Chapter III

ANALYSIS AND DESIGN METHOD

Design Method

The design and procedure in implementing the Information System of the UEP

Machinery Department describes all the processes in the preparation of the system to avoid

possible errors and made the program development process to be organized.

There are several design methodologies available, however, the proposed system utilizes

a developing method called waterfall model, which took the fundamental activities of

specification, development, validation and evolution, and represent them as separate phrases.

The following are the development procedures used in the proposed system:

Table 1.0 Developing Procedure for the Proposed System

Procedures Task
1. System Requirement Analysis and Defining what is to be done and what problem

Definition to be solve.
2. System Software Design Identifying and describing the fundamental

software system abstraction and other

relationship.
3. Program Designing and Coding Choosing the platform to be use that

implement solution and prepares a set of

instruction for the program to run.

4. Checking out of Errors Finding and reducing the number of defects,
 thus making it behave as expected.
5. System Testing Conducting a complete, integrated system to

evaluate the system’s compliance with its

specified requirements.

Research Design

This study will use the Descriptive Research Design method. It seek to describe the

situation on the traditional/manual process of the UEP Machinery Department. This, therefore,

led to the proposed design of Machinery Department Information System of UEP.

Data Gathering Tool

Interview and a questionnaire was used to obtain the necessary information in terms of

performance, information, efficiency, control and security, economics, and services.

Analysis and Design Phase

System Design

The method and procedure in developing the UEP Machinery Information System is

based on the waterfall model called the software life cycle. It describes a development method

that is linear sequential and takes the fundamental process model which cascades from one phase

to another. The following phase should not start until the previous phase has finished and

completed. In practice, these stages overlap and feed information to each other.

System Requirements Analysis and Definition

The system requirement analysis and definition is intended to discover the requirement

for the system as a whole. It provides a thorough understanding of the problem and needs of the

study. This activity involves the consultation with the system customers and end-users.

Researchers used some research instruments and data gathering procedure to investigate and

collect data about the current system. Based on experience of the Head and other staffs, the

problems are in retrieving data, creating reports, inventory of items, and maintenance

management. These defined problems have unfavorable effect on the time and effort of the

owner and the authorized personnel.

Inputs:

 Personnel Profile

 Equipment Record

 Maintenance Record

 Travel Record

 Requisition Records

Output:

 Maintenance Report

 Weekly Report

 Monthly Report

 Travel Report

 Requisition Report

With the collected and gathered information, proposed system was generated.

Below are the tables that shows the hardware and software specification.
Table 1.1 Hardware Specification

Hardware Minimum Recommended

Processor 1.5 GHz 1.5 GHz or Higher
Memory 2 GB DDR3 2 GB DDR3 or higher
Hard Drive 320 GB 320 GB or higher
Monitor LCD Monitor LED Monitor
Printer Any Printer Any Printer
Mouse and Keyboard Any PnP Mouse Any PnP Mouse

Table 1.2 Software Specification

Software Minimum Recommended

Operating System MS Windows 7 MS Windows 7 or higher
Programming Software MS Visual Basic 2008 MS Visual Basic 2010
Database Software MSSQL Server 2008 MSSQL Server 2008

System and Software Design

The system design process is concerned on how the functionality is to be provided by the

different components of the system. It establishes the software design and its relationship. With

this UEP Machinery Department Information System, there will be less hassle for the personnel

in accessing their records and making reports. The proposed system will also give accurate

records.

The Researchers will be utilizing MS Visual Basic .Net Programming Language for coding,

designing of Graphical User Interface (GUI), and MSSQL Database will also be used as the

data’s storage.

Process Modelling
 Process modelling is defined as a method to classify and document the flow of data and

structure through a system process and procedures to be applied in the system.

Current System

The researchers conduct an interview with the staff of UEP Machinery Department in

order to acquire information about their current system wherein they store data about the

vehicles, travel and maintenance transactions, and staff information.

Functional Decomposition Diagram

Functional Decomposition diagram shows the clear and easy understanding of each event and function included in the

proposed web portal. Its major function is basically of the authorized personnel.

NSC Document Request Web Portal

USER Add Update Reports

Add Service
Log-in Record Update Employee Records Weekly
Reports
Add Certificate
Log-out of Employment Update Student Records Monthly
Report
Add Student Update Forms/ TOR
Certifications Travel
Report
Add School Update School and Tuition
Forms/ TOR
Fees Equipment
Add School Report
Fees/Tuition
Update Checklist/ Calendar
Maintenance
of Activities
Report
Add checklist
Calendar of
Activities

Figure 3Proposed System (Functional Decomposition Diagram)

Event Diagram
Event diagram shows the event handler of inputs and outputs of each entity. This is
constructed in order to give a clear view of each event in the system.

Personnel Log-in PROCESS Log-in

User PERSONNEL Account Record
LOG-IN

Confirm Log-in Confirmed Personnel Log-in

Figure 4Process event diagram for Log-in Personnel

User Log-out Log-out

PROCESS
User PERSONNEL Account Record
LOG-OUT
Confirm Log-out Confirmed User Log-out

Figure 5 Process event diagram for Log-out Personnel

Add Personnel Save Personnel

PROCESS ADD Employee
User PERSONNEL
Record

Confirmed added Saved added Personnel

Personnel

Figure 6 Process event diagram for Adding Personnel

 Add Equipment SaveEquipment Record
PROCESS ADD
User Equipment Record
Confirmed added EQUIPMENT
Saved added Equipment

Figure 7 Process event diagram for AddingEquipment

Perform Maintenance SaveMaintenance Report

PROCESS ADD Maintenance
User MAINTENANCE
Confirmed added Added Maintenance Record

Figure 8 Process event diagram for AddingMaintenance

Add User Add User Record

PROCESS ADD USER
User Account Record

Confirmed Added User Added User

Figure 9 Process event diagram for Adding User

Add Vehicle Add Vehicle Record

PROCESS ADD
User VEHICLE Vehicle Record

Confirmed Vehicle
Record Added

Figure10 Process Event Diagram for Adding Vehicle

 Add Travel Add Travel Record
PROCESS ADD
User TRAVEL Travel Record
Travel Record Added
Confirmed Travel Record
Added
Figure11 Process Event Diagram for Adding Travel

Add Request Add Request Record

PROCESS ADD
User REQUEST Requisition
Record
Request Record
Confirmed Request
Added
Added
Figure 12 Process Event Diagram for Adding Request

Update Personnel Update Personnel

PROCESS UPDATE Employee
User PERSONNEL Record
RECORD
Confirmed Updated Updated Personnel Record
Personnel Record

Figure 13Process event diagram for UpdatingPersonnel Record

Update Equipment Save Update

PROCESS UPDATE Equipment
User EQUIPMENT Record
Confirmed Updated Updated Equipment Record
Equipment

Figure 14 Process event diagram for UpdatingEquipment

 Perform Maintenance Update Maintenance
PROCESS UPDATE Maintenance
User MAINTENANCE Record
Confirmed Updated Updated Maintenance Record
Maintenance Record

Figure 15 Process event diagram for UpdatingMaintenance Record

Update User Account Update User Account

PROCESS UPDATE
User USER Account Record
Figure Update Confirmed 16 Process event diagram
Updated for
User Account
UpdatingUser Record

Search transaction by date Search all records

PROCESS DAILY
User REPORT All Records
Figure View/print report 17 Process event diagram forRetrieved
Records
Retrieving Daily Report

Search transaction by
week Search all records
PROCESS WEEKLY
User REPORT All Records

View/print report Records Retrieved

Figure 18 Process event diagram for Retrieving Weekly

Report

Search transaction by
month Search all transaction
PROCESS MONTHLY
User REPORT All Records

View/print report Records Retrieve

 Figure 19 Process event diagram for Retrieving Monthly Report

Search Travel Report Search Travel Record

PROCESS TRAVEL
User REPORT Travel Records

View/print report Record Searched

Figure 20 Process event diagram for Retrieving Travel

Report

Search Equipment
Input Equipment ID Record
PROCESS
User EQUIPMENT Equipment
REPORT Records
View/print report Equipment Record Searched

Figure 21 Process event diagram for Retrieving Equipment Report

Input Maintenance Detail Search Maintenance

Record
PROCESS Maintenance
User MAINTENANCE
REPORT
Records
View/print report Maintenance Record
Searched

Figure 22 Process event diagram for Retrieving Maintenance Report

Data Modeling

Data modeling is a technique for organizing and documenting a system data. Data modeling is sometimes called database

modelling because a data model is eventually implemented as database.

Context Data Model

The figure below presents the context data model of each entity of the proposed system.

Persons

Maintenance
Personnel Travel *

TraEmp

Requisition

Requisition...

Equipment

Logs

Generator

Figure 24 Proposed System Context Data Model

Key-Based Data Model
The figure below presents the key-based data model of each entity of the proposed system. A record of each entity allows the

key attribute to established relationship. The entity identified by a key attributed assigned for the purpose of a unique identification of

every records for fast search and to make organization.

 Persons
Emp_ID
Person_Surname
Maintenance
Personnel Travel * Maintenance_ID
Trip_ID
Person_ID Maint_Date
LastName Equip_ID
Equip_ID
FirstName Destination

MiddleName
DOB
Age
Address
Gender
Status
Contact_No
Username
Password
Account_Type TraEmp
TraEmp_ID
Trip_ID
Requisition
Emp_ID Requisition_ID
Maintenance_ID
Request_Item

Equipment
Equip_ID
Equip_Mode l

Logs
Log_ID
Person_ID Generator
Generator_ID
Date
Equip_ID

Figure 25Proposed System Key-based Data Model

Data Dictionary

Table 1.3 Equipment Table

File Name: Equipment Entity

Purpose: It contains every Equipment’s record
Field Name Field Type Field Length Field Description
Equip_ID int Equipment ID
Vehicle_ID int Vehicle ID
Generator_ID int Generator ID

Table 1.4GeneratorTable

File Name: Generator Entity

Purpose: It contains Generators’ information record
Field Name Field Type Field Length Field Description
Generator_ID int Generator ID
Generator_Model varchar (50) Generator’s Model
Generator_Engine varchar (50) Generator’s Engine number
Location varchar (50) Deployment location

Table 1.5LogsTable

File Name: Logs Entity

Purpose: It contains Logs record
Field Name Field Type Field Length Field Description
Log_ID Int Log ID
Person_ID int Person’s ID
Date Varchar (20) Log date
Time_IN Varchar (20) Log IN time
Time_out Varchar (20) Log OUT time
 Table 1.6Maintenance Table

File Name: Maintenance Entity

Purpose: It contains every Maintenance record
Field Name Field Type Field Length Field Description
Maint_ID int Maintenance ID
Maint_Date Varchar (50) Maintenance Date
Equip_ID Int Equipment ID
Equip_Model varchar (50) Equipment Model
Deffeciencies varchar (50) Deffeciencies
Parts_Replaced varchar (30) Parts Replaced
Lubricants_Used Varchar (15) Lubricantws Used
Person_ID Int Person’s ID
Remarks Varchar (10) Remarks

Table 1.7PersonnelTable

File Name: Personnel Entity

Purpose: It contains every Personnel’s record
Field Name Field Type Field Length Field Description
Person_ID Int Personnel ID
LastName Varchar (50) Personnel’s Last name
FirstName varchar (50) Personnel’s first name
MiddleName Varchar ((50) Personnel’s middle name
DOB Varchar (50) Date of Birth
Age numeric (18,0) Personnel’s age
Address Varchar (50) Personnel’s address
Gender Varchar (50) Personnel’s gender
Status Varchar (50) Personnel’s civil status
Contact_No Varchar (50) Personnel’s contact number
Username Varchar (15) Personnel’s username
Password Varchar (15) Personnel’s password
Account_Type Varchar (15) Personnel’s account type
 Table 1.8Persons Table

File Name: Persons Entity

Purpose: It contains every record of Person that is/has related/relation with Machinery
department
Field Name Field Type Field Length Field Description
Emp_ID Int Employee ID
Person_Surname varchar (50) Employee Surname
Person_FirstName Varchar (50) First name
Person_MiddleName Varchar (50) Middlename
DOB Varchar (50) Date of Birth
Address Varchar (50) Address
Position Varchar (50) Position
Civil_Status varchar (50) Civil status
Gender Varchar (50) Gender
Person_Type varchar (50) Person type

Table 1.9Requisition Table

File Name: Requisition Entity

Purpose: It contains every Requisition record
Field Name Field Type Field Length Field Description
Requisition_ID int Requisition ID
Maintenance_ID Int Maintenance ID
Request_Item Varchar (30) Request Item
Quantity Varchar (10) Item Quantity
Req_Date Datetime (50) Request Date
Emp_ID Int Employee ID
Item_Receive Varchar (15) Item Receive
Item_Quantity Varchar (10) Item Quantity Receive
Date_Receive Varchar (10) Date Receive
Request_by varchar (50) Person who requested
Receive_by Varchar (50) Person who receive
 Table 1.10TraEmpTable

File Name: TraEmp Entity

Purpose: an associative table between Travel and Persons Table
Field Name Field Type Field Length Field Description
TraEmp_ID int TraEmp ID
Trip_ID Int Trip ID
Emp_ID int Person’s ID

Table 1.11Travel Table

File Name: Travel Entity

Purpose: It contains Travel record
Field Name Field Type Field Length Field Description
Trip_ID int Trip_ID
Driver Varchar (50) Driver
Vehicle_ID int Vehicle ID
Destination Varchar (50) Travel Destination
Purpose Varchar (50) Travel’s Purpose
Departure_Date Varchar (50) Departure Date
Departure_Time Varchar (50) Departure time
Arrival_Date Varchar (50) Arrival date
Arrival_Time Varchar (50) Arrival time
Arrival_Back_time Varchar (50) Arrival at the department
Fuel_Balance varchar (50) Fuel balance
Gear_oil_used Varchar (50) Gear oil used
Lubricant_Used Varchar (50) Lubricants used
Brake_Fluid Varchar (50) Brake fluid used
Hydraulic_Issued Varchar (50) Hydraulic issued
Grease_Issued varchar (50) Grease issued
 Table 1.12Vehicle Table

File Name: Vehicle Entity

Purpose: It contains Vehicle’s record
Field Name Field Type Field Length Field Description
Vehicle_ID Int Vehicle ID
Vehicle_Name varchar (50) Vehicle Name
Plate_No Varchar (50) Plate number
Engine_Serial Varchar (50) Engine Serial Number
Chassis_Serial Varchar (50) Chassis Serial Number
Assigned_Driver Varchar (50) Assigned driver
Alternate_Driver varchar (50) Alternative driver