THE PROBLEM AND ITS BACKGROUND

Project Context
Tuition fees are charged to students by educational institutions in some countries to assist in the
funding of staff and faculty, course offerings, lab equipment, computer systems, libraries, facility upkeep
and to provide a comfortable learning experience to students. In most countries, especially in non-
English-speaking countries, there are no (or only nominal) tuition fees in all forms of education,
including higher and secondary education (Wikipedia.org) like in Mallig National High School-main
Campus in Olango, Mallig, Isabela.

The proposed system in the said school uses SMS (Short Messaging Service) which is also
commonly referred to as "text message". The service allows short text messages to be sent from one cell
phone to another or from the Web to another mobile phone (Wikipedia.org). This serve as notification to
parents about the amount paid and balance of the student.

According to the treasurer of Mallig National High School-Main Campus, students use manual
processes in paying their fees. Students may pay their whole Parents Teachers Association fees when the
school year starts but most of the students give their financial responsibilities partially every grading
period (four quarters in a School Year) to the treasurer. The treasurer attends two to three days before
and until examination day to do her duty in collecting payments from the students. On the other hand,
teachers may also collect payments in a rush hour especially an hour before examination and submit it to
the treasurer.

As of the current school year (2016-2017), there are additional 583 students (senior high) from the
previous year which was only consisted with junior high school students. During transactions, these
students fall in line when paying their fees. The personnel writes the date, student’s name, grade level
and amount in words and digits with her signature at the bottom part of the receipt. The treasurer also
uses carbon paper to have a copy and the original receipt will be given to the student. The receipt is also
used to verify their accounts. The treasurer then will transfer or record to the ledger card of every student
in every payment.
 However, the treasurer Officer or Cashier hardly finds the records when students ask to see their
accounts which, according to the current school’s treasurer, is very time consuming. They also
experience unorganized processes because students pay late or during rush hours. With this, students
also commit pilferage for their payments. They possibly use their supposed payments to spend for other
stuffs. These are the encountered problems in using the present paper-based system.

The developer decided to propose a stand-alone system entitled Computerized Student Payment
System with Short Message Service. This System will be a big help in solving the statement mentioned
above especially in providing an automated process of transaction to become faster and effective to the
students and also to the parents by receiving SMS notification. The data will be filed up into only one
storage so finding the old or record of financial information of students will become easier and more
organized. This system will also secure saved data unlike the manual process. Computerized Student
Payment System with Short Message Service is for the school, students and personnel.

Purpose and Description of the Project

The Mallig National High School Computerized Student Payment System with SMS is for the
benefit of the personnel, students and parents. It will help the school administration and parents with the
basic payment transaction and notifications to parents through SMS.

Using the system, this will automatically sends a notification to parents or guardians upon payment
of the students. It can also send computations of their total balances and student account records. Parents
may also receive SMS regarding students’ unpaid payments in due time.

General Objectives and Specific Objectives

This study aims to develop a computerized Payment System with Short Message System for Mallig
National High School that will computerized the process of student financial account transactions
including SMS notification.

Specific Objectives:
1. To organize recording of students financial account or information.
2. To fast track student payment system.
 3. To prevent student pilferage through Short Message Service notification to their
parents; and
4. To determine the mode of notification to parents.

Scope and Limitations

This study focuses on the design and implementation of the Mallig National High School
Computerized Student Payment System with Short Message Service, it shall determine the payments and
the remaining balance of the students. This system can do recording, viewing of the accounts of the
students. It also updates and adds student’s information by the authorized personnel. It can also add or
allowing new user to operate the system. When the payments or the transaction between the students and
the authorized personnel are done, it print receipt automatically, and it sends SMS notifications
containing the amount paid by the students and the remaining balance to the student’s parent. This
proposal is for computerized payments and accounts of the student.

However, the system is limited to the authorized personnel and allowed user which means
unauthorized personnel cannot open or view the credential records. The system also does not consider
human error.

Significance of the project

The proposed system will benefit the following:
Student. The system benefits the student because it fasten the process or payment transaction.
Personnel. The system would give the personnel an accurate financial record of students which in
return could be given a feedback to the parents or guardians.

The Campus/School. The system would give the school the advantage to manage the problem about
the financial status of the students’ accounts.

The Developers. The experience of identifying problems, presenting solutions and designing a
program to address these problems and realize these solutions is a huge contributory factor in their
metamorphosis as future IT specialist.
 The Future Developer. The proposed system would serve as their reference for future development
of the same or similar system.

Conceptual Framework
The illustration below shows the input, process and output of the study. It illustrates that before
arriving into a good output, the researchers should widen their analysis regarding the operations of the
present to the study of problems that are being encountered by the agency in order to formulate, generate
and create alternative solutions to the problems and to arrive into the designed output.

INPUT PROCESS OUTPUT

Student information
Proposed Syste
Learners Reference Number Student statement account
(LRN) Particular fees
Computerized Student Payment
Payments v System with SMS Notification
v Payment receipt
Parent Contact / Mobile
Number

FEEDBACK

Figure 1.0 IPO of the proposed system

 Figure 1.0 is the paradigm of the proposed system which illustrates a computerized
process. The data will input through recording, updating and searching account information of the
students using a computer and a printed receipt to the student with SMS receipt notification that will
be receive by the parents.
This proposal, aims to computerize the manual process to be more efficient, adequate and accurate
transactions of the financial information of the students.

Definition of terms
Computerized to put something into a form that a computer can use.

Database an organized collection of data. The data is typically organized to model aspects of reality
in a way that supports processes requiring information.

Parent/Guardian refers to someone who brings up cares or guide to students.

Personnel refers to people who work for a particular company or organization.

Pilferage the act of stealing of small amount or small articles.

Quintessence the most perfect or typical example of a quality or class.

Short Message Service (SMS) refers a text messaging service component of phone, Web, or mobile
communication systems. It uses standardized communications protocols to allow fixed line or mobile
phone devices to exchange short text messages. It is use as instrument to notify the student’s parent.

Software any set of machine-readable instructions that directs a computer's processor to perform
specific operations.

Student a person formally engaged in learning, especially one enrolled in a school or college;
pupil.

System. A group of interdependent items that interact regularly to perform task.

 METHODOLOGY
This chapter presents and explains the methods and procedures used by the
Proposer in the development and implementation of the system. It also includes
the instruments used in gathering the data.

Software Development Life Cycle

Rapid Application Development Model

Figure 2.
RAD Model

RAD projects follow iterative & incremental model & have small teams comprising of
developers, domain experts, customer representative & other IT resources working progressively on
their component or prototype. The most important aspect for this model to be successful is to make
sure that the prototypes developed are reusable.
RAD is a suite of software development methodology techniques used to expedite software
application development. RAD uses predefined prototyping techniques tools to produce software
applications. It encompasses a Graphical User Interface (GUI) development environment, allowing
 end user to easily drag & drop required software application components. Software RAD techniques
employ computer-aided software engineers (CASE).

Requirement and Planning. The developers prepared a letter to formally conduct a study and after its
approval they started conducting interviews to the Mallig National High School-Main Campus and
gather information about the problem they are facing specially in paying fees by the students.

System Design. The developers use their artistic skills in designing their system. They used pictures,
color combination and etc. for the beautification of their proposed system.

System Development. The developers use vb.net as programming language, the front end for the
development of the system and MySQL as the back end of the system.

Cutover. Study was conducted to the Mallig national High School-main Campus to measure and
evaluate if the proposed system is effective.

Data Gathering Procedure

These are the quintessence that the developers used in gathering data and information
needed in developing the proposed system. It may help to make the system possible because of
the instruments and techniques used.
Internet. The developers used internet for surfing such data or information for the additional
information and knowledge regarding on the proposed system. To improve some of the features
of the proposed system and to evaluate the importance of it. The researchers know that Internet
gives a lot of information.

Library. The developers also relied on the thesis books available at the library to gather
information that help them to improve their system.

Questionnaire. The developers floated questions and conducted survey to distinct the existing
system used by the school and with the proposed system.

Interview. The developers conducted an interview to the school to gather some important data
and information needed for the development of the system.
 Gantt Chart

The developer identify the problem of the project, produce schedule, confirming project feasibility,
staffing and start launching the project and also they start to gather information such searching related to
the project and interview in the month of December .On the 1 st 2weeks of January, the developer also
define the system requirements, build prototypes discovery for the requirements, generate and evaluate,
prioritize requirements and review recommendation of the adviser until the month of May. And after
development, the developer start to design the system, begin from the 2 nd week of May the developer
design and integrate network that are necessary to the project such as using SMS. Next is designing
application architecture, user interface, system interface, integrating database using MYsql, designing
prototypes and also designing and integrating system controls and last until the lastweek of November.
And on the month of December, the developer construct software components; verify and test the system
project; convert data. And start to train user and document the system for the user to know how to
manipulate the system and last is installing the system. Last is the maintenance an enhancement of the
system and supporting the user in using the system.
 Requirement Modeling
Fishbone Diagram

Figure 4.0 Fishbone Diagram of the Proposed System

The fishbone diagram of the proposed system shows their process as fast process and
systematic keeping of their data. Time less time consume, to have more and faster transaction.
Method, use computerized system in processing data. Student, easily pay for their financial
responsibility and through SMS notification containing amount and balance of the student results
for a student’s honesty. Personnel/cashier, only user receive payments either PTA fee or Fund
drives so that payments transaction become centralized.

The effects of this proposed diagram is in the head of the fishbone that shows organized
recording of student’s financial account or information, Fast track student’s payment system, and
prevent student pilferage through SMS notification to their payments.
Context Diagram
 Context diagram shows the whole process of the system. This will help the researcher in
developing the system logically and to understand the flow of the system.

Figure 5.0 Context Diagram

The Admin input username, password into the system, and the system confirm the login and can
also add user and student information, it will save to the system as new user and student added. Can also
record collectibles/receivables and fees information, it will save to the system then data recorded. The
admin also do payment transaction, when student pay, the admin input data then process by the system
and issue receipt. Then Admin can also send SMS, it process by the system and automatically the parents
receive the SMS notification. Admin log out it will save to the system then log out confirmation show and
log-in form for the new allowed user of the system

The User enter username, password then the system process the inputted data then shows log in
confirmation and the main form. User can record student’s information, it saves to the system as new
student information. User can record payments, it saves to the system as save payments. User can view
collectibles/receivables and fees information and from the system, it produce data. User can send sms, it
process by the system and automatically the parents receive the sms notification. User log out it will save
to the system then shows log out confirmation log-in form for the new user.

The Student give LRN together with the payments to the authorized personnel or the so called
student payment transaction. Then the Authorized personnel issue receipt to the students.

The Parents receive the SMS (short message service )notification containg the amount paid and
balance of their student.

Data Flow Diagram

 It is used to illustrate the flow of data through the system. Data flow diagram lets you visualize
how the system operates, what the system accomplishes and how it will be implemented, when it is
refined with further specification.

Figure 6. Data Flow Diagram of the Admin Service

The admin initially inputs his Username and password to be verified by the system from the
login table that will then show log in result; Adding user to the system, the Admin then records
information process by the system, saves it to User table then shows User saving result; The process is
similar with the process of Adding Student's information which will be saved to the student table. After,
it then shows the saving result; For the recording of Receivable and collectible information and fees,
these are processed by the system and saves it to the table of particulars; When the Admin receives the
student's payment, it will be recorded and processed by the system and saves it to the table payment.
After this, the saving result is shown; The Admin can also send SMS to the student's parent. It will be
processed by the system by getting mobile information from the table of student information. The
information will be sent to parent's mobile number after the verification process. The Admin can anytime
log out from the system. After logging out, the system will be once again available for the next user(s).

Figure 7. Data Flow Diagram of the User Services

In the dataflow of the User services, The User can do all processes made by the Admin except
making
User

Payment

information and Collectible and receivables information and fees.

Payment
In the data flow of SMS services, from the table payment, the system sends SMS notification
containing the paid amount and balance of the student to be received by the mobile number of the Student's
parent after processing.

Figure 8. Data Flow Diagram of the SMS Services

Entity Relationship Diagram

ERD (Entity Relationship Diagram) it represents the logical flow of the system. The
Figure below contains different tables that contain relationship from each other’s.
 Figure 9. The Entity Relationship Diagram of the system

The relationship of the different database tables of the system:

- The User account table is regarded as "one to many relationship" to add student account table because the
User can manage many students;

-The User account to the table of Payment is also a "one to many relationship" because the admin can do lots
of transactions;

- The add student and payment table is regarded as "many to many relationship" because the payment table
calls students information to the table of add student such as their basic information and their parents' mobile
numbers;
- From the table of particular containing the collectible and receivables of fees which is also “many to many
relationship” with payment table, it identifies the amount to be paid by the students and to be processed
during transaction that will be stored to the table of Payment.

Database Structure
Data Dictionary
The DD (Data Dictionary) is a tool used to ensure the consistency of all the elements in a
system. It specifies such things as a standard field name or data item, whether the field will be
alphabetic or numeric and the field width.

Field Name Length Data Type Description

UserID 12 Varchar Primary key of user account

name 30 Text Name of the user
Users_name 20 Text Username of the user
Userpassword 20 Text Password of the user
Field Name Length Data Type Description
Table 1. Database Table of User Account
LRN 14 Varchar Primary key of student account

Fname 15 Text First name of the student

MI 2 Text Middle Initial of the student

Lname 20 Text Last name of the student

Year level 10 Text Year level of the student

Parent Name 30 Text Name of the student’s parent

Parent No. 11 Int Mobile number of the parent

School Year 10 Text Current School Year

Design Table 2. Database Table of Student Account

Researcher Used Wireframe to show a certain view of what to be expect in the system. It is useful for
the researcher to guide them on how they develop the system. It is serves as the blueprint of the system .
Field Name Length Data Type Description
Particular ID Int Primary key of particulars
Year level 10 varchar Year of the student
Amount Fees 10 Int Amount Paid

Table 3. Database Table of Fees

 Button Exit

Textbox User

Textbox Password
Button Log-in

Figure 10: Login Form

 Button Exit = use to close form;

 Textbox User = where admin/ user input username;
 Textbox Password = where admin/user input the password;
 Button Log-in =click and login confirmation show then main form
shows;

textboxBalance

textboxLRN
LR
textboxYrlevel
N
textboxName

textboxAmount

ButtonCancel

Button Save
Figure 11: Transaction window

 Textbox balance= where the student’s balance shows,

 Textbox LRN= where the student’s LRN shows,
 Textbox year level = where student’s year level shows
 Textbox name = where the student’s name shows,
 Textbox amount = where the student payment’s amount inputted;
 Button Save = click and transaction save , print receipt and send SMS
 Add user submenu
item

Add student
submenu item
LR LogOut submenu
N item

Figure 12.0: File Submenu

 Add user submenu item = click and shows form where admin can add user,
 Add student submenu item =click and shows form where admin can add
students,
 Logout = when switching to other user, click and login form shows.

Textbox ID

Textbox Name

Textbox LastName

Textbox Password

Textbox Confirm
Password

Textbox Admin
Password

Button Cancel

Button Save
 Figure 12.1: Add User
 Textbox ID = where User’s ID number can input
 Textbox name =where User’s name can input
 Textbox Uname = where admin input User’s username
 Textbox password =Where admin input user’s password
 Textbox Cpassword = where confirmation password input here
 Textbox Apassword = Where Admin password input here
 Button Save = click and new user save

LRN Textbox LRN

Textbox FN
Last Name
Textbox Lname
Textbox Year

Textbox Parent
Name
Textbox Parent
Number

textboxAPasssword Button Add

Button Retrieve
Button Mod

Figure 12.2: Add Student

 Textbox LRN = where Student’s LRN number can input.
 Textbox FN =where Student’s first name can input.
 Textbox Lname = where last name can input.
 Text password =Where admin input user’s password.
 Textbox year = where grade level are there.
 Textbox PName = Where parents name input here
 Textbox Pnum = Where parents number are input here
 Button add= click when adding new records
 Button Retrieve = when retrieving data of students.
 Button Mod = When to modify or update basic information of the student.
 Student List Student List
submenuitem

LR
N

Figure 13: View Submenu

 Student list sub menu item = where you want to search students record.


Textbox Year Level

Button Search

Data Grid
View List
 Figure 13.1: List Menu

 Textbox year level = where year level input here

 Button search= click to search the list of inputted year level
 Data Grid view list= where searched records show containing the name, payment and balance
and double click student name then shows single student information.

Label Name

LRN: Label LRN

Label Year Level

Textbox Fees

Textbox Amount
Paid
Textbox
Balance

Data Grid
View StudTransac

Figure 13.1.1: Student Information

 Label name= shows the student’s name
 Label LRN = shows the Student’s LRN
 Label Year level= shows student’s year level
 Textbox fee= shows student’s full fees
 Textbox amount paid= shows the student’s total payment
 Textbox balance =shows the student’s remaining balance
 Data grid view transaction = shows the records containing the amount and balance and
each date.

View Payments View Payments

Submenu Item

LRN
:
 Figure 14: Option Submenu

 View payment sub menu item = click; where admin can record
fees and user view payments

Data Grid view

payment

Button Save
 Figure 14.1 View payment

 Data grid view payment = where can admin update fees every year level and view by
the user.
 Button save= save record or updated fees

Button Ok

Button Cancel
Figure 15: Log-Out

 Button Ok = Click ok o user/ admin want o logout and login shows for
another user
 Button cancel = when user’s do not want to logout and logout form will
close and back to the mainform.
Network Plan
 These plans discuss the technicality of the project by which it describes the type of the
project to be developed and its functionality. It also represents the type of application development
of the project

Network Provider

Printer

USB Modem
Parents/Guardian
Signature

Database Server

Admin/User
Students

Figure 16: Network Architecture

In the network Architecture, the data flows when the student pay, the user processes it using the
system. Upon recording information to the Database server, it prints receipt and sends SMS notification
to Student's parent number using USB Modem by means of a Network provider. The database then shows
the confirmation of the finished process to the User.

References
 The developer will not able to come up with this study without any resources of information
and references:
Payment Reminder System, Peter Roveen (April 22, 2015)
Computerized payment system for the Cafeteria, Marc Roy (September 2012).
Importance of Computer Application, ACT-Habley (2010)

CSLRM Computerized Cashiering System Joseca Berame, Leslie Salindayao, Sheryll Siervo,
Ma. Cristina Cardenas, (February, 2013) at Colegio de San Lorenzo Ruiz de Manila

Convergent Charging & Billing system, Alepo. June, 2009

Student Information Systems (SIS). Capiz State University(2011)

Record Keeping and Billing System of Zunigas’s Clinic, Cielo (2007).

Billing System at Central Colleges of the Philippines. Troy Aliba (September, 2016)
Bartolome, Alonde, Yanuaria and Atendido (March 2001). Casimiro Development Corporation
Water Billing System

Students Account Information System (SAIS),Reymart Fernando (2010)

Enrollment system , Roy John Cortez (2012)
Innovations in Technology,Forman (2007)
Science and Technology, Dunn and Scott (2005)

http://www.student.tuition.wikipidea.org

http://www.shortmessageservice.wikipidea.org
www.studymode.com/essays/Water-Billing-System-Proposed-Study-917611.html