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Chapter I

INTRODUCTION

Most activities of people in all walks of life today are dependent on modern
technology. In whatever field of endeavor, they are engaged in, modern
technology greatly contributes to educational sectors, business sectors, and other
sectors. Undoubtedly, the bulk of tasks assigned to every individual at work is
usually done by using computer units. Computers provide accurate services to
clients, especially among frontline service providers. Front line service providers
include Accounting Offices that often prepare and manage payrolls of all
employees.

The Payroll Management System in every institution or business


establishment deals with the financial aspects of employee's salary, allowances,
deductions, gross pay, net pay, and generation of pay-slips for a specific period.
Payroll management consists of calculation of employees’ salaries and tax
deductions, administrating employees’ benefits, and payment of salaries based on
employees rendered hours. Monthly payroll processing requires a lot of work,
time, and effort. Payroll is essentially how employees are paid and requires speedy
action in order to disburse salaries and other benefits on time.

As observed, some educational institutions, like Negros Oriental State


University-Bais City Campuses (NORSU-BCC hereafter), Bais City, Negros Oriental,
Philippines, still used the manual payroll management system. In creating the
monthly payroll system of Part-time Instructors in NORSU-BCC, the Accounting
Office staff prepares the payroll manually not only for permanent instructors but
also for part-time instructors using Excel spreadsheets. They find it stressful and
time-consuming when encoding all entries in the Excel payroll and spend much
time in summing up each of the total number of hours rendered by every part-
time instructor. Using the different formulas connected with Excel payroll file, the

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salary, including deductions of withholding tax from every part-time instructor is
calculated automatically. However, the Excel spreadsheets used by the staff in the
Accounting Office requires a lot of management. Further, it was also observed that
with just a tiny change of the formula using Excel, it can disrupt complicated
calculations which result to incorrect entries to payrolls. Despite such bulk of tasks,
the Accounting Staff assures that all entries are posted accurately. Unfortunately,
maintaining confidential payroll record of every Part-time Instructors in hard copies
or in Excel sheets is prone to damage and unsecured data storage. In an interview
conducted by the researchers of this study, the staff confirmed that the process
was really slow for it was not upgraded. In short, it was not a computer-assisted
payroll process. Oftentimes, they encountered errors in the use of Excel for it gave
incorrect calculations. They also believed that if several formulas were used, one
error made in a particular formula usually affected all entries made. With only two
(2) Accounting Staff serving all part-timers, they believed that it was really time-
consuming and tiresome for they usually do the manual calculation of part-time
Instructors’ salary, record payroll transactions including DTR, and deduct taxes.

On the other hand, most part-time instructors claimed that the payroll
process in the Accounting Office was really slow. Many of them wished that an
improvement of the payroll system must be done to speed up the process so that
part-time instructors could claim their salaries on time.

With the Automated Payroll Management system for Negros Oriental State
University Part-time Instructors, the researchers believed that system they
designed contributed a lot to the improvement of the payroll process. By replacing
the existing manual system with an automated system, all entries such as part-
time instructors’ monthly salary as well as deductions can be stored safely and
quickly since the new system provides special technical features like accessibility,
reliability, and security. Also, by upgrading the system, less time would be spent
by the Accounting personnel in computing each part-time instructor’s salary and

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this would result to better satisfaction among part-time instructors. Undoubtedly,
the newly-constructed system would motivate them to work efficiently and
effectively.

In sum, the researchers fervently believed that the newly-created system


helped the Accounting personnel to speed up the payroll process. Also, they
believed that it had helped in solving the perennial problems suffered by most
part-time instructors in the university since the new system provided accurate
computation and most importantly provided speedy disbursement of salary to
compensate part-time instructors’ services.

Project Context

The payroll process for part-time instructors in Negros Oriental State


University-Bais City Campuses (NORSU-BCC hereafter) had undergone a great deal
of time management. It was then noted that the existing slow speed of the payroll
process had greatly contributed to low satisfaction of part-time instructors. The
researchers perceived that designing and Automated Payroll Management System
for Part-time Instructors provided assistance to NORSU-BCC Accounting Office
personnel. The advantages of the new payroll system includes: spending less time
in processing payroll; calculating salary and deductions automatically; and
displaying part-time instructors’ information in seconds.

Thus, its usability, accessibility, reliability, and security contributed a lot in


the improvement in the payroll system. This means that better services are
provided to part-time instructors. In like manner, satisfaction is expected is
expected from part-time instructors.

Description of the Project

The Automated Payroll Management System for NORSU-BCC Part-time


Instructors processes a speedy and more accurate monthly payroll system. The
system is described as an information management tool that visually tracks part-

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time instructors’ payroll information including total hours rendered and
late/undertime, calculated salary, deducted taxes and displays the desired payroll
process. It manages and calculates the payroll of every part-time instructor for it
gives an automatic calculation. The deductions of tax, including the undertime and
the addition of the total number of working hours will be calculated automatically.
This newly-created system saves time and reduces errors of creating payroll using
an automated system compare to excel process in the Accounting Office due to
the connected electronic daily time record system. Likewise, this system promotes
better security and helps keep employees’ data confidential.

Objectives

The primary purpose of this study is to create an Automated Payroll


Management System for NORSU-BCC Part-time Instructors.

Specifically, this study aims to:

 store part-time instructor’s monthly salary and deduction in the


database;
 print payroll sheet with accurate salaries and deductions; and
 provide special technical features (i.e., accessibility and security).

Scope and Limitations

Scope
This system focuses on Payroll Management System for NORSU-BCC Part-time
Instructors. The list and information of part-time instructors are stored in the
database. The system has an electronic daily time record management for the
part-time instructor using their individual id number. This system was an easy to
use software application. It has two users: the Accounting staff and the
Administrator. The Accounting Staff is responsible in managing and keeping the
records of the system while the Administrator has the full responsibility of the

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system, in terms of monitoring the changes of the payroll file and maintaining the
security of the system.
Moreover, the system can add, search, view/display and update the part-
time instructors’ payroll information. In preparing the payroll, only those Part-time
Instructors who can submit their DTR on time will be included in the first batch for
computation of salary and deductions for the total number of hours rendered. The
payroll is saved and printed in the payroll sheet. The newly-created system gives
the automatic total amount of salary and deduct the necessary deductions like
taxes. In case of changes, the qualified users -- the Accounting Staff and the
Administrator have the right to update Part-time Instructors of the printable and
secured payroll.
Limitations

The system is not applicable online. The system is accessible only for the
designated staff in NORSU-BCC Accounting Office and the Administrator with
individual username and password. Only the administrator and accounting
staff/personnel were authorized to add, search, view/display, update, and print
the Part-time instructors’ information as well as the added rendered hours and late
of the payroll sheet in the system. The system does not have a delete button. It
would only run to the computer that has an XAMPP server. The system can only
be accessed once the password and account entered by the user compatible with
the saved user in the newly-created Automated Payroll Management System.

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Chapter II

RELATED LITERATURE AND STUDIES

This chapter presents the related literature and studies as well as the
theoretical and conceptual framework of the study.

Related Literature

According to Basten (2017), the development of payroll started in the


14th and 15th centuries when businesses realized they needed both bookkeeping
and accounting to create a successful business. Many business owners began to
utilize a true payroll system in the beginning of the 20thcentury. The 1980’s brought
payroll automation for a variety of reasons. First, the necessity for payroll
automation became evident due to human error. For example, outsourced payroll
resources would unknowingly return employee payroll and benefits errors to
businesses. Second, the introduction of the first computer science degree at
Purdue University led to new, revolutionized computer systems and payroll
management processes. Accuracy and timeliness were the most valued benefits
of these new systems (goo.gl/MTQWAT).

The American Payroll Association which was founded in 1982 provides


education, support and representation for payroll providers at the federal, state
and local levels. The last big change in payroll was the introduction of Social
Security payroll deductions in 1992, which called for an automated, electronic
system to manage money behind the scenes for employers. Recently, there are
about 2,000 payroll companies in the U.S., serving nearly one-third of all
businesses. These payroll companies provide a variety of services for employers,
such as payroll processing, HR support, employee benefits administration and
workplace solutions (goo.gl/MTQWAT).

In support to the above observations made by the American Payroll


Association, Koladiya (2017) cites that Payroll software effectively eliminates the
chances of computing mistakes and produces error-free data and reports.

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Advanced payroll software automatically fetches information from other systems
and calculates the net payroll figure, all within a blink of an eye. It not only speeds
up calculations, but prevents any chances of payroll mistakes. When it comes to
maintaining and tracking business records, payroll software was an ultimate
business asset. It enables to extract reports in just one click. The software also
quickly integrates with other business systems and applications and provides
automatic entries during the audits. In this way, it can prevent manual accounting
errors and also eliminate double entries in the accounting systems. On a day-to-
day basis, it consistently contributes to various procedures and workflow within
the company and boosts productivity at a larger scale. It is simple, flexible, and
offers customized solutions for the business requirements. In short, a Payroll
Management Software serves multiple benefits to the organization.
(https://bit.ly/2S9sy9d).

Moreover, the Department of Health in the Philippines (DOH) uses a


computerized Payroll System which is a window-based program especially
designed to facilitate and simplify the monthly preparation of general payroll and
related reports. It is a standard computerized payroll system for use in all DOH
offices. The system allows faster and more accurate computation of monthly gross
income, deductions and net salary, has a faster and less-resource-consuming
generation of General Payroll and other payroll related reports and with security
and integrity of payroll data and information.

The researchers perceived that the ideas and concepts earlier cited were of
great help in the creation of Automated Payroll Management System for Part-time
Instructors in NORSU-BCC.

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Related Studies

A. International
The research conducted by Gautam, et al. (2010) on “A System for Payroll
Management” revealed that the software design and database system model for
Payroll Management System (PMS) in Defense Institute of Physiology and Allied
Sciences (DIPAS). The calculations were based on the user provided employees
details like basic pay, house rent allowance, loan details and so on. Based on
these user inputs, the system automatically generated pay slip, pay bills, all
schedules for debit and credit payments. This system was developed in such a
way to suit for both new and old pension schemes of the central government
employees of India. The use of Java Server Pages (JSP) language for system
development allowed easy modification of the system design. The researchers
believed that the system they created was directly implemented to any other
central government organization with slight modifications. Their study presented
the database and software design for PMS. The software changed the manual
operation into a computer-based system to automate study, provide efficiency,
accuracy, timelessness, security and economy. After undertaking an in-depth
examination of the existing manual payroll management system and analyzing its
short comings, it had been found necessary to remove its deficiencies and provide
a suitable solution for presently encountered problem. The system helped the
organization in managing efficiently the employee pay-related data as personal
information, salary information, loan information, and so on (goo.gl/Aeeyjr).

Meanwhile, the Nyanmaru Computerized Payroll System (2013), used


modern technologies to make the transaction fast, easy, and accurate in order to
avoid waste of time for the sake of safety and security. They found out that the
study helped humans in solving and in understanding complex problems and
analyses such as the computational need of humans, especially in business
establishments or corporations processing enormous data and complex
transactions. The system generated numerous accounts and data accurately. A

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Computerized Payroll System provided not only accurate calculation and fast
process of Payroll transaction but also secured data through security
(goo.gl/DpGwtj).

In consonance with the studies earlier cited, Kadam (2014) conducted a


similar study on “College Payroll System & Taxation.” His study provided an easy
way not only to automate all functionalities involved managing leaves and Payroll
for the employees of College, but also to provide full functional reports to the
management of College with the details about usage of leave facility & even
deduction of income tax & related taxes done by the system. Payroll system was
the heart of any Human Resource System of an organization. The solution has to
take care of the calculation of salary as per rules of the College, income tax
calculation and various deductions like income tax and provident fund deductions.
It has to generate pay-slip, cheque summary and MIS reports. It was understood
that managing thousand of odd papers, pay slips, payroll reports, and salary details
and so on were tiresome. With the automated system, the payroll generated in a
second (https://bit.ly/2T4Qmjr).

B. National

Based on study conducted by Limpios (n.d.) on “Time Keeping and Payroll


Management System with Biometrics for Eastern Visayas State University Ormoc
City Campus,” the payroll systems included any and all types of financial
statements that involved the payment of an employer’s employees, as well as
statements that were relate to the filing of employment taxes. Not only the
statements included within these types of systems but also the actual functions of
printing, delivering or electronic transfer of employees’ funds were also included.
The study aimed to increase the quality of the payroll of Eastern Visayas State
University. With a manual system, the employer processed its entire payroll by
hand, including wages, deductions and tax calculations.

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Moreover, it was cited further that the researchers found out that to reduce
the risk of errors, the employer should use this method only if it has few
employees, but Eastern Visayas State University has a numerous employee that
will make their effort time consuming that can lead for the employees to wait for
their wages the longer the payroll processes the longer the wages will be given to
the employees. Amongst payroll systems statements were records of the number
of hours an employee has worked, any taxes that have been withheld from an
employee’s payroll check, any voluntary tax deductions, and printed copies of
checks that have been delivered, and also all records of taxes that have been
paid to the government. The computerized payroll system would reduce time,
effort and make the payroll process directly and accurately (goo.gl/QMMb1w).

The Time Keeping and Payroll Management System compared to the


presented Automated Payroll Management System serve similar purpose in
reducing the risk of errors including the accounting personnel time and effort
inserted to finish payroll accurately and speedily.

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Theoretical Framework

This part of the study presents the theories which serves as the bases in
presenting more valid and reliable concepts from famous advocates in relation to
designing an Automated Payroll Management System for NORSU-BCC Part-time
Instructors.

SALARY THEORY
SCIENTIFIC
(Say, 1832) MANAGEMENT THEORY
(Taylor, 2000)

AUTOMATED PAYROLL MANAGEMENT SYSTEM


FOR NORSU-BCC PART-TIME INSTRUCTORS

Figure 1. Theoretical Framework of the Study

Figure 1 above shows the Theoretical Framework of the Study and explains
the relationship of the theories with the study of Automated Payroll Management
System for NORSU BCC Part-time Instructors. Salary theory is all about the wages
of employee and Scientific management theory is all about the management of
arithmetic function/calculation. The above theories were applicable with this study
because it involved the wage of part-time instructors and the addition of salary
and the deduction of taxes.

Salary Theory

The Salary Theory, as advocated by Jean Baptiste Say from 1767-1832,


combines labor with productive elements. The said theory was approached from
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the marginal productivity theory of wages introduced by John Bates Clark and the
equilibrium price theory of pay by Marshall, collective negotiation pay, and the
theory of distribution by Karl Marx. According to Li (2013), “salary is the
remuneration to the service of the employee by the employer and a tool of
payment in the form of currency. It includes the base and the auxiliary. The former
refers to the foundation to determine various allowances, insurances and bonuses.
The standards to decide the basic pay consist of the following factors: labor’s skills,
work experiences, labor intensity, responsibility, work importance in the enterprise
strategy, fields, conditions, work years, and diploma, etc. The latter includes
allowances, bonuses, free working meals, housing subsidies, etc., of which the
bonuses are the remunerations to the extra labor or contributions, and allowances
are those to the special labor consumption or to the extra living expenditure in the
special working conditions, for example, for the particular post, or positions, or
labor time, etc.”

The Salary Theory has been approaching the humanism management from
that on productive elements by Jean Baptiste Say (1767–1832) to the modern
distribution theory on combining labor with productive elements.

Scientific Management Theory

The Scientific Management Theory advocated by Fredrick WinslowTaylor


emphasized the improvement of efficiency among individuals of the organization,
especially in increasing the production through the use of intensive technology.
However, he believed that human beings were considered as adjuncts to machines
in the performance of routine tasks. Thus, the scientific management theory
focused more on mechanization and automation, in terms of the technical aspects
of efficiency and not on the broader aspects of human behavior in the organization.
By observing and evaluating processes in numerical terms, managers were able to
distill information that helped them run their businesses more efficiently and
profitably. The process of gathering data led to standardization and a management

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strategy based on punishment and reward. This approach worked for mechanized
operations, but it did not do justice to the human element, the role that personnel
play in innovation, and the importance of keeping staff satisfied and engaged so
they do good work(https://bit.ly/2EDq7bD).

Thus, the two theories were included by the researchers in this study
because they perceived that in designing the Automated Payroll Management
System for NORSU-BCC Part-time Instructors must patterned after theories of Say
and Taylor.

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Conceptual Framework

Figure 2. Conceptual Framework of the Study

Figure 2 above shows the Input, Output, and Process (IOP) of the
Conceptual Framework Study.

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(On the waterfall diagram, remove the flowline arrows from deployment to
Integration, Testing, Coding and System Design)

The first stage was the Input Stage where the researchers applied during
the creation of the new system, which included the present system used by
NORSU-BCC Accounting Office for part time instructors including the challenges of
using an Excel spreadsheet application. Related literature that was discussed at
page 6 including theoretical framework at page 12. Technical background would
be presented in chapter 3.

The second stage is the Process Stage. The concept used in this study
was the waterfall model in the SDLC. The steps included adding new instructor,
updating instructors, viewing instructor and generating payroll. The first step in
the Process stage was the: 1) Requirement Analysis wherein the researchers
gather possible requirement which were usable in developing the new system and
wherein the researchers analyzed the system to determine if it was technically
feasible within the estimated cost and if it would be profitable; 2) System Design
where the researchers specifies the hardware and system/software requirements
prepared and studied the system design; 3) Coding wherein the programmer
inputs the system design, the system was first developed in small programs called
units, which were integrated in the next phase. Each unit was developed and
tested for its functionality, which was referred to as Unit Testing; 4) Testing where
the programmer tests the functionality of the entire system for any faults and
failures; 5) Integration where the programmer developed all units after testing
each of it; and 6) Deployment was done once the functional and non-functional
testing was done, the new software was proposed to the Accounting Office in
NORSU BCC.

Finally, the third last stage was Output Stage. This was the final stage
where in the admin/staff can view and print Part-time instructors’ payroll record.
This was the last stage of Automated Payroll Management System for NORSU-BCC

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Part-time Instructors. This system helped in improving the process of making
payroll and on keeping confidential payroll record.

Chapter III

TECHNICAL BACKGROUND

This chapter discusses the technical background of the study including the
software application used during the development of this study.

Technical Background

The researchers’ observations in NORSU-BCC Accounting office, in terms of


creating payroll using Excel spreadsheets, requires a lot of management and was
susceptible to human error. Truly, with just a tiny change of formula in Excel, it
can disrupt complicated calculations which results to incorrect outputs. The
process of payroll undergoes a great deal of time management.

With this concern, the proponents found an opportunity to enhance the


system into a better version and created an Automated Payroll Management
System for NORSU-BCC Part-time Instructors.

In creating the new system, the researchers used following software: the
Sublime Text 3 (ST3) was a lightweight, cross-platform code editor known for its
speed, ease of use, and strong community support. It was an incredible editor
right out of the box, but the real power comes from the ability to enhance its
functionality using Package Control and creating custom settings. Another editor
was the Eclipse, an integrated development environment used in computer
programming, and was the most widely used Java IDE. It contained a base
workspace and an extensible plug-in system for customizing the environment. The
Code Igniter was an open-source software rapid development web framework
used in building dynamic web sites with PHP.

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On the other hand, the programming languages used during the
development of the new system were the PHP, a script language and interpreter
that was freely available and used primarily on Linux Web servers. PHP, originally
derived from Personal Home Page Tools, now stands for PHP: Hypertext
Preprocessor, which the PHP FAQ describes as a "recursive acronym." PHP was a
server scripting language, and a powerful tool for making dynamic and interactive
Web pages and it was a widely-used, free, and efficient alternative to competitors
such as Microsoft's ASP. Another language used was the MySQL, an Oracle-backed
open source relational database management system (RDBMS) based on
Structured Query Language (SQL). MySQL ran on virtually all platforms,
including Linux, UNIX and Windows. Although it can be used in a wide range of
applications, MySQL was most often associated with web applications and online
publishing. HTML was the standard markup language for creating Web pages and
defines HTML stands for Hyper Text Markup Language; HTML described the
structure of Web pages using markup; HTML elements built blocks of HTML pages;
HTML elements were represented by tags; HTML tags label pieces of content such
as "heading," "paragraph," "table," and so on; and the Browsers did not display
the HTML tags, but were used to render the content of the page. During the
development, Bootstrap was used for the design of icons, buttons and etc. to make
the new system unique and attractive.

Lastly, Google Chrome (commonly known simply as Chrome), a cross-


platform web browser developed by Google was used to test the functionality of
the new system. Google was first released in 2008 for Microsoft Windows, and was
later ported to Linux, macOS, iOS, and Android. The browser was also the main
component of Chrome OS, where it serves as the platform for web apps.

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Chapter IV

METHODOLOGY, RESULTS, AND DISCUSSION

This chapter indicates the ideas relevant to the present system of NORSU-
BCC Accounting Office and provides discussion on the foundation of the new
enhanced system.

Requirements Analysis/Specifications

This part of the project study included the feasibility analysis for the system,
creations of Data Flow Diagram, System Flowchart, Use Case Diagram and
Modeling Stage. And the assessment/analysis where risks were identified and
evaluated.

Operational Feasibility

Functional Decomposition Diagram

Functional Decomposition Diagram (FDD hereafter) is a diagram which


shows the breakdown structure into smallest component of a system that the
researchers going to develop after studying the data that are gathered in feasibility
and planning phase. This will help to track the functionalities of the system and to
know the features that are being added in the system.

The diagram, shown on the next page, displays all the process of the
system. This diagram helped the researchers in creating a simple system as it was
similar to context diagram that all processes were displayed in one diagram. A step
by step procedure was applied with the system.

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Figure 3. Functional Decomposition Diagram of Automated
Payroll Management System for NORSU-BCC Part-
time Instructors

Figure 3 above shows the FDD of the Automated Payroll Management


System for NORSU-BCC Part-time Instructors. It consists of the Part-time
Instructors, the Accounting Office Staff, and Cashier’s Office staff.

Using the FDD, the Part-time Instructors were asked to log in/out using
their ID numbers. Then, the Accounting Staff check updates of the rate, tax, and
added hours (e.g. travel order) and set them by batch number for the month then
proceed to print payroll sheet. Payroll sheets were signed by the assistant clerk
who made the payroll, NORSU-BCC Accountant, Campus Administrator, University
President, and others. Upon approval of the payroll sheet, it would be forwarded
to the Cashier’s Office. From there, Part-time Instructors were already given the
go signal by the Cashier’s Office staff to claim their salary.

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Schedule Feasibility
Gantt Chart
In this study, time management was the foundation in designing the
system. By using the Gantt Chart, the researchers followed the schedule as their
guide and was used in tracking the activities per day.

Table 2 below shows the project schedule of making the system as


presented in the Gantt Chart. It is an alternative representation of project
scheduling as these activities/tasks are done by the researchers. It shows the date
when the task started and when the task ended. Obviously, in the Gantt chart, the
researchers finished the task in a step by step process. Completion of the first task
was done first before proceeding to another task. Therefore, the researchers were
guided as to what came next after each activity using the Gantt Chart.

Table 1. Gantt Chart

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Economic Feasibility

Cost and Benefit Analysis


Table 3 below shows adequate cost and benefit information. This technique
was conducted to evaluate if on investing of this system would be beneficial and
to estimate the possible costs for the development of the newly-created system.
There were two table representing Developmental and Operational.
Developmental Cost posted those spent during the development of the system.
And the Operational Cost displayed those spent after the implementation of the
system.

Table 2. Cost and Benefit Analysis

Developmental Operational Total

Requirements Requirements
COST  Laptop (Free)  Computer Set ₱20,000.00
 Other Expenses  Printer ₱ 6,500.00

Proponents Incentives ₱ 3,000.00


₱29,500.00

 store part-time instructor’s monthly salary and deduction


in the database;
BENEFITS  print payroll sheet with accurate salaries and deductions;
and
 reduce errors and save time in making payroll entries.

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Requirements Modeling

Requirement modeling is a great way to summary the functions of the


system or how the system works.

Figure 4. Requirement Modeling

Figure 4 above depicts the three diagrams: input, process, and output. Each
requirement focuses on different aspects of the user’s needs.

Performance

This system met the best user satisfaction of the Accounting Office Staff in
making the Part-time Instructors’ payroll on time. It gave an accurate computation
of salary with deduction in a second and kept record confidential. Also, the Part-
time Instructors payroll record was easily retrieved because the system displayed
the search and print function. Availability of computer units was required to run
the system.

Control

The system required a username and a password before accessing the


content of the system. This feature of the system kept the data and information
inside the system secured from hackers and unauthorized persons. Users needed
secured usernames and passwords for transparency and confidentiality of the
work.

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Data and Process Modeling

The researchers used graphical techniques to describe an information


system. Data flow diagram uses various symbols to show how the system
transforms input data into useful information.

Figure 5. Data Flow Diagram

Figure 5 above presents the Data Flow Diagram of an Automated Payroll


Management System for NORSU BCC Part-time Instructors.

Using the data flow diagram, two users were found on the top - the Part-
time Instructor and Accounting Office Staff. The Part-time Instructor logged in and
logged out using their ID number in the morning and afternoon/evening that
served as their attendance record. A logged in tab was found by the Accounting
Office staff which used to control all the processes of system. It showed a decision
shape that contained the ‘yes’ or ‘no’ confirmation. The ‘Yes’ was used to proceed
the process while ‘No’ signalled exit and logging in again. Reports were generated

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once the username and the password matched with to the authorized user of the
new system.

Object Modeling

Object modeling is an object-oriented analysis and design technique that


became very fashionable in the 1990’s. This was used in the new system to create
a model comprising a set of related object type definitions representing concepts
from the ‘real world’ (problem domain) that were needed in the system. This model
helped in the construction of the functions and features to make the study more
suitable and feasible.

Use Case Diagram

Figure 6. Use Case Diagram

Figure 6 above shows the use case diagrams. This is usually referred to as
behavior diagrams used to describe a set of actions that some system or systems

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(subject) should or can perform in collaboration with one or more external users
of the system (actors). In the new system, each use case provided some
observable and valuable results to the actors or other stakeholders of the system.

Data Design

Database design refers to the activities that focus on the design of the
database structure that used to store and manage an end-user data. The database
design of this study which was shown based on the Entity Relationship Model.
Entity Relationship Diagram (ERD), which used graphical presentation to model
database components (Morley, et al., 2017).

Entity Relationship Diagram

Figure 7. Entity Relationship Diagram

Figure 7 above shows the entity relationship model. It is a graphical


presentation of entities and their relationships to each other, typically used in
computing in regard to the organization of data within databases or information

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systems. In the newly-created system, the entity presented a piece of data an
object or a concept about which data was stored.

Software Specification

The system requirements and specification for the Automated Payroll


Management System for NORSU-BCC Part-time Instructors are shown in this part
of the study. The researchers recommended any Windows Operating System (OS
hereafter). The XAMPP must be installed compatible to the computer desktop OS
e.g. 64 or 32 bit.

Table 4 below shows the software requirement to run the automated payroll
management system.

Table 4. Software Specification


SOFTWARE SPECIFICATION
OPERATING SYSTEM Windows 7 and above
PROGRAMMING APPLICATION XAMPP, Mozilla Firefox/
Google Chrome

Hardware Specification

The following shows the hardware requirements of the Automated Payroll


Management System for NORSU-BCC Part-time Instructors.

Table 5 below shows the hardware requirement to run the automated


payroll management system.

Table 4. Hardware Specification

HARDWARE SPECIFICATION
RAM 4Gb RAM and over
HARD DISK 500GB memory capacity and over
PROCESSOR Intel(R) CoreTM i3 and over

26
User Interface

Figure 8. EDTR Part-Time Instructor’s Time in and out Page

Figure 8 above shows the Electronic Daily Time Record (EDTR) Time in
and Time out Page where the Part-time Instructor Logs in/out.

27
Figure 9. Accounting Office Staff Sign in Page

Figure 9 above displays the Accounting Staff Sign in Page of the system
where the authorized Accounting Office staff enters his/her username and
password.

28
Figure 10. Dashboard Page

Figure 10 above shows the Dashboard Page and the side-bar menu tab
where the Accounting Office staff selects a particular process in controlling and
managing the payroll.

29
Figure 11. Part-Time Instructor’s Page

Figure 11 above illustrates the Part-Time Instructor’s Page of the system


where the user views the list of important details of every part-time instructor in
NORSU-BCC and adds new instructor/s.

30
Figure 12. Add Part-Time Instructor’s Page

Figure 12 above shows the Add Part-Time Instructor’s Page of the system
where the user adds the important details of the new part-time instructor/s in
NORSU-BCC.

31
Figure 13. Update Part-Time Instructor’s Page

Figure 13 above illustrates the Update Part-Time Instructor’s Page of the


system where the user edits the changes of part-time instructor’s information.

32
Figure 14. Part-Time Instructor’s Load Page

Figure 14 above demonstrates the Part-Time Instructor’s Load Page where


the user views the schedule of every part-time instructor within the semester and
school year.

33
Figure 15. Add Part-Time Instructor’s Load Page

Figure 15 above shows the Add Part-Time Instructor’s Load Page where
the user views the schedule of every part-time instructor within the semester
and school year.

34
Figure 16. Daily Time Record (DTR) Page

Figure 16 above shows the Daily Time Record (DTR) Page of every part-
time instructor from the EDTR Time in and Time out Page.

35
Figure 17. Payroll Management Page

Figure 17 above shows the Payroll Management Page that shows the
automatic calculation of total hours rendered, including late or under time and
tax deduction.

36
Figure 18. Payroll Creation Page

Figure 18 above shows the Payroll Creation Page that presents the batch
number of the part-time instructor arranged in a specific month and year. The
color green action button tells to print selected payroll.

37
Figure 19. Payroll Sheet Print Page

Figure 19 above shows the Payroll Sheet Print Page that displays the
accurate and complete payroll sheet of the NORSU-BCC Part-ti7me Instructors.

38
Chapter V
CONCLUSIONS & RECOMMENDATIONS

Conclusions
The researchers concluded that the Automated Payroll Management System
for NORSU-BCC Part-time Instructors was very useful especially in enhancing the
process of payroll for Part-time Instructors. In addition, the newly-created system
can truly store instructor’s monthly salary as well as deduction in the database.
Interestingly, the system can print payroll sheet with accurate salary and
deduction. It offers the best features for it has an easy access and secured data
records.
Therefore, this newly-developed and innovative system can be a great help
to the Accounting Office Staff in processing Part-time Instructors’ monthly payroll.

Recommendations
The Automated Payroll Management System for NORSU-BCC Part-time
Instructors is highly recommended to the following:

NORSU-BCC Accounting Staff

Results of this study will prove that the new system can lessen the workload
of the NORSU-BCC Accounting Office Staff, once implemented.

NORSU-BCC Part-Time Instructors

The results of this study will encourage Part-time instructors to submit


important documents on time in order to improve the payroll process and to
receive the salary on time that would compensate the teaching services rendered
to students.

39
Future Researchers

Results of this study will be beneficial to other researchers in their search

for upgrading the newly-designed system, in terms of its usability, accessibility,

reliability, and security.

40
BIBLIOGRAPHY

A. Online Sources

Gautam, et al. (2010), System for payroll management in goo.gl/Aeeyjr.


Date Retrieved: February 06, 2019
Gupta, (2013), Employee payroll system in https://bit.ly/2T4Qmjr. Date
Retrieved: February 19, 2019
Kadam, (2014), College payroll system & taxation in https://bit.ly/2T4Qmjr.
Date Retrieved: February 19, 2019
Li, (2013), Salary Theory and its Relative Theories in http://www.springer.
com/978-3-642-29836-3. Date Retrieved: January 28, 2019
Limpios, Time Keeping and Payroll Management System with Biometrics for
Eastern Visayas State University Ormoc City Campus in goo.gl/QMMb1w.
Date Retrieved: February 20, 2018
Nyanmaru Computerized Payroll System in goo.gl/DpGwtj. Date Retrieved:
February 16, 2019

41
APPENDICES

42
Appendix A. Project Team Assignments Form

COMPUTER SCIENCE & INFORMATION TECHNOLOGY DEPARTMENT

ITS 145/Capstone Project 1

TEAM
ALIAS
3Ms-2J-L

NAME SIGNATURE POSITION CONTACT #

1. MARILYN L. PROJECT 09754687905


BALDONADO MANAGER

2. JEMAR B. LITHAW PROGRAMMER 09755703175

3. JEROME P. AGDOL DATABASE 09759436092


DESIGNER

4. MARIANNE C. BUENO USER 09971666391


INTERFACE
DESIGNER

5. MILAFLOR A. TECHNICAL 09975996206


CERMAGNO WRITER
QUALITY
6. LEAH MAE C. MARCO ASSURANCE 09975577719
TESTER

43
Appendix B. Pre-Proposal Statement Template

COMPUTER SCIENCE & INFORMATION TECHNOLOGY DEPARTMENT


ITS 145/Capstone Project 1

PROJECT TITLE: Automated Payroll Management System for NORSU BCC


Part-time Instructors

1. Marilyn L. Baldonado
2. Jemar B. Lithaw
PROPONENTS/RE 3. Jerome P. Agdol
SEARCHERS: 4. Marianne C. Bueno
5. Milaflor A. Cermagno
6. Leah C. Marco
This system focuses on Payroll Management System
for NORSU-BCC Part-time Instructors. The list and
information of part-time instructors are stored in the
SCOPE OF THE database. This system is an easy to use software
STUDY: application. It has two users: The Accounting staff who
is responsible in managing and keeping the records of
the system and the Administrator who has the full
responsibility of the system in terms of monitoring the
changes of the payroll file and maintaining the security
of the system. Moreover, the system can add, search,
view/display and update the part-time instructors’ payroll
information. In preparing the payroll, only those Part-
time Instructors who will be able to submit their DTR on
time will be included in the first batch for computation of
salary and deductions for the total number of hours
rendered. Such payroll will be saved and printed in the
payroll sheet. The proposed system will automatically
give the total amount of salary and deduct the necessary
deductions like taxes. In case of changes, the qualified
users -- the Accounting Staff and the Administrator have
the right to update Part-time Instructors of the printable
and secured payroll.

44
The system is not applicable online. The system is
accessible only for the designated staff in NORSU-BCC
Accounting Office and the Administrator with individual
LIMITATION OF username and password. Only the administrator and
THE STUDY: accounting staff/personnel are authorized to add, search,
view/display, update, and print the Part-time instructors’
information as well as the added rendered hours and late
of the payroll sheet in the system. The system does not
have a delete button. It will only run to the computer that
has an XAMPP server. The system can only be accessed
once the password and account entered by the user is
compatible with the saved user in the new Automated
Payroll Management System.

PROJECT DESIGN/DEVELOPMENT PLAN

Operating System- WINDOWS 7 and above

SOFTWARE Programming Application- XAMPP


SPECIFICATION
Browser Requirement- MOZILLA FIREFOX/
GOOGLE CHROME

PROCESSOR: Intel(R) CoreTM i3 and over

HARDWARE RAM: 4GB or above


SPECIFICATION
HDD: 500GB memory capacity and over

45
Appendix C. Project Working Title Form

COMPUTER SCIENCE & INFORMATION TECHNOLOGY DEPARTMENT


ITS 145/Capstone Project 1
Proponent/Researchers:
1) Marilyn L. Baldonado
2) Jemar B. Lithaw
3) Jerome P. Agdol
4) Marianne C. Bueno
5) Milaflor A. Cermagno
6) Leah C. Marco

Proposed Project Title:

Automated Payroll Management System for NORSU BCC Part-time


Instructors

Submitted by: Noted by:

MARILYN L. BALDONADO JOHN VENHEART T. ALEJO


Project Manager/Group Leader Subject Instructor
Date:____________________ Date:____________________
Recommending Approval: Approved:

NILO B. CADIZ, MAEM(CAR) ANN CONCORDIA F.MIER, D.P.A


Chair, Math Department Dean, CAS
Date:____________________ Date:_____________________

CHONA C. QUITEVIS, M.A. Eng.


Chair, English Department
Date:____________________

ZENAIDA D. CALUMPANG, Ed.D.


Chair, CSIT Department
Date:_____________________

46
Appendix D. Invitation Letter to the Dean of the College of Arts and
Sciences

Negros Oriental State University


COLLEGE OF ARTS AND SCIENCES
Campus I, Bais City

February 26, 2018

ANN CONCORDIA F. MIER, D.P.A


Dean, College of Arts and Sciences
NORSU

Subject: FINAL DEFENSE FOR CAPSTONE PROJECT

In compliance with the pertinent provisions of CMO No. 53, series of 2006, and in
order to ensure that the quality of the capstone projects of the BS Information
Technology Students are in accordance with the University’s standards, it is
imperative that the said projects be subjected to thorough evaluation and final
defense.

In view of the foregoing, you are cordially invited to be the Chairperson of the
Panel of Evaluators for the project entitled “Automated Payroll Management
System for NORSU BCC Part-time Instructors” by Marilyn L. Baldonado, et
al.

Below is the information relative to the time and place of final defense.

Date: February 21, 2019


Time: 9:00 AM
Place: CAS COMPUTER LABORATORY ROOM 7

Attached is the copy of the manuscript and Evaluation Sheet for your guidance.
Thank you for your cooperation and support.

JOHN VENHEART T. ALEJO


Instructor
Negros Oriental State University

MARLOWE B. CABANAG
Project Adviser
Negros Oriental State University

47
Appendix E. Invitation Letter to the Member I

Negros Oriental State University


COLLEGE OF ARTS AND SCIENCES
Campus I, Bais City

February 26, 2018

NILO B. CADIZ, MAEM (CAR)


Faculty, College of Arts and Sciences
NORSU

Subject: FINAL DEFENSE FOR CAPSTONE PROJECT

In compliance with the pertinent provisions of CMO No. 53, series of 2006, and in
order to ensure that the quality of the capstone projects of the BS Information
Technology Students are in accordance with the University’s standards, it is
imperative that the said projects be subjected to thorough evaluation and final
defense.

In view of the foregoing, you are cordially invited to be the Chairperson of the
Panel of Evaluators for the project entitled “Automated Payroll Management
System for NORSU BCC Part-time Instructors” by Marilyn L. Baldonado, et
al.

Below is the information relative to the time and place of final defense.

Date: February 21, 2019


Time: 9:00 AM
Place: CAS COMPUTER LABORATORY ROOM 7

Attached is the copy of the manuscript and Evaluation Sheet for your guidance.
Thank you for your cooperation and support.

JOHN VENHEART T. ALEJO


Instructor
Negros Oriental State University

MARLOWE B. CABANAG
Project Adviser
Negros Oriental State University

48
Appendix F. Invitation Letter to the Member II

Negros Oriental State University


COLLEGE OF ARTS AND SCIENCES
Campus I, Bais City

February 26, 2018

CHARESS R. ORAC
Faculty, College of Arts and Sciences
NORSU

Subject: FINAL DEFENSE FOR CAPSTONE PROJECT

In compliance with the pertinent provisions of CMO No. 53, series of 2006, and
in order to ensure that the quality of the capstone projects of the BS Information
Technology Students are in accordance with the University’s standards, it is
imperative that the said projects be subjected to thorough evaluation and final
defense.

In view of the foregoing, you are cordially invited to be the Chairperson of the
Panel of Evaluators for the project entitled “Automated Payroll Management
System for NORSU BCC Part-time Instructors” by Marilyn L. Baldonado, et
al.

Below is the information relative to the time and place of final defense.

Date: February 21, 2019


Time: 9:00 AM
Place: CAS COMPUTER LABORATORY ROOM 7

Attached is the copy of the manuscript and Evaluation Sheet for your guidance.
Thank you for your cooperation and support.

JOHN VENHEART T. ALEJO


Instructor
Negros Oriental State University

MARLOWE B. CABANAG
Project Adviser
Negros Oriental State University

49
Appendix G. Location Map of the NORSU-BCC I

50
Appendix H. Location Map of the NORSU-BCC II

51
Appendix I. Source Code
For the details of the source code, please refer to the soft copy attached
at the inside back hardbound copy of the study.

52
Appendix J. User Guide

EDTR Part-Time Instructor’s Time in and out Page

1. Input Part-Time Instructor’s ID Number.


2. Select option Time in or Time out based on the current posted time.
3. Click Confirm to save Time in/out in the database.

53
Home Page

4. Click Log in to proceed to the Sign in page.

54
Accounting Staff Sign in Page

5. Input the Username of authorized Accounting Office Staff.


6. Input the Password of authorized Accounting Office Staff.
7. Click Sign in to open the Dashboard page.

55
Dashboard Tab Page

8. Click Dashboard tab to display the welcome payroll page.


9. Click Instructor tab to view part-time instructors’ list and add new
instructor/s.
10. Click Schedule of instructor tab to view part-time instructors’ load.
11. Click DTR tab to view the attendance record of the part-time instructors.
12. Click Payroll Management tab to view the part-time instructors’ total
hours rendered, frequency of late/under-time, and accurate
computation of the monthly salary and deduction.
13. Click Payroll Creation tab to set batch number of the part-time
instructors within the month and proceed to save and print payroll sheet.

56
Instructor’s Tab Page

14. Click the button copy, csv, excel, pdf, and print to download/print
page.
15. Click Add Instructor to add new part-time instructor.
16. Input Name of Part-time instructor to quickly view his/her details.
17. Click Update icon to edit Part-time instructor’s information.

57
Add Instructor’s Page

18. Input new part-time instructors’ ID number, last name, first name,
middle name, gender, contact number, email, address, status for the
contract, position and college of the department where he/she assigned.
19. Click Add instructor to completely add new part-time instructor in the
database.
20. Click Close to cancel.

58
Update Instructor’s Page

21. Choose Input field to edit.


22. Click Update Instructor to make the necessary changes in his/her
information.
23. Click Close to cancel.

59
Schedule of Instructor Tab Page

24. Click Add Schedule Instructor to set the part-time instructors’ load/s.
25. Input Name of part-time instructor to view his/her details quickly.
26. Click Update icon to edit part-time instructors’ information.
27. Click View icon to view part-time instructors’ information.
28. Click the button copy, csv, excel, pdf, and print to download/print
page.
29. Select Semester option to display which Semester (1st or 2nd) must be
viewed.
30. Select School Year option to display which School Year must be
viewed.

60
Add Instructor Load Page

31. Search and select part-time instructors’ ID number/last name/first name


to set schedule time in/out in A.M. or P.M. within the semester and
school year.
32. Click Save to confirm and store the new schedule in the database.
33. Click Close to cancel.

61
Update Instructor Load Page

34. Search and select part-time instructors’ ID number/last name/first name


to edit new schedule time in/out in A.M. or P.M. within the semester and
school year.
35. Click Update Schedule of Instructor to make the necessary changes of
the schedule upon approval of the College Dean.
36. Click Close to cancel.

62
View Instructor Load Page

37. Search and select part-time instructors’ ID number/last name/first name


to quickly view his/her schedule within the semester and school year.
38. Click Close to cancel.

63
DTR Tab Page

39. Input Name of the part-time instructor to quickly view his/her record of
attendance, including frequency of late/under-time stored in the
database from the EDTR.

64
Payroll Management Tab Page

40. Select Calendar option to search desired month and year quickly.
41. Click Add button to set rate and withholding tax of the part-time
instructor.
42. Search part-time instructors’ ID number/last name/first name to view
his/her accurate monthly salary and deduction quickly.
43. Click Update icon to add hours based on travel order, edit rate, and
withholding tax.
44. Click View icon to view part-time instructors’ payroll immediately.

65
Add Rate and Tax Page

45. Search and select part-time instructors’ ID number/last name/first


name to set rate and withholding tax.
46. Click Add to save the details completely.
47. Click Close to cancel.

66
Update Rate and Tax Page

48. Search and select part-time instructors’ ID number/last name/first name


to add hours based on travel order, edit rate, and withholding tax.
49. Click Update Payroll to save the details completely.
50. Click Close to cancel.

67
View Payroll Management Page

51. Click Close to return to the Payroll Management page.

68
Payroll Creation Tab Page

52. Select Calendar option to search desired month and year quickly.
53. Click Set Payroll Batch to set month, year, and batch number of the
created part-time instructors’ payroll.
54. Search ID number of the part-time instructor to view if he or she is
included in the batch of payroll (i.e., Batch 1, Batch 2, etc.).
55. Click Print Payroll to print the created payroll sheet according to batch
number, month, and year.

69
Set Payroll Batch Page

56. Select Calendar option as to what month and year must be set per batch.
57. Select Batch Number option to assign a specific batch number to Part-
time Instructors.
58. Select Part-time Instructors to be included in the specific batch.
59. Click Set to save and lock the uneditable payroll successfully.

70
Payroll Sheet Print Page

60. Click Print button to print the payroll sheet.


61. Click Cancel to return to the Payroll Creation page.

71
62. Click Sign out to return to the Home page.

72
CURRICULUM VITAE

73
JEROME P. AGDOL
Ilaya, Tanjay City, Negros Oriental
Mobile Number: 09759436092
E-mail Address: Jeromeagdol_20@gmail.com

PERSONAL INFORMATION

Date of Birth : May 06, 1998

Place of Birth : Provincial Hospital Dumaguete City

Age : 20 yrs. old

Gender : Male

Father’s Name : Gemson B. Agdol

Mother’s Maiden Name : Ma. Salve P. Labe

EDUCATIONAL BACKGROUND

College : Negros Oriental State University (NORSU) Campus 1


Bais City, Negros Oriental

Degree : Bachelor of Science in Information Technology

Secondary : Opao Tanjay National High School


Tanjay City, Negros Oriental

Primary : Plaza Central School


Tanjay City, Negros Oriental

74
MARILYN L. BALDONADO
Juan Luna Street, Bais City, Negros Oriental
Mobile Number: 09754687905
E-mail Address: marbaljesuschrist1997@gmail.com

PERSONAL INFORMATION

Date of Birth : October 05, 1997

Place of Birth : Bulwang, Mabinay, Negros Oriental

Age : 21 yrs. old

Gender : Female

Father’s Name : Rico C. Baldonado

Mother’s Maiden Name : Maria V. Lavistre

EDUCATIONAL BACKGROUND

College : Negros Oriental State University (NORSU) Campus 1


Bais City, Negros Oriental

Degree : Bachelor of Science in Information Technology

Secondary : Tagpo National High School


Tagpo, Bais City, Negros Oriental

Primary : Amalao Elementary School, Bais City,


Amalao, Tagpo, Bais City, Negros Oriental

75
MARIANNE C. BUENO
Brgy. 4 Catiao-tiao, Tanjay City, Negros Oriental
Mobile Number: 09971666391
E-mail Address: marianne08bueno@gmail.com

PERSONAL INFORMATION

Date of Birth : September 24, 1998

Place of Birth : Brgy. 5 Bumanglag Clinic, Tanjay City, Negros


Oriental

Age : 20 yrs. old

Gender : Female

Father’s Name : Mario Leoncio B. Bueno

Mother’s Maiden Name : Julia K. Calumpang

EDUCATIONAL BACKGROUND

College : Negros Oriental State University (NORSU) Campus 1


Bais City, Negros Oriental

Degree : Bachelor of Science in Information Technology

Secondary : Tanjay High School


Tanjay City, Negros Oriental

Primary : Plaza Central School


Tanjay City, Negros Oriental

76
MILAFLOR A. CERMAGNO
Tamisu, Bais City, Negros Oriental
Mobile Number: 09975996206
E-mail Address: Cermagnomila@gmail.com

PERSONAL INFORMATION

Date of Birth : October 18, 1995

Place of Birth : Malabuyoc, Cebu City

Age : 23 yrs. old

Gender : Female

Father’s Name : Eutiquio C. Lechido

Mother’s Maiden Name : Celia A. Sermagno


EDUCATIONAL BACKGROUND

College : Negros Oriental State University (NORSU) Campus 1


Bais City, Negros Oriental

Degree : Bachelor of Science in Information Technology

Secondary : Mayor Mercedes P. II Memorial High


Bais City, Negros Oriental

Primary : Praxevilla Elementary School


Bais City, Negros Oriental

77
JEMAR B. LITHAW
Brgy. Maaslum, Manjuyod, Negros Oriental
Mobile Number: 09755703175
E-mail Address: jemarlithaw@gmail.com

PERSONAL INFORMATION

Date of Birth : March 05, 1997

Place of Birth : Maaslum, Manjuyod

Age : 21 yrs. old

Gender : Male

Father’s Name : Ferdinand S. Lithaw

Mother’s Maiden Name : Josephine B. Balasabas

EDUCATIONAL BACKGROUND

College : Negros Oriental State University (NORSU) Campus 1


Bais City, Negros Oriental

Degree : Bachelor of Science in Information Technology

Secondary : Bais City National High School


Bais City, Negros Oriental

Primary : Sotero A. Singco Memorial Elementary


Bais City, Negros Oriental

78
LEAH MAE C. MARCO
Batugan, Bais City, Negros Oriental
Mobile Number: 09975577719
E-mail Address: LeahMaeMarco@gmail.com

PERSONAL INFORMATION

Date of Birth : November 09, 1995

Place of Birth : Bais City District Hospital

Age : 23 yrs. old

Gender : Female

Father’s Name : Egnacio D. Cabildo

Mother’s Maiden Name : Anita A. Cadalso

EDUCATIONAL BACKGROUND

College : Negros Oriental State University (NORSU) Campus 1


Bais City, Negros Oriental

Degree : Bachelor of Science in Information Technology

Secondary : Bais City National High School


Bais City, Negros Oriental

Primary : Tangculogan Elementary School


Bais City, Negros Oriental

79