FACULTY OF COMPUTER SCIENCE AND MULTIMEDIA

STUDENT PAYMENT SYSTEM FOR FINANCE DEPARTMENT

IN IUCTT BANGI

BIC 3107 DATABASE SYSTEMS

MS. SITI SARAH BT . MOHD ISMAIL

Name Identification No Group

1. Johanji Ebin Johari 850217-12-5789 B.Sc (Hons.) in Computer Science

2. Tan Heng Hock 880726-08-6471 BIT (Hons.) in BIT

3. Maskulina Nuyaban 870510-49-5680 B.Sc (Hons.) in Computer Science

4. Noradlirazman bin Othman 810910-03-5961 B.Sc (Hons.) in Computer Science

5. Nurafiqah Ain bt Abd Razak 890927-01-5900 B.Sc (Hons.) in Computer Science

Table of Content
CHAPTER 1 COMPANY BACKGROUND PAGE

1.1 Introduction 3
1.2 Background studies 4

CHAPTER 2 PROPOSED SYSTEM

2.1 Aim 5
2.2 Objectives -
2.3 Scope of project -
2.4 Problem Statement 6
2.5 Importance of the project -
2.6 Current System 7
2.7 Proposed System -

CHAPTER 3 Database Design

3.1 Entity Relationship Diagram 8

3.2 Database Tables 9

CONCLUSION 12

APPENDIX: QUESTIONNAIRES 13

REFERENCES 14

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 CHAPTER 1
COMPANY BACKGROUND

1.1 INTRODUCTION

In today's society, the cost of a college or university education becomes more expensive each semester for
incoming first-year students, as well as for continuing students. With the cost on the rise, college
administrators need to address the long term financial management associated with the increased
responsibility of student personal debt. Their purpose is to organize the financial and accounting affairs
including the preparation and presentation of appropriate accounts, and the provision of financial information
for students. Therefore, the employees who works in the finance department must ensure that their have the
proper system to manage their daily task more efficiently.

In the past, the entire task are done by handwriting and written on the papers. But since the technology
become more sophisticated, the traditional method is replaced to a new system that makes use of the
technology. It is most advantageous for finance department to access data with the new system. The reason
behind this is because nowadays it is possible for computer application program to be developed as a student
payment system.

Today, this system is widely used in many colleges especially finance department. The system defines the
process of identifying, measuring, recording and communicating financial information about the students. It is
important in helping the finance department to carry out their daily operation, especially in the decision
making process. It provides student a better service the finance department.

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1.2 Background studies

This student payment system is developed for our institution in IUCTT Bangi Campus. It came into existence on
16 August 2007 after a successful merger with Strategy College. The campus is on 12 acres of land at Kampung
Sungai Tangkas, Kajang Selangor, consisting of 21 hostel blocks and a Club House.

In this Intensive English Programme, 1798 students across Malaysia waiting for their STPM results enrolled in
the 3 month programme. This was a joint effort between IUCTI and Dana Hamzaid. Since then, the intake for
student increases every year. Due to this demand, it requires a system to manage the financial status of each
student enrolled properly.

Currently the Bangi Campus has 4 faculties and 2 centres. There are the Faculty of Business and Finance (FBF),
Faculty of Multimedia and Creative Technology (FMCT), Faculty of Computer Science and Information
Technology (FCSIT) and the most recent being the Faculty of Education (FE). The 2 centres are Centre for
Foundation Studies (CFS) and the Centre for language and Malaysian Studies (CLMS). Bangi Campus is
operated by 25 admin staff and 50 lecturers to serve 645 students from local and International. Therefore, it is
best to develop the student payment system for IUCTT Bangi Campus in order to improve services for student
and operational efficiency.

A registration fee occurs when a student wants to enrolled in the current semester by registering their
subjects. This is a requirement for students to continue before their classes started. In our assessment, we will
develop a system that keeps a record in a file when a student makes a payment for registration at the finance
department. Repeating a subject also included in this system. This function is needed when a student fail in
one of their subject. As a fine, they have to pay a sum of money to retake or redo their failed subject. When a
student discontinue their studies suddenly without any reason, they are consider to be listed Missing in Action
(MIA). Unfortunately this also will cost them money before they leave the college. Differing a subject refers to
student who made adjustment whether to drop or take a subject. Every subject they add will be charge.
Therefore, all these function will be developed for the system.

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 CHAPTER 2

PROPOSED SYSTEM

2.1 Aim

The aim is to develop student payment system for finance department in IUCTT Bangi.

2.2 Objectives of the Project

The Objectives of the project are as follows:

 To gather information about the proposed system

 To develop and implement a student payment system
 To manage students and all resources to run a student payment system.
 To apply a paperless system in a way to reduce cost of service.
 To keep all records safe and secure.

2.3 Scope of the Project

The proposed system is the system that can provide lots of function for the student payment department.
The main functions are as follows:
 Update and replace data that is stored in the database.
 Insert new queries into the database.
 Delete data in the database.
 Calculation and payment.

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2.4 Problem Statement

Carelessness is inevitable when the entire task was done by hands that will cause unnecessary mistakes
including wrote the name wrongly or wrong student identification number. This will not only cost the
management to gain the wrong or misplaced information, but also discourage the student from paying their
course fee prior to poor quality of service.

Keeping files in the cabinet also requires a lot of spaces in the finance department. The more student record is
kept, the more space taken to keep them. This is not the best way of keeping the student’s record. It is much
easier for employees in the finance department to have extra room to work than to keep large amount of files.

The process of filling information is time consuming for the staff in the finance department by using the
traditional method. This will lead them to tiredness when there is a time that many students are registering to
make payments. Thus, the current system is not an effective system as the proposed system capable of doing.

2.5 Importance of the Project

A good management system can bring many benefits for the finance department. This system is developed to
provide functions that are useful to the user. It consists of two main key of advantages.

First, computer system is employed in the information management process. Employees from the finance
department will use them to do their daily operations.

Secondly, efficiency towards working is improved as well. For instance, using the new system to check an
account for student is far faster than human brain can process. Therefore if the finance department still insists
on using the traditional method, they may not handle the student’s payment efficiently.

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2.6 Current System

Currently the student payment system is based on paper and pen as there is no application program
developed to serve the required purpose. This has made all the work to be done manually.

When student comes to the finance department, the staffs from the department would ask them regarding
the amount of payment the student is paying. The staff will acquire about the details of the student
information. In the process, they will add, delete and modify the record of the students account by this
approach. As soon as the transaction is over, the staff will received payment and keep a copy of the original
receipt along with students copy to proof that they have paid. This requires the user to take more time to
finish one task. The chance to make a mistake is also high where wrong information is inputted.

Therefore this approach demonstrates how the current system operates. Without the aid from the new
system, it would be disadvantageous for both staff and student to access or gain the data they want.

2.7 Proposed System

The proposed system is a system that becomes a solution to problem that existed in the current system. As the
system developed for application software program, it should have input, process and output features. It is a
necessity that all 3 parts are integrated into the student payment system. The system has the similarities of
student payment system for finance department in IUCTT Bangi that enables the administrator to improve the
management process of the finance department. Most importantly the student also will benefit the quality of the
service.

At the beginning of the procedure, the user submits information to the system. Then the system checks the
information from the database connected to it. At the end, the system will display the information through
graphical user interface (GUI) that communicates the user to the system.

The system will consist of module, menu and submenu. It allows the user to access the functions conveniently
by pressing one of them using a pointer device. The modules are separated into different kinds of transaction
depending on what type of payment the student is making. The menu displays what the user would want to
access for example opening a new registration form for student. The submenu will be inside the menu which
contains options that user can make such as inserting more columns in a table.

The system is developed for users in the finance department that make use of functions. The functions in the
system are built to let the user define, create, and maintain the database and that provides controlled access to
this system. Whenever a new student wants to register, the system will create a record to keep in it. The user
also can delete the wrong information and replace it to make correction. This saves time and space for finance
department. The language used to develop this system is by using the SQL (structured Query Language) which
is easy to learn by the user.

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