Record Keeping System

Keliste Bookkeeping Services attends to various business sector’s accounting and bookkeeping needs by providing outsourced services to accommodate their customers. Presently, they are still using manual record keeping system using paper files stored in folders. Consequently, their task becomes time consuming whenever they want to update, search, or locate certain documents.

A recordkeeping system is a document management solution system in which records are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition may be either a distinct system designed specifically to provide recordkeeping functionality or part of another system. It is an automated recordkeeping system that comprises an application program which provides recordkeeping functionality, data and metadata needed for management of the records controlled by the system, and any electronic records managed by the system. This system also ensures their preservation for evidential purposes, accurate and efficient updating, timely availability, and control of accessonly by authorized personnel.

2.0 PURPOSE, SCOPE AND OBJECTIVES OF ITDP

Purpose:

The purpose why the said establishment was chosen to be the recipient of the study is because the students have seen the need to enhance their method in keeping the pertinent records of their clients. Thus, choosing to make a recordkeeping system became the attempt to resolve the dilemma. The proposed will attempt to make the task of recording, retrieval, updating and organizing the important documents promptly than their present situation. This will also notify the responsible individuals of the tasks that require immediate attention.

Scope:

The record keeping system concentrates on managing relevant information of the company’s clients and storing them in an automated repository. This involves adding new data, updating out-dated information, and deleting erroneous records. The system will allow new clients to fill up their personal and business information using the client default account. The administrator will be allowed to add, change, delete and search all the accounts and calculate financial records if necessary.

However, this system is not connected online, so whenever you key in the information, it must be done using the workstations at the office. Only the administration can access the records of their clients.

Objectives:

* To create a system that will store clients’ information. * To produce a system that computes tax declarations and withholding tax of the company’s customers. * To make a system that will record and store personal and business information from the clients. * To meet the expectations of the respondents.

* To help the company in refining their services through the use of the proposed system. * To lessen the amount of time spent in searching for the pertinent information to be used in a transaction.

5.1 RELATIONSHIP OF INFORMATION SYSTEM AND THE ORGANIZATION

Information System (IS) plays a big role in an organization. Information system allows the organization to collect personal details about their clients. IS offers competitive advantage and services to further business objectives. The information system is a range of managerial, tactical and operational activities involved in the gathering, processing, storing, distributing and use of information, and its associated technologies in society and organizations. Using information systems hastens business processes involved in an establishment and improves the efficiency and effectiveness of the business as a whole.

5.2 COMPANY IT INFRASTRUCTURE IMPLICATION TO THE ORGANIZATION

Keliste Bookkeeping Services offers services includes all four stages of accounting processes starting from recording financial transactions in the books of business, classifying the transactions into meaningful and orderly types, summarizing the accounting data into useful reports and interpreting the financial data to assist decision making.

Their customized bookkeeping services cover the entire scope of bookkeeping and customers have the flexibility to the type of services required. They offer Full-Charge Accounting, Month-End Bookkeeping, Weekly & Bi-weekly Bookkeeping, and Hourly Support.

With a dedicated team of accountants, Keliste Bookkeeping Services offers short turn-around services.

Keliste Bookkeeping Services understands the importance of maintaining the confidentiality and security of their client’s data. They have physical, administrative and technical safeguards in place to ensure data security and confidentiality.

RECORD KEEPING SYSTEM

Record Keeping Systems is the study and practice of monitoring of information systems. Such systems use modern information technology resources together with traditional accounting controls and methods to provide users the financial information necessary to manage their organizations.

RECORD KEEPING SYSTEM (RKS)

RKS is an interactive human/machine system that supports decision making for users both in and out of traditional organizational boundaries. This system will be used to support an organization’s daily operational activities; current and future tactical decisions; and overall strategic direction.

* No more exchanging files.
* No more waiting for the other party to be done so that you can get in.
* Daily backups and long term archives.

A. IDENTIFICATION OF THE INFORMATION SYSTEM

Record Keeping System is an information system that manages documents and client records to be used for important transactions. It allows the KBS administrator (the owner and/or the staff) to create new client records, update necessary information if needed, delete obsolete records, and use these information to file tax declarations and other important transactions with government and non-government agencies.

The researchers used the Visual Basic 6.0 software to create the front-end or the interface of the system. Microsoft Access was used as the data warehouse of the records because it is less complicated and easier to manage than other repositories. ADO (ActiveX Data Objects) data control was used to connect MS Access to the system.

The ADO Data control uses Microsoft ActiveX Data Objects (ADO) to quickly create connections between data-bound controls and data providers. Data-bound controls are any controls that feature a DataSource property. Data providers can be any source written to the OLE DB specification. You can also easily create your own data provider using Visual Basic’s class module. The ADO Data control has the advantage of being a graphic control (with Back and Forward buttons) and an easy-to-use interface that allows you to create database applications with a minimum of code.

C. DESCRIPTION OF THE INFORMATION SYSTEM STRATEGY
DEVELOPMENT

The development of RKS includes five basic phases: planning, analysis, design, implementation, and support. The time period associated with each of these phases can be as short as a few weeks or as long as several years.

Thefirst phase of systems development is the planning of the project. This entails determination of the scope and objectives of the project, the definition of project responsibilities, control requirements, project phases, project budgets, and project deliverables.

The analysis phase is used to both determine and document the accounting and business processes used by the organization. Such processes are redesigned to take advantage of best practices or of the operating characteristics of modern system solutions.

Data analysis is a thorough review of the accounting information that is currently being collected by an organization. Current data are then compared to the data that the organization should be using for managerial purposes. This method is used primarily when designing accounting transaction processing systems.

Decision analysis is a thorough review of the decisions a manager is responsible for making. The primary decisions that managers are responsible for are identified on an individual basis. Then models are created to support the manager in gathering financial and related information to develop and design alternatives, and to make actionable choices. This method is valuable when decision support is the system’s primary objective.

Process analysis is a thorough review of the organization’s business processes. Organizational processes are identified and segmented into a series of events that either add or change data. These processes can then be modified or reengineered to improve the organization’s operations in terms of lowering cost, improving service, improving quality, or improving management information. This method is appropriate when automation or reengineering is the system’s primary objective.

The design phase takes the conceptual results of the analysis phase and develops detailed, specific designs that can be implemented in subsequent phases. It involves the detailed design of all inputs, processing, storage, and outputs of the proposed accounting system. Inputs may be defined using screen layout tools and application generators. Processing can be shown through the use of flowcharts or business process maps that define the system logic, operations, and work flow. Logical data storage designs are identified by modeling the relationships among the organization’s resources, events, and agents through diagrams. Also, entity relationship diagram (ERD) modeling is used to document large-scale database relationships. Output designs are documented through the use of a variety of reporting tools such as report writers, data extraction tools, query tools, and on-line analytical processing tools. In addition, all aspects of the design phase can be performed with software tool sets provided by specific software manufacturers.

5.0 COMPANY NETWORK HARDWARE, SOFTWARE AND ITS APPLICATIONS

A. NETWORK TOPOLOGY/PRESENT A NETWORK AREA

Presently, the company is using a single desktop computer which has a WLAN connection.

The researchers propose to use either Bus topology or Star topology for their network connection if ever the company wishes to add more units for them to use.

Bus topology uses a common backbone, which is called the Bus, to connect all devices or nodes. A device wanting to communicate with another device sends broadcast messages on to the wire, all the other devices see the message but only the intended recipient receives and processes the message. This topology is useful for companies and organizations that only have a small network group. This is also the least costly from all other topologies.

In star topology, all the components of the network are connected to a router or a switch. All the devices are connected to the central device with a point-to-point connection. The hub manages the whole network. Star topology gives a much better performance since it sends and reaches the intended destination without passing to workstations that are not necessary.

B. NETWORK OPERATING SYSTEM

The operating system used by the company is Windows 7 Royale XP, Version 2010.

Windows 7 is the current release of Microsoft Windows, a series of operating systems produced by Microsoft for use on personal computers, including home and business desktops, laptops, netbooks, tablet PCs, and media center PCs.

C. NETWORK HARDWARE

The current computer unit of the KBS has the following specifications:
* CPU: Pentium (R) Dual Core CPU E6600 @ 3.06 GHz
* Installed Memory: 3.07 GHz 2.00 GB of RAM
* Monitor
* Mouse and keyboard

D. NETWORK SOFTWARE

The researchers used MS access as the back-end repository of data and the Visual Basic 6 as the language of the record keeping system.

The MS access is a database and more specifically a relational database management system. It was designed primarily for home or small business usage. MS access can produce multiple reports created for the same set of data.

The Visual Basic 6.0 is a language which is easy to learn and used by the users. It includes software tools to automatically create the detailed programming required by windows.

7.3 IT POSITION PROPOSED

The researchers suggest that the company hire or train an IT staff to align information technology and the business, to provide IT strategic support, to enhance the company and transform the business inside and out.

7.4 IDENTIFY INFORMATION SYSTEM TRAINING NEEDS

For the company to implement the recordkeeping system effectively and efficiently, the owner and his subordinates must know the basic skills in operating a computer. They need not be experts in manipulating a computer, but they should be computer literates.

The owner, especially the secretary must know the process flow of the record keeping system and understand the concept of the system so tat they can use it to its full advantage. Being proficient in the use of Microsoft Office, particularly the MS access will prove to be beneficial for the company.

7.0 IMPACT OF THE INFORMATION SYSTEM TO THE ORGANIZATION

Most organizations do not have sophisticated information system, and others still do not have information systems to begin with. Having an Information System provides several advantages to the Keliste Bookkeeping Services such as: improving efficiency and effectiveness of the organization; minimizing mistakes in information management and others, including social and ethical relevance of the system.

8.5 ETHICAL ISSUES

Business people are now held accountable for their own actions, as more and more people are now demanding that they meet their social duty not just for their country but most especially to their customers, which are considered as their life and blood. An unsatisfied customer can definitely hurt any company, something that no one would want to happen.

Since Keliste Bookkeeping Services involves doing business transactions with government establishments, it is important to submit an honest report regarding their clients’ businesses such as in tax declarations and financial statements. It is also a must that the personal information of the consumers is accurate.

The Record Keeping System can guarantee the truthful and complete filing of the significant documents to the government and non-government agencies that are needed.

8.6 SOCIAL ISSUES

Information System is all the components and resources necessary to deliver information and functions to the organization. The businesses use IS to improve efficiency and effectiveness of business process. It supports managerial decision making and for work group collaboration. IS helps the business expand and compete in the society, making the manual transaction into automatic one. The IS function proves to be an important contributor to operational efficiency, employee productivity, customer service and satisfaction.

8.0 INFORMATION SYSTEM IMPLEMENTATION

9.8 INVESTMENT

The creation of the Record Keeping System requires an immense amount of time in researching about the system, designing, coding and testing. Great attention to detail is needed in coding the system to avoid errors. The researchers also invested financial matters in making this proposal possible. This research also required the researchers’ effort and sincerity to finish the whole proposal within the given time frame.