FgtEs as an Enrollment System for FGTS

______________________________________________________________________________

An Information System
Presented to
The School of Engineering and Architecture
SAINT LOUIS UNIVERSITY
A. Bonifacio Street, Baguio City, 2600

In Partial Fulfillment
Of the Requirement in the subject G-IT
Living in the IT Era

By:

MAEFLOR Q. TIPAYNO
GIT Adviser
May 15, 2019
Table of Contents

DESCRIPTION PAGE
CHAPTER I -------------------------------------------------------------------------------------------------------- 3-7
Company profile -------------------------------------------------------------------------------------- 3
History --------------------------------------------------------------------------------------------------- 3
 Services -------------------------------------------------------------------------------------------------- 3
Organizational Chart --------------------------------------------------------------------------------- 4
Business rules ------------------------------------------------------------------------------------------ 5
Overall business process ---------------------------------------------------------------------------- 6
Business’ document processing ------------------------------------------------------------------- 6
CHAPTER II (SYSTEMS ANALYSIS
Statement of the problems -------------------------------------------------------------------------- 9
Proposed solution ------------------------------------------------------------------------------------- 9
Features of FgtEs -------------------------------------------------------------------------------------- 10
Scope and delimitation ------------------------------------------------------------------------------ 11
Feasibility study
A. Operational ------------------------------------------------------------------------------- 11
B. Technical ---------------------------------------------------------------------------------- 12
C. Schedule ----------------------------------------------------------------------------------- 13
D. Economic------------------------------------------------------------------------------- 14-16
CHAPTER III (PROPOSED SOLUTION MODELLING)
Context diagram -------------------------------------------------------------------------------------- 17
Diagram 0 --------------------------------------------------------------------------------------------- 18
CHAPTER IV
Conclusion ---------------------------------------------------------------------------------------------- 19
Recommendation ------------------------------------------------------------------------------------ 19
Appendices
Proposed System -------------------------------------------------------------------------------- 20-24

Chapter 1
Company Profile
Company: Full Gospel Theological Seminary (FGTS)

2|Page
 Address: #23 Pucay rd, Pinsao Pilot, Baguio City, Philippines
Phone number/s: 0910 585 5870 / 0921 598 0479 / 0955 240 1365

HISTORY
The Full Gospel Theological Seminary (FGTS) is the Philippine extension of Daejeon Full
Gospel Theological Seminary in Daejeon City, South Korea. The Philippine extension started in
the year 2011 through the life of Rev. Caleb Lee, also called Lee Hokyun as his Korean name, with
his residence as the FGTS office at #23 Pucay rd, Pinsao Pilot, Baguio City, Philippines. From the
year 2011 the school branched out and made other outreaches and school venues from Luzon to
Mindanao.
SERVICES
The FGTS is a spiritual modular school offering

 Pastoral Ministry
 Master of Arts in Ministerial Studies
That focuses on bringing the kingdom of God into the world. The school is not limited to
these two courses but also has counseling, deliverance, and evangelism.

ORGANIZATIONAL CHART (PHILIPPINE EXTENSION ONLY)

3|Page
 REV. EMMANUEL
NAHIAL

REV. BENNY
DOMINGO

LIWAYWAY
MADAMBA

REV. RAYMUNDO
MENDOZA

REV. AURELIO
LAPAZ
REV. NOEMI
NAHIAL
DR. CALEB LEE JUN MACAHIG

DR. HONG ROGELIO

SUNGSOON IBACARRA

DIOMY ELCARTE

JULIET CHUA

SUSAN DIONELA

PAMPILO
CABALHIN

Fig. 1

BUSINESS RULES

4|Page
 The business rules of FGTS composes of different departments within the school namely;

administration, accommodation and lodging, and the ministerial team. Their business rules are

largely rooted from a biblical perspective which follows the word of God and stand firm with

ethics and morality.

I. ADMINISTRATION

a. Organizes the modular school within the country;

b. Keeps the general database needed for the school;

c. Handles the proper documentation of payments and issuance of receipts.

II. ACCOMODATION AND LODGING

a. The team organizes the lodging and accommodation for the students for the

duration of the modular class;

b. The kitchen team must see to it that the food served for the students are clean

and cooked properly.

III. MINISTERIAL TEAM

a. The team must be ready at all times to serve and minister to the students

OVERALL BUSINESS PROCESS

5|Page
 Enrollment operations in FGTS starts with the filing of registrations at the administration

team, after registration the student then proceeds to pay the enrollment fee for the session or

module. The second process is for the student to proceed to the accommodation staff to be

provided a room for the duration of the session (the student can either choose to stay in the

venue stay out and have their own separate accommodation at another place). If the student

completes the session, he or she will receive a certificate of attendance. After completing 12

modular sessions the student can now enlist for graduation.

BUSINESS’ DOCUMENT PROCESSING

While enrolling the students now file and settle their fees and registration at the

administration. The next step is for the student to submit his or her credentials (Copy of transcript

of records/diploma/church endorsement) then the course will be determined based on the

evaluation of registration and credentials submitted. After completing 12 modular sessions the

student can now enlist for graduation.

BUSINESS’ DOCUMENT PROCESSING DIAGRAM

Submit Data is stored

Student fill up
credentials to the Settling of fees manually at a
form administration
record book
6|Page
 Pastoral Decision
for Determine the course of the student
ministry admin
according to the credentials submitted

Completion of Master of Arts

12 modular in ministerial
sessions studies

END

Fig. 2

7|Page
OVERALL BUSINESS PROCESS DIAGRAM

Filing of forms and

Student enrolls
payment of fees Student
chooses to
If stay in stay in or
stay out
if stay out
Proceed to
accommodation staff

Proceed to own
accommodation
reservations

Student
completes the
attendance for
the session

If the student completes the attendance If the student does not completes the attendance

Student gets Student gets

certificate of certificate of
attendance participation

After completing 12
modules the student is
now eligible for END
graduation

Chapter 2
Systems Analysis

8|Page
STATEMENT OF THE PROBLEMS
The Full Gospel Theological Seminary has a handful of problems that comes with the existing
system for instance, the time consuming method of manually storing the data into record books
and manually retrieving them for future use would decrease productivity due to the excess use
of time and space. Another problem would be the number of the students enrolling would not
be easily determined because some would be late enrollees and would just enroll and register
on the day of the session.

 Time consuming
o the manual registration and storing of data would take up too much time
compared to when using an information system to store and retrieve data for the
purposes of registration and data management
 Possibility of losing data
o The traditional way of recording data on a record book would have a possibility of
losing data when the record book itself is misplaced, lost, or burnt while having an
information to store these data would prevent this from happening.
 A less efficient way of collecting money
o with the current system the money is collected and then deposited unto the
schools bank account manually, but having the new information system students
could now have the option of paying online

PROPOSED SOLUTION
Considering the problems stated above this team proposes FgtEs to be used as an information
system to organize the school. FgtEs basically organizes the data of the students, forms a
database to provide faster retrieval of data, and simplifies transaction and deposition of
payments.

In general, the system proposed focuses on:

 better organize existing data

 reduce losing and misplacing files
 save time by reducing manual labor
 improve general processes and productivity
 reduce or paper files
A. Functional Requirements
The main function of the proposed information system is to ease the workload of the
clients in registering and as well as the employees and employers by securing data files in
a methodical and well-organized approach in terms of keeping and recording data

9|Page
 management. The information system would also be used to simplify transactions with
utmost security and care.
Features of FGTES
 Organized Data- store physical and electronic documents proficiently, organize all
your information to make a better database for the school, and find precisely what
you’re looking for with the search function by searching for documents by student
or by any keyword.
 Accessibility- eliminate costly file cabinets by digitizing all paper documents and
reclaim storage rooms and create offices for staffs
 Security- Protect selected document text to keep it secure from unauthorized
viewers. Protect transactions from any type of malware that aims to phish, scam,
or steal the money used as payments for registration.
 Backup- The system also backs up data as immediately as the storage of data
happens.

B. Non- Functional Requirements

 Connectivity
Since the system proposed uses transactions the system must be connected to a
network of a bank to circumvent the thieving, phishing, scamming of money.
Though in the case of a power interruption the system would still be available
offline for storage of data but without the transactional feature to eradicate any
possibility of losing money.

 Backup
Though the system has automated backup feature, all files must be backed up in
a separate drive accessible only by the administration. (The preferred number of
backed up files is 3 so that the files would have other backups)

SCOPE AND DELIMITATION

This study covers the registration and the storing and management of student data
of the Full Gospel Theological Seminary. It also covers the transactional part of the school
for faster and easier transactions and for the recording of monetary records.

10 | P a g e
  The system contains solutions to the stated problems wherein it would be able to
run and support or even upgrade the current way of handling, managing, and
securing data. Furthermore, the system only addresses the problems stated
though it is still open for future changes, updates, and upgrades.

FEASIBILITY STUDY
A. Operational
For the operations of Full Gospel Theological Seminary, the current system could wear
the workers down easily by doing works that are consuming time, and space inefficiently
since the school does the registration manually. The student’s forms might go missing due
to the fact that the data only stays physical and not virtual, they could either be ruined by
calamities or by man-made situations. The current system also employs a manual mode
of transaction which only happens at the event of the registration for the session itself,
this situation would be tiring not just for the students but for the staff too. The
proponents would like to propose a database management and transactional processing
system called FgtEs which utilizes a computer system as a computer software to save and
manage the data of an organization, it would also be used to make transactions easier by
connecting the organization to a financial institution of their choice, provided that the
financial institution has an online system and is willing to be connected with the
organization.

The proposed information system contains log-ins that the student can access, the
information system would also be accessed by the administration for data management
purposes. The system would provide organization, efficiency, accessibility, and ease of
transactions. It was specifically modeled to ease the labor of the workers, and open new
access routes for the clients. It was made and designed with the intention to raise
productivity, safeguard transactions, and to make overall work easier.

B. Technical
SOFTWARE REQUIREMENT HARDWARE REQUIREMENT
Build Option Buy Option Computer Set

11 | P a g e
 Installation Document Processor speed: 1.00 GHz(minimum)
Management Memory and storage: 4GB
Developer’s System DDR4 RAM
fee Application Storage type: HDD 500GB and up
(building Software OS Version: Windows 8 and up
of software) Source: support.hp.com
Specifications
Installation fee *Easy to use
templates
* Powerful search
filters
* Flexible page
Permissions
* Page labels for
organization
* Task tracking
*Real-time
notifications

Source:
Confluence DMS

C. Schedule
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6

12 | P a g e
 APRIL APRIL APRIL APRIL 29- MAY MAY
8- 12 15-19 22-26 MAY 3 6-10 13-15
Selection of a
potential
company /
establishment
where
the IS will be
introduced
Research for
possible
Information
Systems
Selection of
the
Information
System
Read
company
profiles /
processes
Conduct
interviews
Formulation
of the
Information
System
Analyze data
flows
Introduce the
prototype
Perform cost
or
benefit
Prepare
Proposal
Present
Proposal

D. ECONOMIC
CURRENT SYSTEM

13 | P a g e
 Item/s Quantity Source Unit Price Total
Laptop 2 Octagon 27,899 Php 55,798 Php
Record Book 4 per year Papercart 84.75 Php 339 Php
Receipt Paper 3per session Papercart 32 Php 1, 152 Php
(12 sessions in
one year)
Coupon Bond 2 reams per Sterling 274.75 Php 6, 594Php
(For session (Lazada)
Certificates) (12 sessions in
one year)
Coupon Bond 4 reams per Sterling 274.75 Php 13,188 Php
(For Files) session (Lazada)
(12 sessions in
one year)
Ink Cartridge 4 colors every Laser 176.00 Php per 2,816 Php
three months Marketing color
Printer 2 Octagon 9, 899 Php 19,798 Php
Ball pens 40 pieces per MartOne 11.25 Php per 5,400
session piece
(12 sessions in
one year)

Power Cost Multiplied by:

-Hours per 12 hours per
session session
-session per 1 session per
day day
-days per week BENECO 7 days a week
-weeks by year 52 weeks
Divided by: 1000
Watt/Kilowatt 3.85
Php 16, 312

Total annual 146,595 Php

Cost of Current
System

14 | P a g e
 PROPOSED SYSTEM
Item/s Quantity Source Unit Price Total
Computer Set 2 HP 33,990 PHP 67, 980 Php
by Hp
-HP 20kd19.5”
Monitor
-Usb
Keyboard and
Mouse
-Intel ® Core™
i3-8100
Processor
-AMD Radeon
520 2GB
graphics
-4GB DDR4-
2400 RAM
-Oprical Drive
-Windows 10

Power Cost Multiplied by: 12 hours

-Hours per per session
session 1 session
-session per BENECO per day
day 7 days a
-days per week week
-weeks by year 52 weeks
Divided by: 1000
Watt/Kilowatt 3.85
13, 212 Php
Internet PLDT 2199php*Installation 27,837 Php
Connection 2099php per month
Total Annual 108,579 Php
Cost
of Proposed
System

BENEFITS

15 | P a g e
a. Tangible Benefits
a. Wider space for work
The new system will have the ability to replaces papers with digital data and
makes room for other devices which in turn will make larger rooms for their works.

b. Cost efficient
As seen in the economic feasibility the proposed system will be a lot cheaper
than the existing system. The organization will have save more money without
degrading the quality of their work.

b. Intangible Benefits
 Productivity increase
Due to the system being made easier the people in the registration team would
have more time to save and their productivity levels would increase.
 Digitalized Data
The data being made digital would be a great benefit for the organization
because first of all, the data gathered would not be piled up in a storage place or
a file room but it would be stored in a cloud and would be accessed more easily.
The digitalized data would also be easier to be retrieved and stored when needed.

CHAPTER 3

16 | P a g e
 Context Diagram

Bank

Successful
Deposit Report Transaction
Collected fees transaction
complete

Admin Student
Username/ 0 Account
Password Info

Administration Student
Admin FgtEs Student
Log In sign in

Enrollment System

Admin Interface Proof of enrollment

17 | P a g e
TOP LEVEL 0 DIAGRAM 1

Generate Login
Admin Log In Student Sign In
info

Admin Username/ Password Student account Info

Admin Student
Verification 2 Verification
Administration Student
Display Verify User Info Present
Account account

Successful
Transaction
3 4
Admin Interface Select a transaction

Search Student Inquire

register
Register

5 Set appointment

Generate
Student Info 6

Deposit
Collected
Bank fees

18 | P a g e
CHAPTER 4
Conclusions and Recommendations
CONCLUSIONS
FgtEs for FGTS is a Database Management and Transactional Processing System. Its
existing system problem is time consuming, possibility of losing the data and has less efficient
way of collecting money. Another problem would be the number of the students enrolling would
not be easily determined because some would be late enrollees and would just enroll and register
on the day of the session. Due to this the researchers intend to use FgtEs as an information
system to organize the school. FgtEs basically organizes the data of the students, forms a
database to provide faster retrieval of data, and simplifies transaction and deposition of
payments. The function of a system or its component, where the function is described as a
specification of behavior between outputs and inputs the researchers involved 4 features,
namely: Organized data, accessibility, security and back up to ease the workload of the clients in
registering and as well as the employees and employers by securing data files in a methodical
and well-organized approach in terms of keeping and recording data management. The
information system would also be used to simplify transactions with utmost security and care.
Specified criteria that can be used to judge the operation of a system, rather than specific
behaviors are connectivity and back up. Since the system proposed uses transactions the system
must be connected to a network of a bank to circumvent the thieving, phishing, scamming of
money and though the system has automated backup feature, all files must be backed up in a
separate drive accessible only by the administration.
The study covers the transactional part of the school for faster and easier transactions and for
the recording of monetary records. Also registration and the storing and management of student
data of the Full Gospel Theological Seminary.
The implemented system contains solutions to the stated problems wherein it would be able to
run and support or even upgrade the current way of handling, managing, and securing data.
Furthermore, the system only addresses the problems stated though it is still open for future
changes, updates, and upgrades.
RECOMMENDATIONS
After a thorough analysis of data, the following recommendations are hereby made for
further future improvements, possible problems to hinder the function of the system and for the
system to keep working properly;

 Consult with one of the many firms who provide off-site storage for your key documents
and databases. This service is typically easy to install and provides you with easy disaster
recovery should you have a major system issue or virus.

19 | P a g e
  Schedule periodic maintenance downtime. Your Information Technologies employee or
company should manage updates, scan for viruses and examine error logs during this
scheduled downtime to prevent data loss or system outages.
 Maintain uniformity in your system purchases so that when part of a system is replaced,
the learning curve is easier.
 Use Uninterruptible Power Supplies to act as surge protectors that will keep the computer
powered while automatically shutting down a computer when you lose power.

PROTOTYPE

20 | P a g e
21 | P a g e
22 | P a g e
23 | P a g e
24 | P a g e