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
CASCADE ON DELETE NO ACTION
);
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
CASCADE ON DELETE NO ACTION,
Foreign Key (GradeID) references Grade (GradeID) ON UPDATE
CASCADE ON DELETE NO ACTION,
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),
Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE
ON DELETE NO ACTION,
Foreign Key (StudentID) references Student (StudentID) ON UPDATE
CASCADE ON DELETE NO ACTION
);
13. ReclassDeposit
ReclassDeposit (
ReclassDepositID DepositID StaffID StudentID
Date StudentFeeID Notes
Primary Key (ReclassDepositID),
Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE
ON DELETE NO ACTION,
Foreign Key (DepositID) references Deposit (DepositID) ON UPDATE
CASCADE ON DELETE NO ACTION,
Foreign Key (StudentFeeID) references StudentFee (StudentFeeID) ON
UPDATE CASCADE ON DELETE NO ACTION
);
14. RefundDeposit
RefundDeposit (
RefundDepositID DepositID StaffID StudentID
Date Amount Notes
Primary Key (RefundDepositID),
Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE
ON DELETE NO ACTION,
Foreign Key (DepositID) references Deposit (DepositID) ON UPDATE
CASCADE ON DELETE NO ACTION
);
15. AccountReceivable
AccountReceivable (
AccountReceivableID StaffID StudentID Date
Notes
Primary Key (AccountReceivableID),
Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE
ON DELETE NO ACTION,
Foreign Key (StudentID) references Student (StudentID) ON UPDATE
CASCADE ON DELETE NO ACTION
);
16. DetailAccountReceivable
DetailAccountReceivable (
AccountReceivableID StudentFeeID
Primary Key (AccountReceivableID, StudentFeeID),
Foreign Key (AccountReceivableID) references AccountReceivable
(AccountReceivableID) ON UPDATE CASCADE ON DELETE NO
ACTION,
Foreign Key (StudentFeeID) references StudentFee (StudentFeeID) ON
UPDATE CASCADE ON DELETE NO ACTION
);
17. Unidentified
Unidentified (
UnidentifiedID StaffID AccountNo AccountName
Date Amount
Primary Key (UnidentifiedID),
Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE
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,
Foreign Key (StaffID) references Staff (StaffID) ON UPDATE CASCADE
ON DELETE NO ACTION,
Foreign Key (StudentID) references Student (StudentID) ON UPDATE
CASCADE ON DELETE NO ACTION,
Foreign Key (StudentFeeID) references StudentFee (StudentFeeID) 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 (StaffID) references Staff (StaffID) ON UPDATE CASCADE
ON DELETE NO ACTION,
Foreign Key (StudentID) references Student (StudentID) ON UPDATE
CASCADE ON DELETE NO ACTION,
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,
Foreign Key (StudentFeeID) references StudentFee (StudentFeeID) 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.
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