ELECTRONIC CLUB FINANCIAL TRACKER (EC-TRACK)

AN ONLINE WEB-BASED BUDGET AND EXPENSES TRACKER SYSTEM

FOR ROTARACT CLUB OF CARMONA

Undergraduate Thesis Submitted to the

Faculty of the
Department of Industrial and Information TechnologyCavite State
University – Carmona Campus Carmona, Cavite

In partial fulfillment
of the requirements for the degree
bachelor of Science in Information Technology

IGLESIA, JOHN ZEDRICK

MIRASOL, JOHN ALDREN
MORAWDA, ALDRIN A.
February 2022
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ELECTRONIC CLUB FINANCIAL TRACKER (EC-TRACK)

A WEB-BASED BUDGET AND EXPENSES TRACKER SYSTEM
FOR ROTARACT CLUB OF CARMONA

IGLESIA, JOHN ZEDRICK

MIRASOL, JOHN ALDREN
MORAWDA, ALDRIN A.

An undergraduate thesis proposal/outline/manuscript submitted to the faculty of the

Department of Industrial and Information Technology, Cavite State University – Carmona
Campus, Carmona, Cavite in partial fulfillment of the requirements for the degree of
Bachelor of Science in Information Technology with Contribution No. BSIT-2022-01-004.
Prepared under the supervision of Mr. Francis Callos

INTRODUCTION

The emerging pace of technology is rapidly moving and continuously affecting various

fields in our society. Since then, the advent of information and the use of technologies have greatly

improved and automated many tasks previously performed by humans. As a result, we can now

rapidly deliver efficient, agile factors for advertising, monitoring, sharing, and collecting data for

various purposes. In fact, most private and public organizations today have introduced more

information systems specifically related to electronic management documents that optimize data

nimbleness, convenience, and more accurate. (United Nations Conference on Trade and

Development,2021).

With this concept of new systems, it becomes the norm, and many of us eventually rely on

them to the point where we as a society cannot function as effectively without them; in particular,

this can be applied to the automation of financial management systems. Specifically for budget
 3

tracking, which entails keeping tabs on and analyzing the income and expenses of a person or an

organization over a particular period of time.

However, despite this counterargument, some people and organizations still need to use

systems. Unfortunately, this makes budget tracking extremely difficult and leaves data susceptible

to human error, increasing the risk of data and information being falsified and calling their

authenticity into question.

Armed with the results of a BlackLine study, a recent CFO Daily News article revealed

that the number one cause of financial mistakes is human error, representing 41% of all accounting

mistakes. In many scenarios, accounting errors can result in reporting mistakes, while in other

situations, they can cause discrepancies in important transactions. When it is neither of those, it can

still result in the inadvertent falsification of data. Even so, the consequences of such a simple faux

pas are not limited to these results. They can spread far and wide in their damage potential. An

unimportant typo, a deleted cell, or an added stroke of a key all carry the potential risk of damaging

revenue The Rotaract Club of Carmona finances are currently managed and tracked using

Microsoft Office Excell, including the total budget, income, and expenses for every project,

program, and activity. However, the said application has its limitations. According to Bernard

(2017), Microsoft Office Excel spreadsheets lack four main aspects: flexibility, adaptability,

integration, and automation of the workflow with the organization's processes. Also, Natter (2019),

mentioned that it lacks file security, which is critical, especially in terms of financial terms.

With these things occurring, the proponents came up with a budget tracking system known

as EC-TRACK: An Online Web-Based Budget and Expense Tracker System for the Rotaract Club

of Carmona. This online web application system will enable the intended beneficiary to monitor

and track each financial transaction and operation easily. Furthermore, the club will have access to

a more efficient, transparent, and secure information system that will aid in financial management

and budget planning as a platform for managing financial operations in an open and transparent

manner.
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Objectives of the Study

The study's primary objective is to design, develop, and implement a centralized

monitoring system that can track the income, expenses, and total budget and generate

reports that will satisfactorily pass the criteria for software evaluation set by the

International Organization for Standardization (ISO) 25010.

Specifically, it aims to;

1. Design an Online Web-base Financial monitoring system that has the ff

modules :

a. Administrator Dashboard;

b. User Viewer Dashboard;

c. List of operational and transactions tab;

d. Reports, and

e. Configuration Module;

2. Create a Web Base System as designed using the following software

technologies;

a. Visual Studio Codes;

b. Xammp;

c. Mysql Workbech;

d. Figma, and

e. Bootstrap Studio;

3. To Generate a System using the Waterfall Software Development Life

Cycle method that requires this phases;

a. Requirement Analysis;
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b. System Analysis;

c. Implementation;

d. System Testing;

e. System Deployment, and

f. System Maintenance;

4. Create two different interfaces :

a. Administration Interface;

b. User’s Interface;

5. Develop an Automated email reminder to aid manually reminding each

members to pay for monthly dues.

6. . Implement a secure online system that will provide fast monitoring and

tracking of the Rotaract Club fund, including the expenses, balance, and

user and admin information.

7. Test and evaluate the system performance based on ISO 25010 in terms

of:

a. Sustainability;

b. Functionality;

c. Usability;

d. Security;

e. Reliability, and

f. Maintainability;
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Significance of the Study

As modernization and innovation continue to increase, creating this

suggested system is urgent and significant. Upon completion, this research will

benefit the following institutions and organizations:

Rotaract Club of Carmona. The development of the proposed system

will propel and drive the Rotaract Club of Carmona to keep up with the growing

needs and challenges amidst the rising changes and innovation in the community.

Moreover, having a system will provide them with centralized monitoring and

tracking of their budget; through this, they will achieve a more transparent,

efficient, and practical financial management system.

Other Club and Organization. As the Rotaract Community deals in

professional servant leadership and serving in the sense of voluntarism, these

systems provide a platform to showcase expandable organizational management

systems. It also compromises the innovative movements of the Rotaract

community in continuing service and leadership. With this, it will be able to

support the organization's records, structures, and transparency. As a result,

Rotaract Club Communities can meet the demands of this modern society.

Club President. In order to have a well-established and systematic

approach within the organization, the club president can execute a excellent

administration with this system. The president will be able to have a systematic

review of financial transactions, club agenda, and transparency. Through this

system, the president can be able to speak truthfully and confidently about

organizational matters, including club reports.

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Club Treasurer. The Treasurer of the Club, as the one who manages and

monitors the processes of every movement, operation, and transaction, will be

more productive and flexible in using the system administrator module. gaining

entry to check the actions and financial processes that are being performed.

Club Auditor. As the auditor of the club, who has the power, duty, and

authority to examine the finances and request copies of previous club financial

transactions, will have a transparent and accountable process of documents with

ease and efficiency to manage financial statements and reports.

Future Researchers. This study will also provide future researchers with

notions and ideas about the advantages and effects of the suggested system's

development and implementation. Accordingly, it might be useful for them as a

resource for the growth of their system and the completion of their requirements.

Time and Place of the Study

The proponents started the study in February 2022 and expect it to end in

January 2023. The study will be conducted for the Rotaract Club of Carmona in the

Province of Carmona, Cavite.

Scope and Limitation of the Study

The study aims to design and develop a web-based budget and expense tracking

system for the Rotaract Club of Carmona to properly manage and monitor the club's

financial parameters and ensure uniform, transparent, and efficient financial reporting

inside the club.

The system would have two types of users: the admin and the viewer user; both

types would need to sign in with their respective MyRotary accounts. The admin user
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type would have full access to edit and view the most important aspects of data in the

system. where all the financial transactions, such as the current budget, income, and

expenses, in every project, program, and activity of the club will be manually tracked

using the system.

The system would also allow the administrator, specifically the president, vice

president, Treasurer, and auditor of the club, to centralize the monitoring and tracking

of the club's financial terms using the Administrator User Interface. On the other side,

normal users, specifically the rest members of the club, will be restricted from editing

the data; they can only view the dashboard itself, which will also act as transparency

for the club's income and expenses.

Moreover, the system will easily monitor the current value of each financial

term, employing a card box that shows the club's total budget, income, and expenses.

The main categories for the club's income are all the monthly dues, sponsors, and

fundraising. Furthermore, with this system, the history of cash flow can be easily

viewed. As The club will be able to keep track of how much money it makes and how

much it spends. Because all the income and expenses transactions will be listed in a

detailed table format in the report module. .

The system will also have a monthly dues email reminder feature. Every

member or user of this system will automatically receive an email just before the end

of the month reminding them to pay their monthly dues. That way, the club's officer

will let everyone know it is time to pay their monthly dues without waiting for the

treasurer or the officers to send out a mass reminder manually. In addition, the system

also has administrator settings in the configuration module, specifically to modify the
 9

list of users and their credentials as members of the club. This setting is accessible to

authorized personnel only.

However, the online web-based budget and expenses tracker system for Rotaract

Club of Carmona will not cater to any online automated payment transaction, such as

monthly dues, club contributions, or any event with a payment or contribution

requirement. Lastly, the system does not support any scanning for any payment

transaction.

Definition of Terms

Operational Terms

Monthly Dues. It is a term used to describe the monthly fee or contribution that

every member of the Rotaract Club of Carmona must pay as an additional income for

the club's funds.

Automated Payment Transaction. It is a term used to describe the process of

paying a fee or any transaction involving a member of the Rotaract Club of Carmona

that has an automatic process that occurs via the internet.

Agile Factor term we used to describe an efficient, developmental approach in

terms of the development of a system.

Technical Terms

ISO 25010. It is titled as “Systems and software engineering – Systems and

software Quality Requirements and Evaluation (SQuaRE) – System and software quality

models”, is a software quality standard. It describes the models, consisting of

characteristics and sub-characteristics, for both software product quality, and software

quality in use together with practical guidance on the use of the quality models (Britton,
 10

n.d.).

Cascading Style Sheet. It is an HTML is used to build the majority of web

pages. This is the standard method for adding fonts, colors, graphic elements, and

hyperlinks to plain web text. However, websites can grow to be quite massive. When

this happens, HTML becomes a very difficult way to do a very simple task. CSS

(cascading style sheets)makes web design simple (Meinecke, 2016).

Hypertext Mark-up Language. It enables the user to build and structure,

headings, links, sections, blockquotes, and paragraphs for web pages and applications

(Domantas, 2019).

Xammp. Apache's Xampp is a cross-platform, open-source software package

that includes an HTTP server and an interpreter for PHP scripts. It's an easy-to-use,

adaptable, and lightweight tool that facilitates the development, testing, and

maintenance of websites locally. (Kumari & Nandal,2017).

Bootstrap Studio. The desktop application Bootstrap Studio is an effective tool

for creating prototypes of websites before they are fully developed. You can simply

drag and drop the many included components to arrange them into fully functional,

mobile-friendly websites. (“Bootstrap Studio - the Revolutionary Web Design Tool,”

n.d.)

Figma. It's a program that helps teams create user interfaces together. Figma.

Comprehensive creative environment. Virtual whiteboard Team meetings for the design

process. (“Figma: The Collaborative Interface Design Tool.,” n.d.)

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Review of Related Literature

Rotaract Club

Rotaract is considered Rotary International's service club program for young

adults ages 18–30. It is an active organization that consists of students and young

professionals who work together to improve the world in which they live ("Rotaract

Clubs," n.d.). Furthermore, Rotaract clubs are sustained with assistance from

sponsoring Rotarians, fostering a stronger sense of community among their affiliated

clubs. The Rotaract organization organizes conferences, designs regional projects, hosts

leadership workshops for club members, and hosts other special events

(Racmanilametro, 2022).

In fact, Clubrunner (n.d.) emphasizes that Rotaract club members are actively

participating in various activities, such as social, professional, and community events.

He then added that this club is more than just a volunteer organization. Instead, it brings

people together with a network of business professionals and community leaders to help

develop personal and professional skills.

In this connection, the Rotaract Club of Carmona is the main focus of the study

on which an online web-based budget and expenses tracking system will be based. The

goal is to have a centralized system that will keep track of the needs and challenges

amidst the rising changes and innovation in the community. Through this, they will

achieve a more transparent, efficient, and practical financial management system for

handling different projects.

Financial Management

According to Finkler, Calabrese, and Smith (2022), the term "financial

 12

management" refers to the management subfield that focuses on collecting, analyzing,

and disseminating monetary data to improve operational and strategic decision-

making, which technically encompasses the broad areas of finance and accounting. In

Addition, Marsuni & Yusuf (2022) stated as financing management refers to the

process of determining where money will come from, how it will be spent, and who

will be held accountable for the results, and this would be needed in order to achieve

the goals of an organization.

With this, Financial management is essential for all types of financial

decisions. as they can have a significant impact on an organization's capital structure

and overall performance ("The Importance of Financial Management in Business

University of Sunderland," n.d.). As Quintero (2021) mentioned, there is a necessity

to have a systematic method to calculate the amount of money of specific

organizations efficiently, and this must require a secure and accurate management

process. mar

In this regard, financial management is essential in any organization, which

frequently contributes to its success. That is why it is critical to have a system for

managing and tracking the club's money..

Human Error in Handling Finance

According to Torres Y. et al. (2022), human errors in the assembly of complex

products can negatively impact quality, productivity, and safety. Robinette, D. (2021)

stated that because most businesses use spreadsheets for accounting and finance, it is

difficult to find the time and resources to double- or triple-check each detail before

passing it off as reliable information. Taking chances with inaccurate data may appear
 13

effective in the short run, but it can lead to severe consequences in the long run. This

also means that a seemingly insignificant typo, a deleted cell, or an extra keystroke can

harm a company's revenue and reputation.

The CFO Daily News article covered a variety of financial and business topics.

In addition to identifying the leading causes of accounting errors, the BlackLine study

explains that 55% of businesses cannot identify financial errors before executing tasks

based on generated data. Thinking that is concerning, consider this: 70% of financial

experts are unsure about the authenticity of their critical data due to human error.

How Software System surpasses Microsoft Excel

According to a 2018 Grid study, an estimated 800 million Excel users exist.

They also mention that established companies and older people are the demographics

for Excel users, though younger people who work at established companies frequently

use Excel. In addition, accounting and finance are two industries where Microsoft Excel

is widely used (Jacob, 2021).

Nevertheless, He also stated that one common disadvantage of Microsoft Excel

is the lack of groupware and online presence. This can be detrimental to organizations

looking for an intuitive multi-user system.

He also mentioned numerous disadvantages of Microsoft Excel, such as (1)

Lack of Relational Worksheets: Although Excel uses a simple spreadsheet structure to

organize data, different worksheets cannot be linked relationally. This is referred to as

a "flat" or "non-relational" worksheet. (2) Data Integrity Problem: A problem in Excel

rarely found in Access is a lack of data integrity. This means that users can type

anything they want into any cell, even if it is not supposed to be there. For example, in
 14

a cell in the "Product Price" column, one could type in a product name, (3) Less Storage

Space: Because Excel is not designed to store large amounts of data, its storage capacity

can be pretty limited. This is a problem because data frequently grows over time, but

there will be no room. In the long run, it is difficult to use Excel to scale large-scale

projects (4) Inefficiency: With an intuitive form feature, new data can be manually

entered into the Excel spreadsheet. However, if there are many of data to enter, this can

take a long time and energy.

While Donovan, M. (n.d.), claims that the disadvantage of Microsoft Excel is

its cost, Microsoft Excel was never free, but the price was much more manageable in

the past. However, the costs have skyrocketed as Microsoft has continued to invest

significant time and effort in its Office suite. Previously, you could purchase the

software for as little as $19.95 per year; however, this is no longer the case. Now, the

cost of a downloadable copy can easily exceed $45.99 per year, and a cloud-based

offering can easily exceed $99.99. While not egregious, it is prohibitively expensive for

an office full of computers.

According to Natter (2019), another drawback of using spreadsheets is that there

is no security for the files themselves. In most cases, spreadsheets lack security, which

increases the likelihood of data corruption or improper management of information.

Even if the files contain private and sensitive financial information, hackers can still

access them. Concerning Microsoft Excel can be an excellent tool for managing and

analyzing data. In fact, many people now use Excel spreadsheets to manage their

calculations, forecasting, analytics, and contacts, but such "basic" tools frequently have

limitations. Microsoft Excel, as a spreadsheet program, is primarily used to visualize

 15

and analyze data. However, as stated above, this type of application has critical

limitations.

System Organization In Modern Age

System in an organization According to the article "Blog-2" (2017), a system in

an organization is a set of activities that lay out a series of steps that will accomplish a

specific goal. It defines that each organization is made up of many systems, from the

simple, like how to sort and distribute the mail, to the more complex, like how to

onboard and train a new staff member.

As Argyris Chris (2017) notes, the emphasis on organizational change in the

corporate life of recent years—including autonomous groups, high-performance work

systems, and the control system redesign—owes a great deal to the pioneering work of

Chris. In addition, he discusses the fact that the learning system in modern organizations

has a single-loop character.

In the article review by Alstete J. W. and Meyer J. P. (2020), they found that the

fundamental principle of knowledge and learning is the role of memory in people and

organizations. Since the rise of information technology and digitalization, memory

offloading is becoming paramount in organizations, and the information system

represents different devices in which knowledge can be externalized to be stored,

shared, and easily accessed to support decision-making.

Well, in fact, an effective learning process without the use of modern

technologies is unthinkable. However, since the world has changed dramatically with

the widespread introduction of information and communication technologies, numerous

bright representations of technologies can organize and interact with different

 16

participants in the learning process of the global internet, according to Zelinkskiy

(2021).

He also added that the search for new approaches to learning and management

systems could be further enhanced with the use of modern information and

communication technologies in the organization or even in the educational process.

Transaction Processing System

Transaction Processing System is a business tool that consist of computer

hardware and software and host an application whose purpose is to carry out

transactions for running or undertaking business Paul (2022). He then added that TPS

is a system that gathers, stores, alters and retrieves data transactions in a organization.

And it was characterized by rapid processing of data reliability, use of standard

procedures and control access. Also TPS is commonly possess certain elements such as

inputs, storage, processing and output.

Rahmatian (n.d.), stated that, at such it is a subset of the operational subsystem

of the organization that records the work done. Wherein the data that is captured and

store by at TPS serve as two purposes. Firs is to support day-to-day routine operations

by being made accessible to those parts of the organization (as well as the external

entities) where they are needed. Second, is to feed the management by reporting system

and produce performance reports about the effectiveness and efficiency of the

operations. The usefulness of transactions data goes beyond into mere operations

because the large volumes of detailed data are can be used as historical reference for

forecasting, identifying trends, and measuring performance. He added also that

understanding the TPS can be accomplished along into two different dimensions the
 17

externally versus the internally and logically (what it does) versus physically (the

technology based on which it works).

Although a TPS in primarily concerned with a day-to-day operations, means it

does play critical strategic role in organizations, for it is with the operational level of

the organization that customers and suppliers interact. Also if the TPS in now working

satisfactorily, then those external relation tend to suffer.

System Software Management

According to Lutkevich & Wigmore (2021) System software is a type of

computer program that is designed to run a computer’s hardware and application

programs. If we think the computer system as a layered model, the system software is

the interface between the hardware and user applications. The operating system is the

best know example of system software; The OS manages all the other programs in a

computer. They also stated that system software id used to manage the computer itself.

It runs in the background maintaining the computer’s basic functions so users run

higher-level application software to perform certain task. Essentially system software

provides a platform for application software to be run on top of.

While Martin, M. (2022) stated that System software is a collection of programs

that control and manage computer hardware operations. It also aids in the proper

execution of application programs. System software is intended to control the operation

of a computer system and to extend its processing capabilities. System software

improves the speed, effectiveness, and security of computer operation. Operating

system, programming language, communication software, and so on are examples.

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Emergence of Web Application

According to TechTarget Contributor (2019), web application development is

the creation of programs that reside on remote servers and are delivered to the user's

devices over the Internet. It also added that web application development typically has

a short development life cycle and is done by a small development team. Furthermore,

due to the evolutionary nature of Web technology, an explosion of new ideas,

applications, and start-up companies are working towards extending and generating

new services to add leverage to different existing services (Anderson, 2007).

In addition to the chapter the book written by Sturm et al.(2017), entitled

"Managing Web-Based Applications," they said that a web-based applications are

typically used through web browsers. Wherein each browser is slightly different and

displays web pages in different ways. Furthermore, as a result, the programming of

web-based applications needs to be specialized to accommodate the ways the browsers

interact with different web languages, such as HTML, CSS, XML, Flash, Perl, ASP,

and PHP.

On the other hand, Kotwica (2013), shares the benefits of web-based

applications and their current adaptation rates. Wherein the companies adopt web-based

applications to improve communication and workflow within their businesses and their

relationships with their clients. In fact, a McKinsey global survey of over 3,500

executives conducted in June 2012 showed that 83% had adopted at least one. Social

technology, with 90% of those respondents reporting "measurable benefits" from using

those technologies.
 19

ISO 25010

According to Britton, J. (n.d). ISO 25010 is a software quality standard. It

describes the models, consisting of characteristics and sub-characteristics, for both

software product quality, and software quality in use together with practical guidance

on the use of the quality models.

He also mentioned about the description of 2 quality models (1) The quality in

use model composed of five characteristics (some of which are further sub-divided into

sub-characteristics) that relate to the outcome of interaction when a product is used in

a particular context of use. (2) A product quality model composed of eight

characteristics (which are further sub-divided into sub-characteristics) that relate to

static properties of software and dynamic properties of the computer system.

Synthesis of the Studies

There are a lot of different types of literature and review discussions, and all of

them are set up in sections that make sense.

With these ideas, we draw the conclusion that technological advancement is

both rapid and constant. The emerging systems and the development of such new

systems are recommended. In fact, as a collection of studies, it offers a wealth of

paradigms that can be used in a wide range of social settings, such as business and

organizational settings, the rules we follow in our daily lives, the technologies we use

at work, and even our own personal lives.

The multiple research studies and supporting information in this chapter provide

us with answers as well as clarity that this research and the creation of this system are

urgent and significant. Furthermore, this will provide good supporting information.
 20

Although there are repercussions that are being discussed, as we glimpse in each study,

there is still a huge opportunity for us to improve and evolve our modern way of

processing, tracking, and gathering data with the assistance of new technology. Lastly,

we can use these various references and guidelines to implement the process that we

wanted to implement.
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