COMPUTER COMMUNICATION DEVELOPMENT INSTITUTE

Sorsogon Campus

The Record and Billing Management System

for Task Force Kalikasan of PENRO-LGU
Sorsogon City

An Undergraduate Capstone Project

Presented to the Faculty of
Computer Communication Development Institute
Rizal Street, Sorsogon City

In Partial Fulfillment of the Requirements

for the Degree of
Bachelor of Science in Information Technology

Jackson M. Uy
Angelica D. Hermosa
Melanie F. Favor

SY 2018-2019
 CHAPTER I

Background of the Study

Information Technology is a way of life, business, schools,

offices, and other institutions adapt this kind of high

technology to become easier and more comfortable for the people

to live and do things. It makes the transaction process faster

and requires less paper works. Records Management System is an

example of application which is also under the information

systems. Information systems have been deployed by organizations

to achieve efficiency, effectiveness, and gain competitive

advantage.

The Governor of Sorsogon Province issued an executive order

creating the Task Force Kalikasan (TFK) under the supervision of

PENRO-LGU, which aims to adopt adequate measures to safeguard

and conserve land, mineral, marine, forest, and other resources

in the Province of Sorsogon. Task Force Kalikasan is composed of

chairman, vice-chairman and members. The Mines and Geo-Sciences

Bureau has the authority, among others: “to deputize, when

necessary, any member or unit of the Philippine National Police

(PNP) and barangay, duly registered and Department-accredited

Non-Government Organization (NGO) or any qualified person to

police all mining activities.”1 Task Force Kalikasan is created

to establish checkpoint areas to monitor compliance and

safeguards and to protect natural resources of Sorsogon.

Currently the system used by the Provincial Environment and

Natural Resources Office (PENRO-LGU) in processing of data and

billing transactions is manually manipulated. The manual system

is prone to many problems such as long process of tracking old

records, often requiring several large filing cabinets and

manpower. Information is often duplicated in several records

that may result in data inconsistency. Employees are

encountering problems in record management and computation of

transaction payment.

Record Management System is the perfect solution for the

problems arising in the office. It refers to the professional

practice of managing the records of an organization. This

includes identifying, classifying, storing, securing,

retrieving, tracing and preserving records. Improving of the

system in the office is a key that facilitates effective

communications between buyer and suppliers whilst also providing

opportunities for making the system more flexible and efficient.

It enhances the selection of products, and makes the information

more effortlessly accessible.2

 The researchers were able to determine the problem in

manual process of PENRO-LGU. The speed and accuracy of the

process through the implementation of an Automated Records and

Billing Management System is one of the possible solutions in

above stated problem.

Purpose and Description

The aim of the study is to develop an automated records and

billing management for Provincial Environment and Natural

Resources Office (PENRO-LGU). The proposed system can be

accessed by the PENRO employees and Task Force Kalikasan (TFK)

members to operate the system which will provide an avenue to

carry out an effective way of tracking old records, recording

the offender’s profile and apprehended vehicles transaction,

organization’s information; searching and updating records for

members name, processing the offender’s penalty charge and

reports. This proposed system will have the ability to search

for records automatically, perform automated computation, and

store large number of data.

General Objective

The major objective is to develop an automated Record and

Billing Management System for PENRO-LGU Sorsogon City.

Specific Objectives

1. To create a record tracking system of the apprehended

motors of the PENRO that will manage and secure the

information for deputize Task Force Kalikasan (TFK)

members.

2. To automate the billing transactions of the clients.

3. To generate reports such as daily transaction records.

4. To integrate deployment.

Scope and Delimitation

The scope of the system is to provide a Record tracking and

billing management system for the office of PENRO-LGU. The

researchers want to provide the client a system in which the

PENRO’s TFK members can input the offender’s personal

information and apprehended vehicles transaction.

Transaction encloses the payment for penalties, billing

system, and printing official receipts. The system will help

the PENRO-LGU to thoroughly monitor records of the outgoing and

ongoing transaction of TFK.

Report generation includes the daily and monthly

transactions.

This system is delimited to online transaction such as

online payment entries.

Significance of the Study

This computerization of records and billing process for

PENRO-LGU is considered to be important to the following:

To the PENRO Office:

This system will help the TFK-Members to minimize the time

consume in generating reports, modifying the offender’s

information, searching old records, and new transaction process.

To the School:

The proposed system will be an additional asset to the

school and it will provide an improvement method of recording

and billing process.

To the Researchers:

This study will help the researchers to improve their

programming skills and utilize the knowledge.

Definition of Terms

The following terms related to the research were defined

operationally for better understanding:

Information Technology – it defines an industry that uses

computers, networking, software programming and other equipment

and processes to store, process, retrieve, transmit and protect

information.

Database – is an organized collection of data, today

typically in digital form. The data are typically organized to

model relevant aspects of reality. (for example, the

availability of rooms in hotel), in a way that supports

processes requiring this information (for example, finding a

hotel with vacancies).3

Record – Represents proof of existence and that can be used

to retrieve and recreate or prove state of existence. A record

is either created or received by the office in pursuance of or

in compliance with legal obligations, or in the transaction of

business.4

Record Management – is a professional practice of managing

the records of an organization. This includes identifying,

classifying, storing, securing, retrieving, and tracing.5

Transaction - an agreement, communication, or movement

carried out between a buyer and a seller to exchange an asset

for payment.
 Notes

1. Record management system. Retrieve from

https://www.techopedia.com/definition/30667/records-management-
system-rms

2. Database. Retrieve from http://en.wikipedia.org/wiki/Database

3. Record. Retrieve from

https://dictionary.cambridge.org/us/dictionary/english/record

4. Record management. Retrieve from

https://en.wikipedia.org/wiki/Records_management
 CHAPTER II

REVIEW OF RELATED STUDIES AND LITERATURE

For further understanding of the study, the researchers

present a review of different studies and literature, which are

related to the proposed study.

This chapter includes the ideas, finished thesis,

generalization or conclusions, methodologies and others. Those

that were included in this chapter helps in familiarizing

information that are relevant and similar to the present study.

FOREIGN LITERATURE

This section provides the different related literature

found in books, manual, among other references to strengthen

this study.

According to Watson,1 author of the book Data Management and

Organizational Perspective, information is a key resource for

modern organization, that is why many organizations have

established a system for storing and retrieval item in their

organizations’ memory. The organizations rely on them just as an

individual rely on their personal memory to continue.

 As cited in the article entitled “Computerized Billing for

Time Improves Client Communication and Firm Profitability” by

Murphy,2 he stated that, accounting firms can improve their

profitability and relation with clients by automating client

billing with computers. Accounting firms can use personal

computer as an economical means of computerizing the billing

process. A Computerized Billing System allows accounting firms

to more effectively manage their employee’s productivity and

give them the means to analyze the hours available and hours

billed of each employee. A Computerized Billing System provides

more control over an accounts receivable and client work

processes.

According to David Ryan,3 Records manager need an

understanding of current IT trends and business processes and

must accept that EDRM systems are products of the moment, a

moment that has already passed for many business processes. If

the EDRM is not yet in place, the future may well lie in systems

that are more recent in business logic and more useful in

business support. The value of procuring an EDRMS as the main

strategy or managing electronic records and examines how well

this concept is understood by records manager. For records

manager to have a role in the future management of electronic

records they must not confuse managing electronic records with

the procurement of document management systems.

Based on the database of SQL Server, a new automated

billing and management system was designed using a range of

forms, menus and control room provided by VB. In this new

design, WINDOWS registry and API functions ware used, us well

DAO and ADO data access and other advance means. A good

interactive interface was available and users could obtain a

fresh and different feeling. Demonstrated by the application,

the system provided accurate and reliable function and satisfied

the needs of modern managements. The system is suitable or

automatic billing of colleges and internet cafes management.

(Nie Y., 2013)4

An article entitled “The benefits of Automated Billing”,5

says that, by employing water-billing software, utilities can

reduce the size of their labor force, providing immediate

savings. They won’t need as many utility employees to tackle

billing issues if software is doing this job for them. And

reducing the number of employees in the billing department

doesn’t necessarily mean lying off talented workers. Utilities

can train billing department staffers to take on other jobs,

whether with the municipal utility or elsewhere in the utility.

Water billing software also allows utility employees to focus

their efforts on other tasks.

LOCAL LITERATURE

Ramon Faloran wrote in the article “The Computer Edge of

the New Employment and Opportunities”6 in the Philippine Daily

Inquirer.11 He stated that computer gives you a different feeling

about what is happening in the company. Business will be highly

competitive and innovative because the computer provides instant

information.

According to Espineda and Folloso,7 computers were now

considered legitimate, if not essentials, tools for extending

our students’ experience to different areas of learning. For

“good” students, of course, reading a textbook and attending a

lecture involve a degree of interaction with the medium, but

these activities were likely to be fully exploited by only a

minority of the typical class. More commonly, listening and

reading tend to be largely passive activities that were

separated in both context and time from the kind of active

effort that was involved in problem solving.

 According to the project study of Mr. Lopez, an enrolment

system help and provide efficient and reliable services to the

students, enrolment, personnel and administration. Moreover,

this system improved the process of enrolment in items of

searching, retrieving and subject schedules.8

According to Gordon (2013),9 he identified as the advantages

of computer-based information system. (1) They are user friendly

and the navigation is very easy. (2) They help in organizing and

managing documents effectively. (3)Since the data is stored in a

highly organized manner, accessing necessary data is very easy.

(4)It also helps save time. (5) People are able to access data

needed in real-time thus enabling them access detailed

information.(6) Accurate, current and reliable data is provided.

(7) As data can be analyzed correctly and plans made can be

implemented at astounding speed due to proper automated systems.

(8) They increase security and protect the data from being

misused. (9) Last, they are extremely useful, especially during

disaster recovery, as paper documents can be lost, causing a

business millions of losses.

 According to Gerald C. Okereke (2014),10 a Database

Management System (DBMS) is computer software designed for the

Purpose of managing databases based on a variety of data models.

A DBMS is complex set of software programs that controls the

organization, storage, management, and retrieval of data in

database. DBMS are categorized according to their data

structures or types, sometime DBMS is also known as Database

Manager. It is a set of prewritten programs that used to store,

update and retrieve database. When a DBMS is used information

System can be changed much more easily as the organization's

information requirements change. New categories of data can be

added to the database without disruption to the existing system.

Organization may use one kind of DBMS for daily transaction

processing and then move the detail onto another computer that

uses another DBMS better suited for random inquiries and

analysis.

FOREIGN STUDIES

According to Irish D. Landicho.et.al (2015),11 this will be

appointment system in which will be enable clients to fix

appointments with the specialized doctor based on their

availability. This system can also remind clients of their

appointments and payments with particular doctor through SMS

alert. In every company, keeping record system are very

important. This system is specially designed to let the clinic

staff has a high efficiency management tools, computerized and

systematic patient’s record, and detail of treatment record.

Simon Fraser University Vancouver’s Public Events

Reservation System12 developed a system that accepts an online

reservation or request events such as meeting, seminars and

conference. Services within the campus of SFU and also take

reservations for off-campus sites are available. The member or

users can view, register and modify their request.

An Airline Reservations Systems (ARS) by Tauggeh in

Business and Economy,13 describes that is used to be a standalone

systems. And today, air travel information is linked, stored and

retrieved by a network of Computer Reservations System (CRS),

accessible by multiple airline travel agents.

The Patient Record Management System is developing for

UnitRekodPenubatan (URP 2016).14 This system focused on the

patient record management which includes the patient record and

patient admission record. The development of this system is to

increase the functions of patient record, minimize time in

record calculation, and availability of record. The module that

included to this system is patient record management, borrowing

record, and record calculation. So, this computerized system

will solve the problem that faced in the current manual system.

In “Manage Information System” by Taynalyn, Mayred.Quarel,

Anthony and Vacino, Kavelyn C.,15 the proponents developed a web-

based system that will automate the medical records section in

the Out-Patient Department including the laboratory result and

the pharmacy inventory.

LOCAL STUDIES

According to Julie Ann B. Guarte, Jovie Lasala Aldon, and

Joy Christine Fajardo Pitero (2017), in their study entitled

“VetsMagic Animal Clinic Recording Management System with SMS

Support.”16 It enables animal healthcare providers to improve

operational effectiveness, reduce costs, reduce medical errors,

reduce time consumptions and enhance delivery of quality care.

Guiterrez and Mendoza (2013) conducted a study entitled

“Patient Information and Billing” of Aquinas University

Hospital.17 In this study the researcher introduced the

developing and designing of a system that will automate the

Patient Information and Billing System of Aquinas University

Hospital (AUH). They aim to (1) develop and design and database

that will speed-up the retrieval of the records; (2) tighten the
security of files through encryption, and (3) develop a system

that automates the generation of daily, weekly, and monthly

reports.

Online Student Management System of Benguet State

University (OSIS-BSU) Philippines of Ms. Rochelle Pacio (2013)

in Benguet State University.18 Student Information System are the

primary systems for operating colleges. The Student Information

System is a student-level data collection system that allows the

Department to collect and analyze more accurate and

comprehensive information. Student information Systems provides

capabilities or entering student records, tracking student

attendance, and managing many other student-related data needs

in automated processing system.

According to J. Dizon (October 2014),19 Automated Veterinary

record Management System (AVRMS) this system will only automate

the records of the patients and create a database of the past

and present clinic for the fast access. This system can help

maximize time spent with clients and also it will help the

veterinarian to manage the clinic and convenient when it comes

to retrieving patient records.

 Web Information System Calvary Hills, Iguig Cagatan.20

According to researcher, the client’s information is the key to

every transaction, using a database makes filing and keeping

data more efficient. Thus, increasing the number of clients and

having information about them would not be too hard; hence it

can store vast quantity of data. Clients are assured of rapid

retrieval of their records and it will not make them wait too

long.

The need to study and to conduct the research is designed

to determine all the aspect that can make work easy. The

usefulness of the study is attributed by bringing closely the

problem to the concern and which can confer a better and plans

to solve this dilemma.

Similarities and Differences

The related studies and literature above all agreed that

computerized systems makes all the transactions easier, more

importantly in terms of data recording, processing, securing

record, billing transactions and file retrieving. It helps

organizations or business structures a lot to perform each task

in an easy way with less time consume. They increase security

and protect the data from being misused. Last, they are

extremely useful, especially during disaster recovery, as paper

documents can be lost, causing a business millions of losses.

However, other studies and literature above shows differences in

some aspects like mostly have a reservations in web-based but

not any of them is a replication of the present study.

Conceptual Framework of the Study

INPUT PROCESS OUTPUT

Systematic and updated

The Record and records of TFK members
TFK-Quarry Members Billing Management and apprehended vehicles
for Task Force
Apprehended Vehicles Accurate computation of
Kalikasan of billing transactions for
Transaction Details PENRO-LGU apprehended vehicles
Sorsogon
Accurate and accessible
reports

Feedback

Figure 1.0

Conceptual Framework
 Notes

1. http://www.richardtwatson.com/dm6e/Reader/preface.html (accessed
September 12, 2018, 2:02PM)

2. Computerized billing for time improves client communications.

Retrieve from

https://www.questia.com/magazine/1P3-316475/computerized-billing-
for-time-improves-client-communications

3. David Ryan. “The Future of Managing Electronic Records”, Records

Management Journal, Vol. 15 Issue: 3, pp.128-130

4. Nie Y., Digital Library Management System Design and

Implementation

5. The benefits of automated billing. Retrieve from

https://foresternetwork.com/weekly/water-efficiency-weekly/smart-
meters/the-benefits-of-automated-billing/

6. Thesis 1-4 ted. Retrieve from

https://www.scribd.com/doc/45262822/Thesis-1-4-ted

7. Merra Ida E. Espineda and Gloryvic B. Folloso, CAI on Chemwastry

(An Underraduate Thesis, AMA Computer College, September 2013)

8. Enrollment system. Retrieve from

https://www.slideshare.net/EzhrihmCradan/enrolment-system-
28073663

9. Patient Management Information System. Retrieve from

https://www.scribd.com/doc/293772215/Patient-Management-
information-system-pdf

10. Database Management System. Retrieve from

https://www.slideshare.net/studsplanet/database-management-
system-27020832

11. Irish D. Lanchico, Keeping Records System

12. Simon Fraser University Vancouver’s Public Events
Reservation System. Retrieve from
https://ca.linkedin.com/in/sukhchandan-lally-3916a751

13. Introduction to airline reservation system. Retrieve from

https://www.slideshare.net/mave_boy/introduction-to-airline-
reservation-systems-1237705

14. Veterinary information management system. Retrieve from

https://www.researchstage.net/publication/47740044_Veterinary_inf
ormation_management_system

15. Quarel, Taynalyn et.al., Manage Information Systems

16. Julie Ann B. Guarte, Jovie Lasala Aldon, and Joy Christine
Fajardo Pitero, “VetsMagic Animal Clinic Recording Management
System with SMS Support” (An Undergraduate Thesis, Computer
Communication Development Institute, March 2017)

17. Related studies and literature for patients record system.

Retrieve from
https://www.google.com/search?g=studymode+review+of+related+studi
es+and+literature+for+patients+record+system&gwsrd=ssl

18. Record management system. Retrieve from

https://studymoose.com/record-management-system-essay

19. Jaypee Dizon, Veterinary Record Management System (2014)

20. Saint James parish information system. Retrieve from

https://www.scribd.com/doc/104750910/Saint-James-Parish-Web-
Based-Parish-Information-System-
 CHAPTER III

TECHNICAL STUDY

This chapter presents the research methodology used for

this study. It also discusses the research tools and procedures

used in the proposed study.

RESPONDENTS OF THE STUDY

The respondents of this study are the management and staff

of PENRO-LGU Sorsogon to help them secure, accurate and user-

friendly record management and billing system, which includes

the recording of data, bill monitoring for apprehended vehicles.

The researchers conducted an intensive interview to make

the system flow easier efficient and more secure than manual

record and billing management. The researchers also observed and

conducted a research to learn about the problems that are

usually happening in the manual operation and how the data is

stored.

RESEARCH INSTRUMENT

In this research, the proponents used the following tools

in gathering information such as interview and library and

internet research.
INTERVIEW

The researchers conducted interview with the staff of

PENRO-LGU Sorsogon regarding the problem they encountered to the

old manual process of recording data and billing transactions

and find the most possible solution to eliminate the problems.

INTERNET RESEARCH

The researches use the internet to gather information

needed for the improvement of the system.

LIBRARY RESEARCH

The researchers visited school libraries in order to

collect related studies and literature that would give

additional information in developing the proposed system.

PROGRAMMING LANGUAGE AND SOFTWARE USED

ADOBE PHOTOSHOP CS6 is a graphic editor developed by Adobe

Systems. It is used for creating and editing graphics and

photographs for the interface of the proposed system.

MICROSOFT VISUAL STUDIO 2010 is an integrated development

environment (IDE) from Microsoft that allows the user to learn

and modified codes easily in the basic programming language. It

also supports many useful tools that helped the researchers to

be more productive in design and content of the proposed system.

MYSQLyog is as server providing multi user access to a number of

databases. It is used as storage of data or information.

MICROSOFT WORD 2010 used for the entire documentation of the

proposed system.

XAMPP is a free and open source cross-platform web server. It is

a simple, light-weighted Apache server that makes it extremely

easy for the researchers to create a local http server with just

few clicks.

MICROSOFT OFFICE POWERPOINT is a presentation program developed

by Microsoft. It is included in the standard office suite along

with Microsoft Word and Excel. It allows the researchers to

create anything from basic slide shows to complex presentations.

PROJECT METHODOLOGY

The researchers used Rapid Application Development (RAD) model

as a guide in developing the project which describes the

activities and the functions of the capstone project. It has 4

phases: the requirement planning, user design, construction and

cutover that will give a better view of how a project could be

handle.

Requirements
Planning

User Design Construction

Cutover

Figure 2.0

Rapid Application Development

User Design

System analysis leads to design decision, which exactly

determines how the system operates in terms of process, data,

user interface and other important factors in the system

environment.

Considering the request of the client most specially the colors,

components or functionality needed and structure decision. Those

techniques help the researcher to deeply understand the process

within the system.

In this stage, researcher uses the information gathered from the

planning phase to accomplish the working model of the proposed

Record and Billing Management System of PENRO-LGU Sorsogon. In

this phase, the user interface designs, draft files or database,

transaction flow and other program specification are formulated.

Construction Phase

In this stage, the researchers’ focuses on programming and the

development of the proposed system itself, along with the

objective’s scopes wherein the researchers executed the design

phase and build the system.

The programmer tested the lines of codes to evaluate its

function. The system was carefully analyzed to ensure that the

system does what the user inquires.

Cutover Phase

In this stage, the researchers tested the lines of codes to

evaluate its function. The system was carefully analyzed to

ensure that the system does what the user requires.

The team also conducted a client testing in order to check the

functionality, accuracy and efficiency in managing the client

records and generate the ordered payment of the apprehended

vehicles. Expected result was the system met all the required

needs of every user in the PENRO-LGU Sorsogon in order to

implement the system successfully.

Client Test Implementation

To ensure the proposed system will meet all the requirements,

the team will allow the respondents to use the system for the

whole week for the testing and evaluation of the proposed

system. The team will install the system and let the system and

let the respondents use it for a week.

Aside from that, the survey questionnaire will be distributed

from the evaluation of the system. During the interview the

researchers will allow the main respondents of the system to

conduct a record management and generating reports.