Automation is the utilization of computing machines or computers to automatically compute data that are fed to it by programming those machines. Automation of systems nowadays is dramatically increasing because of the need for speed and reliable information system wherein the desired information can be obtained without tumbling out files in large data cabinets and archives. This theory waas used in the proposed Payroll system of Noveleta’s municipal office. Data inputs in the form of hours and days worked and corresponding deductions such as tax and individual insurance shares will be introduced to the computers. As an output, the machine will print pay slips and reports that are ready to be delivered to external entities outside the system.
By using this theory, less work will be done by the accounting department because the reports for the computation of deduction will now be internal to the computerized payroll system. This technique will greatly increase the speed of calculating each employee’s salary with utmost minimal human intervention. Minimizing human intervention will most likely reduce the instances of errors in the computation of salary.
3.3.2 Biometrics
Biometrics comes from the word “bios” which means life and “metron” which means to measure (http://en.wikipedia.org/wiki/Biometrics, 2008). At first the proponents were confused with the term because it typically implies the measure of life. It may be the population density of biological elements within an ecosystem or it may imply the biodiversity of our planet.
Nowadays, the meaning of biometrics evolved with the technology. Biometrics today refers to gadgets that are used to identify humans physiologically. The most popular biometric gadgets are fingerprint and iris scanners because the fingerprint and iris are unique for all human beings that even identical twins do not have the same fingerprint or iris structures.
Through this theory, the proponents can use biometric gadgets to identify the employees in the municipal office, and doing such things will ensure that no employee will be able to cheat. For example, an employee can mark a time in to other employee who comes late. When the system has a biometric strategy of identification, no employees can time themselves in without their physiological identity being verified.
The system will be using fingerprint scanner, a biometric gadget that scans fingerprint. Employees are going to time themselves in or out by scanning their index finger into the fingerprint scanner.
3.3.3 Data Flow Diagram
Data flow diagrams are used to graphically depict flow of data within an organization. It is very useful because it allows the analyst to visualize the flow of data and track the very details of the problems being solved. Having a data flow diagram will prevent the analyst from committing to the technical implementation of his proposed system at an early stage. The system analyst will free himself from thinking too much because all of his efforts will be focused on understanding the flow of information within the organization that he/she is analyzing. It will also help the system analyst to further understand the relation of the studied system to its subsystem and other external systems. During the analysis of a proposed system, it will also help to determine whether the necessary data and processes have been defined, thus allowing a systematic approach in the analysis of the problem (Kendall, 2004).
The proponents used data flow diagram to fully understand the flow of data which would give them a bird’s eye view of the problem. All the information that the proponents had gathered through interviews were compiled to help determine the necessary business activities within the existing payroll system. When all the business activities had been identified, the proponents started drawing the data flow diagram. With this, they were able to see where the data would go and planned necessary automations and made simplification.
3.3.4 Database
Databases are electronic files saved in the hard disk of computers which holds tables that are logically associated with each other. These databases are used to store valuable information that can be accessed or queried by multiple software applications that are used by an organization. Through the use of database, some issues of confidentiality and data security can be solved. It can also take part in minimizing data redundancy and maximizing data integrity. Departments within an organization can share the same information and can manipulate that information according to their access rights.
The proposed system used this theory to eliminate data redundancy within the organization. All the information about an employee will be saved in a database. Their log in and log out time will also be saved on it making it available to programs that need to access those data.
3.3.5 Normalization
Normalization is the process of designing relational database wherein complex database tables are divided into a set of simpler tables to eliminate anomalies. Eliminating anomalies will also protect the database from errors that may result in inaccurate queries and data loss, thus strengthening the integrity of data. In addition to strengthening data integrity, normalized databases are more stable and easily maintained than the complement.
The proposed system used this theory to create a structured data storage method. All the information requirements of the system are collected first. Second, the gathered requirements or fields are converted to its first normal form. Repeating groups are removed by separating it as another table. In the second normal form, all the attributes are functionally dependent on the primary key. All other partially dependent attributes are separated from the original table. Next to it is to convert it to the third normal form. A normalized relation is in its third normal form when all of the non-key attributes are fully functionally dependent on the primary key and there are no transitive dependencies (Kendall, 2004).
3.3.6 ERD
An Entity-relationship diagram is a relational schema database modeling method used to model a system and its requirements in a top-down approach. This approach is commonly used in relational database design. Entities in an Entity-relationship diagram are discrete objects. Examples of these are person, place or things which you need to collect data or attributes. Relationship tells how two or more objects are related to one another. They can be thought of as verbs that links two or more nouns. (http://en.wikipedia.org/wiki/Entity-relationship_model, 2008).
The proponents used the theory to identify the entities and the kind of relationship that occur between these entities. Doing this systematic approach gave a solid foundation of the information requirements of the municipal office. An ERD is easy to transform to a database table and only uses minimal normalization procedures.
3.3.7 Network
A network is the interconnection of two or more computers. It is an interconnection of usually passive electronic components that perform a specific function to simulate a transmission line or to perform a mathematical function such as integration or differentiation. (http://en.wikipedia.org/wiki/Computer_network, 2008)
In information technology, a network is a series of points or nodes interconnected by communication paths. Networks can interconnect with other networks and contain sub networks.
The proponents used the theory of network to let computers within the municipal office communicate with each other and, therefore, minimize the use of printed reports that is only internal to the organization.
CHAPTER 4