Adv Comped It

FAR EASTERN UNIVERSITY
FAR EASTERN UNIVERSITY MAKATI

Gil Puyat Avenue corner Zuellig Loop, Makati City
______________________________
A Research Paper
Presented to
The Faculty of the Information Technology Department
MAKATI
______________________________
In Partial fulfillment of the Requirements for the course
Advance Computer,
First Semester, S.Y. 2016 2017
________________________________
By:
CHRISTINE A. FORCADILLA
ARAH ABIGAIL B. BALGOS
ELAINE KRISTINE M. RAMOS
OCTOBER 2016
PAGE
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CHAPTER 1
Introduction
1.1 The Background of the Study

In this study, the researchers will be analyzing the current system of Fil-Chinese Group
of Animal Clinic. The company is a group of full service small animal clinics that have served
clients for more than twenty years. The clinics are located all over Metro Manila and have three
provincial branches in Metro Cebu, Tagaytay and Binan, Laguna. The branches within Metro
Manila are located in Muntinlupa City, Quezon City, Ortigas Extension, Kalayaan, Pasong
Tamo, Pasay City, Pasig City, Santa Cruz and Caloocan City. With the branches located in
different parts of the Philippines, the company were not able to make a system wherein each
branches can share information specifically patients records, findings and medications.
Furthermore, the system that the branches use is not parallel to each other. Other branches,
especially some from Metro Manila, use a paperless set up while the provincial branches use a
traditional manual setup.
1.2 Statement of the Problem
The current system of the company does not share information across branches which
leads to the limited access of users to records and inefficient utilization of information obtained.
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1.3 Objectives of the Study

This study aims to:
Improve the current system of the company
Provide improvements and alternatives to the system that the company is

currently using
Prevent future problems that the company could experience in relation to the
connection of the systems
Highlight the significant differences of the current system and proposed system
and;
Create a study that will provide useful information to future researchers and
users of the study.
1.4 Significance of the Study

The findings of the research will be beneficial to the company, to students and
educators, and to future researchers and users.
As to the company, the research will be beneficial as they decide to take action to the
current problem and apply improvements to the existing system. This study can serve as a key
PAGE
prevention for future problems and can give alternative ways to minimize the effects of the
current problem.
As to the students and educators, the research will be beneficial as it can serve as an
instrument in learning variety of information that can build connection to engage students in
learning.
As to future researchers and users of the study, the research will be beneficial as it can
be used as a reference for the improvement of future studies. With this, future researchers can
use the information fully and can gather large audience for the succeeding studies.
1.5 Scope and Limitations
The study will only focus on:
Clinics manual and computerized systems
Clinics processes in updating of the records
Clinics processes in retrieval of records and;
Designing the proposed system
The study will not cover:
Actual encoding of data in the system
Accounting system of the clinic
Inventory system of the clinic and;
Management system of the clinic
PAGE
1.6 Operational definition of Terms

1. Branch - Subdivision of any organization which is geographically separate unit of an
activity which performs all or part of the primary functions of the parent activity on a
smaller scale.
2. Paperless - relating to or involving the storage or communication of information in
electronic form, rather than on paper.
3. Paperless Office - is a work environment in which the use of paper is eliminated or
greatly reduced. This is done by converting documents and other papers into digital
form.
4. Manual System - is a bookkeeping system where records are maintained by hand,
without using a computer system. Instead, transactions are written in journals, from
which the information is manually rolled up into a set of financial statements.
5. Database - is a collection of information that is organized so that it can easily be
accessed, managed, and updated. In one view, databases can be classified according to
types of content: bibliographic, full-text, numeric, and images.
6. Database Connection - In computer science, a database connection is the means by
which a database server and its client software communicate with each other. The term
is used whether or not the client and the server are on different machines.
CHAPTER 2
The Design & Development Concepts
PAGE
2.1 Review of Related Literatures

2.1.1 Local Literature
According to International Monetary Fund, The BSP uses an electronic database
system, known as Dbank System, to collect, manage and store economic time series data,
including monetary statistics. This system allowed other financial institution to submit their
reports electronically. However, rural banks submitted their reports in hard copies. It appears
that even though a paperless system is created, the reach of the said system is limited.
This is something that the researchers are trying to solve. If one system is automated
and paperless, the other systems of the same company should be able to cope up. Since the
systems are not connected to each other, BSP wasnt able to make the job easier; instead the
information that came from the rural banks became a hindrance since they still have to encode
it manually to their system. This could have been avoided if the system that they use is
accessible even by banks in rural areas.
Similarities and Differences
This could be said to for Fil-Chinese Group of Animal Clinic, which has both manual
and paperless systems. The other branches that uses the manual system should be able to adapt
to the paperless system. Moreover, with the company having different branches located to far
areas, the system should not create a problem but rather make the transaction with the other
branches easier.
Source: Philippines: Report in the Observance of Standards and Codes Data Module
PAGE
2.1.2 Foreign Literature

HYREC
According to Bhateja et. al (2016) the system used by a specific company, HYREC, was not
able to capture the symptoms, diseases, timelines, medical procedures, medications, etc., of the
various clients and apply them to the new clients who has the similar health problem. For
example, if a client was feeling tired and 5 months later, he or she was diagnosed with diabetes
and this led to a disease a year later then this would become useful information for a new client
who has the same health pattern.
MEDHYREC
This is why the company introduced a prototype system called MedHYREC. In
MedHYREC, the library of plans is created when the users enter their medical experiences into
the system. The symptoms, diseases, timeline, medical procedures and medications become a
reference for the next client. Unlike HYREC, the users can also correct past entries and update
information. The MedHYREC serves as a recommendation system with a basis of about a
hundred thousand cases. In HYREC all the items belong to the same unspecific class. However,
MedHYREC classifies clients records allowing them to find the correct recommendations.
Similarities and Differences

The system HYREC is somehow the same with Fil-Chinese Group of Animal Clinic. Since
the branches are do not share historical and new records, there was no way a certain branch can
access the records of another branch so even when the case and/or illness have been dealt with
previously by a different clients and doctors, there can be no reference kept from the previous
PAGE
client. That being said, MedHYREC could be also applied to Fil-Chinese Group of Animal
Clinic system. That way, the company can easily create a basis of recommendation for the
current clients with the previous clients findings. The diseases and symptoms can easily be
found in the database and be used to analyse the medical patterns of the current patient and
comparing it with the previous cases thus reducing the time needed to treat another client with
the benefit of having a higher rate for cure to the current patient.
Source: Information Systems Design and Intelligent Applications Volume 2
2.2 Design Development Influence

2.2.1 Oracle
An Oracle database is represented to clients as a service; that is, the database performs work
on behalf of clients. A database can have one or more services associated with it. Figure 21 shows two databases, each with its own database service for intranet clients. One
service,sales.us.acme.com, enables salespersons to access the sales database. Another
service,finance.us.acme.com, enables financial analysts to access the finance database.
PAGE
A database can have multiple services associated with it. Figure 2-2 shows one database
that has two different services for Web clients. One service, book.us.acme.com, is dedicated to
clients making book purchases. The other service, soft.us.acme.com, is dedicated to clients
making software purchases.
A database has at least one instance. An instance is comprised of a memory area called
the System Global Area (SGA) and Oracle processes. The memory and processes of an instance
efficiently manage the associated database's data and serve the database users.
Figure 2-3 shows two instances, sales and finance, associated with their respective
databases
PAGE
Some hardware architectures allow multiple computers to share access to data, software, or
peripheral devices. Oracle Real Application Clusters can take advantage of such architecture by
running multiple instances on different computers that share a single physical database.
Figure 2-4 shows an Oracle Real Application Clusters configuration. In this example, two
instances, sales1and sales2, are associated with one database service, sales.us.acme.com.
6.2.2
Foreign Literature
From Manual to Paperless Processes
The concept and advantages of a paperless office were first introduced in 1975, and
since that time, the quest to achieve the pure paperless workplace has been ongoing. Despite
advances in technology, many of our business processes still include passing paper from person
to person. Tasks such as purchase requests, hiring provisioning, and order tracking are some
examples of paper forms that historically require manual handling. These forms that are passed
from person to person risk being misplaced, delayed in the depths of a cluttered desk, or even
destroyed accidentally. All too often, these are single-copy instances that are not backed up
electronically or stored in a central location where it is easily retrievable. There are many
theories as to why we havent made the change to be paperless, such as the concept of
affordances; it appears that paper will be around for a while longer.
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PAGE
By combining the use of paper-based forms and electronic forms with automated
workflows, we can create more efficient offices.
Source: http://tech.lds.org/blog/312-from-manual-to-paperless-processes
2.3 Study Frameworks

2.3.1 Theoretical Framework
Based on the information we gathered, the company uses both a paperless system and a
manual system. Because the provincial branches havent been able to adapt the paperless
system, the company finds it difficult for them to share the data obtained from a specific branch
to the other branches. It creates a problem in which the client, if they were to visit another
branch, would not be able to make use of their records and history. If the company would like
to improve their system they would have to connect each branch to a unified database.
2.3.2 Conceptual Framework
The company collects the information of each client per visit. It stores the data in the
system and bills the client accordingly. Say the client was to visit another branch; the
information stored in the branch previously visited is not stored in the other branch. Our goal is
to connect these branches for fast and efficient transfer of data. It would allow the company to
be able to access the information whenever, and wherever.
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Collecting of
information of
each client
Sharing of
information
between the
branches
Efficient and
fast transfer of
information
Connected to
each branch
12
PAGE
System
connection
Easy-access
system
CHAPTER 3
Analysis of the System
3.1
Current Process AS-IS (Narrative)

First, the personnel will ask the customer about concerns for the visit. It could be for
vaccination and/or deworming or check-up. If the customer visited for vaccination and/or
deworming the next step will be to ask the client to sign a waiver as a part of the clinics
protocol and then the personnel will check if the client has an existing a record or not. If the
client has an existing record, the record will be given to doctor. If the client does not have an
existing record, the client will fill up a new record form which will be clients record and be
filed. After that event, the doctor will proceed with vaccine and/or deworming.
After
vaccination and/or deworming the doctor will further check the clients pet if there will be tests
needed. If yes, the client will sign another waiver and proceed with the laboratory test. Then the
doctor will update the records with the findings in the test and then file the updated record. If
there will be no laboratory tests needed, proceed in updating the record and file updated
records.
PAGE
If the customer visited for a check-up the personnel will check if there is an existing
record. If the client has an existing record, the record will be given to doctor. If the client does
not have an existing record, the client will fill up for new record which will become part
clients record sheet and be filed. Then the doctor will proceed with the check-up. After checkup, the doctor will check if there is a need for laboratory test or not. If yes, sign another waiver
and proceed with the test laboratory then update records with the findings in the test and then
file the updated record. If there will be no test laboratory needed, proceed in updating the
record and file updated records.
3.2
Current Process AS-IS (Flowchart)
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3.3
Data
PAGE
Collection Procedures
For the data collection procedure, the researchers were able to interview the head doctor
of the clinic and another doctor who is on duty. The researchers were able to ask about the
current system of the company and gather information about how their semi manual system
works. The researchers provided the interviewee a questionnaire that covers various types of
questions that could provide the study more important information that can result to more
effective solution to the companys current problem.
Another mode of gathering the data is from thoroughly browsing the information from
the net. The data gathered by the researchers are filtered in order to use filtered data as useful
information.
3.4 System Test Instruments

The researchers decided to conduct a usability testing to further analyze the current
system of the company. Usability testing focuses on the user and the design of the system.
Since this was done by the users themselves, it gives a real evaluation on how the system
actually works and how it was used. This test is important because this will determine whether
or not the current system is helping the company.
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FAR EASTERN UNIVERSITY

FAR EASTERN UNIVERSITY MAKATI

FAR EASTERN UNIVERSITY

1.1 The Background of the Study

FAR EASTERN UNIVERSITY

1.3 Objectives of the Study

Improve the current system of the company

Provide improvements and alternatives to the system that the company is

1.4 Significance of the Study

FAR EASTERN UNIVERSITY

Clinics manual and computerized systems

Clinics processes in updating of the records

Clinics processes in retrieval of records and;

Designing the proposed system

The study will not cover:

Actual encoding of data in the system

Accounting system of the clinic

FAR EASTERN UNIVERSITY

Inventory system of the clinic and;

Management system of the clinic

1.6 Operational definition of Terms

FAR EASTERN UNIVERSITY

2.1 Review of Related Literatures

FAR EASTERN UNIVERSITY

2.1.2 Foreign Literature

Similarities and Differences

FAR EASTERN UNIVERSITY

Source: Information Systems Design and Intelligent Applications Volume 2

2.2 Design Development Influence

FAR EASTERN UNIVERSITY

FAR EASTERN UNIVERSITY

FAR EASTERN UNIVERSITY

2.3 Study Frameworks

FAR EASTERN UNIVERSITY

Current Process AS-IS (Narrative)

FAR EASTERN UNIVERSITY

Current Process AS-IS (Flowchart)

FAR EASTERN UNIVERSITY

FAR EASTERN UNIVERSITY

3.4 System Test Instruments

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