16

CHAPTER IV

PROJECT METHODOLOGY

Project Environment

This research study is conducted at Southwestern University, Aznar Road, Urgello, Cebu
City. The research study will focus particularly in the Human Resource Department.

During the research period in developing the system, the total number of non-teaching
and teaching employees of Southwestern University in the HR department is used as the total
population for statistical data gathering. In order for the system to be proper for all employees in
any case in their work, the usual and basic processes of the training management is the main
concern.

The research study provides the Human Resource Department an Training Management
System in order to tracks seminar, time and labor management, records data, for SWU
employees teaching and non-teaching that is qualified to attend a seminar.

The researchers use an organizational chart for the relationships and relative ranks of its
parts and positions/jobs and in order to guide them in the development of the project. Conducting
interviews with the Human Resource employees is done in order to meet their demands in the
proposed study and lists down the problems encountered using the manual system. After the
interview, the researchers recognized the disadvantages of using the manual system. A new
system is design as a solution to the problem. The researchers use Visual Basic 6.0 as
programming language and MYSQL as the database.
 17

SWU-HRD ORGANIZATIONAL
STRUCTURE

SHELWIN BELCINIA
VP-Administration

RICARDO DIOSO III ATTY. ETHEL S.

MIEL
NSTP Coordinator./Admin Asst. OIC,
HRMD

JANICE CAVALES
Working
Scholar
(HR SHH)

MARIA ROWELA P. ALEO ROLITO M. CANENE

ANNECY A. GUBAT
HR Coordinator Compensation and Benefits
Employee Relations Officer
officer

ARLINDA A. YAPAC MARIFEL M. ANDRADE REA C. ESGANA

CARLO T. SAGUIN Payroll Staff Payroll Staff Payroll
Staff Payroll Staff
(BIR in-charge) (Statutory benefits) (Payroll Encoder)
(Statutory Benefit)

ROWEL DANDAN PHILIP SID D. VELASCO

Working Scholar Working Scholar
 18

Payroll Payroll

LINDY M. PUJANTE
HR STAFF
(Information and
Data Mgt.) MARY JOY D. QUITORIANO MARY MAE A. LANUZA
JASON COYOCA Working Scholar Working Scholar Working Scholar
Requirements Specifications (HR) (HR)

Figure
Technical Non-Functional 5 The Organizational Chart
Requirements

Interoperability

The system is able to run at the Human Resource Department and only the staff
employees can access.

Maintainability

The machine will give five years of service if maintained properly.

Operational

The system would make use of Microsoft Visual Basic 6.0 as the programming language
and MySQL for the database manipulation.

Portability

For backing-up the database the system is designed manually.

Robustness

Their must be a back up files in MySQL Administrator incase the files in the database is
lost.

Scalability

The system must be able to accommodate a maximum of employee that are about to go a
seminar or training.

Traceability
 19

The HR staff will be able to view all activities of the teaching and non-teaching user
session to know if they attended in that seminar or training.

Usability

The software must be easy to use to the non-teaching and teaching employee of the
Human Resource Department.
 20

Operational Feasibility

Fishbone Diagram

Schedule a training or
Machinery seminar Methods Man Power
Complete
computer
periphera Send SMS and E-mail Operates the
ls notification system
Switch / Stores employee information
Hub Update employee
information
Prints out
Any Mobile Operates the GSM
certificates
Cellphone phone
Generate reports

Suggests qualified employee To reduce

the manual
workload of
Inform
administrator Internet HR
Southwestern Personnel
of an upcoming connection
University
activity
Human Resource
Department Active Phone SIM

Inform
administrator on SIM Load
system failures

Mother Nature Management Materials

Figure 6 The Fishbone Diagram

Technical Feasibility

During the progress and arrangement phases, the system used several technologies. All
these technologies occur thus, the obtainability of this hardware, software and network
technologies make the system come into reality. Adding an event, sending SMS and email
notifications, identify the qualified employees that can attend the seminar or training all
attainable through the system. The user should only have a computer unit that can access the
 21

Internet with the identified browsers as well as any type of mobile phone to receive the SMS
notification. With these basic technical requirements, all dealings are feasible by all users

Schedule Feasibility

Gantt Chart

The researchers of the system Southwestern University Human Resource Training

Management System use a Gantt chart for the project schedule in order to guide them in the
development of the project. This also helps the researchers in knowing when each task will take
place, how long will it take and its corresponding completion status.

Table 1 The Gantt Chart

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Requirements Modeling

Figure 7 The Requirements Modeling

Data and Process Modeling

Context Diagram

Report
request 1.0 Scheduled Activity List

Training/Semin
SWU Human Trainings and
HR ar schedule
Resource Training Seminars
PERSONNEL
Management
System
Generated report

SMS and E-
mail
notification

EMPLOYEE

Figure 8 The Context Diagram

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Data Flow Diagram

Employee data 1.0 Validated data 1.1 Processed data

Update employee Validate Process

Data Data
Search employee Search data
1.2 1.3
Receive Process
Search Search
Data Data
HR Search results Gathered data EMPLOYEES
PERSONNEL
Training/Seminar
schedule Validated schedule Processed
2.0 2.1
Validate Process schedule
Schedule Schedule

EMPLOYE TRAININGS/SEMINARS
2.2
E SMS and E-mail
Send
Upcoming
Notificati Training/Seminar
on

Data for reports

Report request 3.0 Request 3.1
Receive Process Data for reports
Request Request

Generated report

Figure 9 The Data Flow Diagram

 24

Employees Program Flowchart

Start

Activate Main
Form

Display
Main

Employee
Form

if No if No if
ad upd sear
d ate ch
Ye Yes Yes
Da s New Input
ta data keywo
inp inpu rd
t
ut

if No if No Process
va va
lid lid
Ye Yes Display search
s result
Process Edit existing
data data

Update
Save data
data

EMPLOY
EE

End

Figure 10 The Employees module Program Flowchart

 25

Report Program Flowchart

Start

Activate Main
Form

Display
Start
Main

Activate Main
Report
Form
Form
Display
Main No
Ye if Display
s prin generated
t report
Training/Semin
ar Form

Process
if
request
ad
d
Ye
s
Input
sched
Printed
ule
Report

if No
va
lid

Process
End
data

Save
Figure 11 The dataProgram Flowchart
Report

TRAINING/SEMI
Schedule Program Flowchart
NAR

Send SMS and

E-mail

Display
Select
End Report
End End
Report
 26

Figure 12 The Schedule Program Flowchart

System Flowchart
 27

Start

Activate Main
Form

Display
Main No
Da
Employee if Yes ta if Yes Process
ad va Save data End
Form d inp lid
data
ut
No No

New
if Yes data
if Yes Edit existing
upd va Update data End
inpu data
ate lid
t
No

No if Yes Input
Display search
sear Keywo Process End
rd result
ch
No

Training/Semin if Yes Input

if Yes Process
ad va Save data
ar Form d
sched
lid
data
ule
No
Send SMS and
E-mail

End

Report if Yes Process Printed

prin End
Form request Report
t

No
End Display
generated End
Cost-Benefit report
Analysis
Figure 10 The System Program Flowchart
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The System will provide an easy and fast way of searching non-teaching and teaching
employees to the Human Resource Department. Also, it will help the employees to improve and
be superior in their academic standing.

The system will be beneficial to the HR Coordinator and staff of the SWU in terms of
gathering updated information of the teaching and non-teaching employee.

Risk Assessment/Analysis

Impact

Risk

Exposure
Contingency

Reduction
Probability

Mitigation
Events
(Risk Elements)

Risk# Consequences
1. Incapable to M 0.5 L 0.2 L 0.2 L 0.2 L 0.361 0.04 0.321
inform the
employee
about the
seminar or
training date.
2. Server hang- H 0.8 M 0.5 M 0.5 L 0.2 M 0.667 0.1 0.567
up
3. Security H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
malfunction
database will
be susceptible
to save
attacks.
4. No internet M 0.5 L 0.2 M 0.5 L 0.2 M 0.667 0.04 0.627
connection
5. Incapable to H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
connect
database
6. Worst-case- H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
situation all
files in the
database will
be removed.
7. Incapable to H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
trap user
 29

inputs and
errors
8. User can edit H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
the profile of
other users

Table 2 The Risk Management Plan

Table 2 above illustrate the achievable risk that may take place during the deployment of
the system as well as the dependable consequences if the risk will happen. It is likewise included
in the table as the percentage the probability of the risk to take place and the mitigation
percentage that the researchers can lessen its probability of proceeding. If after the mitigation
plan, the risk will nonetheless happen, the above table also illustrate the percentage of the impact
and as well as the percentage of the contingency that the researcher can do to diminish the
influence of the risk. Furthermore, the reduction and the exposure are also shown in the table.
Impact

Risk

Exposure
Contingency

Reduction
Probability

Mitigation

Events
(Risk Elements)

Risk# Consequences
1. Unable to M 0.5 L 0.2 L 0.2 L 0.2 L 0.361 0.04 0.321
notify the
evaluators
about the
evaluation
date.
2. Server hang- H 0.8 M 0.5 M 0.5 L 0.2 M 0.667 0.1 0.567
up
3. Security H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
failure
database will
be vulnerable
to save
 30

attacks.
4. No internet M 0.5 L 0.2 M 0.5 L 0.2 M 0.667 0.04 0.627
connection
5. Unable to H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
connect
database
6. Worst-case- H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
scenario all
files in the
database will
be deleted.
7. Unable to trap H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
user inputs
and errors
8. User can edit H 0.8 M 0.5 H 0.8 M 0.5 H 0.821 0.25 0.571
the profile of
other users

Table 3 Risk Management with Mitigation Strategy and Contingency Strategy

Formula:
Total Reduction = 1.48
Average Total Reduction = 0.185

Total Exposure = 4.37

Exposure = Risk – Reduction
Average Total Exposure = 0.54 = Medium

Interpretation: In the beginning the average total risk is 0.725 (High). After the management
strategies to justify and contingency, the average total exposure is 0.54 (Medium). For this
reason, the inclusive risk is reduced by 0.355 or 35.5%.

Systems Specifications

The researchers will use the following specifications to develop the system:

HARDWARE

Hard Drive 40GB

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Graphics 1GB DDR memory

Monitor Any type

Keyboard Any Type

Mouse Any Type

SOFTWARE

Operating System Microsoft Windows XP Home

Language Microsoft Visual Basic 6.0

Database Support MY SQL

Project Design

The development of the project requires the researchers to use the following tools: (1)
Entity Relationship Diagram which shows the relationship between entities and attributes in the
database. (2) Data Dictionary shows the field name, data type, data size, domain and description
for each field in the database.