CHAPTER 1

STUDY DESCRIPTION

1.1 Overview of the Current State of Technology

For many years of existence, Information Technology has

provided great benefits in the society and organizations
regarding to the high quality services offered towards
definite people needs. Nowadays, businesses are now more
reliant to Information Technology. Information Technology
helps business organizations in their business processes and
transactions, in support for their decision-making, and
solving problems which provides people a high quality
services.

Information Technology provides the academic institutions

for new opportunities in the process of organizing, storing,
integrating, and retrieving of information of every student.
Information Technology also helps academic institutions to
have a high quality education.

In 1988, Lighthouse Christian Learning Center was opened

by Lighthouse Baptist Church as an educational ministry for
the purpose of proving a Christian alternative to the
community’s education options. The Learning Center started
with eight (8) students in Kindergarten but grew steadily in
number.

In 1995, the center opened its name to Lighthouse

Christian Academy. During the succeeding years, the academy
separated each grade level. In 2001, the Department of
Education granted recognition for its preschool and
elementary courses; the following year Secondary Course had
its recognition. As the church and school ministries grew, so
grew the need for a bigger facility.

The construction of a two-story building at Purok 1,

Bañadero, Ozamiz City started last January 2001 and by the
grace of God was completed on December 2003.

At present, the Lighthouse Christian Academy has a manual

process of profiling and billing. Thus, result to an
inefficient generation of reports such as billing report and
payment reports.

The researchers have done some interviews and

observations in their processes. The researchers had figured
out some problems such as the greater time consumed by the
personnel that will result to an overtime just by generating
all the needed reports such as billing and payment reports.

The researchers recommended to the management of

Lighthouse Christian Academy especially at the accounting
department to have an automated student profiling and billing
system that will provide solutions in some of the problems
that they encountered. The Automated Student Profiling and
Billing System also include student ledger, bill information,
payments, and the backup capability in case of system failure.
Automation of the accounting and billing system has a big
contribution in terms of giving convenience to the users
especially to the students and the personnel.
1.2 Statement of the Problems

The Lighthouse Christian Academy is an educational ministry

of the Lighthouse Baptist Church. Through the years, the
academy grew and process of keeping the students records
encountered several problems such as:

• Difficulty in processing, tracking, updating and

retrieving of student records;

• Encounter less or misplaced student’s records;

• Greater time consumed in recording , searching and

generating reports; and

• Inaccurate computation of bills.

1.3 Study Objectives

1.3.1 General Objectives

The main objective of the study is to develop an Automated

Student Profiling and Billing System of the Lighthouse
Christian Academy that will help improve quality of services
to students and management.

1.3.2 Specific Objectives

Specifically, it aims to:

• Develop a centralized database in client server

structure where student records are kept for long
period of time and minimize the possibility of having
records being lost;
 • Reduce the personnel’s workload and the time consumed
in recording, searching and generating needed reports;
and

• Generate accurate reports needed by the academy for

evaluation and decision-making.

1.4 Scope and Limitation of the Study

The Automated Student Profiling and Billing System include

student ledger, bill information, payments, and backup.

The students profiling system record student’s

information at the database. The system allows viewing of all
the background and profile of the student inside the school.
The system records the information of students’ accounts and
balance inquiry to the database and produce tracking of any
transactions made by the students. The student profiling
system includes the keeping of students’ records. However,
keeping of records on employees’ information is no longer part
of the study.

The billing system offers an easy way of inquiring the

students’ bills. The system is capable of viewing the current
amount due of the students and their total balance. The
viewing of accounts can be done through presenting the
student’s ID number to the personnel for the processing. The
system is also responsible for the tallying of the payments of
the students.

The billing system also accepts the advance payments of

the guardians or of the students. It will be directly entered
to the database on what month they are going to pay for. The
school does the collection of the payments monthly. If ever
the students could not pay in their respective bills, the
system will generate list of students with delinquent account.

Moreover, the system is intended only for the Lighthouse

Christian Academy. This study focuses only in the school that
holds the information regarding the background resources of
student profile and bills that are needed for the development
of the system.

1.5 Significance of the Study

The study entitled “Automated Student Profiling and Billing

System of Lighthouse Christian Academy” aims to help the
school with regards to student profiling and billing process.

First, this study will improve the services rendered of

the school through accurate consumption of bills, monitoring
of payments and keeping of student’s profile. Lost or
misplaced records will be avoided since a copy of all
information is already provided in the database.

Second, the management will be provided with immediate

information especially focused on students and their accounts
that is needed for their decision making and policy creation.

And lastly, through the use of the system, the accounting

staff is confident of their service rendered and less time
utilized in completing a transaction requested.
 CHAPTER 2
REVIEW OF RELATED LITERATURE

As a number of years, computers continue to make an increasing

impact in our lives. At home, at works, and in the field, this
system helps man to do our works faster and more accurately.
Organization, institution and businesses firms shift from manual to
automate or online services to experience the impact of high advance
technology. Advances in computer hardware, software, and networking
technologies have spurred an evolution in the structure, design, and
use of corporate information system. Billing is a film term denoting
the amount and order in which film credits information is presented
in advertising materials and within the film it. Information given
in billing usually consists of the actors appearing in the movie,
the directors, producers, the companies producing and distributing
the movie (by name and/or logo), and artistic and technical crew.
The title of the movie is also considered to be part of the billing.

History of Billing

From the beginnings of motion pictures in the 1900s to

the early 1920s, the moguls that owned or managed big film
studios did not want to bill the actors appearing in their
films because they did not want to recreate the star system
that was very prominent on Broadway at that time. They also
feared that, once actors were billed on film, they would be
more popular and would seek sky-high salaries. Actors
themselves did not want to reveal their film careers to their
stage counterparts via billing on film, because at that time
working in the movies was deplorable and unacceptable to stage
actors. Therefore, as late as the 1910s, stars as famous as
Mary Pickford and Charlie Chaplin were not known by name to
moviegoers. According to Mary Pickford's biography Doug and
Mary, she was referred to by the public as "the Biograph girl"
in all of her films before 1905.

However, in 1906, Biograph actress Florence Lawrence received

billing on the credits of her film, and she became the first
movie star with celebrity status. From then on, actors
received billing on film. Also originating during that time
was the system of billing above and below the title, to
delineate the status of the players. Big stars such as
Pickford, Fairbanks, and Chaplin were billed above the title,
while lesser movie stars and supporting players were billed
below the title.

During the era of the studio system, on-screen billing was

presented at the beginning of a film; only a restatement of
the cast and possibly additional players appeared at the end,
because the studios had actors under contract and could decide
billing. The studios still followed the billing system of the
silent era.

However, after the studio system's collapse in the 1950s,

actors and their agents fought for billing on a film-by-film
basis. This, combined with changes in union contracts and
copyright laws, led to more actors and crew members being
included in the credits sequence, expanding its size
significantly. As a result, since the late 1960s, a
significant amount of the billing is reserved for the closing
credits of the film, which generally includes a recap of the
billing shown at the beginning. In addition, more stars began
to demand top billing.

Billing demands even extended to publicity materials, down to

the height of the letters and the position of names.
By the 1990s, some films had moved all billing to the film's
end, with the exception of company logos and the title.
Although popularized by the Star Wars series (see below) and
used sporadically in films such as The Godfather and
Ghostbusters, this "title-only" billing became an established
form for summer blockbusters in 1989, with Ghostbusters II,
Lethal Weapon 2, and The Abyss following the practice.
Occasionally, even the title is left to the end, such as in
The Mummy Returns, The Passion of the Christ, Hot Fuzz,
Apocalypto, Batman Begins, and The Dark Knight

2.1 Student Profiling System

This system gives idea about the student profiling, payment,

inquiring of student balance. The group knows how it can be
easy to use by the users, how it can be transact and how is
the flexibility, by that the group will give them more ideas
and of course the ideas that we got to the system will adapt
and enhance it.

2.2 LUSID: a Web-based student profiling system

Profiling is the term generally used for the creation and

maintenance of profiles of skills. This is important, among
other reasons, for employability: employers often want to know
about the skills, particularly transferable ones, offered by
potential employees, and they want evidence to back up claims
of competence at a skill. Students may want to record the
evidence they have for ability in these areas, which is not
only in terms of qualifications, but could also be from
testimonials, witness statements, or demonstrable products,
gathered in the course of work or other experiences. Much of
this is of relevance to writing CVs, but profiling as a whole
goes beyond CVs. Students may want to know about how to
develop their skills, or they might want to make plans for
doing this. Even more broadly, they might want tools to help
with planning their lives, while keeping skills and
employability in mind.

2.1.2 Generating student profiles based on

assessment/diagnostic test and student prescription

This invention is a computer based system for the

assessment, management and instruction of students, and for
the delivery of work pages and other instructional materials
in the form of electronic student workbooks. The computer
based assessment of the student produces a student profile
including skill gaps or learning objectives. Teacher (20) and
student (22) workstations are networked CPUs with pen-based
tablet inputs, and displays network with a central processor
(10) and data base. A director workstation may also be
networked with the central processor. The central processor
generates a teacher workbook either directly or with input
from the director workstation. The teacher, or teacher and
director together, assemble an electronic student workbook
containing instructional materials correlated with the student
profile. The system tracks useful data such as instructional
material (e.g., textbook pages, work sheets, software,
simulations, tests, etc.) delivered to students.
 CHAPTER 3

STUDY METHODOLOGY

The modeling of software is very necessary for the development of

the system. Software models are abstractions from code can serve as
input for program generators and provide documentation to the
developers as well. To develop the proposed system which is
Automated Student Profiling and Billing System of Lighthouse
Christian Academy, the researcher used the System Development Life
Cycle for modeling the design of the system and uses structured
approach in developing the system.

The systems development life cycle is a project management

technique that divides complex projects into smaller, more easily
managed segments or phases. Careful oversight is required to ensure
projects support strategic business objectives and resources are
effectively implemented into an organization’s enterprise
architecture.

System Development Life Cycle (SDLC) adheres to important

phases that are essential for developers, such as analysis, design,
program design and coding, program testing and the is installation.
There are several Systems Development Life Cycle Models in
existence.

The researchers used the Systems Development Life Cycle

because it is the most applicable methodology since our system is
not object-oriented.
Phase I: Analysis

The goal of system analysis is to determine where the problem

is in attempt to fix the system. This step involves breaking down
the system in different pieces and drawing diagrams to analyze the
situation.

This is the phase where the group analyzes the problems being
identified during the initiation/planning. On this phase, the group
furthermore develops the project plan by creating diagrams as well
as finding way to eliminate the risks that the researchers might
encounter.

Phase II: Design

In the design phase of the system development life cycle, the

group uses the information collected earlier to accomplish the
logical design of the information system. The group designs accurate
data-entry procedures so that data going into the information system
is correct. The design phase also includes designing files or
databases that will store much of the data needed by decision
makers. The group also works with the interfaces that meet their
information needs.

Phase III: Program Design and Coding

In system designs, the researchers include coding and

debugging that will need to satisfy the needs of the user. This is
an important phase in the development of the system because it would
be the final output of the project design that the user will be
using.
 The design stage takes as its initial input the requirements
identified in the approved requirements document. Design elements
describe the desired software features in detail, and generally
include context data flow diagram, top level data flow diagram and
the low level data flow diagram. The researchers were able to design
desired outcome by the use of designing such as Visual Basic 6 to
create interfaces of the proposed system. These design elements are
intended to describe the programmers may develop the software with
minimal additional input.

Phase IV: Program Testing

The group conducted a thorough testing on the system; test the

functionality of the system, debug the possible errors encountered
during the testing of the system. The group also conducted a series
of test to pinpoint problems is run first with sample data and
eventually with actual data from the current system.

Phase V: Installation

Implementation phase deals with the acceptance of the complete

detail of the system. The proposed system will be the final testing
validation. After the final verification and validation of the
system, the researchers will have a deployment/installation to
assured that the system was developed according to the gathered
objectives then the users will be trained on how to use the system.
 CHAPTER 4
CALENDAR ACTIVITIES

S.Y. 2009-2010 First Semester

Activity June July August September October

Data Gathering ** ***

System Design
and Analysis
**** **** ***

Table 4.1 Calendar of Activities for the First Semester

S.Y. 2009-2010 Second Semester

Activity November December January February March

System **** *** **** **

Construction

Project ** **
Transition/Tes
ting/Orientati
on

Table 4.2 Calendar of Activities for the Second Semester

Legend:

(*)- Indicates the number of weeks

 CHAPTER 5
THEORETICAL FRAMEWORK

5.1 Statement of Assumptions

The study is formulated in the following assumptions;

1. The users in the server side and client side are

educated enough to use computers and need little
training in using the system.

2. The Lighthouse Christian Academy is technically

equipped with the hardware like computer and
printer.
3. The students’ profile will be secured and gathered
accurately.

5.2 Definition of Terms

5.2.1 Definition of Computer Terms

TERMS DESCRIPTION

Analysis -The evaluation of situation in a

problem includes review from
different or point of view.

Application -A program or set of programs

that enables people to use
computer as a tool to accomplish
some task.

Attribute -In relational database, a field

within a record.

Client -A functional unit that receives

shared services from a server.

Client/Server -An arrangement used on local

area networks that makes use of
 “distributed intelligence” using
incompatible host anywhere on the
earth. Unifies virtually all
computer systems into a unitary
data format and addressing.

Computer -A machine that manipulates data

according to a list of
instructions.

Context Diagram -Is the highest level in a data

flow diagram and contains only
one process, representing the
entire system.

Data -Facts in the form of figures,

characters and others.

Data Flow Diagram (DFD) -Is a tool used to represent

graphically the flow of data in
the system.

Data Flows -Model the passage of data in the

system.

Database -A collection of related

information about a subject
organized in useful manner.

Data Store -A file or database where the

data is stored.

Entity -Is an object that exists and is

distinguishable from other
object.

Information System -Provides a database or

foundation for procedures such as
retrieving information, drawing
conclusions, and making
decisions.

Method -A specification of the steps by

which an offer an operation will
be carried out

Methodology -A body of methods and rules. A

study of principles or procedures
of inquiry in a particular field.
Object -Is anything real or abstract
which was stored data and those
methods that manipulate the data.

Process -Is a worked performed on, or in

response to incoming data flows
or conditions. Object is
something that is or capable of
being seen, touched, or otherwise
sensed, and about which users
store data and associate
behavior.

Relationship -Is an association among several

entities.

System design -Process of planning a new

business system or one to replace
or complement an existing system.

System -Group of related components and

operation that perform a task.

5.2.1 Definitions of Operational Terms

TERMS DESCRIPTION

Academy A school above the elementary

level. A society of scholars and
artists.

Account The total account of a student

for the month.

Beneficiary An act to receive a benefit.

Bill An account for goods or services

rendered.

Billing An itemized statement of

particulars.

File A collection of data or

information that is stored as a
unit in the computer under a
single name called filename.
ID Number Identifying one person control
number.

Inquiry Inquiries made by the students or

of the guardians.

Management The person who manage the

organization, establishment or
institution.

Monthly bill of A statement of the monthly bill

account to be paid settled by students or
guardians every month.

Personnel A body of persons employed.

Profiling To write or draw a profile.

Reports A periodic report of on a

student.

Services Utilities work done for others.

5.3 Theories Used in the Study

5.3.1 Data Flow Diagram

A data-flow diagram (DFD) is the graphical

representation of data processes throughout the organization.
The data flow approach emphasizes the logic underlying the
system. By using combinations of only four symbols, the
researcher can create a pictorial depiction of processes that
will eventually provide solid system documentation.

Table 5.1 Data Flow Diagram

SYMBOL NAME DESCRIPTION

Entity Represent the user of

some entity
SYMBOL NAME DESCRIPTION

Class/Entity This
Showsis used
the for the
movement of
symbol of entity with
data from one point to
Flow or Data its attributes.
another, with theA head
person, place, object,
arrow pointing toward
event, or concept
the data destination.in the
user environment about
which the organization
wishes to maintain data.

Process Used in processing and

1..1 Cardinalities manipulating
This data.
is used for the
relationship of one
1..* entity to other entity.
*..1

Represent a manual
Relationship store,
This issuch
usedasinfiling
making
Data Store cabinet, or a
relationship between one
computerized
entity to otherfile or
entity
database.
in the ER-diagram.
 5.3.2 Entity Relationship Diagram
An Entity Relationship Diagram is

Table 5.2 Entity Relationship Diagram

CHAPTER 6
DESCRIPTION OF THE EXISTING SYSTEM

The lighthouse Christian Academy uses a manual way of in

recording, retrieving and in generating of reports.

The bookkeeper is the assigned staff for recording all

the information and other achievements of each student in the
Lighthouse Christian Academy. At first, the bookkeeper asks
for information about the student such as full name, family
background and others. Then, the bookkeeper writes all the
information gathered to each and every profile form of a
student.

The assigned staff for the Billing is the teller. She is

the one who manages all the bills of the students but not the
one who computes for the student bills. The bookkeeper does
all the computation of the bills of the student in the
Lighthouse Christian Academy. After the computation is done,
the bookkeeper will give all the bills to the teachers
assigned to every classroom. The teller will received all
payments of the students or of the guardians and will issues
receipts to every payment received.

In retrieving of profile and billing records, they

encountered difficulties and spend much time due to the manual
process of retrieving files.
 Context Diagram of the Existing System

Student Report Request

Information 0
Student Management
Manual
Amount
Profiling and Generated
Billing Report
System
Idno + Charges Bill computation
(Bill of account)

Figure 6.1 Context Diagram of the Existing System

The context diagram describes the general feature of the

entire system. In figure 6.1, it shows the existing context
diagram of the Lighthouse Christian Academy. In this diagram
the students provide information to the system.

In the process of the profiling, the management first

gets the student information. Then, the management writes all
the information gathered to each and every profile form of a
student. In the process of billing, the Management first
computes the bill and can add an additional charge to the
students’ bill that will be processed in the bill of account
of a student. The student pays the bill of account in the
accounting office. Then, the Management will generate the
reports of payment that will be stored in the student ledger.
 Top Level Diagram of the Existing System

Accept Payment
Amount pay +
ID no. + Name+
Student charges D3 Student Ledger
4.0

Accept Amount pay +

Payment ID no. + Name+
Student
charges
Information
Bill of charges
Account 5.0
charges
Generate
Report
1.0
D2 Charges
Record
Student 2.0
Information
charges Record Generated
Charges Report
Student
information
3.0 Bill
+ ID
Computation
Generate Management
Bill
D1 Student File

Id no. + Previous Account

ID no.

6.2 Top Level Diagram of the Existing System

This diagram shows that the information of the student will be

stored in the ID no. and name of a student will be retrieve
from Student File to be used in the Accept Payment process
which is 4.0. The Students payment will be process in Accept
payment and will be stored in Student Ledger database. This
information stored in Student Ledger will be used in process
3.0 which is Generate Bill and after it will show the bill of
Account of each student. Then the other object is the
Management which is in-charge in bill computation and passes
through process 3.0. They are also in-charge in adding charges
and those changes will be stored in the Charge storage or D2.
Then the information will be used in Generate Bill process
after all the billing.