IMCC Departmental Clearance: Proposed for Intranet Based System

An Undergraduate Capstone Project

Presented to the Faculty of College of Computer Studies Iligan Medical Center College

In Partial Fulfilment Of the Requirements for the Degree of BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

By: LORIFEL P. BACALSO

March 2013

ILIGAN MEDICAL CENTER COLLEGE City of Iligan

APPROVAL SHEET This project study entitled: IMCC Departmental Clearance: Proposed for Intranet Based System

Submitted byLorifel P. Bacalso, in partial fulfilment of the requirements for the degree of Bachelor of Science in Information Technology.

LloydAldrin S. Abundiente Adviser

PANEL OF EXAMINERS

Enrico Miguel E. Ong Member

Alecia C. Diaz, MMEM Chairperson

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ACKNOWLEDGMENT

My profound gratitude goes to God Almighty for his grace, favour and mercies upon my life. Who have given me strength, knowledge, good health and passion in developing this DepartmentalClearance. I wont fail to recognise the moral support and encouragement of my adviser Mr. Lloyd Aldrin S. Abundiente, for the continuous and tireless support of the project study and for his patience in guiding the researcher the guidance he has extended on the duration of research period and implementation of this project study. To the panel of examiners, Mr. Enrico Miguel E. Ong and Prof.Alecia C. Diaz, for theirsincere encouragement,suggesting, correcting, giving additional inputs of the system so that it would be reliable and effective and guidance in the finalization of this study. I would be very ungrateful if I fail to acknowledge my caring parents Mr. and Mrs.FelimonS. Bacalsofor their loving and financial support, encouragement and inspiration which dearly impelled the developer to bring this project to completion. Above all, the researcher would like to express her sincere thanks of her friends, classmates, church mate, especially to her family for their prayers and support throughout the period of this study.

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ABSTRACT OF THE STUDY Lorifel P. Bacalso,College of Computer Studies, Iligan Medical Center College, March 2013, IMCC Departmental Clearance: Proposed for Intranet Based System Project Adviser: Mr. Lloyd Aldrin S. Abundiente College of Computer Studies Iligan Medical Center College

This study aims to developaDepartmentalClearancefor the students of Iligan Medical Center College (IMCC), to remove manual records, to avoid forgery andtracking students accountabilities. The designed system will serve as a more reliable and effective means of undertaking students department clearance, remove all forms of delay and stress for clearing departmental clearance this process can save money and time for the students. In this system the user can view their department clearance using their personal computer at home, in school, and anywhere. In this project, the implementation of the computer-based system was carried out using Hypertext Processor (PHP) programming language, MYSQL for the database and webserver APACHE.

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TABLE OF CONTENTS Page TITLE PAGE APPROVAL SHEET ACKNOWLEDGEMENT ABSTRACT OF THE STUDY TABLE OF CONTENTS LIST OF TABLES LIST OF FIGURES Chapter I: 1.1 1.2 1.3 1.4 1.5 1.6 1.7 Chapter II: 2.1 2.2 2.3 2.4 2.5 THE PROBLEM AND ITS SCOPE Background of the Study Statement of the Problem Objectives of the Study Significance of the Study Scope and Limitation of the Research Conceptual Framework Definition of Terms i ii iii iv v vii viii

1 2 2 3 3 4 5

REVIEW OF RELATED LITERATURE AND STUDIES University of Southern California Online Clearance MSU-IIT Online Clearance System Misamis University Paperless Clearance System Online Statewide Central Registrar Clearance System Online Enlistment, Clearance, and Classroom Management System Chapter III: RESEARCH METHODOLOGY 3.1 Requirement Analysis 3.2 Design 3.3 Constructing and Testing 3.4 Hardware and Software Requirements

6 7 8 9 10 11 11 12 12

Chapter IV: RESULT AND DISCUSSION 4.1 Requirements Analysis 4.1.1 Project Charter 4.1.2 Software Project Plan

13 14

4.2 Analysis 4.2.1 Context Model 4.2.2 Entity Relationship Diagram 4.2.3 List of Entity and Attributes 4.2.4 Activity Diagram 4.5.5 Use Case Diagram 4.3 Design 4.3.1 4.3.2 4.3.3 4.3.4 4.3.5 4.3.6 4.3.7

15 16 17 18 19

Database Design Database Schema Capacity Plan Deployment Diagram Graphical User Interphase (GUI) Design Program Design Test Design

20 21 24 27 29 31 32

Chapter V: SUMMARY, CONCLUSIONS AND RECOMMENDATIONS 5.1 5.2 5.3 Summary Conclusion Recommendation 33 33 34 35

BIBLIOGRAPHY APPENDICES A Gantt Chart B Pert Chart C Cost and Benefit Analysis D Curriculum Vitae

36 36 37 39

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List of Tables Tables Table 1 Table 2 Table 3 Table 4 Table 5 Table 6 Table 7 Table 8 Table 9 Table 10 Table 11 Table 12 Table 13 Table 14 Table 15 Table 16 Table 17 Table 18 Table 19 Table 20 Table 21 Table 22 Table 23 Table 24 Table 25 Table 26 Table 27 Hardware Requirement Software Requirement Students Entity and Attributes Accountabilities Entity and Attributes Student Accountabilities Entity and Attributes Clearance User Entity and Attributes Departments Entity and Attributes Students Database Design Accountabilities Database Design Student Accountabilities Database Design Clearance User Database Design Departments Database Design Students Database Schema Accountabilities Database Schema Student Accountabilities Database Schema Clearance Users Database Schema Department Database Schema Students Capacity Plan Accountability Capacity Plan Student Accountability Capacity Plan Clearance User Capacity Plan Department Capacity Plan Clearance User Login Test Design Create Student Accountability Design Update Student Accountability Design Delete Student Accountability Design View Student Records Design Pages 12 12 17 17 17 17 18 20 20 20 21 21 21 22 22 22 23 23 23 24 25 25 30 30 30 32 32

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List of Figures Figures Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Pages 4 15 16 18 19 26 27 27 28 28 29 29 30 30

Conceptual Framework Context Model Entity Relationship Diagram Activity Diagram Use Case Diagram Deployment Diagram Clearance User Interface List Students Accountability Interface Add Accountability Interface Add Student Accountability Interface Edit Student Accountability Interface Adviser and Dean Interface Print Interface Program Design

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Chapter 1 THE PROBLEM AND ITS SCOPE

1.1 Background of the Study As part of its institutional policy, Iligan Medical Center College requires all students to have clearance from their respective department at the end of each semester for them to be allowed to enroll for the next semester. All students have to go to their respective department to have their clearance signed by their year level adviser, selected student officer and their dean. Students who have no accountabilities have to complete the process. The manual process of recording and keeping track of student accountabilities had somewhat delayed the process and had an effect on other activities like enrolment and releasing of grades. With this, the researcher had decided to develop a IliganMedical CenterCollege Departmental Clearance Proposed for Intranet Based Systemto make improvements on the manual process and help solve if not and minimize the problems. This system is a web-based application that helps streamline the process of department clearance and provides a more efficient and secured way of record keeping and tracking student accountabilities. To view these process the researcher decided to use desktop/personal computer to provide better flow of the system.

1.2 Statement of the Problem Based from the information gathered, below is the list of problems: Prone to forgery. Manual recording and lookup of student accountabilities is time consuming. The process itself is time consuming since students, including those that do not have any accountability, have to go their respective department to be cleared by the year level adviser and SBO. 1.3 Objective of the Study The objective of this project is to make the signing department clearance of Iligan Medical Center College computerize and more efficient include: To have a secure system, the user must log-in in their personal account to prevent unauthorized users. A system that is designed to streamline the procedure by providing a portal for students to view their accountabilities without having to go to the department and wait in queue. A system that accepts entries for student accountabilities and provides students a list of their accountabilities and provides the faculty and the dean a list of students who have accountabilities.

1.4 Significance of the Study The study will significantly improve the current manual departmental system of Iligan Medical Center College. Taking advantage of the popularity of the personal computer at home, allows additional method to inquire for student accountabilities therefore greatly reducing the time spent on waiting for authorized persons to check and verify accountabilities of students. Security wise, the administrator have the overview of all accountabilities and can therefore spot anomalies. This is one of the benefits that could somehow minimize frauds from everyone. The system, if used properly, will be great help for IMCC to improve its student services. It would be the first to solve the issue of delays for grade distribution and enrolment.

1.5 Scope and Limitation of the Research This study focuses on the Department level Clearance of Iligan Medical Center College. The study aims to improve the current manual record keeping, tracking of student accountabilities and focuses on procedures to make it efficient and secured. School policies have been considered and any changes to the policies may or may not apply in this study. The system does not have the functionality to detect irregularities of data entered with respect to the schools policies, but it is designed to help monitor these irregularities. Human as we are, every entry added to the system may or may not be accurate and may not abide with the school policy. The system only provides a module for faculty and the dean to monitor and keep track of data entered.
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1.6 Conceptual framework A conceptual framework acts like a map that gives coherence to empirical inquiry. It helps us understand the flow of the system and explain the particular input and output. The figure below shows the flow of the department clearance of Iligan Medical Center College.

Previous Balance Student_accountabilities System User

Previous Balance List

IMCC Departmental Clearance List of Accountabilities System

System User List

Figure 1: Conceptual framework This figure shows the flow of data in the IMCC Departmental Clearance System. From the left, represents the input data to the system and from right, represents the expected data.

1.7 Definition of Terms Department Clearance System is the computerize process of clearing department clearance. Online - Connected via a computer attached to or available via a central computer network. Subsystem - One part of a system where the projects are combined to reach an ultimate goal. Forgery simulated signing of another persons name to any such writing whether or not it is also the forgers name. Accountability are student liabilities that need to be settled at the end of every semester. Irregularities problem in its department like student and the officer is close then the officer can automatically clear the liability of the student.

CHAPTER II REVIEW OF RELATED LITERATURE AND STUDIES 2.1 University of Southern California Online Clearance The student needs to produce clearance in every semester so that they can pay their liabilities and they can continue to enrol for the next semester. The University of Southern California use online clearance. Every student in their University must request department clearance through the online queue system. When a seat becomes available in a course, the student at the top of the queue is automatically notified through the student's USC email that Department clearance has been granted, allowing for that student to register using Web Registration. They use this system until now in order to have a great and faster facility in their school (USC, 2011). Technology now can do everything to prevent wasting time in carrying files in the office and waiting for the officers or Deans to sign. Through the Internet, this process is made much easier and sometimes the approval is made within minutes. So we need to apply this process in our school to have safe, fast and has no hassles.

2.2 MSU-IIT Online Clearance System Mindanao State University Iligan Institute of Technology (MSU IIT), created a system that will automate the process of signing of clearance by making an Online Clearance System. This project was deployed last 2008 by Michael Angelo F. Cobo (BSCS), Maria Erica J. Gonzaga (BSCS), Elisha Susana V. Dorado(BSIT), they used PHP as the language for development and PostgreSQL as the back-end database (MSU-IIT, 2008). PHP language is useful in every system to directly connect to rational databases using full featured internal functions. Also database is important to organize the operational data it only appears as the most logical method for organizing the operational data of large organizations. So we use PHP in our system to organize the data. This system is useful because the work of the faculty and students will greatly reduce since signing of clearance is already automated and unnecessary processes are eliminated. Without filing paper works its only computerize these process can save time and money for the students.

2.3 Misamis University Paperless Clearance System Paperless clearance system is sometimes used in private organizations that have a formal process to access and limit paper works. Also paperless online clearance system developed to improve the timeliness and accuracy of searches. System is the combination of hardware and software and peripheral functions to interrelate. Misamis University developed a computer based system which allow a student to complete his/her clearance without bringing anything, the department could only track if the student is already cleared or still have problems regarding with his/her clearance (Misamis University, 2012). Internet is useful in this process because in this process they can easily approve the student clearance if those students have no liability. So we should apply this kind of process in order to have Iligan Medical Center College a great and faster facility.

2.4 Online Statewide Central Register Clearance System Clearance is a status granted to individual member of the school allowing them access to classified information. The term clearance is also used in private organizations that have a formal method to vet employees for access to sensitive information. As people of this generation become more dependent on the Internet for information, the need for automated fee clearance becomes more apparent. So the OCFS had developed the online clearance system, the purpose of this is to improve the timeliness and accuracy of searches of the SCR database because they have a multiple child care settings (DeLorenzo,2011). Now, internet is much faster than paper files because you can easily search in the web of the particular task than looking for your files in the notebooks or in the books it takes a lot of time. So it is important that we can now use/apply the online department clearance to make your job easily and safe.

2.5 Online Enlistment, Clearance, and Classroom Management System Online clearance system is help to build an effective information management for schools. Clearance is a secure Internet application that will allow you to search potential sub-contractors and request authorized clearance status documents. This will help to remove all forms of delay and stress in securing clearance. Cosmopoint International Institute of technology (CIIT), propose an online clearance, enlistment, and classroom management system for the efficiency of accomplishing these tasks and for the convenience of CIIT students and staff. The proponent of this study is Elaine L. de Goma. The study is being conducted in CIIT and the project will be implemented in the same organization. They use this system now to make their job faster and convenient to use (xPersonax, 2012). This system help student in Iligan Medical Center College to avoid wasting time in going to school to look for their instructor and staff to sign their clearance forms and to queue in line repeatedly to submit or know there accountabilities. This system can help to maximize the work of the student and prevent a forgery of the signature.

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Chapter III Research Methodology In this chapter, it presents on how the researchers, gathered information to develop the study. By doing this part of the study, the researchers also identified the following information needed to pursue the following procedures: Requirements Analysis, Design and Construction and testing. 3.1 Requirements Analysis The requirement analysis phase is the part of understanding, of the process involved of the Departmental Clearance System. During the research work, data needed for the project was gathered from the various departments. In gathering and collecting necessary data and information needed for thissystem, the researcher conducted interviews to identify what are the things that are needed to put in the department clearance. 3.2 Design In order to achieve effective Departmental Clearance System, the researcher had identified the problems and scope limitations to find a better solution. Then search some design that can be used or designing of Departmental Clearance System. A database which consists of graphical user interface and a server will be developed.

3.3 Constructing and testing The researcher was developing the system through the use of Apache and PHP programming language. This was linked to MySql, as databases were important in accessing stored and updated files.For the testing process; the researcher planned the step by step method and procedure to achieve the goals of the study.During the implementation, clearance user will be inserted and captured, and can be edited or deleted by the system administrator to secure clearance user.The proposed system will be used in the Iligan Medical Center College (IMCC) through the internet. 3.4 Hardware and Software Requirements The software and hardware requirements below will be used for the development of the Departmental Clearance System inIligan Medical Center College. Hardware Processor Memory Input/output Devices Storage
Table 1: Hardware Requirement

Name 3.60 GHz 4 GB Keyboard, mouse, monitor, printer 4 TB

Software Operating System DBMS Programming Language Web SERVER Table: 2 Software Requirements

Name Microsoft Windows Server 2007 MySql 5.5.16 PHP 5.3.8 Apache 2.2.21

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Chapter IV RESULT AND DISCUSSION 4.1 Requirement Analysis Requirements analysis phase is the process of reviewing all the datas identified and evaluated to determine the system needs. These were the following the context diagram to understand on how the system interacts by receiving and sending data to external entities, entity relationship diagram used to identify the entities and attributes in the system and activity diagram was used to identify the flow of actions that are part of the system. Also it gives knowledge to the researcher of what are the needs of the system. 4.1.1 Project Charter Theproject charter is also known as a Project Overview Statement (POS) covers the study, such as scope, specific objectives, planning, problem of the system and etc. The project charter is the first step of project planning and the following completion of the project initiation stage.

4.1.2 Software Project Plan In this part, the researcher used the Gantt chart to determine the cost and benefits of the system and also the scheduling of the time which the researcher develop the system. The planning and design started on 7th of December 2012 and was finished by the 22th of December 2012. The next stage is the initial data gathering which was started on the 26th of December 2012 and was finished by the 9th of January 2013. The next stage is the construction of web applications which was started on the 11th of January 2013 and was finished by the 24th of January 2013. The next stage is the testing and evaluation which was started on the 27th of January 2013 and was finished by the 6th of February 2013. The final stage which is finalization and documentation was started on the 9th of February 2013 and was finished by 11th of March 2013. 4.2 Analysis The researcher have analysed the structures data of the system, known by the research problem, developed and implemented plans for the proposed system and a conceptualized design of a system.

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4.2.1 Context Model The context model represented below shows the required input data and the expected output data of the system.

Previous Balance Student_accountabilities System User

Previous Balance List IMCC DepartmentalList of Accountabilities Clearance System System User List

Figure 2 Context Model This figure shows the flow of data in the IMCC Departmental Clearance System. From the left, represents the input data to the system and from right, represents the expected data.

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4.2.2 Entity-Relationship Diagram An entity-relationship diagram is a data modelling technique that makes a graphical representation of entities and the relationship between these entities within the system.

Figure 3 Entity-Relationship Diagram This figure shows the relationship among the entities and attributes of Departmental Clearance System. The relationships of each entities and attributes like the students, student accountabilities, clearance user, accountabilities and departments these are the entities with attributes describes the system flows.

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4.2.3 List of Entity and Attributes Attributes Studeno firstname middlename lastname Studepassword Table 3: Students Entity and Attributes Students Description Student number First name Middle name Last name Student password

Attributes Accountabilities acid accDescription Table 4: Accountabilities Entity and Attributes

Description Accountabilities Id Accountabilities description

Attributes Description studeAccId Student accountabilities ID Student_Accountabilities schoolYear School year Semester Semester Remarks Remarks is_cleared Is cleared date_time_added Date time added Studeno Student number acid Accountabilities ID clrUserId Accountabilities user Id Table 5: Student AccountabilitiesEntity and Attributes Attributes Clearance_user clrUserId clrUserType Lastvisit username firstName lastName Password deptId Table 6: Clearance Users Entity and Attributes Description Clearance User ID Clearance user type Last visit User Name First name Last name Password Department Id

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Attributes Departments deptId deptCode deptDescription Table 7: Departments Entity and Attributes 4.2.4 Activity Diagram

Description Department Id Department Code Department Description

Activity diagram is a graphical illustration of what happens in a workflow in the system, what activities can be done in parallel, and whether there are alternative paths through the workflow.

Figure 4: Activity Diagram This figure shows the flow of data in theIMCC Departmental Clearance System. The student must log-in to their respective account and they view their accountabilities. The Admin can view and edit everything in the system.

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4.2.5 Use Case Diagram Use Case Diagram is a graphical representation of the list of steps, usually defining interactions between actors and a system in order to achieve a particular goal.

Figure 5: Use Case Diagram This figure shows the technique for capturing functional requirements of the Departmental Clearance System it describe a task or a series of task that user will accomplish, and include the response of users action. The Student can view and edit and print then the admin can do everything in the system. 4.3 Design The design of the system is the process of exact operational requirements, the file structures and input/output formats. This is a technique of constructing and information, that makes use of available components.
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4.3.1 Database Design Database design is the process of producing a detailed data model of a database. This logical data model contains all the needed logical and physical design choices and physical storage parameters needed to generate a design in a Data Definition Language, which can then be used to create a database. A fully attributed data model contains detailed attributes for each entity. Attributes Students studeno firstname middlename lastname studepassword Table 8: Students Database Design Data types Int Varchar Varchar Varchar Varchar Size 11 50 50 50 32

Attributes Data types Accountabilities accId Int accDescription Varchar Table 9: Accountabilities Database Design Attributes Data types Student_Accountabilities studeAccId Int Schoolyear Int Semester Int Remarks Varchar is_cleared TINYINT date_time_added Datetime Studeno Int acid Int clrUserId Int Table 10: Student_Accountabilities Database Design

Size 11 255

Size 11 11 11 255 4 11 11 11

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Attributes Data types Clearance_Users clrUserId Int clrUserType Int lastvisit Datetime userName Varchar firstName Varchar lastName Varchar password Varchar deptId Int Table 11: Clearance_Users Database Design Attributes Departments deptId deptCode deptDescription Table 12: Department Database Design 4.3.2 Database Schema Data types Int Varchar Varchar

Size 11 2 30 50 50 32 11

Size 11 100 255

The database schema is a collection of records or data that is stored in a computer system. In a relational database, a schema defines the tables, the fields in each tables and a relationship between fields and tables. Table structure for Table Students CREATE TABLE IF NOT EXISTS `students` ( `studentno` int(11) NOT NULL AUTO_INCREMENT, `firstname` varchar(50) COLLATE utf8_bin NOT NULL, `middlename` varchar(50) COLLATE utf8_bin NOT NULL, `lastname` varchar(50) COLLATE utf8_bin NOT NULL, `studepassword` varchar(32) COLLATE utf8_bin NOT NULL, PRIMARY KEY (`studentno`) ) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin AUTO_INCREMENT=22676 ; Table 13: Students Database Schema

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Table structure for Table Accountabilities CREATE TABLE IF NOT EXISTS `accountabilities` ( `accId` int(11) NOT NULL AUTO_INCREMENT, `accDescription` varchar(255) COLLATE utf8_bin NOT NULL, PRIMARY KEY (`accId`) ) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin AUTO_INCREMENT=3 ; Table 14: AccountabilitiesDatabase Schema Table structure for Table Student_Accountabilities CREATE TABLE IF NOT EXISTS `student_accountabilities` ( `studeAccId` int(11) NOT NULL AUTO_INCREMENT, `accId` int(11) NOT NULL, `clrUsersId` int(11) NOT NULL, `schoolYear` int(11) NOT NULL, `semester` int(11) NOT NULL, `remarks` varchar(255) COLLATE utf8_bin NOT NULL, `is_cleared` tinyint(4) NOT NULL, `date_time_added` datetime NOT NULL, PRIMARY KEY (`studeAccId`) ) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin AUTO_INCREMENT=4 ; Table 15:Student_AccountabilitesDatabase Schema Table structure for Table Clearance_Users CREATE TABLE IF NOT EXISTS `clearance_users` ( `clrUsersId` int(11) NOT NULL AUTO_INCREMENT, `clrUserType` int(2) NOT NULL DEFAULT '2', `lastvisit` datetime NOT NULL, `userName` varchar(30) COLLATE utf8_bin NOT NULL, `firstName` varchar(50) COLLATE utf8_bin NOT NULL, `lastName` varchar(50) COLLATE utf8_bin NOT NULL, `deptId` int(11) NOT NULL, `password` varchar(32) COLLATE utf8_bin NOT NULL, PRIMARY KEY (`clrUsersId`) ) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin AUTO_INCREMENT=16 ; Table 16: Clearance_Users Database Schema

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Table structure for Table Departments CREATE TABLE IF NOT EXISTS `departments` ( `deptId` int(11) NOT NULL AUTO_INCREMENT, `deptCode` varchar(100) COLLATE utf8_bin NOT NULL, `deptDescription` varchar(255) COLLATE utf8_bin NOT NULL, PRIMARY KEY (`deptId`) ) ENGINE=InnoDB DEFAULT CHARSET=utf8 COLLATE=utf8_bin AUTO_INCREMENT=5 ; Table 17: Department Database Schema 4.3.3 Capacity Plan Capacity Planning is the process of identifying the most cost-effective production capacity needed by the computing system in order to meet data storage requirements and the possible change in demand services. Capacity Plan for Students Attributes studeno firstname middlename lastname studepassword Description Int Varchar Varchar Varchar Varchar 11 50 50 50 32 Total

Length

193

Table 18: Students Capacity Plan Table Capacity Plan for Students Number of Studentsper semester= 2000 Students 2000 Students* 193 length * 1kb per 1024 bytes = (2000*193)/1024 = 376.953125 kb/sem Capacity Plan for Accountabilities Attributes accId accDescription Description Int Varchar 11 255 Total

Length
266
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Table 19: Accountability Capacity Plan

Table Capacity Plan for Accountabilities Number of Accountabilitiesper semester= 50 Accountabilities 50 Accountabilities * 266 length * 1kb per 1024 bytes = (50*266)/1024 = 12.98828125 kb/sem

Capacity Plan for Student_Accountabilities Attributes studeAccId schoolYear semester remarks is_cleared date_time_added studeno acid clrUserId Description Int Int Int Varchar TINYINT Datetime Int Int Int 11 11 11 255 4

Length

11 11 11 Total Table 20: Student_Accountabilities Capacity Plan

325

Table Capacity Plan for Students_Accountabilities Number of Student_Accountabilitiesper semester= 50 Student_Accountabilities 50 Student_Accountabilities * 325 length * 1kb per 1024 bytes = (50*325)/1024 = 15.869140625 kb/sem

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Capacity Plan for Clearance_Users Attributes clrUserId clrUserType lastvisit userName firstName lastName password deptId Description Int Int Datetime Varchar Varchar Varchar Varchar Int 11 2 30 50 50 32 11 Total

Length

186

Table 21: Clearance_Users Capacity Plan

Table Capacity Plan for Clearance_Users Number of Clearance_Usersper semester= 2000 Clearance_Users 2000 Clearance_Users * 186 length * 1kb per 1024 bytes = (2000*186)/1024 = 363.28125 kb/sem Capacity Plan for Departments Attributes deptId deptCode deptDescription Description Int Varchar Varchar 11 100 255 Total

Length

366

Table 22: Departments Capacity Plan Table Capacity Plan for Department Number of Departmentper semester= 10 Department 10 Department * 366 length * 1kb per 1024 bytes = (10*366)/1024 = 3.57421875 kb/sem

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4.3.6 Deployment Diagram The illustration shown below is the Deployment diagram that illustrates what hardware components exist, what computer components run on each node and how different pieces are connected.

Student

Admin

Monitor & Keyboard Monitor & Keyboard

Desktop PC Desktop PC Web Browser Web Browser

http / https connection

http / https connection

Web Server

Presentation Layer (Student)

Presentation Layyer (Admin)

Database Interface

Login File

IP or Server

Database Server MySQL Database

Figure 6: Deployment Diagram This figure shows what hardware components exist of the Departmental Clearance System. The student and admin use monitor after they log-in then to web server, to database interface and logout.

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4.3.5 GUI Design This is a visual part of the Department Clearance System that uses graphical images such as icons, menus, and dialog boxes to represents files, folders and programs.

Figure 7: Clearance User Login Interface The interface above allows clearance user to login and requires student number and password to access and restrict unauthorized use.

Figure 8: List Students Accountability Interface The interface above allows SBO to add, edit, update and delete accountability of a student.
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Figure 9: Add Accountability Interface The interface above you can add student accountability. This is the library of student accountability to avoid duplication.

Figure 10: Add Student Accountability Interface The interface above can add student accountability. The users can automatically search the student accountability.

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Figure 11: Edit Student Accountability Interface The interface above can edit student accountability.

Figure 12: Adviser and Dean Page Interface The interface above allows year level adviser to edit and update student accountability.
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Figure 13: Print Interface The interface above allows Clearance user to print the accountability.

4.3.6 Program Design The Program design of a system represents the steps and shows the flow of events that a programmer should do before coding the program in a specific language.
Home Login

Admin View / Search Data

Student

View Accountability Add Data Print data Edit Data Clear Data Update Print Logout Logout

Figure 14: Program Design The program design of IMCC Departmental Clearance System the user must login then the student can view and admin can do everything in the system.
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4.3.7 Test Design The Departmental Clearance System will need to be tested in order to verify the performance of the system. It needs to enhance the integrity of the system so that it can find solutions for the system to provide good performance. Test name Goal: Procedure: Clearance user login To authenticate authorized user. Input the username and password then click login button. Expected Output: Clearance user can access their account. Table 23: Clearance User Login Test Design Test name Goal: Create student accountability To test if admin can create student accountability Procedure: Click add student accountability after that you save or save go back list. Expected Output: Student accountability can automatically create. Table 24:Create Student Accountability Test Design Test name Goal: Update student accountability

To test if admin can update student accountability. Procedure: Click the edit button after you fill up you can now update student status. Expected Output: Student accountability successfully updated. Table 25:Update Student Accountability Test Design

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Test name Goal:

Delete student Accountability To test if admin can delete student accountability. Procedure: Click the button delete click ok. Expected Output: Student accountability successfully deleted. Table 26:Delete Student Accountability Test Design

Test name Goal:

View Student records To test if admin can to view student records. Procedure: You login in the department clearance system after that you can view your records. Expected Output: Student can automatically view their records. Table 27:View Student Records Test Design

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Chapter V SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS 5.1 Summary Department Clearance System of Iligan Medical Center College helps students to know their remaining accountabilities in their respective department. Student can automatically view their Departmental Clearance at home or anywhere. They need to login to know the restrict privileges of the department clearance. The process is made much easier and provides efficient way and saves time and money for the students. The process of department clearance system was developed using PHP as programming language with the combination of MySQL as its database and the webserver Apache. 5.2 Conclusions Research and development are continuous processes; this is same in computer and software development. The process of Departmental Clearance is further improved on the current manual record of the student accountability in order to achieve faster and usable by the clearance user. Nevertheless, the Department Clearance System developed will offer greater opportunities in school to make Department Clearance computerize.

5.3 Recommendations This would serve as the core Departmental Clearance System of Iligan Medical Center College(IMCC) Intranet System: 1. Future researchers could further improve / customize and even add features to it. 2. Taking advantage of the popularity of mobile devices and technologies, future researchers could create additional modules that could be integrated in this system.

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BIBLIOGRAPHY

Internet sources: University Of Southern California, Online Clearance http://ee.edu/students/graduate/academic-advisement/d MSU-IIT, Paperless Clearance System http://www.msuiit.edu.ph/academics/offices/registrar/policies-procedures.php Misamis University, Paperless Clearance System http://mis.mu.edu.ph/awards.php?id Statewide Central Register, Online clearance system www.pl2.nysed.gov/specialed/publications/scr-clearance.htm Online enlistment, clearance, and classroom management system www.studymode.com/online-enlistment-clearance-and-classroom-management 1049273.html

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APPENDIX A GANTT CHART

APPENDIX B PERT CHART

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APPENDIX C COST AND BENEFITS ANALYSIS IMCC Departmental Clearance: Proposal for Intranet Based System A. Development Cost Software Cost Programmer Microsoft Windows Server Total B. Present Annual Cost Existing Office Supply Ink Bond paper Maintenance Total C. Proposed Operating Cost Office Supply Ink Bond paper Maintenance Total P 3,000.00 P 2,000.00 P 2,000.00 P 7,000.00 P 9,000.00 P 8,000.00 P 17,000.00

P 6,000.00 P 5,000.00 P 4,000.00 P 15,000.00

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D. Cost Recovery Scheme Existing Annual Operating Cost Less: Proposed Annual Cost Annual Savings Where: I=interest (10%) n=number of years f=Annual Savings Year 1 2 3 Annual Savings 8,000.00 8,000.00 8,000.00 Present Value 7,272.72 6,611.57 6,010.52 Cumulative Present Value 7,272.72 13,884.29 19,894.81 P 15,000.00 P 7,000.00 P 8,000.00

Pay Back Period: Development Cost Less: Cumulative Present Value (Year) Unpaid Portion Value: To determine the exact month 17, 000.00 - 13,884.29 3, 115.71 3, 115.71/6, 611.57 = 0.47 or 5 months To determine the exact day 0.74 x 30 = 22.2 or 22 days Recovery period is: 2 year 5 months and 22 days

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CURRICULUM VITAE LorifelPepitoBacalso Mobile No: 09058904216s E-mail: b_lorifel@yahoo.com

___________________________________________________________________________

PERSONAL BACKGROUND Age: Sex: Date of Birth: Place of Birth: Height: Weight: Civil Status: Citizenship: Religion: Language Spoken: 20 Female February 26, 1993 San Vicente, Patudan, Tubod, LanaodelNorte 150cm 50kg Single Filipino Missionary Baptist Tagalog, Cebuano, English

Educational Background Intermediate: Iligan Medical Center College San Miguel Village Pala-o, Iligan City Bachelor of Science in Information Technology 2013-Present Mercy Junior College Poblation, Tubod, Lanaodel Norte 2009-2010

Secondary:

Primary:

Pedro C. Buca Memorial Elementary School Pualas, Tubod, Lanaodel Norte 2004-2005
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