Chapter III

ANALYSIS AND DESIGN METHOD

Design Method

From the given requirements and analysis, the researchers had undergone the process of

solving the problems by evaluating the current system. After evaluation, a chosen programming

language and database application was adopted to develop the computerized sales and inventory

system for replacement of the existing system to provide easy and manageable task to the

personnel.

This study employed the descriptive method of research, with the questionnaire as the

main instrument in gathering data. It aims to describe the nature of the current system the UEP

Machinery Department has as it exist at the time of the study and to explore how to solve the

identified problem.

This method enables the researchers to gather information about the present existing

conditions.
Table 1.0 Developing Procedure for the Proposed System

Procedures Task
1. System Requirement Analysis and Defining what is to be done and what problem

Definition to be solve.
2. System Software Design Identifying and describing the fundamental

software system abstraction and other

relationship.
3. Program Designing and Coding Choosing the platform to be use that

implement solution and prepares a set of

instruction for the program to run.

4. Checking out of Errors Finding and reducing the number of defects,

thus making it behave as expected.

5. System Testing Conducting a complete, integrated system to

evaluate the system’s compliance with its

specified requirements.

Research Design

This study will use the Descriptive Research Design method. It seek to describe the

situation on the traditional/manual process of the UEP Machinery Department. This, therefore,

led to the proposed design of Machinery Department Information System of UEP.

Data Gathering Tool

Informal interview and a questionnaire was used to obtain the necessary information in terms of

performance, information, efficiency, control and security, economics, and services.

Analysis and Design Phase

System Design

The method and procedure in developing the UEP Machinery Information System is

based on the waterfall model called the software life cycle. It describes a development method

that is linear sequential and takes the fundamental process model which cascades from one phase

to another. The following phase should not start until the previous phase has finished and

completed. In practice, these stages overlap and feed information to each other.

System Requirements Analysis and Definition

The system requirement analysis and definition is intended to discover the requirement

for the system as a whole. It provides a thorough understanding of the problem and needs of the

study. This activity involves the consultation with the system customers and end-users.

Researchers used some research instruments and data gathering procedure to investigate and

collect data about the current system. Based on experience of the Head and other staffs, the

problems are in retrieving data, creating reports, inventory of items, and maintenance

management. These defined problems have unfavorable effect on the time and effort of the

owner and the authorized personnel.

Inputs:

 Personnel Profile

 Vehicle Record

 Maintenance Record

 Item Inventory

Output:

 Maintenance Report

 Stock Inventory

 Weekly Report

 Monthly Report

 Travel Report

With the collected and gathered information, proposed system was generated.

Below are the tables that shows the hardware and software specification.
Table 1.1 Hardware Specification

Hardware Minimum Recommended

Processor Intel Pentium 4 Intel Pentium 4 or Higher
Memory 2048 MB 2 GB
Hard Drive 160 GB 233 GB
Monitor 10 inches 16 inches
Printer Printer Printer
Mouse A4Tech A4Tech
Keyboard A4Tech A4Tech

Table 1.2 Software Specification

Software Minimum Recommended

Operating System MS Windows 7 MS Windows 7 or higher
Programming Software MS Visual Basic 2008 MS Visual Basic 2008
Database Software MSSQL MSSQL

System and Software Design

The system design process is concerned on how the functionality is to be provided by the

different components of the system. It establishes the software design and its relationship. With

this UEP Machinery Department Information System, there will be less hassle for the personnel

in accessing their records and making reports. The proposed system will also give accurate

records.

The Researchers will be utilizing MS Visual Basic .Net Programming Language for coding,

designing of Graphical User Interface (GUI), and MSSQL Database will also be used as the

data’s storage.

Process Modelling
 Process modelling is defined as a method to classify and document the flow of data and

structure through a system process and procedures to be applied in the system.

Current System

The researchers conduct an interview with the staff of UEP Machinery Department in

order to acquire information about their current system wherein they store data about the

vehicles, travel and maintenance transactions, and staff information.

Current System Context Data flow diagram
In the current system, Context data flow diagram generates to show the functionality that
provides input and output from the system.

Admin

Add, Retrieve
Records Retrieve and Print Records

Manual Machinery
Department Information
System

Time In/Out View Daily Time Record

Authorized Personnel

Figure 1.0 Current System Context data flow diagram

Proposed System Context Data flow diagram
In the Proposed system, Context data flow diagram generates to show the functionality
that provides input and output from the system.

Admin

Add, Retrieve
Records Retrieve and Print Reports

Computerized Machinery
Department Information
System

Time In/Out View Daily Time Record

Authorized Personnel

Figure 1.1 Proposed System Context data flow diagram

Functional Decomposition Diagram

Functional Decomposition diagram shows the clear and easy understanding of each event and function included in the

proposed system. Its major function is basically of the authorized personnel.

UEP Machinery Department

Information System

USER Add Registration Update Information Daily Time Record Reports

Log-in Add Update Personnel Record TIME IN Daily

Personnel Report
Log-out Update Equipment Weekly
TIME OUT
Add Report
Equipment Update Maintenance
Monthly
Report
Add Update User
Maintenance Maintenance
Report

Add User Equipment

Report

Travel
Report

DTR
Report
Event Diagram
Event diagram shows the event handler of inputs and outputs of each entity. This is
constructed in order to give a clear view of each event in the system.

Personnel TIME IN TIME IN

Personnel PROCESS TIME IN Time Record

Confirm TIME IN Confirmed TIME IN

Figure 1.2 Process event diagram for Time IN Personnel

Personnel TIME OUT TIME OUT

PROCESS TIME Time Record
User
OUT
Confirm TIME OUT Confirmed TIME OUT

Figure 1.3 Process event diagram for Time OUT Personnel

Personnel Log-in Log-in

PROCESS
User PERSONNEL Account Record
LOG-IN
Confirm Log-in Confirmed Personnel Log-in

Figure 1.4 Process event diagram for Log-in Personnel

 User Log-out Log-out
PROCESS
User PERSONNEL Account Record
LOG-OUT
Confirm Log-out Confirmed User Log-out

Figure 1.5 Process event diagram for Log-out Personnel

Add Personnel Save Personnel

PROCESS ADD
User PERSONNEL Admin Record

Confirmed added Saved added Personnel

Personnel

Figure 1.6 Process event diagram for Adding Personnel

Add Equipment Save Equipment Record

PROCESS ADD
User
EQUIPMENT Equipment Record

Confirmed added Saved added Equipment

Figure 1.7 Process event diagram for Adding Equipment

Add Maintenance Save Maintenance Record

PROCESS ADD Maintenance
User
MAINTENANCE
Record

Confirmed added Saved added Maintenance

Figure 1.8 Process event diagram for Adding Maintenance

 Add User Add User Record
PROCESS ADD USER
User User Record

Confirmed Added User Added User

Figure 1.9 Process event diagram for Adding User

Update Personnel Update Personnel

PROCESS UPDATE
User
PERSONNEL Personnel Record
RECORD
Confirmed Updated Updated Personnel Record
Personnel Record

Figure 2.0 Process event diagram for Updating Personnel Record

Update Equipment Update Equipment

PROCESS UPDATE
User
EQUIPMENT Equipment Record

Confirmed Updated Updated Equipment Record

Equipment

Figure 2.1 Process event diagram for Updating Equipment

Update Maintenance Update Maintenance

PROCESS UPDATE Maintenance
User
MAINTENANCE Record
Confirmed Updated Updated Maintenance Record
Maintenance Record
 Figure 2.2 Process event diagram for Updating Maintenance Record

Update User Update User Record

PROCESS UPDATE
User
USER User Record

Confirmed Updated User Updated User Record

Record

Figure 2.3 Process event diagram for Updating User Record

Search report for

Daily transaction Search transaction
PROCESS DAILY
User
REPORT All Records

View/print report Report Searched

Figure 3.0 Process event diagram for Retrieving Daily Report

Search report for

Weekly transaction Search transaction
PROCESS WEEKLY
User
REPORT All Records

View/print report Report Searched

Figure 3.1 Process event diagram for Retrieving Weekly Report

Search report for

Monthly transaction Search transaction
PROCESS
User
MONTHLY REPORT All Records

View/print report Report Searched

 Figure 3.2 Process event diagram for Retrieving Monthly Report

Search report for Search Maintenance

Maintenance Record
PROCESS Maintenance
User
MAINTENANCE Record
REPORT
View/print report Maintenance Report
Needed Searched

Figure 3.3 Process event diagram for Retrieving Maintenance Report

Search Equipment Search Equipment

PROCESS
User EQUIPMENT Equipment Record
REPORT
View/print report Equipment Report Searched

Figure 3.4 Process event diagram for Retrieving Equipment Report

Search Travel Report Search Travel Report

PROCESS TRAVEL
User
REPORT Travel Record

View/print report Report Searched

Figure 3.5 Process event diagram for Retrieving Travel Report

Search report Search DTR record

PROCESS DTR
User
REPORT DTR Record

View/print report Report Searched

Figure 3.6 Process event diagram for Retrieving DTR Report

Data Modeling

Data modeling is a technique for organizing and documenting a system data. Data modeling is sometimes called database

modeling because a data model is eventually implemented as a database.

Context Data Model

MAINTENANCE
EMPLOYEE USER LOG

ACCOUNT DTR

VEHICLE
EQUIPMENT
TICKET

EQUIPMENT/
VEHICLE
 Key-Based Data Model

A record of each entity allows the key attribute to established relationship. The entity identified by a key attributed assigned

for the purpose of a unique identification of every records for fast search and make easy organization.

Account Employee DTR

User_Activty Emp_ID DTR_ID
Account_ID
Log_ID
Emp_ID
Emp_ID
Account_ID

Travel Equipment Maintenance

TicketID Equip_ID Maint_ID
Equip_ID Equip_ID
Fully Attribute Data Model

This data model shows the specific attributes of each entity. Each entity assigns a primary key to have relationships with the
other entities.

Account Employee DTR

User_Activty Emp_ID DTR_ID
Account_ID
Log_ID
Last_Name Emp_ID
Emp_ID
Account_ID First_Name Date
Username
Date Middle_Name Time_IN
Password
Time DOB TIme_OUT
Account_Type
Address

Position

Civil_Status

TIN_No

Travel Equipment Maintenance

TicketID Equip_ID Maint_ID
Equip_ID Equip_Name Equip_ID
Destination Quantity
Maint_Date
Departure_Date Type Defenciencies
Authorize_Passenger Chasis_No
Parts_Replaced
Purpose Plate_No
Lubricants_Used
Engine_No

Date_Purchased
Data Dictionary

Table 1.3 Account Table

File Name: Account Entity

Purpose: It contains every Account record
Field Name Field Type Field Length Field Description
Account_ID int Account ID
Emp_ID Int Employee ID
Username varchar (50) Account Username
Password varchar (50) Account password
Account_Type varchar (50) Account type

Table 1.4 DTR (Daily Time Record) Table

File Name: DTR Entity

Purpose: It contains every Employee’s Daily Time Record
Field Name Field Type Field Length Field Description
DTR_ID int Daily Time Record ID
Emp_ID int Employee ID
Date varchar (50) Date
Time_IN varchar (50) Time IN
Time_OUT varchar (50) Time OUT

Table 1.5 Employee Table

File Name: Employee Entity

Purpose: It contains every Employee’s record
Field Name Field Type Field Length Field Description
Emp_ID int Employee ID
Last_Name varchar (50) Employee’s Last Name
First_Name varchar (50) Employee’s First Name
Middle_Name varchar (50) Employee’s Middle Name
DOB varchar (50) Employee’s Date of Birth
Address varchar (50) Employee’s Address
Position varchar (50) Employee’s Position
Civil_Status varchar (50) Employee’s Civil Status
TIN_No varchar (50) Employee’s TIN number

Table 1.6 Equipment Table

File Name: Equipment Entity

Purpose: It contains every Equipment’s record
Field Name Field Type Field Length Field Description
Equip_ID int Equipment ID
Equip_Name varchar (50) Equipment Name
Quantity varchar (50) Equipment Quantity
Type varchar (50) Equipment Type
Chassis_No varchar (50) Vehicle Chassis number
Plate_No varchar (50) Vehicle Plate number
Engine_No varchar (50) Vehicle Engine number
Date_Purchased varchar (50) Equipment Purchase date

Table 1.7 Maintenance Table

File Name: Maintenance Entity

Purpose: It contains every Maintenance record
Field Name Field Type Field Length Field Description
Maint_ID int Maintenance ID
Equip_ID int Equipment ID
Maint_Date varchar (50) Maintenance Date
Deficiencies varchar (50) Deficiencies
Parts_Replaced varchar (50) Parts Replaced
Lubricants_Used varchar (50) Lubricant Used
 Table 1.8 Ticket Table

File Name: Ticket Entity

Purpose: It contains every Travel’s record
Field Name Field Type Field Length Field Description
Ticket_ID Int Travel ID
Equip_ID Int Equipment ID
Destination varchar (50) Destination
Departure_Date varchar (50) Departure Date
Authorized Passenger varchar (50) Authorized Passenger
Purpose varchar (50) Travel Purpose

Table 1.9 User_Activity Table

File Name: User_Activity Entity

Purpose: It contains every record of User’s logged in and actions made
Field Name Field Type Field Length Field Description
Log_ID Int Log ID
Account_ID Int Account ID
Date varchar (50) Date logged IN
Time varchar (50) Time logged IN