CHAPTER IINTRODUCTION AND ITS BACKGROUNDIntroductionIn every university, a clearance form is secured to ensure that a student has complied with all the requirements needed to enroll for the next semester. In our school, AMA Computer College, a clearance form must be completed before taking the final exams. But to be able to complete this, the student must have his/her clearance form signed by all the signatories. For this kind of system to work, both the students and the signatories must be present at the time of signing. Yet in most cases, there is a conflict between the schedule of the students and the signatories especially when the signatories have their own classes to attend.

Furthermore, securing a clearance form from the registrar's office is another problem to be addressed. Because the clearance form is an essential document for the finals, students queue in the registrar's office for it. This queue adds up to the present queue of the students who will get other forms or documents. As a result, the time of the students is wasted waiting in the line.

In view of this, there is a need to have a new system that will address the problems stated. The proponents of this research provided a system that will enable the students to secure a clearance form and have it signed from a single computer terminal.

Background of the Study

INPUTUsernamePassword Clearance FormPROCESS-Log-in the user of Clearance SystemOUTPUT-An administrator can efficiently set-up or configure the system- Student can view/check current status of clearance and print- FEEDBACK

Conceptual FrameworkThis study will use Clearance Management System to AMA Computer College Las Pias to AMA College as replacement for its old manual clearance form system. Through this, the researchers will know how effective the new system is in securing and signing the student's clearance form and its benefits for the school. The researchers will computerize the clearance form system to lessen the following: Queue in the registrar's office in securing the clearance form Time allotted to signing the clearance form by the signatories

Statement of the ProblemHow do students secure clearance form in AMA Computer College?How do they secure signatures from the signatories?How will the new system be implemented?What are the perceived challenges in the application of the new system?

Scope and LimitationsThis is study will be conducted in AMA Computer College Las Pias. The descriptions made are based on the current and proposed new system for the school. Other branches of the school are not included in the research.This system is designed to lessen the time that the students of AMA Computer College Las Pinas allot in securing and having their clearance signed. Only the students of AMA Computer College, Las Pias will benefit from the study.This study will be conducted for three weeks only. The first week will be dedicated to observing the old system and how it used by the students. The second week will be allotted to making the proposed system together with its trial. The last week will be used for documentation of the research and producing the output.The proposed new system will only cover the securing and signing of clearance form. Other concerns with the clearance form such as non-compliance of the student to the requirements of the signatories is not included in the system. It is the responsibility of the students to comply with all the requirements of each signatory before using the new program for clearance.

Methodology - RESEARCH DESIGNThis study will use descriptive method of research to understand the present situation of securing and signing of clearance form in AMA Computer College Las Pias. Descriptive method of research is to gather information about the present existing condition. It is more on describing rather than judging or interpreting. (Creswell 1994) This approach is more appropriate in gathering information about the present clearance form system, because of its flexibility that is very helpful should new information arise in the duration of the study.In addition to this, the study will also use the experimental method of research. Experimental method of research is an attempt by the researcher to maintain control over all factors that may affect the result of an experiment. In doing this, the researcher attempts to determine or predict what may occur. (Key, 1997) This method will help the researchers obtain the necessary data needed for the study. The experiment will include the introduction of a new computerized clearance form system and then record if there will be a significant difference in terms of efficiency and accuracy.

Significance of the StudyThe School The beneficiary of the new program is AMA Computer College Las Pias. With this new system, securing and signing of clearance form will be done electronically. As a result, the school no longer needs to print clearance forms which will be an additional savings for the school. In addition to this, human error is minimal since human intervention is reduced.

The Students With the advent of the new system, the students no longer have to spend time looking for the signatories to have their clearance form signed. Securing and signing of clearance form will be done through a designated computer terminal. This will allow the students to save time to be used for other important things such as preparing for the final examination.

The Professors During signing of the clearance form, most students disturb their professors by asking them to sign their clearance form on class hours. With this new system, the professor will provide a list that will be encoded in the database. This list consists of all the students who have complied with the necessary requirements for clearance. This new system will not only allow the professors not to be disturbed on class hours but also provide an easy avenue for the professors to sign the clearance form in one seating.

Definition of Terms

Operational

Authorization -is the function of specifying access rights to resources related toinformation securityandcomputer securityin general and toaccess controlin particular. Beneficiary -is anatural personor other legal entity who receivesmoneyor otherbenefitsfrom abenefactor. Clearance Form Database - is an organized collection ofdata. The data is typically organized to model aspects of reality in a way that supports processes requiring information. Feedback - occurs when outputs of a system are "fed back" as inputs as part of achainofcause-and-effectthat forms a circuit or loop. The system can then be said to"feed back"into itself.Signatories System - is a set of interacting or interdependent components forming an integrated whole.Queue

Technical

Adobe Photoshop -is araster graphics editordeveloped and published byAdobe SystemsforWindowsandOS X.HTML -is the standardmarkup languageused to createweb pages.MySQL - is a popular choice of database for use in web applications, and is a central component of the widely usedLAMPopen source web application software stack (and other'AMP'stacks).Notepad++ - is atext editorandsource code editorfor use withMicrosoft Windows.PHP -is aserver-side scriptinglanguage designed forweb developmentbut also used as ageneral-purpose programming language.XAMPP -is regularly updated to incorporate the latest releases ofApache,MySQL,PHPandPerl.

CHAPTER 2REVIEW OF RELATED STUDIES AND LITERATUREThe researchers of this study select the work of some other authors and few researchers in the same field of study as reference to the presentation of the research. This information widen the knowledge base of the researchers and equipped the researchers with the necessary background to record, analyze and interpret the data gathered in the study properly and accurately.Local StudiesVilloria (2012) came up with an idea to have an organized, manageable and easier way of giving a record clearance. The proponents propose a San Juan Police Station e- Clearance System-a system that may be used to produce a police clearance. The system will help the police department have a centralized database system thereby making application speedy, data accessible, secure and reliable.Our world as we know it today technology has played a big role in our daily routines one very important factor to modernization is the invention of computer.the task of technology is to create a better and easier way of living for ourselves and for the world.Police clearance is an official document issued by police or governmentagency of a country to enumerate anti criminal records that the applicantmay have. San juan police station uses the manual procedure in giving a record clearance, which unfortunately leads to many occurring errors.The development of the proposed San Juan Police Station e-Clearance System will employ the System Development Life Cycle with the following phases as shown in JamesEspinas (2013) A case study entitled Online Grade Encoding and Inquiry Thru Android Application has determined and summarized the findings. The study used Prototyping as a software development life cycle during the development of the system. The phases of the Prototyping are requirement analysis, software design, coding, software verification, software validation. Evaluation survey was conducted to the people who are Students and Faculty staff in the University of Perpetual Help System Dalta (UPHSD) Molino campus. Through several testing of the system, the researchers concluded that the implementation of Online Grade Encoding and Inquiry Thru Android Application can help the users to check the record and encode the grade of students online,Based on the Android application evaluation, the Online Grade Encoding and Inquiry Thru Android Application met its standard in terms of functionality, reliability, usability, and efficiency.

Foreign StudiesDavis (2009) Stated that the Clearance Center have worked together to simplify the process of managing copyright permissions for Docutek ERes users. Docutek has joined Copyright Clearance Centers Partner Program*, which enables application developers and Web Services providers to offer customers seamless access to the worlds leading content licensing service from within the partners solution. Deshmukh (2012) stated that the e-Zest team created a fast and efficient system that helped the end client in reducing the waiting time for check verification and clearance. System helped to reduce cost of operation by 55%, it also increased the productivity of the staff and reducing duplicity and re work. Features like real time auto notifications helped improve the overall collaboration between the front end tellers and back end administrators making operations smoother and more efficient.The client has many stores across the country with tellers that are involved in dispensing instant cash against customer checks. The existing IT infrastructure used to manage the process was a web site built in ASP which was acting as an online check cashing system with features like customer relationship management and cash flow tracking from different stores. Due to increases in business volumes the process of check clearance was taking significant time hence creating long queues and reducing customers. To reduce the time required in clearing checks and hence making the process fast and efficient, client wanted to rebuild their existing IT system with latest Microsoft technologies available in the market.e-Zest responsibility was to replace their existing system with a fast and efficient online IT system that would help collaborate different front end and back end users in the process of instant check clearance thus improving the process time of instant cashing.Pedrinaci (2009) stated that the European music industry will have to face a new business environment with the forthcoming liberalization of the market for the music rights clearancea profitable solution. A resulting business model relies on establishing a clearing organization that merely acts as a proxy between Internet radio stations and rights societies. Driven by this business model, we have developed a prototype of a clearing organisation. The prototype, named Xena, is supported by our E-Services Delivery Architecture and relies on Semantic Web and Web Services technologies in order to actually deliver e-services over the Internet.Our business-value driven approach is an interdisciplinary approach where businessand technical aspects are combined in order to actually deliver profitablee-services over the Web. There still remain, however, important issues we expect to tackle in the future. For instance, further case studies will be required in order to better establish the rules and guidelines that lead from the business analysis to the business process to the actual implementation. Finally, we intend to profitfrom the business knowledge and the flexibility of the E-Services Delivery Architecture in order to support business practitioners in the task of declaratively defining the delivery process.Daon (2007) In November 2007, Daon, working with Prime Contractor NEC, deployed into operation a national multi-biometric border management system across 34 Airports and Seaports in Japan. The Ministry of Justice (MOJ) Automatic Border Clearance and Registered Traveler / e-Gate Programs were built on a common Daon technology platform to support authentication of foreign travelers and Japanese registered travelers entering and exiting the country. Daon provided an end-to-end off-the-shelf software solution that integrated e-Gates, capture devices, cameras, NEC Facial Recognition and NEC AFIS systems. The system processes up to 25,000 travelers per day. Key aspects of the program included:Peak load of 6,000 passengers per hour across 500 clients (entry points) 10 Million travelers per year are processed real-time through a government watch-list Integration of finger and facial algorithms through biometric middleware Support for e-VISA and ICAO compliant e-Passports Provision of automated border crossing lanes using e-Gates. Some of the critical Ministry of Justice requirements were:Efficiency and effectiveness in processing the travelerStability and reliability (24/7/365 operation) Future scalability and extensibility of the systems functionality Biometric vendor neutrality Confidentiality, availability and integrity of dataFull production operation within 6 months of contract (May 2007-November 20, 2007)

CHAPTER IIIMethods and MaterialsRESEARCH DESIGNThis study will use descriptive method of research to understand the present situation of securing and signing of clearance form in AMA Computer College Las Pias. Descriptive method of research is to gather information about the present existing condition. It is more on describing rather than judging or interpreting. (Creswell 1994) This approach is more appropriate in gathering information about the present clearance form system, because of its flexibility that is very helpful should new information arise in the duration of the study.In addition to this, the study will also use the experimental method of research. Experimental method of research is an attempt by the researcher to maintain control over all factors that may affect the result of an experiment. In doing this, the researcher attempts to determine or predict what may occur. (Key 1997) This method will help the researchers obtain the necessary data needed for the study. The experiment will include the introduction of a new computerized clearance form system and then record if there will be a significant difference in terms of efficiency and accuracy.

Methods Used in Software DevelopmentThere are numerous conceivable ways that can be utilized as a part of creating and executing a system. The researchers will see to it that the technique to be utilized will be ideally equipped for the system, mulling over the environment that it will be executed on (Hardware and Software) The Classic Life Cycle of the Waterfall strategy will be utilized. From the term waterfall alone, it as of now implies the separating of entire into parts.

Requirement GatheringEngineering the ProductEvaluate and Refine RequirementsBuild PrototypeQuick Design

Fig 3.0Waterfall Method (Winston Royce)

Requirement Gathering. This is the initial phase of prototyping where the researchers defines the overall objectives of the proposed software and identifies the needed requirements in this phase of the proposed study. The researchers gather some information such as the images of each menu and menu description from the beneficiaries that will help in developing the project.Quick Design. The researcher decided what will be the design of the project, what platform will be used for the software and what will be the flow of the program. This phase is where the researchers imagine and make a tentative user interface of the proposed system. The researchers at this stage will outline the possible appearance and output of the final product.Build Prototype. It is the part of the process wherein the researchers will actually program the code for the project. This phase is where the prototype is developed out of the working model. At this stage, the researchers create the codes of the software. Here, bugs and errors are encountered and some modules are considered for removal or change.Evaluate and Refine Requirements. It is the monitoring of the process and methods used to ensure quality of the proposed system. The researcher at the same stage reviews previous data to determine whether the working prototype needs to be modified.Engineering the Product. This is the phase in which the researchers have already integrated all relevant data into source code and the documentation is already done. The proposed software is ready for the release for the respondents.

Methods Used in Software EvaluationBased on a prepared list of criteria, a software evaluation makes it possible to determine if the products would be helpful to the client or if some other combination of software products would serve to better advantage. Through gathering of data, researchers found FURPS (Functionality, Usability, Reliability, Performance and Supportability) method to be useful in evaluating the researched software. The researchers also used set of questionnaires which were comprised of the reason for the creation of the study and software evaluation. Each questionnaire has different sets of questions about the application that was developed. The criteria needed incorporated in the questionnaires for the software application were as follows:For the Functionality phase, the system will be easy to understand and easy to use for the users because the system has a friendly-user interface.For the Usability phase, the system allows the user to use the software without proper training. For the Reliability phase, the system will be free from random error and yields consistent accurate results which definitely satisfy users expectation.For the Performance phase, the system is easy to use and operate because it is easy to start, runs properly, and the graphics and content are clear and appealing.For the Supportability phase, the system is capable of being supported, and maintained in the android device.

Entity Relationship Diagram This part shows a data modeling technique that creates a graphical representation of the entities, and the relationships between entities, within an information system. Each figure illustrates the relationship of the entities in the system which is connected with a number of students/alumni who need the authorization of a specific department. The authorization provided by the Office of Student Affairs, P.E. Department, I.T. Department, Property Department, Chemistry/Physics Laboratory, Digital Laboratory, Library, Accounting and the Clinic are in attributes and the USN is the primary key of the system.

Login

Clearance Management SystemStudent1

NameUSN

Chemistry/Physics LaboratoryOffice of Student Affairs

Admin

P.E Department

LibraryAccountingClinicDigital LaboratoryProperty DepartmentI.T Department

COST BENEFIT ANALYSISDevelopment CostThe development cost specifies all the expenditures on developing of our system. The researchers used the Adobe Photoshop to design our system; the Notepad++ and XAMPP that is used for the coding and lastly the internet connection to be able for us to gather some data and to exploit the needs in our resources in developing our system called Clearance Management System for AMA Computer College Las Pinas.

Table 3.0 Salaries and Wages SUPPORTING DETAILS FOR SALARIES AND WAGES

Team MemberSalaries/Wages for Project

Programmer ( 25,000.00 x 2 months)50,000.00

Graphic Designer (15,000.00 x 1 month)15,000.00

Total65,000.00

Table 3.1 Development CostSUMMARY OF DEVELOPMENT COST

Salaries and Wages65,000.00

Licenses:

Windows 7 PRO 32-Bit7,000.00

Adobe Photoshop CS54,599.00

(Processor) INTEL CORE I3-3210(Memory) KINGSTON 2GB DDR2 PC667 (KVR667D2N5/2G)(KB+MOUSE)LOGITECH MK100 BLACK(Hard Drive)WESTERN DIGITAL 1TB BLACK 3.5" SATA (WD1002FAEX)(Motherboard)ASROCK B85M-HDS(Power Supply)ENERMAX TOMAHAWK II NAXN 500WFortress 15.6 inch LCD MonitorBrother DCP 350 Printer4,750.001,600.00

630.003,950.00

3,400.001,700.00

6,000.00

2,580.00

3,899.00

Internet Connection1,998.00

Utilities (Electricity) Desktop 225 watts ( 8hr/day , 54php/day 1620php/ month) x 2 monthsPrinter 175 watts( 4hr/day , 21php/day 630php/ month) x 2 months 3,240.00

1,260.00

Freeware(s) Notepad++ XAMPP__

Total111,606.00

Table 3.1 shows the summary cost for AMA Computer College Las Pinas, the used expenses during the development of the Clearance Management System for AMA Computer College Las Pinas is displayed in the table. This contains the salaries and wages, equipment and installation of computer components and peripherals, rate of facilities, and the licenses of the software necessary to the system.The Programmer has a salary of 25,000.00 and the Graphic Designer has a salary of 15,000.00 per month. The equipments cost 111,606.00 includes the specification of the computer unit such as the processor, memory, hard drive, motherboard, and the power supply. The peripherals such as the mouse, keyboard, LCD Monitor, and the printer are also included.The licenses show the necessary software used in the system which includes the WINDOWS 7 PRO 32BIT OEM which costs 7,000.00. The total development cost budget needed in developing a Clearance System Management for AMA Computer College Las Pias is 111,606.00

Table 3.2 Operating Cost Showing all assumed expenses when the system is put in use. SUMMARY OF ANNUAL OPERATING COST

System Maintenance (3x a year) 7,000.0021,000.00

Desktop (225 Watts: 54.00 x 12 months)

Printer (175 Watts: 21.00 x 12 months)

648.00

252.00

Paper and Ink Cartridge1,500.00

Total23,400.00

The Table 3.2 is the annual operating expenses summary for the system. The equipment maintenance costs 21,000.00 in a year. This amount is for the preservation of the equipment health, extend equipment life and upgrades for better system. The needed supplies are Bond Paper and Ink Cartridge. This will be used for printing of Clearance form by using the printer. The printer ink cartridge costs 300.00 times three for a total of 900.00 in one year. The paper costs 200.00 for one ream times three for a total of 600.00 per year thus creating a total amount of operating cost is 49,500.00 per annum. The expense in the facilities used in the development of the system is the power consumption of a computer with a monitor which consumes 225 watts costing 19,440.00 for twelve months and printer which also consumes 175 watts costing 7,560.00 for twelve months.Table 3.3 Value of BenefitsBENEFITS

Benefits/Cost SavingsAmountComments

Increase in Productivity96,000Increase the load of work done per day, instead of paying another employee, more workload can be done

Total 96,000.00

The Table 3.3 exemplifies the amount of benefits that the AMA Computer College Las Pias may probably have annually. The benefit/costs savings is the increase of productivity wherein more work load of the employee can be done.

Table 3.4 Cost and Benefit Analysis

COST/BENEFITYEAR 0YEAR 1YEAR 2YEAR 3YEAR 4YEAR 5TOTAL

ANALYSIS

1Value of Benefits-96,000.00100,800.00 105,840.00 111,132.00116,688.00

2Discount Factor (5%)10.910.830.750.680.62

3Present Value of Benefits87,360.00 83,664.00 79,380.00 75,569.76 72,346.93 398,320.69

4Development Cost(111,606.00)(111,606.00)

5Ongoing Cost(23,400.00)(23,400.00)(23,400.00)(23,400.00)(23,400.00)

6Discount Factor10.910.830.750.680.62

7Present Value of Cost(21,294.00)(19,422.00)(17,550.00)(15,912.00)(14,508.00)(88,686.00)

8PV of net of benefits and Cost108, 654.00103,086 96,930.00 91,481.76 86,854.93

9Cumulative NPV(111,606.00)(2,952.00)100,134.00197,064.00288,545.76 375,400.69

10Payback Period1 Years + (2,952.00/(2,952.00+100,134.00)= 1 years 1 month 12 days

115 Year Return of Investment99%

The return on investment formula:ROI = (Present value of Benefits) - {(Development Cost + Present Value of Cost)} x 100{(Development Cost + Present Value of Cost)}

ROI = 398,320.69 (111,606.00+88,686.00) x 100

111,606.00+88,686.00

ROI = 398,320.69 (200,292.00) x 100

200,292.00

ROI = 198,028.69 x 100

200,292.00

ROI = 99%

Payback Period Formula

Payback Period = A + B CIn the above formula,A is the last period with a negative cumulative cash flow;B is the absolute value of cumulative cash flow at the end of the period A;C is the total cash flow during the period after A

Payback Period= 1 + 2,952.002,952.00+100,134.00 Payback Period= 1 + 2,952.00 103,086.00Payback Period= 0.0286 X 12 months = 0.34 months

Payback Period= 0. 34 x 30 days = 10.30 daysPayback Period = 1 year 0 month 10 days