CHAPTER III

RESEARCH AND SOFTWARE DESIGN

This chapter deals with the methods of research used whether it may be
historical, descriptive, and experimental or a case study. The techniques used under
Descriptive Research Method as well as the data gathering tools and analytical tools
used will be further explained in this chapter as well as the methods used in developing
the software and for evaluation.

RESEARCH DESIGN

Methods of Research Used

The proponents have used the Descriptive Research Method wherein the study is
focused on present situations. It involves the recording, description, analysis and the
presentation of the present system, composition or processes of phenomena.

Under the Descriptive Research Method, the technique used is the Survey
Method, which is otherwise known as normative survey. The results and findings of the
study should always be compared with the standards. With the survey method,
researchers are able to statistically study the specific areas where the proponents must
concentrate. Findings regarding the common practices being done and the methods
which are commonly adopted by the employees are obtained with the use of the survey
method.
RESPONDENTS OF THE STUDY

The respondents of the study include the employees wherein the proponents
prepare a set of carefully prepared and logically ordered questions. This respondent
focuses on the companys employees for they are very important in a sense that this
study is all about them. (See Table 1.)

Table 1.0

Respondents Distribution

N = 61

Position/Status No. of Respondents Percentage (%)

Agents 46 76%

Secretary/Staf 8 13%

Managers 7 11%

TOTAL 61 100%

The questionnaires are being answered accordingly to the priority of concern by

using predetermined sets of questions with predefined ranges of answers so as to avoid
any conflicting series of response.
Sampling Design and Technique

Sampling may be defined as measuring a small portion of something and then

making a general statement about the whole thing. It enables the study of a large,
heterogeneous population more economic wise, meaning not too costly, and more
realistic and possible to make. The population to be researched upon is quite small;
hence scientific sampling is implied to each member of the population since the number
of population is attainable for sampling. The proponents decided to use the
unstructured random sampling technique since the population is well in the reach of
statistical evaluation.

To justify the point, the use of Slovens Formula was utilized in the formula of:

N = N / 1 + N (e)2

Where:

n = sample size

N = total population

e = level of confidence (.01 to .05)

Data Gathering Tools

These are the instruments or tools for gathering data in research used as basis for
drawing conclusions or making inferences. Some of these tools are questionnaires,
interviews, empirical observations, research and analysis used by the proponents as they
conduct the proposed study.
 Interview. An Interview is defined as a meeting of two people face to face to
confer about something or an act of questioning to receive a desired answer that is
necessary in solving a specific problem. This is where data gathering occurs by asking
questions for much needed information from the interviewee verbally and directly.

Observation. This technique is used when the researcher cannot secure adequate
or valid data through the use of the questionnaire or some other technique. It is
considered to be the most direct means of studying people in so far as their overt
behavior is concerned. Observation of a current operating procedure is another data
gathering tool seeing the system in action gives you additional perspective and better
understanding of system procedures.

Research. Research is simply, the systematic search for pertinent information on a

specific topic or problem. It is systematic study or investigation or something for the
purpose of answering questions posed by the researcher. It includes reviewing journals,
periodicals, and books to obtain background information, technical material, and news
about industry trends and developments.

Questionnaire. A pre-written series of questions used in gathering important

informations from one or more persons. This will be given to the individual who have a
direct bearing of the study and in order to satisfy the proponents goal that is to get and
measure the opinions, polls and attitude of the respondents of the study.

Analysis. Analysis is the process of breaking-up the whole study into its
constituent parts of the categories according to the specific questions under the
statement of the problem. This is to bring out into focus the essential feature of the
study.
Statistical Tools

Statistics is one way of getting the informations organized. To have a general view
of the whole scenario of the study, statistical tool is used. This also includes the scaling
system, which is used by the proponents as a technique to monitor the respondents
interpretation of facts. (See Table 2.0 & Table 3.0)

Table 2.0

Scaling Systems of the Existing System and Proposed System

Rating Scale Interpretation

5 Excellent

4 Very Good

3 Good

2 Fair

1 Poor
 Table 3.0

Scaling Systems for the Problems Encountered of the Existing System

Rating Scale Interpretation

5 Strongly Agree

4 Agree

3 Disagree

2 Strongly Disagree

1 Undecided

Below are the Formulas used to arrive to the computation used by the Statistical Tool:

1) Frequency Distribution = n / T * 100%

Where:

n = Number of respondents in a single gender classification

T = Total number of respondents including all the gender classification

2) Mean() = F(X1 + X2 + Xn) / n

Where:

F = Frequency that a given X was chosen by the respondents

 X = Represents any of the numerical ratings 5, 4, 3, 2, 1 represents, excellent, very
good, good, fair, poor

n = Total number of respondents

3) Weighted mean(x) = f(X1 + X2 + Xm)n / N

Where:

n = Total numbers of criteria

Where:

T = Computed + Value

Xp = Overall rating for proposed system

Xe = Overall rating for existing system

Np and Ne = Degree of Freedom

4) CBA(Cost Benefit Analysis) P = F / (1 + l) n

Where:

P = Present Value

F = Total Savings

l = Bank Interest Rate

 n = Number of Years

SYSTEM DESIGN

Analytical Tools

The analytical tools used in conducting the proposed study are the System
flowchart, IPO (Input Process Output) and HIPO (Hierarchical Input-Process-Output),
which are precisely discussed in this section for the development of the system.

System Flowchart. It is formalized graphic representation of a program logic

sequence, work or manufacturing process, organizing chart, or similar formalized
structure.

IPO or the Input Process Output. These are the components or elements that
make up the system. It is also described as tools on the design of the entire software.

HIPO or Hierarchical Input-Process-Output. A high-level view of the functions

performed by a system as its functions and software implementation.

Data Flow Diagram. This is a graphic illustration that shows the flow of data and
logic within the system.

Context Diagram. This is an overview of the organizational system that shows the
system boundary, external entities that interact with the system, and the major
information flows between the entities and the system.
Methods Used in Developing the Software

At this point, the work of the system analyst will be tested to its fullest ability. This
is the part where the system analyst must be able to determine and explain the methods
that will be used throughout the entire project. Software Development is a tedious task
not only for the programmer but also for the system analyst, because they will decide on
the type, size and creativeness of the system. At this juncture, the methods used in
developing the software must be explained and defined. The following are the system
development methods, namely, software planning, software analysis, software design,
software testing and software implementation.

Software Planning. This software development method designates a plan in

which a system analyst must first identify. Identify meaning, to identify the product goals
and requirement of the system. System analyst must also put into consideration the
capabilities of the programmer before deciding the product itself.

Software Analysis. It can be considered as the most difficult phase because in this
phase raw materials or informations must first examine thoroughly before converting it
into a software design.

Software Design. Design is a visualization of the outcome of a product but then in

software design phase, time is very essential because designing software is not an
overnight job. It takes a long period of time to ensure efficiency, maintainability and
reliability if the software.

Software Testing. A stage or phase where the proposed system will be given to a
panel of critics and end-users for testing. In this way, the developer can determine the
response of the user whether the system works or not.
 Software Implementation. The phase of the software development method
where software has already been debugged documented and tested. The objective of
the implementation phase is to deliver a completely functioning and documented
information system.

Software Operation and Maintenance. Maintenance keeps the system functional

at an acceptable level, correct errors and adapts changes in the new environment to
provide new features and benefits.

Methods Used for Product Evaluation

This part consists of the methods used in evaluating the proposed system in
terms of accuracy, efficiency, reliability, speed, portability and user friendliness which
lead to the integrity of the proposed system.

Technical Feasibility. The proposed system is technically flexible since

computerization of the existing data is possible and the components needed for the
system are widely sold in the market.

Market Feasibility. The proposed system of the proponents is market feasible

since the respondents will be able to save time in tallying and recording the files of
clients. They will also be able to save time and money by not purchasing a lot of papers
for paper works and documentations.

CBA (Cost Benefit Analysis). This estimates and totals up the equivalent money
value of the benefits and costs to the community about whatever projects to establish
are worthwhile. Evaluating hardware and software, identifying and forecasting cost and
benefits and performing cost benefit analysis are all necessary activities the system
analyst must accomplish in preparing material for the systems proposal.
Operational Feasibility

To determine if the proposed system is operationally feasible to apply or

implement. Below are the given criteria, which serve as a basis to test the proposed
system if it really works.

Accuracy. The ability to be precise and avoid errors and the correctness or
truthfulness of something especially in the mathematical computation of sales so that
the business will not suffer from any losses.

Efficiency. The ability to do something well or achieve a desired result without

wasted energy or effort, or the degree to which this ability is used in the system.

Reliability. The ability to be trusted to do what is expected or has been promised.

The ability to be trusted, to be accurate or correct to provide result.

Speed. To reach the maximum or desirable rate of movement or progress. To be

or become fully informed about the latest developments, to accomplish things in a
manner that consumes less time. Speed is the main concern of the proponents so that
the proposed system will be implemented successfully. In using computer based
program and the idea of automation, speed requirement should be satisfied.

User-Friendliness. Understandable software applications. Easy access and easy to

use Windows based system.

Portability. The ability to transfer software application to another computer. The

proposed system is hosted online so that users can easily access the system wherever
they are as long as there is internet access.
 CHAPTER II

Review of Related Literature and Studies

This chapter places the current study into the context of previous, related
research. It consist of both the theoretical and conceptual framework of the present
study, the critique of both related studies and literature that are related to the present
study, as well as the operational definition of terms that are based on observable
characteristics and how it is used in the study.

Theoretical Framework

Theoretical Framework is a separate chapter consisting of a review of related

literature, the theories that have bearing the problem, the conceptual framework and
the hypothesis.

The study is focused on the System Theory, which states that, "A System refers to
any collection or combination of programs, procedures data and equipment utilized in
processing information". A system is mainly made up of three components that
represent the units of analysis or the variables under study. As the result of the study, it
represents Input as the Independent Variable (IV), the Process, as the Intervening
Variable (ITV), and the Output as the Dependent Variable (DV).
 The upper portion of the paradigm (shown on Figure 2.0) clearly illustrates how
the existing system will be processed. The materials used in the traditional method,
which is a manual way of recording files using the pen, pencils, papers and columnar
notebooks serves as the input; and the manager being able to get the incoming files of
the clients serves as the output.

The lower portion of the paradigm illustrates how the proposed system will be
processed. It illustrates the new method of recording files through the use of a
computer, which serves as the input; the process is automated and is therefore faster,
more efficient and easier to work with. The manager can now get the recorded files
faster by inputting the records.

Related Literature

This section presents both foreign and local related literatures relevant to the
study. This relevance is shown by the proponents in order to give more reason and
understanding of the proposition.

Tom DeMarco & Tim Lister of Peopleware, 2nd Edition, Dorset House (1:58) cited
that:

"Companies that sensibly manage their

investment in people will prosper in the long
run"

The authors of the book state that if companies manage investment in people
wisely, it will reap the rewards in the future as the company grows. It will succeed in the
long run because the people within the company are the ones contributing to the
growth of the company. Thus entails the importance of taking care of the people within
the company.

Caper Jones of A Practitioners Approach, Fifth Edition (2:114) cited that:

"Good estimating approaches and solid historical

data ofer the best hope that reality will win over
impossible demands."

The author of the book stated that in business, good estimating approaches and
solid historical data are beneficial tools to be taken advantage of. As to with research
studies, one does not jump to start right away, but the approach should start with solid
historical data so that awareness of the study be met with a hopeful result that will win
over impossible demands.

Carl P. Zeithami & Thomas S. Bateman of Management Function and Strategy

(3:139) cited that:

"In today's business environment, planning has

become a widespread management function,
involving people throughout the organization in
the analysis, identification, and selection of goals
and priorities."

Authors of the book state that planning is very important for every individual,
work group, or organization because it helps the systematic process during which
decisions are made about the goals and activities, just like companies using a manual
system method to carefully plan on what would be the possible solution to make the
system work faster so that there is less probability of errors in the activities, and in
considering the need for a computerized system in order to better answer the problem.

Related Studies

This section presents other related studies by the people who conducted studies
similar to the proponents that will also greatly help in the progress of the study. And it
will also help the understanding of the proposition.

Mark Dominic dela Torre (4:1) stated that:

"The concepts of a simple dream, a

determination, quality and perseverance are the
forefront to any business that leads to successful
outcome."

Having the concept of determination and assuring quality service to customers,

the proponents created an online software program to cater to company employees in
making their job more efficient thus delivering quality service and determining a
successful business.

Gaudelyn C. Pantilo (5:1) stated that:

"The increasing demand gave us the idea how to

deal with our ongoing progress. It motivates us
to meet their need efficiently."
 The company needs to continually diversify to meet the ongoing demands of the
business sectors today. Thus, proponents created an online software program for the
company to have a more efficient work force, easily manage all its transactions and to
meet the demands of this ever changing economy.

Kneener Lim and Antonette Goyenechea (6:2) stated that:

"Records security is also one of the primary

objectives and all the information received from
its clients are confidential."

The proponents created and designed a software program for the company to
make the system perfect where all the records should be kept, thus giving the assurance
that these files are secured and accessible for the advancement of the company.

Synthesis

The caption that is stated on the related studies by Kneener Lim and Antonette
Goyenechea and the studies that were conducted are related to the proponents' study
because these studies are concerned with the records system of the company. Both
studies are related in the area of the importance in keeping all the records and files of
the clients of a company and putting into account solid historical data of the company
that could be used to further improve the companys growth in the future. It will give
the assurance that these files are secured and accessible for the advancement of the
company. It also guarantees that peoples job will be easier, faster and more efficient for
the benefit of the company.
Definition of Terms

The following terms below are used verbosely during the study.

Operational Terms

The definition of terms are based on observable characteristics and how it is used in the
study.

Client. A person that can receive services from the employees and agents.

Company. A business enterprise firm.

Employee. A person employed at a wage or salary.

File. A receptacle that keeps loose objects such as papers or any collection of
items.

Manager. A person that manages a business.

Record. A document that contains an account particularly in terms of collection.

Services. Non-monetary programs provided by companies that benefits clients.

Conceptual Terms

The definitions of terms are based on concepts or hypothetic ones, which are usually
taken from the dictionary.

Automated. The conversion of the process of automation has been already done.

Computer System. The configuration that includes all functional components of

computer and its associated hardware or software.
 Database. An integrated collection of data which provides a more efficient way of
storage and retrieval of data and is capable of processing large portions of data
immediately.

Information. Is data that has been changed into a useful form of output.

Process. A series of actions, changes, of functions that bring about an end or a

result.

Software. A computer terminology use to describe the unseen programming

codes and running application inside the computer system.

System. A set of related components that produces specific results.

Technology. It is the study of practical or industrial arts.

Technological Advancement. A technical advancement or progress resulting to a

development of another technology.