ANALYSIS AND DESIGN DATABASE APPLICATION OF CASH...

ANALYSIS AND DESIGN DATABASE APPLICATION OF CASH RECEIPTS FOR

BINUS SCHOOL SERPONG AND SIMPRUG

Ferenky Binus University, Jakarta, DKI Jakarta, Indonesia

Basten Efendi Binus University, Jakarta, DKI Jakarta, Indonesia

and

Yoki Winata Binus University, Jakarta, DKI Jakarta, Indonesia

Abstract The research objective of this thesis is to analyze the cash receipt system which is

running, and designing a data base system of cash receipts that are tailored to the company

requirement, as well as designing an applications to facilitate the receipt of cash at Binus School

Simprug and Serpong and managing cash receipts data and information as a basis for decision

support. The research methodology used in writing this paper is analysis methods and design

methods. The analytical method used to determine the problems of the system is running on

Binus School Serpong and Simprug. The design method used is a method with the concept of

Database System Development Lifecycle. The results obtained from the writing of this thesis is

the conceptual, logical, and physical database design for the process of cash receipts of Binus

School Simprug and Serpong, as well as desktop-based application to ease of managing data and

getting information about cash receipts. The conclusions of this thesis writing is a database

design and application of cash receipts have been meeting the needs and improve company

performance.

Keywords: Analysis, Design, Database, Cash Receipts

1. Introduction 1.1 Background

Nowadays information technology has been growing very rapidly.

Information technology be used as one tool to help get the information quickly

and accurately. Companies that can implement information technology effectively

and efficiently will be superior compared to companies that have not been able to

utilize information technology as well. Data and information management which

is fast, precise, and accurate will greatly affect the efficiency and performance

improvement of a company or organization.

By utilizing information technology, companies can run their business

processes more quickly and process data more accurately. The existing data will

be stored in a database that can facilitate the company to reuse the data to obtain

information for the company's progress. The Company will access this database

via an application that will facilitate the user in organizing, managing,

manipulating and gathering information.

Bina Nusantara School is school located in Serpong and Simprug area that has

education level of kindergarten, elementary, junior high and high school. As the

increasing of number students from year to year, so the more data must be stored

and processed to obtain information quickly and accurately to be used as a basis

for business decisions by management.

One of the company's success is providing outstanding service, so customers

will be loyal to the services offered. Therefore, really needed a support services

that can help to manage and store financial data then processed as information. As

the rationale for this, so we want to help Bina Nusantara School in managing data

related to financial, especially in terms of operating cash receipts.

To support and facilitate the processing of financial data on Binus School,

then we use the SQL SERVER database to store the data needed, and Microsoft

Visual Studio C # as a service tool to organize and process data into needed

information.

1.2 Scope In writing this thesis, the author will limit the scope of the discussion

regarding the analysis and design of database applications of the cash receipts at

Binus School Simprug and Serpong as follows:

1. Desktop-based application which is intranet, so the only internal part who can

use it.

2. Database system that stores all student data and data related to payment

transactions in respect of academic fields.

3. Cash receipts in the field of student academic including student payment

transactions, and transactions of payable and receivable of student.

4. Not discuss the payment of new students.

1.3 Purpose and Benefit The objectives of this thesis are:

1. Analyze the running system in the company, as the reference to writer to make

the necessary applications.

2. Designing database system of cash receipts that needed by the company.

3. Recommend database application design of cash receipts that is able to

provide solutions to the problems being faced by the company.

The benefits to be obtained from the writing of this thesis are:

1. Provide input to the management company that deals with problems that arise.

2. Help improve the efficiency and effectiveness of the performance of the

company's employees.

3. Reduce errors in inputting data by employees.

4. Storing data into integrated database.

1.4 Methodology The method used in this thesis is:

1. Analysis Method

a. Literature Study

In literature study, it will be conducted the search, collection, study books,

and related resources as well as the internet in order to obtain the basic

theory to support the evaluation and design of the database application of

cash receipts to be applied to problems that arise.

b. Field Analysis

• Gathering information and documentation

The collection of information by means of direct survey of the cash

receipts procedures applied by Binus School Simprug and Serpong as

well as collect the evidence and documents related to cash receipts.

• Interview

Interviews were conducted by providing the questions to related part

about cash receipts to know the organizational structure, organizational

policies and regulations, and organizational business process in

carrying out the cash receipts.

2. Design Method

Design method used in the writing of this thesis is the concept of Database

System Development Lifecycle.

1.5 Systematics of Writing Systematic of study writing is structured as follows:

BAB 1 : INTRODUCTION

This chapter contains background research, research scope, purpose and benefit of

research, research methodology, and systematics of writing.

BAB 2 : GENERAL GUIDELINES

This chapter contains the theories relating to general theories and specific theories

related to the topics covered, is the database theory in general.

BAB 3 : ANALYSIS CURRENT SYSTEM

This chapter contains the history of the organization, organizational structure,

analysis current systems and analysis of the problems faced as well as the

solutions offered to solve the problem.

BAB 4 : DESIGN AND IMPLEMENTATION

This chapter contains database architecture that is used, design development of

report system used, and estimation of the hardware and software required for

implementation.

BAB 5 : CONCLUSION AND SUGGESTION

This chapter is a concluding chapter containing the conclusions of the discussion

that has been done previously and suggestions for company in future.

2. General Guidelines 2.1 Basic Theory

2.1.1 Data

According to Conolly and Begg (2010, p70), data is the most

important component of the DBMS environment, certainly from the end-

users’s point of view. Data acts as a bridge between the machine

components and the human components.

2.1.2 Database

According to Conolly and Begg (2010, p65), database is a shared

collection of logically related data and its description, designed to meet the

information needs of an organization.

2.1.3 Database Management System (DBMS)

According to Conolly and Begg (2010, p66), Database Management

System (DBMS) is a software system that enables users to define, create,

maintain, and control accesss to the database.

2.1.4 Components of the Database Management System Environment

According to Conolly and Begg (2010, p68), there are 5 essential

components of the DBMS:

1. Hardware

2. Software

3. Data

4. Procedures

5. People

2.1.5 The Advantages and Disadvantages of DBMS

According to Conolly and Begg (2010, p77), there are advantages and

disadvantages of the use of DBMS that will be discussed as follows.

Advantages :

1. Control of data redundancy.

2. Data consistency.

3. More information from the same amount of data.

4. Sharing of data.

5. Improved data integrity

Disadvantages:

1. Complexity.

2. Size.

3. Cost of DBMSs.

4. Additional hardware costs.

5. Cost of conversion.

2.1.6 Database Application

According to Conolly and Begg (2010, p54), database application is

simply a program that interacts with the database at some point in its

execution.

2.1.7 Database Architecture

According to Conolly and Begg (2010, p86), database architecture is

divided into three-level architecture:

• External level

• Conceptual level

• Internal level

2.1.8 Database Languages

2.1.8.1 Data Definition Language

According to Conolly and Begg (2010, p92), Data

Definition Language (DDL) is a language that allows the DBA

or user to describe and name the entities atributes, and

relationships required for the application, together with any

associated integrity and security constraints.

2.1.8.2 Data Manipulation Language

According to Conolly and Begg (2010, p92), Data

Manipulation Language (DML) is a language that provides a set

of operations to support the basic data manipulation operations

on the data held in the database.

2.1.9 Database System Development Lifecycle

Here are the main step of Database System Development Lifecycle

(Conolly and Begg, 2010, p314):

1) Database Planning

2) System definition

3) Requirements collection and analysis

4) Database design

5) DBMS selection

6) Application design

7) Prototyping

8) Implementation

9) Data conversion and loading

10) Testing

11) Operational maintenance

2.1.10 Entity-Relationship Modelling

1. Entity Types

Entity types is a group of objects with the same properties, which

are identified by the enterprise as having an independent existence

(Connolly and Begg, 2010, p372). There are two types of entity types

(Connolly dan Begg, 2010, p383):

• Strong entity types

• Weak entity types

2. Relationship Types

Relationship types is a set of meaningful associations among entity

types (Connolly and Begg, 2010, p374).

3. Attributes

Attribute is a property of an entity or a relationship type (Connolly

and Begg, 2010, p379). Attribute domain is a set of allowable values

for one or more attributes. Each attribute is associated with a set of

values called a domain.

There are many different kinds of attributes:

1. Simple and Composite Attribute

2. Single-value and Multi-value Attribute

3. Derived Attribute

4. Keys

• Candidate key

• Primary key

• Alternate key

• Composite key

• Foreign key

5. Structural Constraints

2.1.11 Normalization

Normalization is a technique for producing a set of relations with

desirable properties, given the data requirements of an enterprise. (Conolly

and Begg, 2010, p416).

2.1.12 Database Design

Stages of database design methodology according to Connolly and

Begg are: conceptual, logical, physical database design.

1. Conceptual Database Design

Conceptual database design is the process of constructing a model of

the data used in an enterprise independent of all physical

considerations. (Connolly and Begg, 2010,467).

2. Logical Database Design

Logical database design is the process of constructing a model of the

data used in an enterprise based on a specific data model, but

independent of a particular DBMS and other physical considerations.

(Connolly and Begg, 2010,467).

3. Physical Database Design

Physical database design is the process of producing a description of

the implementation of the database on secondary storage; it describes

the base relations, file organizations, and indexes used to achieve

efficient access to the data, and any associated integrity constraints and

security measures. (Connolly and Begg, 2010,467).

2.1.13 State Transition Diagram

According to Jeffrey L. Whitten (2004, p673), State Transition

Diagram is a tool used to model sequence description and screen variation

that occurs in the user session. Conditions and actions are required to

complete an STD.

2.1.14 Flowchart

According to Mulyadi (2001, p60), document flowchart is standard

used by the systems analysis to describe a particular system.

2.2 Specific Theory 2.2.1 Accounting Information System

According to Ahira (2011), Accounting Information Systems is a

component of an organization to collect, process, analyze, and

communicate financial information and decision making for the company

either outside the company. Actually, Accounting is including into

information system.

Accounting Information Systems within an organization has an

important role. Here is the role of Accounting Information Systems within

an organization:

• Collect and store data about the activities and transactions.

• Processing data into information that can be used in decision-making

process.

• Conduct appropriate supervision or control of the assets of the

organization.

2.2.2 Cash Book

Cash book is a book that is used to record income and expenditure of

money in cash. Cash book can be done with:

a. Folio (scontro)

b. Table

2.2.3 Cash Receipts

According to Mulyadi (2001, p457), the company's cash receipts come

from two main sources are cash receipts from cash sales and cash receipts

from receivables.

2.2.4 .NET

.NET Framework provides a consistent programming modeling and

thorough as well as a series of application programming interfaces, it is

very helpful in building applications that can work in accordance with the

wishes of the developer, the programming language desired developer,

beyond the software, services and devices. (Yager, 2002).

2.2.5 C#

C# is the next stage in the evolution of programming languages C and

C++ and developed briefly for the Microsoft platform .NET (Deitel, 2002,

pXXXVIII). C# programming language derived from C and C++ is a

simple programming language, object-oriented, modern, and safe in

writing. C# also combines the high productivity of Microsoft Visual Basic

and the raw power of C++ (Archer, 2002).

3. Analysis Current System 3.1 Problem Faced

The problems are being faced:

1. Data payment transaction has not yet well integrated in Binus School Serpong

and Simprug.

2. Difficulty in inputting data because most of data payment transaction is still

stored using an excel file.

3. Difficulty in maintaining the security of transaction data because transaction

data in file excel can be changed freely by the employee of company.

3.2 Alternative Problem Solving After studying the existing problems, we propose alternative solutions to

problems:

1. Designing new database that already has a good integration of data for

payment transactions in Binus School Serpong and Simprug.

2. Designing desktop based application using new database design, and new

technology based on C# .NET.

4. Database Design and Implementation 4.1 Conceptual Database Design

Picture 4.1 Entity Relationship Diagram of Initial Conceptual

Picture 4.2 ERD of Initial Conceptual with Transaction

4.2 Logical Database Design

Picture 4.3 Entity Relationship Diagram of Normalization

4.3 Physical Database Design 1. BusinessUnit

BusinessUnit (

BusinessUnitID BusinessUnitName Street City

Postal Telephone Email

Primary Key (BusinessUnitID)

);

2. Level

Level (

LevelID LevelName

Primary Key (LevelID)

);

3. Grade

Grade (

GradeID Grade

Primary Key (GradeID)

);

4. Student

Student (

StudentID VirtualAccount StudentName Street

City Postal BirthPlace BirthDate

Gender Email BusinessUnitID LevelID

GradeID YearIn YearBinusian AcademicYear

Saldo

Primary Key (StudentID),

Foreign Key (BusinessUnitID) references BusinessUnit (BusinessUnitID)

ON UPDATE CASCADE ON DELETE NO ACTION,

Foreign Key (LevelID) references Level (LevelID) ON UPDATE

CASCADE ON DELETE NO ACTION,

Foreign Key (GradeID) references Grade (GradeID) ON UPDATE

CASCADE ON DELETE NO ACTION

);

5. StudentPhone

StudentPhone (

StudentPhoneID Telephone StudentID

Primary Key (StudentPhoneID),

Foreign Key (StudentID) references Student (StudentID)

ON UPDATE CASCADE ON DELETE NO ACTION

);

6. Position

Position (

PositionID Position

Primary Key (PositionID),

);

7. Staff

Staff (

StaffID StaffName Street City

Postal Gender Email Password

PositionID

Primary Key (StaffID),

Foreign Key (PositionID) references Position (PositionID) ON UPDATE


);

8. StaffPhone

StaffPhone (

StaffPhoneID Telephone StaffID

Primary Key (StaffPhoneID),

Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE

ON DELETE NO ACTION

);

9. StudentFeeType

StudentFeeType (

StudentFeeTypeID StudentFeeType

Primary Key (StudentFeeTypeID)

);

10. IncomeType

IncomeType (

IncomeTypeID IncomeType

Primary Key (IncomeTypeID)

);

11. StudentFee

StudentFee (

StudentFeeID StudentFee BusinessUnitID LevelID

GradeID AcademicYear StudentFeeTypeID IncomeTypeID

Amount DueDate

Primary Key (StudentFeeID),

Foreign Key (BusinessUnitID) references BusinessUnit (BusinessUnitID)

ON UPDATE CASCADE ON DELETE NO ACTION,

Foreign Key (LevelID) references Level (LevelID) ON UPDATE


Foreign Key (GradeID) references Grade (GradeID) ON UPDATE


Foreign Key (StudentFeeTypeID) references StudentFeeType

(StudentFeeTypeID) ON UPDATE CASCADE ON DELETE NO ACTION,

Foreign Key (IncomeTypeID) references IncomeType (IncomeTypeID) ON

UPDATE CASCADE ON DELETE NO ACTION

);

12. Deposit

Deposit (

DepositID StaffID StudentID Date

Amount Notes

Primary Key (DepositID),


ON DELETE NO ACTION,

Foreign Key (StudentID) references Student (StudentID) ON UPDATE


);

13. ReclassDeposit

ReclassDeposit (

ReclassDepositID DepositID StaffID StudentID

Date StudentFeeID Notes

Primary Key (ReclassDepositID),



Foreign Key (DepositID) references Deposit (DepositID) ON UPDATE


Foreign Key (StudentFeeID) references StudentFee (StudentFeeID) ON


);

14. RefundDeposit

RefundDeposit (

RefundDepositID DepositID StaffID StudentID

Date Amount Notes

Primary Key (RefundDepositID),



Foreign Key (DepositID) references Deposit (DepositID) ON UPDATE


);

15. AccountReceivable

AccountReceivable (

AccountReceivableID StaffID StudentID Date

Notes

Primary Key (AccountReceivableID),





);

16. DetailAccountReceivable

DetailAccountReceivable (

AccountReceivableID StudentFeeID

Primary Key (AccountReceivableID, StudentFeeID),

Foreign Key (AccountReceivableID) references AccountReceivable

(AccountReceivableID) ON UPDATE CASCADE ON DELETE NO

ACTION,



);

17. Unidentified

Unidentified (

UnidentifiedID StaffID AccountNo AccountName

Date Amount

Primary Key (UnidentifiedID),


ON DELETE NO ACTION

);

18. UnidentifiedClarification

UnidentifiedClarification (

UnidentifiedClarificationID UnidentifiedID StaffID StudentID

Date StudentFeeID Notes

Primary Key (UnidentifiedClarificationID),

Foreign Key (UnidentifiedID) references Unidentified (UnidentifiedID) ON

UPDATE CASCADE ON DELETE NO ACTION,







);

19. PaymentMethod

PaymentMethod (

PaymentMethodID PaymentMethod

Primary Key (PaymentMethodID)

);

20. StudentPayment

StudentPayment (

StudentPaymentID StaffID StudentID PaymentMethodID

Date Notes

Primary Key (StudentPaymentID),





Foreign Key (PaymentMethodID) references PaymentMethod

(PaymentMethodID) ON UPDATE CASCADE ON DELETE NO ACTION

);

21. DetailStudentPayment

DetailStudentPayment (

StudentPaymentID StudentFeeID

Primary Key (StudentPaymentID, StudentFeeID),

Foreign Key (StudentPaymentID) references StudentPayment

(StudentPaymentID) ON UPDATE CASCADE ON DELETE NO ACTION,



);

4.4 Implementation and Evaluation 4.4.1 Login Page

Picture 4.4.1 Login Page

4.4.2 Master Student Page

Picture 4.4.2 Master Student Page

4.4.3 Reclass Deposit Transaction Page

Picture 4.4.3 Reclass Deposit Transaction Page

4.4.4 Evaluation System

Evaluation results obtained after implement the program:

• Manual process using excel file can be removed and replaced with a

computerized application program.

• Require less time to search data.

• Data security is more secure because it can’t be changed arbitrarily.

5. Conclusion and Suggestions 5.1 Conclusion

Based on the analysis and design of database application of cash receipts that

performed in Binus School Serpong dan Simprug, it can be concluded some of the

following:

1. By using database, data payment transaction in Binus School Serpong and

Simprug has already well integrated.

2. By using database application, inputting the data becomes easier and data

errors can be avoided because it is equipped with error handling depend on

user requirement.

3. By using database application, security of data student payment more secure

than using file.

5.2 Suggestions The newly built application is a proposal that can not be separated from the

shortcomings, so there are a few suggestions to consider for further system

development process, which aims for this system can work properly and provide

optimal information services:

1. In this stage of system and database application development for the future

can add broader scope so that application can support all business processes

that exist in the field of finance at the School Binus Serpong and Simprug.

2. Backup data periodically and continuously to prevent the occurrence of

undesirable things such as loss or destruction of data transactions.

3. Design database applications more user friendly and attractive for the ease and

convenience of the user in its use.

4. Required training to users to operate the application, so the users can operate

this application properly.

References

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an-arti-buku-kas.html

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sistem-informasi-akuntansi.htm

[3] Archer, T. (2001). Inside C#. Washington: Microsoft Press.

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McGraw Hill.

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Implementation, and Management. Edisi ke-5. Boston: Pearson Education.

[6] Deitel, H.M (2002). C# : How To Program. Edisi ke-1. New Jersey: Prentice Hall.

[7] Hoffer, J.A., Presscot, M.B, McFadden, Fred R. (2007). Modern Database Management.

Edisi ke-8. Prentice Hall, New Jersey.

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