Group 2

CHAPTER 1

Introduction College and university campuses face many of the same problems as a small city. In fact, in many ways the problems can be even more daunting because of the need to keep detailed records for each of the campus’ user’s full and part time students. Point of Sale is a pre – payment system that will allow the cafeteria to meet menu planning and sales. It is also used to eliminate the need for cash on a daily basis thereby speeding up meal service. Money is an eminent social technology. Throughout history various materials have been used as money, from shells to beans, to precious metals and, more recently, paper and electronic impulses. Money is nothing more and nothing less than what everybody accepts as payment for good and services. What is being used as money emerges at the intersection of social, political, economic, cultural and technical dynamics. Money is a powerful actor in, and a symbol of, the society, which uses. Electronic cash is but the latest chapter in the long history of electronic fund transfer (EFT), which started when the Western Union made the first such transfer in 1860. This transfer was based on a technology, the telegraph, itself more than a decade old at the time. The used of personal checks dates back to the 19th century. In the late 1950s credit cards began to capture an ever greater share of the payments conducted by average consumers. Since the late 1980s, debit cards have further lowered the threshold for EFT and have, particularly in Canada, achieved high popularity. The advent of electronic money has been envisioned by the financial industry since the late 1960s, when the chequeless-cashless, even moneyless society, was announced for the first time (Richardson 1970). However, for decades this vision has remained somewhat distant because only the management and handling of money

developed, through instruments such as credit cards and, more recently, Automated Teller Machines (ATM), debit cards and phone banking. Technological innovation has been limited to the institutional sector and to account transfer systems, while the actual bearer instrument coins and bills have remained unchanged. Using a slightly awkward terminology, the Bank of International Settlements (BIS) defined electronic cash as E- money products in the following terms: “E-money products are defined here as “stored – value” or “prepaid” products in which a record of the funds or “value” available to a consumer is stored on an electronic device in the consumers possession. The electronic value is purchased by the consumer (for example, in the way that other prepaid instruments such as travelers’ cheques might be purchased) and is reduced whenever the consumer uses the device to make purchases. In contrast to the many existing single – purpose prepaid card schemes (such as those offered b telephone companies), e- money products are intended to be used as general, multipurpose means of payment. Moreover, the definition covers both prepaid cards (sometimes called “electronic purses”) and prepaid software products that use computer networks such as the internet (sometimes referred to as “digital cash”).” Debit or stored-value cards are one form of pre – loaded incentive game. In debit cards, the award value is stored in the recipient’s name, as though the recipient had opened a bank account, with individual numbers for each recipient.) In almost all cases, award value accumulates on an individual’s card as the incentive program progresses. We firmly believed that this study will drive the fast growing technology upward. This is just like an ATM card that first it’s beyond imagination, but at this time ATM cards makes the worlds go round. People are used to bring their ATM cards where ever they go and these studies will also a break through that people will look forward to. This study will benefit both the consumer and the cafeteria management. Firmness of business, base of jobs, security, efficiency, are just some of the advantages that will help the management and users when this project will be implemented.

BACKGROUND OF THE STUDY Computerized Debit System for school cafeteria is an automated debit system for purchasing school meals and school supplies. This system enables the schools to manage the collection of meal payments and to keep accurate count of meals being served. The system also designed to provide convenience and security for students; the system allows students to pay for their lunches with a pre-paid debit account. Instead of carrying cash to pay their lunches, students simply scan their identification cards with barcodes and the cost of their lunch is deducted from their prepaid account. The system recognizes the account information and payment status (deposits, purchases and balances) of students and charges them accordingly. Students who choose Ala Carte menu or additional lunch items will be charged accordingly and all such purchases can be applied to the debit account. To ensure a minimum of lost or stolen money, parents or students can deposit their cash payment at the start of the school year for the entire year or before the last day of every month prior to the new month of purchase. Account history and a detailed summary of student’s lunchtime spending will be available monthly to show each transaction made per customer to allow the parents to verify that their students are spending their money wisely. A low or negative balance notice will be sent home to alert the parents of students when a deposit account is needed. If students have a negative balance during their purchase, the students will be given three (3) consecutive credit until their credit is paid. In addition to the ease in using the debit account no cash to carry around, no early morning scrambles to get the right change and the serving line will faster than the old system using cash register.

STATEMENT OF THE PROBLEM This study deals with the Computerized Pre-Payment Point of Sale System for School Café. The following are the questions to be addressed in terms of the following: 1. What are the profiles of the respondents in terms of the following: 1.1 Personal Profile 1.1.1

Age

1.1.2

Gender

1.1.3

Civil Status

1.1.4

Citizenship

2. How do the respondents perceive the Computerized Pre-Payment Point of Sale System? 3. How the proposed system be evaluated in regard to: 3.1 Attainment of Objectives 3.2 Adequacy of Contents and Activities 3.3 Possibility and Usability 4. How the proposed systems improved the efficiency and effectiveness of the present system?

OBJECTIVES OF THE STUDY General: This study intends to provide the entire school Food Caterers with an efficient, faster and economical system for School Cafes regarding to faster service for students. Specific: 1. This study will minimize or eliminate the waiting time of students to purchase meals, meal ala carte or school supplies during school breaks. 2. It eliminates inaccurate computation of bills and accounts; it generates impromptu receipts and reports. 3. This study will use a swipe card technology to read the barcode in school identification card in order to easily access the students’ accounts for whatever transactions it might be.

CONCEPTUAL FRAMEWORK This particular study deals with the computer-integrated point of sale system with swipe card and barcode technology. The schematic representation on the next page indicates the paradigm upon which the present study will be based. The conceptual framework is consisting of; school operations and procedures, questionnaires, student information and technology (swipe card/barcode). It is very apparent that management has to access and rationalize the program to determine which components are needed to be improved. The result of the assessment of the reference groups provides a value-added innovation, high reliability, economical and upgrades the quality of catering service to students by facilitating point of sale process. The merging of computers and communication technology has had a profound influence on the way computer systems are organized. The concept of Morse System brings the way computer the birth of remote access technology. The motivations given are all essentially economic and technological in nature. The main flow of the program was based on the students’ information and school cafeteria operations and procedures. The proposed system can be administered and accessed by a school cafeteria cashier. It will bring agility to the point of sale process and gives the student much more convenient while in line. The respondent (user) will be more comfortable and find an interface that is user-friendly which gives time to relax while working. The system requires computer in the school café with swipe/barcode technology.

School Cafeteria Operations And Procedures

INPUT

Interview / Questionnaires

PROCESS

Sort out Gathered Data

OUTPUT

Technology (Swipe/Barcode)

Access Procedure s

COMPUTERIZED DEBIT SYSTEM FOR SCHOOL CAFETERIA

Evaluate Collected Information

Analyze Data

Customer’s Information

SIGNIFICANCE OF THE STUDY When the debit system is being integrated in a Point of Sale System (POS) with Database Management System (DBMS) it can support an accurate and quality performance. This study will provide a big boost in a business industry particularly in school cafeteria in terms of quality, and efficient service. With the proposed system the researcher can help create a truly competitive POS with DBMS environment. This environment will provide a competitive edge in Sales and Services. Upon the completion of the study, this would benefit the following: The USER. In the part of the user, the work will be a lot faster and easier, at the same time errors in handling of cash will be minimized or can be totally avoided. The accounting process of the cash in the register will also be faster. The RESEARCHER. Advance technology has the potential to expand or widen the knowledge of the researcher. It will give experiences and to learn its importance. The MANAGEMENT. In the part of the management, this will make the job easier with an assurance of accuracy and reliability. OTHERS. The study will give them ideas, inspirations and better perceptions about this new concept that will benefit future studies. It will help the business to improve such systems and make them more profitable and efficient in terms of processing accounts, data and service with the greater accuracy that will help them complete and to create another steps towards the stiff competition in the observation of global and changes.

SCOPE AND LIMITATIONS OF THE STUDY This study has been restricted by certain conditions beyond the researcher’s control. These conditions are being formulated from the surveys, opinions of the experts and further study of the researcher. This tackles the information what the system can actually do and the limitations to make sure that the researcher can get the accurate results of the data. Here are the following: •

This study focuses on the system that will track records of the students who will be having their menu form the school cafeteria without using cash to purchase their meal but with the ID barcode with their personal information.

•

It provides a graphical environment in which you visually design the forms and controls that become a building blocks of the application and support many useful projects, forms, class objects, templates, customs, add-ins and database managers’ for tracking and processing information.

•

The system is limited to the private schools with pre-elementary and elementary levels.

•

The system will automatically display a notice when the student’s balance is less than for a calculated expense for two weeks which is amounting 500 pesos.

•

The inventory includes the raw meat, vegetables and ingredients. The chef will determine how many servings the raw meat, ingredients and vegetables can do and the number of serving will be the one to be entered in the inventory to get the accurate output of the raw food to be cooked and to be served.

Limitation There are other things that the researcher would like to add in the limitation of the system:

•

The school should set different break schedules to make sure that all students on break can be served.

•

The school should set an UNINTERRUPTED POWER SUPPLY (UPS) to make sure that the system will not be interrupted even there is a power failure.

•

The system includes the training for the cafeteria staff. The author of the system will facilitate the training covering the basic computer operations that are applicable for the system, simple troubleshooting and how to use the system itself.

DEFINITION OF TERMS The following terms are defined in the context of the study: Ala Carte – according to a menu that prices each item separately Barcode – a code consisting of a group of printed and variously patterned bars and spaces and sometimes numerals that is designed to be scanned and read into computer memory as identification for the object it labels. Cafeteria – a restaurant in which the customers serve themselves or are served at a counter and take the food to tables to eat. Cashier – one who collects and records payments in the cafeteria Cash Register – a business machine that usually has a money drawer, indicates the amount of each sale, and records the amount of money received and often automatically makes change. Debit – any bookkeeping entry in recording a transaction, the effect of which is to decrease a liability, revenue or capital account or increase an assist or expense account. Inventory – an itemized list of current assets (goods on hand)

Meal – an act or the time of eating a portion of food to satisfy appetite Menu – a list of the dishes that may be ordered Payback Period – a return on an investment equal to the original capital outlay; also the period of time elapsed before an investment is recouped Point of Sale (POS) – it is a pre-payment system that will allow the cafeteria to meet menu planning and sales

Chapter 2 Review of Related Literature and Studies This chapter presents literature and studies that are relevant to the present study. This is to analyze the technology being used and the concept of using debit system results in the identification of broad topics: Foreign Literature For more then a decade there have been predictions of the elimination of physical cash as a transaction medium and the substitution of one form or another of an electronic payments system. Some forecaster view the prospect with delight, looking on it as increasing the efficiency of the economy. Others behold it with foreboding, anticipating it to be another way in which the details of our lives become subject o scrutiny. Certainly the elimination of cash transaction is fast becoming technically feasible. Many electronic and other non- cash payments means are already in use. Credit cards debit cards, payments cards, and smart cards established components of non- cash transactions system. Checks, of course, are non- cash payment means also, but don’t fit either into the electronic cashless society visualized by components.

Debit cards have been available for years. They represent a true payment means since the amount of the purchase is taken from an account belonging to the costumer. Despite they’re being some 40 million-debit cards in use, the relative volume of purchase made with them is minuscule. (Lipin, 1993)

Use of debit cards seems likely to grow in the rest of the nineties. Many banks have been reluctant to issue them in the past because of technical problem and the perceived difficulty of making them profitable. (Hansel, 1989) However, both visa and MasterCard have launched campaigns to gain extensive use of their debit cards. (Lipin, 1993) These campaign encompass trying to sign up more banks as issuers and educating consumers in their use. They have also been seeking additional outlets, which

haven’t traditionally taken credit cards, including taxi cabs and fast food outlets. ( Violino, 1993) Even welfare recipients may be using debit cards if the program in Maryland spreads to other areas. (Simons, 1993) Payments cards store value on magnetic, electronic, or optical media, often in appearance much like a credit card. When used, the accepting device erases the proper portion of the value. (The old paper multi-ride tickets which were punched each time they were used a precursor of the more modem cards.) Prepayment cards have substantial use in Japan. Nippon T & T alone sells hundreds of millions of them a year. (Harrop, 1989) There use is also rather wide spread in Europe, but not in the United States. (Harrop, 1989) Some are being used on college campuses and Sprint has begun issuing them for long-distance phone calls.

The elimination of physical cash from our economy is already feasible from a purely technological perspective. The economic barriers are also disappearing, though a substantial additional investment in equipment and cards would be needed to permit even purchases such soft drinks to be made. Some mechanism to easily permit transfer from one person to another would also have to be provided. There do not seem to be adequate incentives to introduce any entity or group entities to make this substantial investment in the near-term. Thus, any transition to a cashless society is constrained to be gradual. An even greater obstacle to elimination of physical cash is consumer resistance. In spite of the availability of variety of non-cash payment means already, there has been only a slight decline in the relative usage of cash over the past decade. Even among the consumers who are not concerned by the privacy implications, simple inertia requires a greater incentive for change than has so far been evident. Digital cash is an intriguing alternative, which conceivably could speed the move to cashless society. There must be a sufficient array of possible users to provide the potential demand to move it from concept and experiment to practical medium. The growth of commercial transaction through the internet may provide this array. However, it will be a big jump from sophisticated computer users to the ordinary

consumer. The role of digital cash is likely to be that of a supplement to, rather replacement for, physical cash for many years to come. The cashless society, then seems a far distant vision, only a few years closer to fulfillment than when first expounded many years ago. Debit or stored-value cards are one form of pre-loaded incentive card, a phenomenon that’s making waves in the incentive game. Another, of course , is the familiar credit card, which has been adapted to serve incentive programs. Both types of cards are use toward cash values, which recipients can use to purchase everything from merchandise to travel or other services. Incentive companies offer the cards as part of a complete system, with tracking, promotion and accounting. With debit cards, the award value is stored in the recipient’s name, as through the recipients had opened a bank account and been issued an ATM card. (Actually, the awarding company has a group account, with individual numbers for each recipient.) In almost all cases, award value accumulates on an individual’s card as the incentive progresses. One exception is S&H Citadel’s Best of everything card, which can be issued in various denominations sort of an electronic gift certificate. At point of redemption, debit cards are similar to gift certificates. With both, the incentive company issuing the cards negotiates with retailers to participate in the program, and recipients may go to any participating retailer to spend whatever cash value they’ve been awarded. The store or catalogue will let recipients supplement their award with cash, if a desire item exceeds the award value. But with debit cards there’s never an issue of receiving “change” (in the form of store credit) when the item cost less than the award value. The unused value is stored and can be claimed later t the same store or at another participating retailer. To simplify the transaction process, some retailers have verification machines on site. Those that don’t can call an 8 00 number to verification machines on the site. (Homes, 2002) There are, however, significant differences between the two types of cards. Only one incentive card issuer (Meridian) offers a pure credit card which the recipient can redeem at nearly any retailer. The risk here is that a person may overspend

the award limit and go into debt. While other cards may have an affiliation with a credit card brand, such as Visa or MasterCard, they behave more like debit cards. He present award limit is fixed and no unsecured credit is issue to the recipient.

CHAPTER 3 Methodology and Design This chapter presents the methodologies and design applied by the researcher on the study. Including both interpretation of data and the developing of the system. Research Design The study made used of the descriptive research method. The choice of this study lies in a fact finding with adequate description, analysis, and interpretation of the Computerized Debit System for School Cafeteria. The method used is concern with conditions of relations that exist; practices that prevail; beliefs, process that are going on the effects that are being left, or trends that rare developing. Subjects of the Study. Subjects from the study will be drawn from CLARK INTERNATIONAL COLLEGE OF SCIENCE AND TECHNOLOGY. In the proposed system, there will be one cashier using the system in every school. All respondents will be assessed accordingly in their changing attitudes that occurred the given time. 1. Research Instruments. To come up with a very significant result, several instruments will be used in gathering data for study. Since the study involves developing a new system, more comprehensive analysis of data will be needed. The study will make of the following instruments: 1.1 Questionnaire. The main instrument that will be used in the study is the survey questionnaire. This instrument helps illicit information relative to assessment of Computerized Debit System for School Cafeteria. On the development aspect of the study, this technique, allows the researcher to gather reliable information, attitudes, behaviors, beliefs and characteristics from several key people in the organization who may be affected by the current and proposed system. An important factor affecting the quality of the services given by the institution are the school administrators and parents. With this regard, the researcher will develop items in the questionnaire to measure both parents and cafeteria personnel. The questionnaire will be divided into several parts:

Part I

Respondents Profile

Part II

Content Analysis

Part III

Feasibility Analysis

Part IV

Evaluation of Affectivity and Efficiency

1.2 Interview. An unstructured interview will be conducted to strengthen and verify the authenticity of what the respondents will answer in the questionnaire. Observation. The study will conduct formal non- participant observation will be made to obtain data that cannot be secured adequately by the use of the questionnaire. That is to gain first hand insight what is actually occurring in the existing system. Construction of the Instrument. The researcher together with the adviser will be consulted for comments and suggestions in the construction of the items in the questionnaire. Each item will be reviewed, analyzed and improved. After which, the final draft will be finalized. Validation of the Instrument. The final draft will be submitted to the adviser. The purpose of the validation is to find vague items and improve the questionnaire. The draft will be examined carefully before the completion of the final questionnaire. Statistical Procedures The study will be using the following statistical procedures to determine the effectiveness of the instrument that will be using. Frequency Count Distribution. Tabulation of scores showing the number of individuals occurs at each class interval arranges from highest to lowest or vice-versa. Percentage. It use as a descriptive statistics to describe the relationship of a pair of variables with respect to the whole. The general formula to complete is as follows. P=f X 100 N Where: P = percentage F = frequency N = total number of the respondents

Ranking. This is use to reinforce the description of percentage and weighted mean in order to determine the position and importance of items or subjects analyzed. Mean. That is used to described the numeric measures and properties of items being analyzed. Mean scores of the control and experimental groups were also as follows: X = ZX N Where: X = the mean ZX = sum of all scores N = total number of cases of scores 3. System Development Methodology Methods in Creating the System. The researcher made used of the Analyst’s Tools (Data Flow Diagram) as well as the instructional Design Model during the developing of the system. The user’s manual will be develop to describe the whole system and guide the users when the system is implemented. 3.1 Data Flow Diagram. DFD is graphical illustration of a system, which contains symbols that indicate specific operation to be informed. This tool served as the birds eye views that show the flow of data and logic within a system. System Development Life Cycle. Cycle methodology is a structured approach for systems developments from systems planning and designs through implementation and support. Planning Phase Systems Plan. In the world of computer age and wireless payments, the future of school cafeteria should be paralleled to the information technology of today. Because of this, the old system should be replaced and to create a new system The researcher conducted a series of studies about the assessments of the present system, using cash register. The researcher found out that using the old system

the lines in the cafeteria are heavy because of paying and changing of cash register and using student’s Identification cards as their debit card for cash transactions. Analysis Phase Requirement Analysis Specification. The computerized Debit System will replace the traditional cash registers currently being used in the cafeteria during lunch lines. The new system is a computerized debit system that allows student’s to pay in advance for meals, a la carte foods or school supplies. Students will still be able to pay cash on a daily basis as they have in past. The system works with School Identification card using their Identification number to access their account. After the identification number encoded in the system, the system will identify if the student has required amount balance to accommodate his/her orders if not the system will allow the student to pay cash or have a credit limitation, The system requires the Identification cards to have barcodes for easy access to the system. Also requires future menu planning so that the menu list will be entered to the system. It also requires encoding of list of products ordered in hand for easy inventory of products. The equipment will be replacing the old cash register, instead of cash, the user (cashier) will be entering the identification numbers of students using the barcode reader to fasten the line. Design Phase System Design Specification In order to obtain a feasible, accurate and faster development of the system the system has the following specifications. In hardware specification, the personal computer must consist of the following peripherals. The processor must be with minimum of Pentium 3 or above, must have 128MB of memory or higher, 10 Gigabytes of hard disk space must have Network Interface (NIC) installed for network ready, a mouse, barcode swiper or reader and standard keyboard. In software specification, the personal computer must have the following software installed. The operating system must be Windows 98 or higher operating system, SQL Server version 7 for Database Management.

For designing the system, the following software will be used to create user friendly and to accommodate present and future storing of data. Visual Basic version 6 will be used for user interfaces, SQL Server version 7 for database management, Crystal Report version 7 for up to date reports, and other OCX and DLL ‘s support the entire system. Development Phase In this phase the new system is in place (Computerized Debit System). The researcher will look for vendors who can or suppliers who will be able to provide necessary equipment for the systems requirements like Computer Unit, barcode readers or scanners, price display and receipt printer at a reasonable price afterwards and the researcher will make recommendation to the school management. Implementation Phase System Implementation A major task in the system implementation phase is the development of changeover timetable. This study chooses the gradual changeover approach where in the new system is introduced is steps. As one part of the new system is tested and perfected, the portion of the old system is phased out. This process continues until the new system is fully implemented. A gradual changeover has many advantages one of which is, it reduces the chances of unexpected total system failure. Cost Analysis NON RECURRING COST Workstation Configuration

Php 59,250.00 Php 45,000.00

Workstation (1 unit – Php 25,000.00) Printer (1 unit – Php. 10,000.00) Barcode Reader (1 unit –Php 10,000.00) SYSTEM DEVELOPMENT COST

Php 14,250.00

Professional Fee (Php 10,000.00) System Analyst/Programmer (Php 1,500.00/Month) Operating Cost (Php 2,750.00) Electricity (Php 250.00/Months) + 5 months) Php 1,250.00 RECURRING COST

Php 20,640.00

Operational Cost (1 year of operation)

Php 20,640.00

Materials (Php 2,040.00) Receipt paper (Php 50.00/roll) x 12 rolls: year Paper (Php 120.00/month) x 12 rims: year Environmental Cost (Php 3,600.00) Electricity (Php 300.00) x 12 months Maintenance Cost (1 year) System Maintenance (Php 7,000.00) Hardware Maintenance (Php 8,000.00) Cost of Proposed System Debit System

Php 79,890.00 Cost Benefit Analysis Present Manual System Annual Operating Cost

A.SALARIES Personnel

Php 144,000.00

1 Cashier (Php 5,000.00) x 12 months 1 Assistant (Php 4,500.00) x 12 months Clerical Personnel

Php 120,000.00

B. Materials and Supplies Bond paper

Php 50,000.00

Forms

80,000.00

Photocopies

50,000.00

Ink

50,000.00

Total Present Operating Cost

Php 230,000.00 Php 494,000.00

Analysis of the Proposed System annual Cost w/ Overhead Cost of Proposed System

Php 79,890.00

Overhead Expenses

Php

120,000.00 Salaries Personnel (Php 5,000.00/mo) 1 cashier 1 Accounting clerk Total Proposed System Annual Cost w/ Overhead Expenses; Php 199,000.00 Comparative Analysis:

Present Operating System : Proposed System Cost : Annual Cost Saving :

Php 494,000.00 199,000.00 295,000.00

Payback Method Payback method is a method to determine the time required to recover the money spent on a project. F = P (1 + i) n P = F / (1 + i) n Legend: F = future value of an investment P = present value of an investment I = interest rate/ compounding period

N = the number of compounding periods Future Value = 199,000(1 + 1.12)3/3 = 199,000(1.40)/3 = 278,600/3 = 92,866.66 = 93, 000.00

Chapter 4

Project Conceptualization Company Background The School’s vision Clark International college of Science and Technology is an institution of learning established in February 2005. It believes in the Power of Almighty God has endowed every human being the special gift of learning capabilities that can make him productive no matter how physically, mentally, and economically disadvantaged, can still be shaped into a skillful, responsible and productive person. It envisions its graduates to be totally skillful, responsible, hardworking, morally respectable and trustworthy. Mission Statement The needs of the industry is not only skillful individual, it also requires people totally responsible, trustworthy and hardworking. The Philippines, as on of the developing countries, must focus on the capability of its people that are known to be innovative and skillful. It has to align the needs of the industry to the skills and expertise of the people. Thus, students should have to educate exactly what the industry needs and educating students on what exactly they want to become. Clark international college of science and technology is sensitive to this matter and therefore takes upon itself the mission of producing graduates that posses the right attitudes, skills and knowledge needed for the development of the country. To this, CICST is committed to: 1. Provide students with the optimum training skill to meet the need of the industry and 2. Provide all its graduates the maximum support in acquiring employment.

Board of Trustees

Consultant

President

Vice President Admistration HRDC

Security Agency

Vice President Academic Affairs

Budget Officer Chief Accountant

Physician

Cashier

Property Custodian

Cashier Asst. Cashier

General services head

Registar

Guidance Concilor

Asst.

Guidance Concilor

Head

Student Affairs Head

Librarian Library Library Assistant

General Education

Comp. Sci Dean

FACULTY NSTP Coordinator

HRM Dean

Project Description/Statement