Data Flow Diagram

A data flow diagram is graphical representation that depicts the information flow and the transforms that are applied as date moves from input to output. It can be used to represent software at any level of abstraction. In fact DFDs may be partitioned in to levels. That represents increasing information flow and functional details. DFDs are defined in levels with every level decreasing the level of abstraction as well as defining a greater detail of the functional organs of the system. A zero level DFD also known as context or fundamental system model represents the entire software elements as a single bubble with input and output data entities which are indicated as incoming and outgoing arrows. Data Flow Diagram helps understanding the basic flow of data from one process to another process. The following DFD represents fundamental overview of the manual cashiering (existing system) and the automated cashiering system (proposed system) of Pangasinan State University Asingan Campus.

The illustration below contains the existing flow of Cashiering System of PSU-Asingan. First from the flow is by the entity STUDENT that will present its registration form to the entity ASSESSOR for the assessment of the accounting balances during enrollment and examination; the accounting records encoded from the computer will be stored in filing cabinets as their accounting copy. After the calculation of fees with reports, the students will now pay to the cashier. So the entity (Cashier) will get the payments and generate official receipt with payment info, these payments collection are stored also in filing cabinets. When the official receipt is given to the student, he/she will return to the assessor for the verification of his/her accounting records.

Context Diagram (Existing System)

Search Student Account Info Validation Error Payment Info Account Info Student Updated Account Info Generated Official Receipt 0.0 Existing Cashiering Process of Pangasinan State University Asingan Campus Searched Student Account Info Assessor

Generated Printable Summary Report Searched Student Account Info Copy of Generated Official Receipt

Generated Printable Assessment of Fees

Validation Error

Cashier

Search Student Account Info

Top Level (Existing System)

Student

Assessed Fees Assessed Subjects/ Enrollment Form 1.0 Assessment of Fees/Balances Student Assessment Information Account Details

M1 Student Account 2.0 Payment of Fees Updated Assessed Forms Student fees & Copy of Official Receipt Cashier 3.0 Verify Account Records

Assessor

Assessed Fees/Form Student Payments Official Receipt

Student Assessed Form Updated Balance Details Check Student Account M1 Student Account Save Student Payment Records M2 Payment Collections

Student Assessed Information

4.0 List Student Account/ Payment Records

Student Account Records

Saved Student Payment Records Student Account Records

5.0 Generate Reports

Collection Reports Updated Student Account Records

Explosion (Existing System) 1.0 Assessment of Fees/Balances

Assessor Student Assessment Information 1.1 Input Assessment Information Save Student Account Records

Inputted Account Details

1.2 Compute Total Fees

Updated Student Fees M1 Student Account

1.3 Create Assessment Report

Saved Student Account Records Printable Assessed Fees/Form

Student

2.0 Payment of Fees

Cashier Assessed Fees/Form

2.1 List Assessed Student Fees

Listed Student Fees

2.2 Compute Total Fees

Computed Student Fees

2.3 Copy of Official Report Generate Official Report Official Report

Student

3.0 Verify Account Records

Assessor 3.1 Retrieve Account Record

Assessed Student Name

Check Student Account Records M1 Student Account

Retrieved Account Record

3.2 List of Balance

Detailed Account Record

3.3 Issue Permit Student Account Balance/Permit

Student

4.0 List Student Account/Payment Records

Cashier

Student Payments Copy of Official Receipt

4.1 Validate Payment Details

Validated Payment Details Payment Collections

M2 4.2 Save/Update Payment Details

Updated Payment Details

Saved/Updated Payment Details

5.0 Generate Reports

Cashier

Report Inquiry M1 Student Account 5.1 Generate Summary Reports

Student Account Record Transactions M2 Payment Collections

Generated Summary Report

Updated/Detailed Student Account Records Report Inquiry

Assessor

The illustration below contains the proposed flow of Cashiering System of PSU-Asingan. The same procedure from the existing system, first STUDENT will present registration form to the ASSESSOR to assess his/her accounting fees when enrollment or just for the verification of balances. By using the proposed system, upon entering in assessment window the accounting info must be fill-in after is the assessment of accounts there will be an auto-calculate total for the generation of printable assessment report. The records will now be saved to a secured accounting database. After getting the assessment report, this will be presented to the CASHIER for the payments and the assessed details that will be used in searching for the accounts record to be paid. This will now immediately create details to be print in an official receipt. The payments collection also is saved in database for the easy way of creating the cashier monthly reports. From the database there will be an auto-update for the students accounting record.

Context Diagram (Proposed System)

Search Student Account Info Student Account Info Validation Error Payment Info Account Info Student Updated Account Info Generated Printable O.R. Generated Printable Assessment of Fees 0.0 Automated Cashiering System (ACS) of Pangasinan State University Asingan Campus Assessor

Validation Error Updated Account Info Searched Student Account Info Generated Printable Assessment of Fees Generated Printable Summary Report Searched Student Account Info Copy of Generated Printable O.R. Student Payment Info Validation Error

Validation Error Student Assessed ID Search Student Payment Info Search Student Account Info Search Transactions (By Date)

Cashier

Top Level Diagram (Proposed System)

Student Assessed Fees

Assessed Subjects/ Enrollment Form

1.0 Assessment of Fees/Balances

Student Assessment Information Account Details

D1 Student Account

2.0 Student Payments Generated Printable Official Receipt Save Transactions D2 Payment Collections Payment of Fees

Account Details

Assessor

Updated Assessed Information Student fees & Copy of Official Receipt Cashier

Student Assessed Form Updated Balance Details Check Student Account

3.0 Verify Account Records

Student Name

D1

Student Account

Student Account Records D2 Payment Collections Saved Transactions

4.0 Collection Reports Generate Reports Updated Student Account Records

Explosion Diagram (Proposed System) 1.0 Assessment of Fees/Balances

Assessor Student Assessment Information 1.1 Input Assessment Information Save Student Account Records

Inputted Account Details

1.2 Compute Total Fees

Updated Student Fees D1 Student Account 1.3 Create Assessment Report

Saved Student Account Records Generated Printable Assessed Fees/Form

Student

2.0 Payment of Fees

Cashier Assessed Info/ID

2.1 Search Assessed Info/ID

Student Account Records

D1 Student Account

Retrieved Account Info

2.2 Compute Total Fees

Updated Student Fees

2.3 Save Payment Information Save Transaction

D2

Payment Collections

Copy of Generated Printable O.R.

2.4 Saved Transaction Generate Printable O.R. Generated Printable O.R.

Student

3.0 Verify Account Records

Assessor 3.1 Retrieve Account Record

Assessed Student Name

Check Student Account Records D1 Student Account

Retrieved Account Record

3.2 List of Balance

Detailed Account Record

3.3 Issue Permit Student Account Balance/Permit

Student

4.0 Generate Reports

Cashier

Report Inquiry D1 Student Account 4.1 Generate Summary Reports

Student Account Record Transactions D2 Payment Collections

Generated Summary Report

Updated/Detailed Student Account Records Report Inquiry

Assessor