Chapter III
METHODOLOGY
Technicality of the Project
A point-of-sale system manages the execution of retail transactions, often
determining the payment due for products/services to be purchased, recording the receipt
of funds, recording the completion of the transaction, and issuance of receipts. This type
of type of system is need by the school canteen of the North Valley College Foundation,
Inc., Lanao, Kidapawan City. In addition to the features of a point-of-sale system, the
proposed system will have an additional feature of credit monitoring for the employees.
With the problems that exist in terms of monitoring the credits incurred by the
employees, a suitable system is needed. This proposed system can perform the regular
features of a point-of-sale system such as computation of payment due for
products/services to be purchased, issuance of receipts, and recording transactions. With
the credit monitoring feature of the system as its highlight, the employees can now monitor
their credits incurred from time to time and ask for printouts of them before the deductions
will be made in the payroll of the finance office. It will be of great help both for the
employees, canteen in-charge, and finance office for them to have a similar computation
of the credits incurred and possible salary deductions in the payroll.
To be able to create this system, the developers will make use of the MS Visual
Studio for the development of the user interface or front-end of the system. This system
will be a stand-alone system and will be installed in a desktop in the canteen. Another
tool needed in creating the system is MySQL database management system that will
store all the transactions and data needed for the operation of the system.
Locale of the Study
This study will be conducted in the school canteen of the North Valley College
Foundation, Inc., Lanao, Kidapawan City.
Organizational Chart
School Management
(Owners)
Vivian Pedres
Audit & Sales Monitoring
Aiza Bangcal Anecita Obaňa Alma Obaňa Em-Em
Cashier Cook Server Washer
Figure 3.1 Organizational Chart of NVCFI Canteen
Figure 3.1 represents the organizational chart of the school canteen of North Valley
College Foundation, Inc., Lanao, Kidapawan City. The school canteen is operated by the
school management and is composed of five (5) personnel. These personnel have
different tasks which includes audit and sale monitoring, cooking, serving, cashiering, and
washing of dishes.
Requirements Specification
Operational Feasibility
Inaccurate Computation of Credits
Damaged/Torn Ledger
Unreliable
Point-of-Sale
System and
Credit
Monitoring
Unavailability of receipts
Inaccurate Daily Sales Report
Figure 3.2 Fishbone Diagram
Figure 3.2 shows the fishbone diagram on the transactions of the school canteen
of North Valley College Foundation, Inc., Lanao, Kidapawan City. It shows the different
causes why the point-of-sale system and credit monitoring of the canteen is unreliable.
The causes which led to an unreliable point-of-sale system and credit monitoring are
damaged/torn ledgers, unavailability of receipts, inaccurate computation of credits, and
inaccurate daily sales report.
Functional Decomposition Diagram: Administrator
Point-of-Sale and Credit
Monitoring System
Point-of-Sale Credit Monitoring
Add Products Add Employee
Details
Update Products Update Employee
Details
Compute Payment Add Credit
Print Receipt Update Credit
Print Sales Report Print Credit Report
Figure 3.3 Functional Decomposition Diagram
Figure 3.3 shows the functional decomposition diagram of the administrator of the
point-of-sale and credit monitoring system of the school canteen of North Valley College
Foundation, Inc., Lanao, Kidapawan City. Shows on the figure are the features of the
system and the functionalities that the administrator can perform using the system.
Technical Feasibility
Software
➢ Operating System ➢ Windows 10
➢ Programming language ➢ Visual Studio 2008
➢ Database ➢ MySQL 5.0
Table 3.1 Software Requirements
Hardware
Processor Genuine Intel(R) CPU 575 @ 2.00
GHz 2.00 GHz
System Type 64-bit Operating System, x64-based
Processor
Memory At least 4GB DDR3 or better
Secondary Memory At least 500GB HDD or better
Table 3.2 Hardware Requirements
Tables 3.1 and 3.2 show the software and hardware requirements of the proposed
system. Shown in the tables above are the minimum requirements for the development
of the system.
Schedule Feasibility
STAGES MONTHS FEBRUARY MARCH APRIL MAY JUNE
Introduction
Planning/ Brainstorming
Develop Project Proposal
Background of the Study
Description of the Problem
Objectives of the Study
Scope and Limitation of the Study
Review of Related Literature
Review of Related Literature
Methodology
Materials (software, Hardware and
data)
Requirements Analysis
System Design and Development
Requirement
Project Duration
Requirements Documentation
Data Model
SDLC Used
Project Maintenance and Support Plan
Finalization
Table 3.3 Gantt chart
Table 3.3 presents a summary of the task required to develop and document
the proposed system including the duration of each task and their sequence. With
the aid of this chart, the developers were guided during the documentation and data
gathering process.
Economic Feasibility
DEVICES COST
Hardware Php 35, 000.00
Software 5,000.00
Maintenance 5,000.00
TOTAL= Php 45, 000.00
Table 3.4 Cost of the Project
Table 3.5 above shows the estimated cost for the development of the
system. The hardware peripherals cost Php 35, 000.00 which includes the
computer set to which the system will be developed and installed. The software
tools to be used including the licenses will cost Php 5,000.00. Maintenance cost
for updates and troubleshooting costs around Php 5,000.00. The total cost for the
system development including hardware components and software licenses is Php
45, 000.00.
With such amount to pay, it is lesser than the loses that the business may
incur in terms of unrecorded credits and sales. In the long run, the usage of the
system has more benefits than the expenditure for its development.
Requirements Modeling
INPUT PROCESS OUTPUT
Employees Verify Login
Details Access
Receipts
Product Details Encode Employee
and Product Sales Report
Details
Credit
Login Credentials
Monitoring
iN Update Employee
Report
and Product
Details
Update Employee
Credit
Encode
Purchased
Products
Compute Payment
Print Receipts and
Reports
Figure 3.4 Input-Process-Output Chart
Figure 3.4 shows the input-process-output (IPO) chart. It shows the inputs to the
system which includes employees’ details, products’ details, and login credentials to
access the system. Processes are also shown in the diagram. These processes are the
features of the system and the possible things that the user can do to the system. The
output of the system are sales reports, receipts, and credit monitoring reports.
Data and Process Modeling
Context Diagram
Printed Credit Items Details
Encode Customer Information
Receipt Details
Customer
NVCFI Canteen
Information Details
Point-of-Sale and
Customer
Credit Monitoring Canteen In-charge
Information Customer Purchasing
Customer System Details
Purchasing Issue Receipt
Details
Credit Items Details Customer Credit Items
Update Customer Credit
Generate sales inventory
report and credit report Print Customer Credit Ledger
Owner
Generate sales inventory and credit reports
Figure 3.5 Context Diagram – Level 0 Data Flow Diagram
Figure 3.5 shows the context diagram or level 0 data flow diagram. It shows how
the three entities interact with the system. The entities include the customer, owner, and
the canteen in-charge. Every entity in the diagram performs transactions through the
system and the system in return gives outputs needed by each entity.
Data Flow Diagram: Level 1
Store Sales Details D1 POS
1.0
Encode Customer Information
Customer Information
Point-of-Sale Customer
Information
Purchasing Details Details
Canteen In-
Customer
charge
Purchasing
Details
Receipt Details
Customer
Issue Receipt
Customer
Credit Item
Details
2.0
Update Customer
Credit Item Details
Credit Ledger
Credit
Print Customer
Monitoring Credit Ledger
Printed Credit Item Details
Update Customer Credit
Ledger as Paid
Updated
Customer Credit
Sales
Ledger D2 Credit Ledger
Report
Credit
Monitoring
3.0 Encoded Items
and Prices
Inventory Generate
Inventory Report
Inventory Reports
Generated
Inventory
Report Encoded
Owner Inventory Details D3 Inventory
Figure 3.6 Level 1 Data Flow Diagram
Figure 3.6 shows the detailed transactions performed by the system on the level 1
of the data flow. It shows transactions on point-of-sale, inventory, and credit monitoring.
Data Flow Diagram: Level 2 Store Sales Details
D1 POS
Encoded Customer Information
1.1
Customer
Customer Information Information
Manage Canteen In-charge
Customer
Information
Customer
1.2 Purchasing
Details
Purchasing Details
Customer
Receipts Details POS Issue Receipts
Transactions
2.1 Customer
Credit Items Details
Credit Item Details Update Customer Credit List
Credit Sales Updated Customer
Credit Ledger
2.2 D2 Credit Ledger
Printed Credit Item Details Update Customer
Print Credit Status
Customer
Credit Sales
Print Customer Credit and
Forward to the School
Generated Sales Report
Finance Office
3.1
Encoded Stock In
Generated Credit Report
Stock In Stock In and Price Details
D3 Inventory
3.2
Generate Inventory Report
Extract Inventory Report
Generate
Inventory
Report
Generated Inventory Report Owner
Figure 3.7 Level 2 Data Flow Diagram
Figure 3.7 shows the level 2 data flow diagram of the proposed system. This
diagram shows the more details transactions that the system can do which includes
management of customer details, POS transactions, credit sales, printing of customer
credit sales, stock in for the products, and generation of inventory report. Also shown in
the diagram are the outputs of the system that the owner receives such as the sales
report, inventory report, and credit reports.
System Flowchart
No
Enter Login Verify
Start Credentials?
Credentials
Yes
Initial
Main Form System
Process? End
No
POS Yes Credit Monitoring
No No
Task? Task?
Yes Manage Customer Manage Credit
Yes
Information Sales
POS Transactions Update Credit
Ledger
Stock In Generate Reports
Generate Reports
Figure 3.8 System Flowchart
Figure 3.8 shows the system flowchart of the proposed system. It shows the main
processes involved in the system and the proposed flow of the interface of the system.
Risk Assessment Analysis
Disaster Recovery Plan. It is always impossible to predict the future, but it is
possible to prepare for the future cataclysms. All companies should have through Disaster
Recovery Plan (DRP) that describes what the company will be do if strategies assault.
The DRP should include information on protecting and restoring your systems and
software to covers are:
1. Do regular back-ups and send copies of some the back-up CD’s off-site.
2. Store back-up copies of all software CD’s either in fireproof, waterproofs, and
lockable cabinet of off-site.
3. Keep all license documentation either in fireproof, waterproof lockable cabinet
or offsite.
Technology today is more relevant to many business aspects. Organizations rely
on the system that would give more efficient and fast transaction technology. Organization
wants to be guaranteed that they will work precisely as expected, and that they will keep
working even in the face of disaster, accidents, and cautious attempts to interfere with or
prevent their function. It is more significant to have recovery plan whenever of the system
may come up.