Financial Monitoring System

A Project
Presented to
The Faculty of STI College Global City

In partial Fulfilment
Of the Requirements for the Degree of
System Analysis and Design

By
Submitted By:
Submitted To:
Instructor

Chapter I
Introduction
1.1

Statement of the Problem

To create a module that can design a system that will upgrade the monitoring
process of financial loans of their clients. The bookkeeper can easily look for the records
of their clients and the accountant can easily calculate and solve all the salary of each
employee. The system can eliminate paper works in order to save time and less hassle in
recording to the due date and balance giving an exact salary for each of the employee.

1.2

Current State of the Technology

Apparently, the Fort Bonifacio High School-Multi Purpose Cooperative is
currently using the traditional manual system that of which they using record books and
more on paper works, so their process is slow. The problem arises when recently,
according to their clients; first of all the process is slow, difficult in searching the records
of the loaners. In order to help the FBHS-Multi Purpose Cooperative, the MIS
(Management Information System) provides information that organizations require
managing themselves efficiently and effectively. MIS is a combination of human and
computer based resources that results in the collection, storage, retrieval, communication
and use of data for the purpose of efficient management of operations and for business
planning.
The main purpose of the MIS is to give managers feedback about their own
performance; top management can monitor the company as a whole. Information
displayed by the MIS typically shows "actual" data over against "planned" results and
results from a year before; thus it measures progress against goals. The MIS receives data
from company units and functions. Some of the data are collected automatically from
computer-linked check-out counters; others are keyed in at periodic intervals. Routine
reports are pre-programmed and run at intervals or on demand while others are obtained
using built-in query languages; display functions built into the system are used by
managers to check on status at desk-side computers connected to the MIS by networks.
Many sophisticated systems also monitor and display the performance of the company's
stock.
The MIS typically shows, Information system (IS) is the study of complementary
networks of hardware and software that people and organizations use to collect, filter, and
process, create, and distribute data. The study bridges business and computer science
using the theoretical foundations of information and computation to study various
business models and related algorithmic processes within a computer science discipline.
Computer information system(s) (CIS) is a field studying computers and algorithmic

processes, including their principles, their software and hardware designs, their
applications, and their impact on society while IS emphasizes functionality over design.
Any specific information system aims to support operations, management and decision
making. In a broad sense, the term is used to refer not only to the information and
communication technology (ICT) that an organization uses, but also to the way in which
people interact with this technology in support of business processes.
1.3

Objective
To help the accountant and bookkeeper of the given company that is having hard
time in their current system in the process of consolidating, calculating and recording the
salary of their employees.

1.3.1

General Objective
The main objective of this study is to design and develop a Financial Monitoring
System that will monitor and improve the financial process and reports.

1.3.2

Specific Objectives

To design and develop a module that will identify how many clients are paid.
Since their system is a manual, we will eliminate their record books
into a computerized system.

To create a module that would lessen the time consumption of the registration
process of clients.
The system can easily verify if the clients are already registered. The
clients will provide a code generated by the system barcode from the
bookkeeper.

To develop a module that would easily verify the clients record.

In this module, the system will be able to verify easily all the records
of each client. By the use of barcode, automatically the information about the
client will show.

To create a module that will automatically compute the loans of the clients.
The system can compute for the loans of each client.
The system will easily calculate all the loans, payments, balance and
salary of an employee.

To create a module that can monitor the in and out of the money of the
company.

The system will help the accountant make sure that the accountant
knows that the money of the company is secured and he/she knows to
whom or how many is been distributed everyday and every month.
1.3.3

Scope and Limitation

Scope

Powerful, professional and easy to use.

Complete system includes UPVC code reader.
Comprehensive search capabilities.
Customisable due back dates.

Limitations

The developed system does not accept credit card payment

The system can't monitor the finances of the asset, capital and the liability of
the company
The system can't give the financial reports of audit reports, feasibility study
and the check in/out of all the balances of the company
Chapter II

2.0 Methodology of the study

The proponents used the waterfall model because it can let the proponents visualize clearly the
sequential software development process in which development is seen as flowing steadily
downwards like a waterfall through several phases. In this way, the product software cannot be
seen on the early phases of the model which means this methodology focuses mostly on planning
that will be the key to have a quality software produced for the client company.

System engineering phase is where the planning for the proposed software is to be done.
In this phase the proponents will be formulating the requirements which is a complete
description of the behavior of a system to be developed. It is the expectation of the
company on what features do they want to see on the software that would help them
eliminate the companys problems.
After Planning, Analysis is done so that data that is included in making the software
would be broken down to produce a concrete and definite information in order to make a
reliable software.
In the design phase, the proponents studies the analyzed data to come up with a system
design. System Design helps in specifying hardware and system requirements and also
helps in defining overall system architecture. It also helps the user to give a better outlook
of the software which is called user friendliness .
Designs are now put to work when it comes to coding phase. With inputs from system
design, the system is first developed in small programs called units, which are integrated
in the next phase. Each unit is developed and tested for its functionality which is referred
to as Unit Testing integrated in the Testing phase. Each unit is now developed and tested
for its functionality so that designs implemented with codes will now be working.
In testing, All the units developed in the coding phase are integrated into a system. After
testing each unit. Post integration the entire system is tested for any faults and failures.
Now in the final phase which is the maintenance phase. When there are some issues
which come up in the client environment, to fix those issues patches are released. Also to
enhance the product some better versions are released. Maintenance is done to deliver
these changes in the customer environment.
The proponents defines the requirements that the client wants, expects to have on the
proposed system or in other circumstances, the features of the software. Now these data
that have been gathered and have thought together by the proponents are now integrated
and broken down so that concrete information would now be produced in order to satisfy

the clients requirements. This is also where the problems are now being resolve by the
proponents by using the data gathered and analyzed. After formulating ideas to come up
with a quality software, the proponents now visualize what would the software look like.
The proponents now consider not just its good environment design but also its user
friendliness which will allow the user to have a better understanding of the software. Also
further manipulation of the system is made easy and reliable without having to study the
softwares buttons, functions and etc. The proponents now implements codes to the
design in order to achieve its desired function like for example, the proponents put in the
login screen a forgot password feature, the proponents will now put codes in it so that the
desired function which is to help the user retrieve the necessary word to access the
system would be achieved. After putting the codes into work, necessary actions will now
be made in order to test the functionality of the units. The proponents will now consider
many situations in order to eliminate future errors that would be encountered while the
company is using the software. By testing each unit which is like putting integers into a
string type field that is also called human error which will now be done in order to
prevent bugs that would hinder and would also exceed the clients expectations. After
testing the software and when it is implemented on the host company, it would not be one
hundred percent sure that the implemented software wouldnt produce any error. External
factors like the user or system requirements would be a hindrance on the software. This is
now where the proponents fix and make a way to undo those errors and it is done on the
final phase of the model which is the maintenance phase. In this phase the proponents
must maintain the functionality of the software for long term use of the company. Patches
are now done or newer versions of the software is now released and implemented again
on the company to remove this errors.
Chapter III
3.1 Data Gathering Procedures and Output

The data for this research was collected using a survey questionnaire. The survey was created
using suitable questions modified from related research and individual questions. The survey was
comprised of 20 questions, which were related to the participants perception regarding
financing. We assured confidentiality of our survey. We also understood that peoples
consciousness may also affect their honesty and effectiveness in answering the survey, and so,
we gave them the option of being anonymous. And were given them time to respond and then
recollected the surveys the next day. There were no incentives offered for participating in the
research. Next, we planned the questions that would be asking to them. We interviewed certain
number of faculty members in the population regarding financing.
Chapter IV

4.1 The Existing System

Fort Bonifacio High School-Multi Purpose Cooperative is currently using the traditional
manual system that of which they using record books and more on paper works.
4.2 Company Background
FBHPC was managing by the bookkeepers and all the faculty members it was started by
Mrs. Cecil .
4.3 Description of the System
4.4 Data Flow Diagram
4.5 Data Dictionary
4.6 Problem Areas
The Proposed System
System Overview
Process Specification

Data Flow Diagram

Data Dictionary
Data Specifications

Entity Relationship Diagram

Tables/ Files Layout

Screen Layout/ Specifications
Report/ Form Specifications
Program/ Module Specifications

Theoretical Framework

Introduction
Theoretical framework of the study provides support for the proposed study by
presenting known relationship among variables and setting limits or boundaries for the proposed
study.
Theoretical framework is divided into two main concepts: the IT Concepts and
Non-IT Concepts which is vital for the system discussion. This chapter includes the IT Concepts
which discuss that technical part of the system while the Non-IT Concepts focus on the Non
Technical part that is necessary for the users to understand the use and functionality of the
system.

I.T. Concepts
Data Flow Diagram (DFD)
Data Flow Diagram is a graphical representation of the flow of data through an
information system, modelling its process aspects. DFD is very useful because it explains the
logic behind the data flow within our system; It is useful for communicating current system
knowledge to the users. And it helps in defining the boundaries of the system.
It helps us to show what kind of information will be input and output from the
system where the data will come from and go to, and where the data will be stored. It also helps
us to visualize the data processing.

Entity Relationship Diagram (ERD)

Entity Relationship Diagram is a data model for describing a database in an
abstract way. ERD gives graphical and diagrammatical representation of various entities, its
attributes and relationships between entities. This is turn helps in the clear understanding of the
data structure and in minimizing redundancy and other problems.
It helps us to show the representation of each entity and their relations to each
other and show how the data is shared between entities. It also helps us in computing the
organization of data within databases or information systems.

Management Information System (MIS)

MIS broadly refers to a computer-based system that provides managers with the
tools to organize evaluate and efficiently manage departments within an organization.
It helps us to show that the system can include software that helps in decision
making, data resources such as databases, the hardware resources of a system, decision support
systems, people management and project management applications, and any computerized
processes that enable the department to run efficiently.

Non-I.T. concepts
Monitoring
Financial Monitoring is the active monitoring of salaries, payments and balances
information of a company or organisation. This allows the accountant to track easily how much
salary, balance and payments of their employers per week or per month. The accountant can
compute and manage the records, transactions and interact with the employees. The accountant
creates reports from the recorded financial transactions recorded by the bookkeeper and files
forms with government agencies.
With the help of the system, the accountant wont be facing hard time in
monitoring all the transactions about the payments and avoid complaining of the employers
about the mistaken computation of their balances and payments.

Bookkeeping
Bookkeeping is the recording of financial transactions, and is part of the process
of accounting. Transactions include purchases, sales, receipts and payments by an individual or
organization. Any process that involves the recording of financial transaction is a bookkeeping
process.
The bookkeeper is responsible for ensuring all transactions are recorded in the
correct day book, supplier ledger, customer ledger and general ledger. He/she is usually
responsible for writing the "daybooks". The daybooks consist of purchases, sales,
receipts, and payments. But in our system, it will help him/her in the easiest way. The
system will eliminate record books or daybooks.

Summary

This chapter showed the theoretical background that leads to the design of the
proposed system. The Theoretical Framework presents the theories which explain why the
problem under study exists. The above stated also showed a relation to the proposed solution, as
well as the interrelation between the different sections. The concepts stated above are classified
as Information Technology and Non-Information Technology Concepts.
The Information Technology Concepts used were Entity Relationship Diagram
(ERD), Data Flow Diagram (DFD) and Management Information System (MIS). And NonInformation Technology System was Monitoring of Financials and Bookkeeping.

Financial Monitoring System

Introduction
The FHBS Multipurpose Cooperative is having a problem when it comes to their
Manual System. They are having hard time in consolidating and computing the records of each
employee. By presenting/proposing the computerized Financial monitoring System, it will help
the accountant and the bookkeeper to handle all the records and salary that will be given to the
employees. The system will be proposed personally to the registrar of the FBHS Multipurpose
Coop.
System Design Specification
The registration process is proposed to register the employers information. The
employee should register his/her name, middle name, and last name, current address, email
address, contact number and the username and password. After filling the registration form,
he/she will have their own bar code and code number to be easily identified in gathering
informations about them.
The recording process is proposed to record the information given on the registration.
The basic steps in recording process are identifying and analyzing transactions and events and
reading in journals, posting to the ledger, unadjusted trial balance, adjusted trial balance,
financial statements, closing entries, post closing trial balance.
The accounting process is proposed to record, classify, summarize and interpret financial
information. It presents financial statements. But before they can be prepared, accountants need
to gather information about business transactions and records to come up with the values to be
presented in reports.
The bookkeeping is proposed to initialize all the informations of the employers.
Bookkeeping involves the process of recording, analysing and interpreting the financial

transactions of a business or individual. The discipline of bookkeeping accounts for a large

proportion of the accounting process.

Summary
This chapter introduced how the proposed system solved the problem cite in
Statement of the Problem. The above statements are the processes done by the accountant and
the bookkeeper.

Performance Analysis
Introduction
This chapter provides a list of experiments, as well as the discussion of the results
and observations done on the system. In this chapter also shows the proponents prove that the
objectives of the project have been achieved.

Performance Analysis
The process of reviewing and evaluating a company's financial statements (such
as the balance sheet or profit and loss statement), thereby gaining an understanding of the
financial health of the company and enabling more effective decision making. Financial
statements record financial data; however, this information must be evaluated through financial
statement analysis to become more useful to investors, shareholders, managers and other
interested parties.

Summary
This chapter provides a list of results and observations conducted by the group
that is done on the system. It also shows the proof that the objectives of the project have been
achieved.

Conclusion

In a partial fulfilment of the requirements for the degree of System Analysis and Design
is to make a proposed system that will help make or will have a solution for the problem of the
stated company. The proposed system is called Financial Monitoring System.
In gathering information, we conducted questions/interviews and research about the
given company. All the problems and where theyre having hard time in using their current
system.
Handling more than a hundred of employers is really difficult for the accountant and the
bookkeeper if they are just using Manual System which is their current system. By the use of the
Financial Monitoring System there will be no hassle and eliminate hard time in finalizing the
salary of the employers.
The proposed system will help a lot the bookkeeper and accountant or even to the
employees of FHBS Multipurpose Cooperative efficient working in consolidating, computing
and recording the information of the employees. The system will also eliminate their current
system.

Bibliography
Almost Wikipedia:
2012-08-13. Microsoft Research, Cambridge, MA.
2012-07-14. Wikimania 2012, George Washington University, DC.
2011-11-02. Wikimedia Foundation, San Francisco, California.
2011-12-29. Conference on Digital Commons, Barcelona, Spain.
2011-10-11. Luncheon Series, Berkman Center, Harvard University.
2011-05-20. MIT Center for Collective Intelligence.
2010-11-22. Technological Innovation, Entrepreneurship, and Strategy Seminar, MIT Sloan.
2010-11-17. MIT Economic Sociology Working Group

Acknowledgement
I would like to gratefully acknowledge the encouragement and support of my thesis
supervisor, Mr. for guiding us in this kind of mother fucking documentation to lead a
substantially better document. We appreciate the time and effort spent in reading and helping
with the revision process.
I would also like to thank Dr. Clarita Briones, the registrar of FBHS Multipurpose
Cooperative for recommending the company where shes handling for almost 45 years.
Special thanks also to Mrs. Cecil as the bookkeeper and as the same time accountant for
allowing us, giving her trust and spending time to our group in giving the information we need to
create a system that can help her in finalizing easily all the processes she needs in their loaning
and monitoring the financial system.