His Way Internet Café Time Monitoring and Sales System

CHAPTER I – PLANNING PHASE

1. Preparing the System Proposal

1. Abstract

His Way Internet Café uses a manual system for monitoring the time-in and time-out of every customer and for recording the services and the amount they purchased; therefore as the proponents, we would like to propose a computerized time monitoring and sales system that was developed through the studies we conducted.

This system provides an efficient and effective way of monitoring the time-in and time-out of every customer of the Internet Café and recording their other transactions involving the services they offer such as printing, scanning, photo copying, cd burning and typing jobs.

2. Data Gathering Tools Used

We adopted the most appropriate source of data that provided the information needed for better understanding of the study. Some of the data gathering techniques used was:

1. Interview

After the preparation of the questionnaires, we were able to do an interview with Mr. Wacks Venzon at the scheduled place and time. The discussion was successful and we gathered all the information we needed at the moment. In addition to that, Mr. Wacks Venzon had given us the permission to contact him anytime if ever we have some further inquiries.

2. Using Questionnaires

We prepared several questions for the formality of the interview with Mr. Wacks Venzon, owner of the His Way Internet Café. Then, the questionnaire was checked by our adviser. Here are the following questions:

1. What is the name of the establishment that you own?

2. How long is it operating?

3. What services does it offers?

4. What is the maximum and minimum number of customers you have in a day?

5. How do you keep track of your customers?

6. How many units of computers do you have?

7. Are you satisfied at the system you’re currently using?

8. Do you experience several difficulties with your current system?

9. Do you want to have an automated system for your Internet Café?

10. What properties and characteristics of a system would you like to have?

11. Do you want the system to have a security code so that only you can have an access on it?

3. Survey

We also conducted a survey for the Internet Café owner and the customers regarding which system do they prefer better. Here is a sample format of the survey.

Which system do you prefer to utilize in “His Way Internet Café”?

• Existing Manual System

• Proposed Computerized System

• Either.

CHAPTER II – ANALYSIS PHASE

1. System Models

1. DFD of the Existing System

Figure

[pic]

2. DFD of the Proposed System

Figure 2

[pic]

3. ERD of Proposed System

Figure 3

[pic]

2. Writing the Systems Proposal

1. The Problem and its Background

1. Introduction

Nowadays, a computer plays a vital role in people’s lives. It is an essential tool that makes life easier and faster. It provides countless information about everything while holding a huge amount of it. Today, a lot of people take advantage of this modern device to create different systems like the computerized time monitoring system which is now being use in many internet café.

On the other hand, the His Way Internet Café is still using the manual method in recording their daily transactions; consequently, we came up with the creation of a computerized system that will provide the Internet Café a modern and more advance way in keeping track of their business transactions as well as monitoring the time-in and time-out and automatic computation of the total amount of the acquired services of every customers.

The computerized time monitoring system will help them handle all transactions in the most effective and efficient way.

1. Background of the Study

We have observed that the “His Way Internet Café” is still using a manual system for recording their daily transactions. Mr. Wacks Venzon, café owner, is having a difficult time in keeping and monitoring the accounts and transaction reports in the internet café.

The computerized time monitoring system that we developed can be the greatest solution for his problems regarding record maintenance in the Cafe.

2. Statement of the Problem

The study aims to solve and improve the use of manual procedures at His Way Internet Café

The current system uses manual procedure

• Time in and time out

• Other services

• Computation of time and payments of the customers

• Record keeping

3. Objectives

The proponents aim to develop a computerized system that will contribute to the improvement of the existing procedures on time-in and time-out, as well as computing the payments, and record keeping.

4. Significance of the Study

• It will be easier for the employee to compute the time and the payments of the customer

• It will accurately record all the transactions and generate the reports

• The café will be able to minimize expenses, lessen the time consumed in every task and reduced the workload of the employees.

• It will be more faster for the employee/ administrator to log the customers that is coming in and out of the shop.

5. Scope and Limitation of the Study/System

The computerized time monitoring system of “His Way Internet Café” handles operations that involve the record keeping of all the transactions like; Internet surfing, Online and offline Gaming, Printing, Scanning, Typing job, CD burn, Photocopy and the generation of daily records for each transactions. However, the system has limitations. It does not handle the trouble shooting of the computers, nor the errors for the other services like the typing errors in typing jobs. It only handles recording, generating reports and calculating the payments and time consumed by the customer. It is a stand alone type of system. And it is not that user friendly so it cannot be used by anyone but the user and the employees of the shop.

6. Conceptual Framework

[pic]

7. Definition of Terms

Administrator- Someone who administers or manage a business

Void – To be emitted or evaluated

Elapsed Time – A measured duration of an event

Report – To give an official account or statement of daily/monthly transaction.

Station – The spot or place where the computer is placed. It is also the name for the computer unit.

CHAPTER III – DESIGNING PHASE

1. Project Scheduling Tools Used

|TASK |JANUARY |FEBRUARY |MARCH |
| |W1 |W2 |
| | | |
|Username |Text |12 |
|Password |Text |20 |
|Admin |Text |12 |

Table 1

LOGIN ACCOUNT

Table 2

STATION

|Field Name |Data Type |Field Size |
| | | |
|StationNo |Text |12 |
|HardDisk |Text |30 |
|Processor |Text |30 |
|Monitor |Text | |
|AVR |Yes/No | |
|HeadSet |Yes/No | |
|Speaker |Yes/No | |
|Mouse |Yes/No | |
|CDROM |Yes/No | |
|KeyBoard |Yes/No | |
|Memory |Text |30 |

Table 3

SERVICES

|Field Name |Data Type |Field Size |
| | | |
|ServiceNo |AutoNumber |Long Integer |
|Services |Text |30 |
|Rate |Number |Long Integer |
|Per |Text |30 |

Table 4

RECORDTIME

|Field Name |Data Type |Field Size |
| | | |
|TransactionNo |AutoNumber |Long Integer |
|ServiceNo |Number |Long Integer |
|StationNo |Text |12 |
|Date |Date/Time | |
|TimeIn |Date/Time | |
|TimeOut |Date/Time | |
|Elapsed Time |Text |30 |
|Service |Text |30 |
|Price |Number |Long Integer |

Table 5

OTHER SERVICES RECORD

|Field Name |Data Type |Field Size |
| | | |
|OtherServicesID |AutoNumber |Long Integer |
|ServiceNo |Number |Long Integer |
|Date |Date/Time | |
|PrintingPrice |Number |Long Integer |
|ScanPrice |Number |Long Integer |
|PhotoCopyPrice |Number |Long Integer |
|CDBurnPrice |Number |Long Integer |
|TypingJobPrice |Number |Long Integer |
|TotalPrice |Number |Long Integer |

2. Designing User Interface Screen Output

MAIN FORM

[pic]

3. Feasibility Study

1. Technical Feasibility

Our system can be form through obtaining the executable file of the program. To be able to run the system, it requires a computer unit with proper and basic hardware and software, MS Access 2003, at least a Pentium 4 processor, a memory card with a minimum of 128mb and a graphics card with a minimum of 64mb.

2. Operational Feasibility

We were able to create this program within one month. We started on planning and designing the interface then we discussed our proposals to Mr. Wacks Venzon. After the decision making process, we started encoding. Several plans were incessantly developed until we arrived on a final output.

The system can operate continuously provided that there’s electricity.

3. Economic Feasibility

Throughout the making of our system, we were able to reduce our expenses through efficient utilization of available resources inside the school and time management. During our vacant time, we made use of the computer laboratory for researching, designing and encoding the entire system. In addition to that, we didn’t use scanner device which is very expensive. We will be installing our system in the main server/computer of our client, thus, it will minimize his operating expenses, and he can disregard buying items like logbooks and ball pens for recording transactions.

Existing Operating Cost

|Item |Monthly Cost |Yearly Cost |
| | | |
|Log Book |250 |3,000 |
|Ball Pen |30 |360 |
|Battery |300 |3,600 |
|Total |580 |6,960 |
| | | |

Proposed Operating Cost

|Item |Monthly Cost |Yearly Cost |
| | | |
|Bond papers |40 | 480 |
|Ink of the printer | 400 for 4 months | 1200 |
| | | |
|Total | |1580 |
| | | |

Annual Benefits = EOC – POC

= 6,960 pesos – 1,580 pesos

= 5380 pesos

This is the monthly expenses for the manual system that the internet shop uses. So in a whole year they are spending 6,960 pesos. But if they buy our system for 6,000 their expenses would be lessen and they could use the system for many years. In less than a year or so, they would have the money that they spent for our system back.

4. Programming Language / Database Used

We made use of Microsoft Visual Basic because it provides a set of features. It is also user friendly and all the components needed in developing a system are provided by the visual basic 6.0. We made use of MS Access for the database of our project through the ADODB and ADODC control.

CHAPTER IV – IMPLEMENTATION PHASE

1. Testing

Based on the commentaries of the people who tested the system, they found it user friendly, comprehensible, easy to operate and very useful.

2. Evaluation/Assessment of the Proposed System

Based on the result of the survey, the people agreed to make use of the computerized system instead of the manual system. The vote of the people who chose the proposed computerized system which is 7 votes is much higher compared to those who went for the manual system which is 3 votes and those that chose either of the two which no one voted.

These are the question that we have asked to the shop owner:

1. Which system do you prefer to utilize in “His Way Internet Café”?

2. Which of these system do you think is more accurate and safe for the

managing the transactions in the shop?

|Existing Manual System |7 VOTES |
|Proposed Computerized System |3 VOTES |
|Either |NONE |

Because of this, we became more determined to pursue the development of our system. We also have a strong belief that our system will be beneficial to all Internet Café that uses manual time monitoring and sales recording system.

3. Presentation of the Proposed System

The presentation of the system was done with the presentation through MS Power Point Application, containing from chapter I to chapter 5 of the document.

CHAPTER V

SUMMARY

We provided a computerized Time Monitoring and Sales System for His Way Internet Café that will replace their old manual time-in, time-out method. The proposed system presents an accurate and reliable record of time, services and automatic computation of the total amount a customer has to pay. Therefore, it helps in lessening the expenses of the café owner as well as the workload. It also advances the organizing of record keepings of the internet café. Furthermore, data and records in the system are also available for printing.

The System that we developed has 2 user levels the Administrator which has the power to add or delete accounts, add stations, change the rate of the pricing of services

and add services for the shop. The other level is the employee account it does not have the other advantages as the Administrator account does. It can only perform specific tasks such as transaction managing for internet services, gaming/offline, and other services such as printing, scanning, photocopy, CD burning and typing jobs.

CONCLUSION

Based on the research, discussions, interviews and studies that we conducted, it can be concluded that the old manual time-in, time-out method use by the internet café should be replace by the proposed computerized Time Monitoring and Sales System which is more functional and has more advantage than the old manual system.

We therefore conclude that the Time Monitoring and Sales System is very useful to His Way Internet Café because it helps in reducing workloads while rapidly providing a precise data.

RECOMMENDATION

We the proponents would like to recommend to our client and to the next programmers to have the system networked and they can make a time card or a membership account feature. And use scanner device like bar code scanner for the time card.

APPENDICIES

Program List

Admin Form

Private Sub cmdcreate_Click()

On Error GoTo err_cmdcreate_Click

If txtpass.Text = txtCpass.Text Then

Adodc4.Recordset.Update

Adodc4.Refresh

Adodc4.Recordset.AddNew

txtCpass.Text = Empty

MsgBox ("You have succesfully created an account"), vbInformation, "Message"

Else

MsgBox ("Make sure you input the same password"), vbInformation, "Warning"

End If

exit_err_cmdcreate_Click:

Exit Sub

err_cmdcreate_Click:

MsgBox "Username Already Exist", vbInformation

Resume exit_err_cmdcreate_Click

End Sub

Private Sub cmddelete_Click()

Adodc1.Recordset.Delete

End Sub

Private Sub Form_Load()

Adodc4.Recordset.AddNew

mdifrmbackground.mnulogin.Enabled = False

mdifrmbackground.mnulogout = True

End Sub

Private Sub TabStrip1_Click()

Select Case TabStrip1.SelectedItem.Index

Case 1

frmCaccount.Visible = True

frmDaccount.Visible = False

Case 2

frmCaccount.Visible = False

frmDaccount.Visible = True

End Select

End Sub

Private Sub Toolbar1_ButtonClick(ByVal Button As MSComctlLib.Button)

Select Case Button.Index

Case 1

frmmain.Show

Me.Hide

Case 3

Adodc1.Refresh

Adodc2.Refresh

Adodc3.Refresh

Case 5

frmCaccount.Visible = True

frmASetting.Visible = True

frmAddStation.Visible = False

frmservices.Visible = False

Case 7

frmCaccount.Visible = False

frmAddStation.Visible = True

frmservices.Visible = False

Case 9

frmCaccount.Visible = False

frmAddStation.Visible = False

frmservices.Visible = True

End Select

End Sub

Login Form

Private Sub cmdlogin_Click()

Dim con As New ADODB.Connection

Dim rs As New ADODB.Recordset

Dim ans As Integer

con.Open "Provider=Microsoft.JET.OLEDB.4.0; Data Source=" & App.Path & "\DB.mdb"

rs.Open "Select * From [Login Account] Where [Username]='" & txtuser.Text & "' AND [Password] = '" & txtpass.Text & "' AND [Admin] = '" & cmbpos.Text & "' ", con, 3, 1

If rs.RecordCount > 0 Then

If cmbpos.ListIndex = 0 Then

Unload Me

frmmain.Show

frmmain.Toolbar1.Buttons(5).Enabled = True

Else

Unload Me

frmmain.Show

frmmain.Toolbar1.Buttons(5).Enabled = False

End If

Else

ans = MsgBox("Incorret Information", vbCritical + vbRetryCancel, "Login Falied")

If ans = vbRetry Then

txtuser.Text = ""

txtpass.Text = ""

txtuser.SetFocus

End If

End If

rs.Close

con.Close

End Sub

Private Sub Form_Load()

cmbpos.Text = Empty

cmbpos.Clear

cmbpos.AddItem "Administrator"

cmbpos.AddItem "Employee"

txtuser.Text = Empty

txtpass.Text = Empty

mdifrmbackground.mnulogin.Enabled = False

mdifrmbackground.mnulogout = True

End Sub

Main Form

Dim price As Integer

Dim starttime As Variant

Dim endtime As Variant

Dim today As Variant

Dim ElapsedTime As Variant

Dim var1 As Variant

Dim var2 As Variant

Dim var3 As Variant

Dim var4 As Variant

Dim var5 As Variant

Dim var6 As Variant

Sub loadlv()

Dim con As New ADODB.Connection

Dim rs As New ADODB.Recordset

con.Open "Provider=Microsoft.JET.OLEDB.4.0; Data Source=" & App.Path & "\DB.mdb"

rs.Open "Select * From [Station]", con, 3, 1

With lvstation.ListItems

.Clear

While Not rs.EOF

.Add , , ""

.Item(.Count).SubItems(1) = rs![stationNo]

.Item(.Count).SubItems(7) = "0"

rs.MoveNext

Wend

End With

rs.Close

con.Close

End Sub

Private Sub cmdclear_Click()

Dim ans As Integer

With lvstation.SelectedItem

ans = MsgBox("Are you sure you want to end the transaction?", vbYesNo, "Confirmation")

If ans = vbYes Then

.Checked = False

.SubItems(2) = Empty

.SubItems(3) = Empty

.SubItems(4) = Empty

.SubItems(5) = Empty

.SubItems(6) = Empty

.SubItems(7) = "0"

End If

End With

End Sub

Private Sub cmdstart_Click()

starttime = Time

today = Date

With lvstation.SelectedItem

If .Checked = True Then

If cmbservice.Text = Empty Then

MsgBox ("Please input service type"), vbInformation, "Message"

Else

If .SubItems(3) = notnull Then

ans = MsgBox("Do you really want to start a new transaction?", vbYesNo + vbInformation, "Message")

If ans = vbYes Then

.SubItems(2) = today

.SubItems(3) = starttime

.SubItems(6) = cmbservice.Text

cmbservice.Text = Empty

End If

Else

MsgBox ("Station is already Operating"), vbExclamation, "Message"

End If

End If

Else

MsgBox ("Click the Checked Box "), vbCritical, "Message"

End If

End With

End Sub

Private Sub cmdStop_Click()

Dim ans As Integer

Dim Sprice As Integer

Dim price As Integer

Dim Tprice As Integer

Dim MinRate As Integer

Dim RPMin As Double

endtime = Time

ElapsedTime = endtime - starttime

Sprice = lblprice

MinRate = Sprice / 2

RPMin = Sprice / 60

With lvstation.SelectedItem

If .Checked = True Then

If .SubItems(3) = Empty Then

MsgBox ("Station is not Operating"), vbInformation, "Message"

Else

If .SubItems(4) = MIke Then

ans = MsgBox("Do you really want to stop this transaction?", vbYesNo + vbInformation, "Message")

If ans = vbYes Then

.SubItems(4) = endtime

.SubItems(5) = Format(ElapsedTime, "hh:mm:ss")

If .SubItems(6) = "Offline" Then

cmbservice.ListIndex = 1

If ElapsedTime = vbKey0 And KeyAscii