I-System Investigation

Accounting Information System

Section: _2HR1_ Group No.: _8_

Project Manager: Rey, Gisela Czarlene Q. Company/Organization: Faith Academy
Sytems Analyst: Contact Name: Mr. Frank Cherry
Altea, Ayessa Contact Info: [email protected]
Aporado, Odyllo Xavier L.
Bugay, Jewl Andrea S.
Escototo, Renee Joyce M.
Gabaleo, Rona Gerlyn D.
I. Executive Summary:

Some significant errors arise when using old systems, particularly accounting systems, for a long period
of time. The system may be not compatible with the latest programs being installed, or the users are simply
finding it difficult to cope up with the old system. In order to fulfil these gaps, the researchers made a system
investigation on the accounting information system used by Faith Academya K-12 International school here
in the Philippines. Based on the initial findings, the researchers found out that the employees are still using MS
Excel 2003 for recording some transactions. This may lead to potential errors that may occur. The researchers
have come up with a proposed system that will help produce consistent and accurate data and minimize system
errors. The proposed accounting system will surely cater to the needs of the employees and the department as a
whole because of the benefits it offers. In the end, the researchers recommended certain actions to be conducted
such as trouble shooting and employee training upon systems implementation.

II. Goals & Objectives
- To minimize system and input of data errors
- To provide timely accounting information to the people who needed it most
- To provide accurate and consistent data
III. System Problems
Based on the interview done, we found out that the employees are using MS Excel 2003 for their
computations and analysis of entries. Once done, they will import it to the existing accounting program. There
are times that the system wont allow the user to import the data because of some errors committed. However,
the system wont tell the user where and what kind of errors the user has committed. The user will then check
where he/she has committed the error which may take a long time to verify.
We believe that the system is not perfect and the person using it as well. This is where the Garbage in,
garbage out principle is clearly seen. Once the system process nonsense data input, it will surely produce
nonsense data output.





Business Administrator
Database Administrator

IV. Use Case Diagram

















V. Feasibility
Technical Feasibility
The accounting software we will be using, Sage 500 ERP, is up-to-date and is compatible with the latest
operating systems that are used by most companies inside and outside the country. Since this is an extension of
the previously used software, SAGE Accpac, employees will no longer have a hard time learning to use this
program. The OS were going to use, Windows 7 professional, can accommodate the accounting software that
is needed for the business. Microsoft Office 2010, particularly MS Excel and MS Word, is simple yet efficient
software that can help in recording transactions and can also be handy in times especially during presentation of
financial reports. The system would be simple, itll cost fewer distractions to avoid human errors and improve
accuracy and productivity. In addition to this, the hardware (Computer set, printers, etc.) would be a great
complement to the new software because it is up-to-date and user friendly.
Legal Feasibility
All software is acquired legally and the system follows the provided Philippine standards and its laws.
Operational Feasibility
The implementation of this new system wouldnt affect much of the internal and external issues (laws,
social issues etc.). This would basically be a system that will pinpoint on the existing systems major problem:
human errors. It will help lessen complications and improve system accuracy. This will benefit mainly the
Accounting Department, its employees, the decision makers, and the whole organization.

Schedule of Feasibility


The implementation of the new system is projected to last 2-3 months/60-90 days. This will include the
installation of hardware and software, new system training for employees, troubleshooting, and polishing. This
Accounting Information System
Client
Cashier
Chief Accountant

Senior Accountant

Billing
General Accountant
Pay Bill
Collect
payment (A/R)
Purchase/Place
orders (A/P)
Process
payroll
Review Gen.
Ledger
Support the
system
Supervise flow of
system
Implement
Policies
Schedule
fixed asset
External Audit
Audit System
(annual)
Make
Financial
Report
Installation of system Training of Employees/Trouble-Shooting/Polishing System Implementation

also includes the evaluation of whether to totally dispose the old computers or to allocate or transfer them to
another department where they can be reused. It will be worth all the cost in investing (especially in the long run)
because the hardware would last for years and the operating system is compatible for future software updates that
might be needed for upgrading the whole system.
VI. Cost
a. Software
8 Microsoft Office 2010 Php 80, 000
1 SAGE 500 ERP (Multi-user) w/ modules Php 1,678,080
8 Windows 7 Professional Php 58,099
1 MS SQL Server Php 87,660
TOTAL Php 1,903,759

b. Hardware
8 Samsung S19A100N 4790 (monitor) Php 38,320
8 Intel Core i7 3.40 GHz P40000 (CPU) Php 320,000
8 Black (PG740PGBK) (Ink Cartridges) Php 5,960
8 Colored (CL741) Php 7,880
8 A4 Tech (Mouse) Php 5,560
8 Prolink PKM3809UUSB Multimedia (Keyboard) Php 2,960
1 PLDT w/ Wifi 512 mbps Plan 990 Php 11, 880 (in a year)
TOTAL Php 392,560

c. Personnel
1 Database Specialist Php 25000/per month
TOTAL Php 55,000
Total Cost: Php 2,351,319.00
VII. Benefit
With the new Accounting Information System, errors are reduced and payment processes simplified. The
SAGE 500 ERP provides accurate results and it includes expanded capabilities for remittances, managing cash
receipts, payroll system, billing statements, etc. It is easily accessed by authorized users and is very convenient
to use primarily because of the adjustable and customizable parts of the system. Efficient view of the reports is
displayed and it provides timely data for convenience of the user/s. Costly efforts made by human error are
reduced because the system extracts inaccurate results. All in all, this Accounting Information System is
efficient, productive, timely, and caters to the needs of the user/s.

VIII. Recommendation
We, the researchers, recommend users (such as employees and managers) shall undergo certain trainings to
be more knowledgeable of the system in able to maximize its use. Moreover, the new system shall be provided
with the most updated software programs supporting it that will enable it function well and avoid disruptions
while working. For the accuracy of the system, we recommend that the system shall be access only by those
who really needs the accounting information. This action will help avoid duplication of data and missing
information. With this information in hand, it is recommended to proceed to the next phase.