Republic of the Philippines

CARAGA STATE UNIVERSITY

Main Campus

Ampayon, Butuan City

CSU-CENTRAL STUDENT GOVERNMENT FINANCIAL

MANAGEMENT INFORMATION SYSTEM
A

Software Project

Presented to the Faculty of College of

Engineering and Information Technology

In Partial Fulfillment of the requirements for the

Diploma in Computer Technology

MARY JOY G. ELEGINO

GREGORIA R. GUARIN

March 2011
 ACKNOWLEDGEMENT

The support and participation of several individuals made this

study possible. It is a pleasure for the researchers to have this

opportunity to express their appreciation to all of them. Heartfelt

thanks and gratitude to the following:

To the staff of CSU Central Government Student (CSG) for giving

their precious time in answering the researchers questions and for

serving as their guide in understanding the flow of the current system.

To the staff of the Department of College of Engineering and

Information Technology (CEIT), especially to Prof. James V. Presbitero,

for his brilliant ideas about the development of this project.

To Mr. Gleen A. Dalaorao, who kept an eye on the progress of

this work and for always making himself available when the authors

needed his valuable comments. He serves as their adviser.

To their classmates and friends for sharing their time, ideas,

support and laughter that inspires them most. To their families who

formed part of their vision and taught them good things that really

matters in life; and for being their inspiration in pursuing their studies

and in working hard.

 Above all, heartfelt and endless thanks to the Almighty God for

giving such wonderful blessings and guidance throughout all their

works.

TABLE OF CONTENTS
Contents
Page
Title Page --------------------------------------------------
i

Approval Sheet -----------------------------------------------

ii

Abstract ----------------------------------------------
iii

Acknowledgement ----------------------------------------------
iv

Chapter I

Introduction ----------------------------------------------
1

Statement of the Problem ---------------------------------------------- 2

Objectives ----------------------------------------------
2

Significance of the Study ----------------------------------------------

3

Scope and Limitation ---------------------------------------------- 3

Chapter II

Database Design -----------------------------------------------

4

Entity Relationship Diagram (ERD)

Tables ----------------------------------------------
5-8
Chapter III

Screen Layout -----------------------------------------------

10-17

Chapter IV

Conclusion and Recommendation ----------------------------------------

18

Appendices ----------------------------------------

Certification of Approval ----------------------------------------

Grammar Certification ----------------------------------------

Public Defense Attendance ----------------------------------------

Curriculum Vitae ----------------------------------------

ABSTRACT

The advances and continuing improvements in technology

greatly affect running a successful organization. Hence, the evolution

of technology played a vital role in developing this system. The Central

Student Government of Caraga State University (CSU) practices the

traditional and the slow process of managing the finances and giving

information to the student. With this in mind, the authors propose that

manual financial operation shall be transformed into a web-based

financial management information system to provide more efficient

and reliable service. The system will be called “CSU-CSG Financial

Management and Information System”. The student can surf the site

freely and view related information without showing up to the Central

Student Government office. The administrator meanwhile will be the

one who will have the right to access and manipulate financial
transactions in the system. This proposal aims to discuss thoroughly all

the steps and processes involved in the implementation of CSU-Central

Student Government Financial Management and Information System.

Finally, this research goes to prove the much easier accessibility

and less burdensome job in tracking and retrieving transaction records

without sacrificing the integrity of the organization’s data.

iii

CHAPTER I
INTRODUCTION
Caraga State University has always aspired to strive for

excellence and follow the trends of the new millennium. It plans to

automate its sub-systems and be globally competitive. The Central

Student Government is one of the institution’s living sub-systems. The

CSG is a democratic and a republican student government. It lives up

to the CSU’s vision and mission on academic excellence for sustainable

development. It serves as a direct auxiliary of the administration in

spearheading all facets of campus development.

The current system of the CSU’s Central Student Government of

monitoring financial transactions has been a burden for the staff due to
the slow process of storing and retrieving information. Since Caraga

State University’s CSG is still using manual –based financial operation,

this project, it is believed, would be very useful and beneficial. This

web-based system will lessen the burden in keeping and recording of

student government’s financial transactions. Moreover, it will offer

efficient and reliable services to the students, the staff, as well as to

the university.

STATEMENT OF THE PROBLEM

Caraga State University Central Student Government is currently

using the manual based method in its financial operations, which
results to some difficulties in maintaining and managing transactions.
The specific problem is as follow:

1. Hassle and time consuming for students to come over in the

student government office to know financial status and get some
relevant information.

2. The current system is very laborious on the part of the Central

Student Government staff.
 3. The manual financial operation is error prone.

OBJECTIVES

This study aims to develop an automatic system that will replace

the manual based system in CSG. Specifically, it aims to:

1. To develop a system that will manage financial transactions.

2. To lessen the work of the staff in managing their financial and to

lessen the burden in tracking and retrieving financial transaction
records.

3. To set the system online with full security functions that is

accessible over the Internet. To develop a system that can guarantee
data integrity.

SIGNIFICANCE OF THE STUDY

This study is meant to automate and to put online the student

government system of Caraga State University. This new system is

sure to have profound effect to the productivity of the staff. Csuan’s

can surf the site freely and would know the financial status of the

Central Student Government without wasting their time going to the

CSG office. They can read information’s in the site wherever they are
and at any time as long as they have Internet connection. In addition,

the Central Student Government staff can easily manage the

information concerning monetary transactions since data are stored in

a database and the system offers much more dependability and

efficiency than that of a manual-based financial operation.

SCOPE AND LIMITATION

This study is limited to the design and implementation of a web-

based student government system of Caraga state University. It

utilizes the financial reports, adding funds, tracking of funds and

expenses record and updating their records that also include their

account transactions in the database.

The outcome of this project is very propitious in looking forward

to a more reliable and effective service in giving information’s and it is

also a user-friendly system. This project also complements with the

aims of the university to change the existing method in student

government financial management and giving information’s to an

automated one.

CHAPTER II

DATABASE DESIGN
Figure 1.0 ERD on CSU-CSG Financial Management and Information
System

The item named staff contains all the information about the staff
which is connected to the administration (admin) item, where it will assign
selected officers as staff to be in-charge of the CSG operations. The admin
then is connected to the item named funds to start the transaction. The staff
must make a budget proposal/resolution and submit it to the school
administrator for approval to claim the CSG funds through miscellaneous fee
being collected per student. Then after they claimed that funds with a receipt
number, it would be presented as funds_id for the purpose of monetary
supervision.

Staff _id is connected as “foreign key” into the item named funds,
which is used to identify the staff that recorded the funds. The funds_id from
the item named funds is connected to the item named expenses which is
used to retrieve funds the staff are going to use. Staff _id is also connected as
“foreign key” to the item named expenses, which is used to track the staff
that spent the funds. From the item named expenses, which contains
information about the funds expenses, and also the funds field named ‘or_no’
(official receipt number) is connected to the table name DETAILS, which
specified the details of expenses. The item named expenses is the one that
holds the general information of the system. Then, when the funds are all
spent, the in-charge staff must submit financial reports to the school registrar
in order to gain other funds.
 TABLES
FIELD TYPE NULL KEY DEFAULT

staff_id VARCHAR(10) Primary Key NOT NULL

Lastname VARCHAR(40) YES NULL

firstname VARCHAR(40) YES NULL

Mi VARCHAR(40) YES NULL

Address VARCHAR(40) YES NULL

Position VARCHAR(40) YES NULL

Table 1.0 STAFF

Table named STAFF shows database officers records. The staff_id is

the primary key and a unique identifier of each officer. The type column
shows the length of the characters, which can be stored in a certain field.
Aside from staff_id, some fields are named as follows: lastname, firstname,
mi, address, and position.

FIELD TYPE NULL KEY DEFAULT

staff_id VARCHAR(10 Primary NOT NULL

) Key

college VARCHAR(40 YES NULL

)

Course VARCHAR(40 YES NULL

)

year_level VARCHAR(40 YES NULL

)

semester VARCHAR(40 YES NULL

)

Sy VARCHAR(40 YES NULL

)

Table 1.1 STAFF STATUS

Table name STAFF STATUS shows staff’s status information in the

database. Staff_id is the primary key. College, course, year_level, semester
and sy are the other information in this table that fulfills the profile of staff.
 NU
FIELD TYPE LL KEY DEFAULT

VARCHAR(1
staff_id 0) Primary Key NOT NULL

VARCHAR( YES
username 40) NULL

VARCHAR( YES
password 40) NULL

access_lev VARCHAR( YES

el 40) NULL

Table 1.2 ADMIN

Table 1.2 is the ADMIN table, which contains the information about
the staff in-charge who operates financial management. Staff_id is the unique
key. It also contains username, password, and access level, which are used
so that the staff can get in to the admin transactions.

Table 1.3 FUNDS

FIELD TYPE NULL KEY DEFAULT

VARCHAR(1
funds_id 0) Primary Key NOT NULL

VARCHAR(1
staff_id 0) Foreign key NOT NULL

Amount DOUBLE(40) YES NULL

VARCHAR(4
source_fund 0) YES NULL

date_recieved DATE YES NULL

date_added DATE YES NULL

VARCHAR(4
semester 0) YES NULL

VARCHAR(4
Sy 0) YES NULL

description TEXT YES NULL

 Table 1.3 is the FUNDS table, which holds the information concerning
the funds. Funds_id is the primary key and staff_id as foreign key connected
in admin. FUNDS also consist of amount, source_fund, date_recieved, date,
semester, sy and description that help to fulfill funds data.

ATTRIBUTE_NA
ME TYPE NULL KEY DEFAULT

VARCHAR(1
or_no 0) Primary Key NOT NULL

VARCHAR(1
staff_id 0) Foreign Key NOT NULL

VARCHAR(1
funds_id 0) Foreign Key NOT NULL

date_added DATE YES NULL

VARCHAR(4
purpose 0) YES NULL

VARCHAR(4
semester 0) YES NULL

VARCHAR(4
sy 0) YES NULL

Table 1.4 EXPENSES

Table 1.4 is the EXPENSES table that has or_no, staff_id, funds_id
date, purpose, semester, and sy holds the general information of the CSG
financial expenses.

ATTRIBUTE_NA
ME TYPE NULL KEY DEFAULT

VARCHAR(
or_no 10) Primary Key NOT NULL

VARCHAR(
Items 40) YES NULL
 DOUBLE
unit_quantity (40) YES NULL

DOUBLE
unit_price (40) YES NULL

Table 1.5 DETAILS

Table 1.5 is the DETAILS table that has or_no, items, and
unit_quantity, unit_price that supported and describes the table of expenses.

ATTRIBUTE_NA
ME TYPE NULL KEY DEFAULT

VARCHAR(
log_id 40) Primary Key NOT NULL

VARCHAR(
staff_id 40) YES Foreign key NOT NULL

VARCHAR(
time_in 40) YES NULL

VARCHAR(
time_out 40) YES NULL

date DATE YES NULL

Table 1.6 LOG HISTORY

Table 1.6 is the LOG HISTORY shows the information history of the
officers who log in to the administrator’s page. Log_id is the primary key and
with its staff_id as foreign key which helps to retrieve the background of that
staff. Time_in, time_out and date are the other information in this table that
fulfills the log in history.
 8

CHAPTER III

SCREEN LAYOUT
 Figure 1.1 Main Page

This is the screen layout for the Main Page of the CSU–CSG Financial
Management and Information System where the student can view and get
information about upcoming activities and financial reports. To the left side of
the screen layout is the log in profile for officers that need to be filled in by an
individual that wants to start the transaction.

9
 Figure 1.2 Admin Main Page

This page is the Admin Main Page where the admin can select where
he/she wants to start the transaction.

10
 Figure 1.3 Officers

This is the screen for the registration of officers with an account.

In this page one can register, edit, search, and delete an officer’s
account that will be used to be in assigning him/her as either an
administrator or an encoder. There is also a printer link to print officer
records.

11
 Figure 1.4 Funds

This is the screen of the Funds account registration. This is used

to add, update, search, and delete funds record. There is also a printer
link to print some files.

12
 Figure 1.5 Expenses

This is the screen of the expenses account registration. This is

used to add, update, search, and delete record of funds. There is also a
printer link to print expenses records.

13
 Figure 1.6 Financial Report Menus

The screen for Financial Report Menu is where trusted

administrators can choose which links he/she needs to visit, to view
the financial reports.

14

Figure 1.7 Students Financial Expenses Report

 This page is for Students Financial Expenses Report. Here

the students can access a link and get information about the financial

status of CSG.

15
 Figure 1.8 Admin Financial Expenses Report

This is page is the Admin Financial Expenses Report

that is limited for the administrator only.

16
 Figure 1.9 Log History

Figure 1.9 is Log History page; it is used to indicate the

persons who opened the system. This contains date, name, time-in and

time-out data that fulfill log history’s requirements.

17
 CHAPTER IV
CONCLUSION AND RECOMMENDATION

The study introduces a new kind of web-based student

government financial management information system with simple and

time saving program for both student and staff. The basic elements of

this new system are Hypertext Pre-Processor (PHP) and MYSQL. The

advantages of using web-based applications are clear. The user

interfaces are easier to customize, making them more visually

appealing and user friendly. Unlike traditional applications, web-based

systems are accessible anytime, anywhere via PC with Internet

connection. Users can access time-critical information from any web

browsers including wireless devices wherever they might be.

The authors recommend to the future developers, further study

and improvements of this system and to extend its capabilities and

increase the usage features of this system. For security purposes, the

future developers could further study about the possibility of a fully

secured site. Since the system is a web-based, the authors also

recommend to the future developer to save a back-up copy of the

system so that if ever the Hard Disc Drive (HDD) will be crush the data

stored in the database are safe.

18