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I. Overview
As for the trending technology of today, it has become a challenge to become a
part of it. Technology brings many innovations which are very helpful in everyday living.
We are challenging our self in making a system which can provide the efficiency and
comfortable system that has the potential of implying an excellent performance for both
the end users and the clients.
This automated system for the Municipal Treasurers Office is proposed for this
project. With the help of the automated system the workload will be more efficient to
handle and the employees can also be more comfortable in their daily transactions.
In the proposed system it is expected to be more time efficient than the manual,
because all transaction will be aided by the system. The system also provides the client
profiling which will help the collectors keep the minimum time in their transaction with
the client. When a client is already enrolled in the system, during their next transaction
they dont need to write their names and any other information. The collector will only
just need to retrieve their accounts where all of their basic information can be found.
With this the client-collector transaction will not take much long and this can also
provide the efficiency in the clients part.
The system also provides automatic report generation for the collectors,
liquidating officer, and the treasurer. With the help of the system the collector can easily
generate their report just by navigating it in the system. Then after they can generate their
report they are also automatically sent to the liquidating officer. They only have to remit
their collection personally to the liquidating officer. The liquidating officer can now
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easily tabulate all the collectors report; he/she can also generate the summary of reports
after he/she certify all the collectors report.
After the liquidating office review all the reports, this reports will now forwarded
to the treasurers. The treasurer will be responsible in auditing the total accumulated
revenue, the outgoing moneys and the log of the total amount in the bank.

II. Data Flow Diagram (current system)







Process Specification
Above is the current system flow of transaction, in which every terminal has their
definitive processes. The transaction starts with the client, then the collectors receive the
clients needs and execute the process. This includes the choice of accountable accounts
category and what kind of accountable forms to be used in the transaction. They
manually calculate their total collection for the entire day with the use of the duplicates
START CLIENT
COLLECTOR
LIQUIDATING
OFFICER
TREASURER BANK
END
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from the receipts they have issued. After they calculate the duplicates total collection
value they generate their Report of Collection and Deposits (Annex G-11) and pass/remit
it to the liquidating officer together with the accumulated collection. The designated
liquidating officer reviews and recounts the remitted denomination of bills together with
the generated report from the collector. After securing and recounting all bills and reports
are true the liquidating officer can now generate SEF, SEF Annex E and Summary of
Collections reports.
The liquidating officer now can remit his/her collections to the treasurer. The
treasurer can now recount all the collection together with the cheque balance they have.
The treasurer also checks the report of funds enlisted in the log book in each specific kind
of funds. After summing up all the collections and cheque and ensuring that the enlisted
in the log books are correct, the treasurer can now deposit it to bank.
III. Problem Areas
The proposed project aims to establish an efficient and convenient way of
processing transaction to the clients. Hence, the following questions were derived to
support and fulfill the systems establishment:
a. How can the process of the transaction be a more time efficient for the end users
and the client?
b. How to provide a better cancellation method for the end users? (Particularly in
issuing receipts.)
c. How to provide an easy way in tracking the duplicates and other documents when
it is needed?
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IV. Data Flow Diagram (Proposed)










Process Specification
In the data flow above shows how the proposed systems flow of transaction goes.
Just like the current manual system the transaction starts at the client, then the collector
interpret the nature or category of the transaction made by the client. Unlike the manual
operation the collector now encodes the necessary information given by the client in the
system and save the information for further use in the future. After the collector inputs all
the necessary data, the collector can now preview the details before printing the official
receipt, in this part the collector can either edit or cancel the transaction if there are any
errors with the details.
All transactions made by the collector are saved in the system. In the end of the
day the collectors can easily make their report of collections jus by retrieving their
transaction in that day. After generating the report it is automatically sent to the
START CLIENT COLLECTOR
LIQUIDATING
OFFICER
TREASURER
BANK END
SYSTEM/DATABASE
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liquidating officer for the liquidation of their total collection. Then the liquidating officer
can now generate the SEF Annex E, and Summary of collections Report from the given
reports from all the collectors.
After the liquidating officer finished all the reports, it is now forwarded into the
treasurer for final evaluation and review.
Objectives
The general objective of the study is to design a simple system that is capable of
providing an efficient and comfortable working experience. The project aims to automate
the current manual transaction for the benefit for both the client and the collector.
One of the goals of this study is to generate a timely report for any urgent usage
of any material that is generated with the system. Making an automated system provide
the ease and enable the designated person to acquire their urgent needs. The system also
must generate an accurate report for the end users. Making most of the flow of the
transaction being automated is a convenient and faster transaction flow.
The proposed project has been formulated these following objectives/goals:
1. To generate a timely reports in any given time.
2. To reduce time consume during the transaction process.
3. To help the end users to automatically generate their daily reports.





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V. Wala pa kablounsaningdapita
















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VI. Data Structures
Collectors Profile
o Collectors name(first, last, middle)
o Designation
o
Client Profile
o Name (first, last, middle)
o Date of Birth
o Birth place
o Address
o Civil Status
o Employment status
Transaction
o Transaction Name(Accountable name)
o Documentary Stamp
o Surcharge
o Total
Collectors Report (Annex G-11)
o Accountable Form Name
o OR no. (from - to)
o Payor
o Particulars
o Amount
o Beginning Balance
Qty
From
To
o Receipt
qty
from
to
o Issued
Qty
From
To
o Ending balance
Qty
From
To
o Date
o Name of collector
o Name of liquidating officer
Liquidating officers Report ((SEF Annex E)
o Name of collector
o Designation
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o DSCAF No.
o Amount
o Grand total
Liquidating Officer Report (SEF)
o OR ticket no. (From - to)
o Payor
o Particulars
o Amount
o Accountable Officer/Bank
o Reference
o Amount
Consolidated Report of Accountability for Accountable Form
o Name of form
o A.F. no.
o Beginning balance
Qty
From
To
o Receipt
Qty
From(name of barangays)
o Issued
Qty
From
To
o Ending balance
Qty
From
To
Summary of Collections (Provincial Form No. 60(a))
o Sources of collections
o Account code
o Total collections
o National Share
o Provincial Share
General Fund
Special Education Fund
o Municipal Share
General Fund
Special Education Fund
o Barangay Share
o Total revenue from taxation
o Total revenue collection
o Documentary stamps
o Grand total

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VII. Graphical User Interface (GUI)
VIII. Coding
IX. Debug & Testing
X. Compilation

Vouchers
All the disbursement vouchers transaction will be handle by both maam lily and maam
baby. Theyre responsible in checking and ensuring the vouchers are indeed true and correct.
They also process the voucher for disbursement and log it to keep track of the voucher.