or post results.

The team tests this to go to view Ledger. The team wants to make sure that the

proper ledger will be presented.

Print

The team wants to print Ledger. The team wants to make sure that the

proper report will be presented

Financial Reports

Trial Balance

When the team select this choice team will be presented with trial balance

results window. The team will test the button by clicking on it to go to trial balance

result window. The team wants to make sure that the proper report will be

presented

Balance Sheet



Novaliches, Quezon CityWhen the team select this choice team will be presented with balance

sheet results window. The team will test the button by clicking on it to go to

balance sheet result window. The team wants to make sure that the proper report

will be presented

Income Statement

When the team select this choice team will be presented with Income

Statement results window. The team will test the button by clicking on it to go to

Income statement result window. The team wants to make sure that the proper

report will be presented.

3.2.2 Integration TestingIn this method of testing the team will implement the software at the client

locations and will run it. So the team will be testing the product on client’s

network. The team will using following Top-down model to test. The team will

start the test with login window and then Java Netbeans window. After the Java

Netbeans Window the team will be testing each and every sub component or

functions of the software.

The team will be using Stubs to perform test. Stubs are dummy function

that will ne use to test the separate modules. Each of the modules to be tested

will have its own distinct stub; the stub will be created depending on the functions

of the each software component. Sub will help us to test the product without

actually having all the functions of the software. As part of testing, will be looking

for any signs of the collisions between our software components and those of the

clients. The team wants to make sure there is no confusion among the

application on the network when they are running simultaneously.

Each of the software (SCIs) items will be the test case for the integration testing.

So each form as whole will be a test case. The team will be testing each form

and every form for all the errors that logically can occur in it




3.2.3 Validation Testing

This test is performed to validate the software. The test in known as black

box testing where the entire software will be created and will test all the

component of the software together. The team will working with clients to show

them the software and reach agreements about the completion or failure of the

software. The team will have a person or a team of the inspectors forms the

General Accounting Department with us when the project team perform test. The

team perform black box test where the team will have software as whole with us

and the team will along with General Accounting Department to test the software.

The team will enter predetermined data with expected results. The team will

compare predicted results with those that software gives us and will determine if

the software is valid or not.

3.2.4 High- order Testing

In this test method the team will combine several different other types of

the testing. The team will test for several different conditions by following several

different test methods.

Security TestingIn this testing the external specification will usually have been

derived

From the objectives by developing a security model that constrains

the flow of

Information from one area of the system to another. System testing

should

Identify any flaws in moving from objectives to a behavioral

specification. In

Addition the objectives may include a list of common threats that

we shoulddemonstrate are dealt with in the external specification.



Novaliches, Quezon CityUser Account Login

The team will try to log in using invalid username and password.

The team will also test the software to see if it allows access without any

identification what so over. The team will also test the software so that

password in not saved in any way within computer for others to view.

Performance TestingMany systems will have throughput objectives. These

may be express statistically in terms of rates and likelihood of failure. The

System should be instrumented to allow these objectives to by subjected

testwhen the system is in the field.

RecoveryAssessing the mean time to repair a fault is often a critical

Objective of a system

Stress TestingIn this method the team want to monitor tress caused to system and the

software due to simultaneous use. The team want to make sure that the

system does not break down under the extreme use conditions.

Testing Resources and Staffing

Resources-General Accounting department

The team will take help of the General Accounting Staff of the General

Ledger with Asset Accounting to help us test the product. The team allow

General Accounting Department Staff member or members to test the

product as part of validation testing. The team will have general

accounting department staff record any errors found in the software and

will correct them before the delivery of the software.

-Bug Resource Reports



Novaliches, Quezon CityThe team will use bug resource report where the team will identify the

bugs found during the testing and will try to identify the reason for their

occurrence. This will help teams that may work on the product latter to

identify the soft spots for the bugs and will help them to come up with way

to design products so that bugs are avoided.


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