CAGAYAN STATE UNIVERSITY PIAT CAMPUS

Water Billing System of Gumarueng Piat Cagayan

CHAPTER 1

INTRODUCTION

Project Context

The process during the calculation of bills in Water

Billing System of Gumarueng Piat Cagayan is inefficient

because current system used to calculate bills using MS

Excel wherein user needs to input data one by one and

writing only other charges listed on the created billing

form. Current system has no ability to produce

auto-generated reports that will show status of the

client, their balances, amount does the client has

paid and other penalties and a reports of all invoices

and also report of all the collected revenues from

the client. Issuance of official receipt on the

collection is also a problem because the agency

relies only on writing other informatics on in the

receipt. And in terms of confidentiality of information

especially in billing, anyone can access the database

because all the information regarding billing

transaction is only accessible in MS Excel.

But in automated system it will give agency access

to billing with a high level of system security. It

provides storing of billing documents and data from a

full range of sources and in a variety of formats, and

automatically calculates client’s bill. The user doesn’t

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Water Billing System of Gumarueng Piat Cagayan

need to input data one by one to fill all the Text Field

of the billing form because the system has an ability to

process the bill automatically. The administrator will

be also benefited on this project because since

administrator is only the person who is authorized to

access the system, staff is prohibited to access other

transaction rather than billing this will also help the

company to avoid anomalies especially when it comes to

financial aspects. By automating document processes

instead of relying on manual methods, businesses reduce

the cost, increase the Speed and improve the quality of

information exchange with clients. These Outcomes result

in greater efficiency in billing ultimately contributing

to overall profitability.

To maintain its profitability, the accounting clerk

must secure the good communication to their clients while

also securing their financial status. Water Billing

System must be effective and accurate to be able to

assure the revenue. Problems arise in terms of billing

like calculating the bills and setting of penalties which

is the primary concern in this study. The researchers

proposed this water billing system in order to help the

community growth. A system that will generate invoices,

process their payment, calculate penalties, generates

billing reports and issues official receipt. And also a

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Water Billing System of Gumarueng Piat Cagayan

system that will serve as storage of billing

information on a centralized database wherein,

whenever the accounting clerk of the barangay staff ask

for billing reports periodically water billing system

has the ability to produce reports immediately. Process

of Water Billing System focused on Generating of Bills

according to the contract of agreement to the water

consumer who will benefit by their service

provider. The system shows the transaction the admin is

the barangay clerk and it is also the user of the system

itself.

The auto-generated data will be then present on the

proposed system. From creating an invoice varying

sequence number to avoid confusion and less redundant to

the records. And an auto-generated Water Billing System

form wherein calculation of bills will be

automatically computed whenever others charges has been

updated. The proposed system has the ability to produce

auto-generated reports on billing, invoices, and

water consumer status and there’s no need to input

the information to create reports.

Purpose and Description

In this proposed system the Proponents will mainly

focus on the development of Water Billing System of

Cagayan and will provide an alternative way for

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Water Billing System of Gumarueng Piat Cagayan

efficiency to give their customers a fast, secure and

reliable service.

The Major beneficiaries of the system are the following:

Cagayan Water System in Barangay. The implementation

of the proposed system will enhance the company

transaction. The system will secure all the records of

the Water bills, they’ll have an accurate detailed and

timely reports of the transactions.

Residence of Gumarueng Piat Cagayan. The customer

will also benefit because they no need to wait for the

water bill from the bill delivery and the consumer will

not experience a long time waiting because it only pay

their bills in accurate from the system.

Researchers. Through the study the researchers will

enhance their skills in system analysis, design and

developing an accurate reports which is vital for future

I.T professionals and to make a suitable system for the

user that they have chosen.

Future Researcher. The Study will serve as a guide

for the student or other researcher who are also

conducting similar study on Water billing system of

Gumarueng Piat Cagayan

The results of this study could help them to realize

that the Water billing system is much better than the

existing system of water district of municipality of

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Water Billing System of Gumarueng Piat Cagayan

Cagayan because from time to time the technology is

changing and also the people that’s why the proposed

project is significant than the existing system.

Objectives

The objective of the study is to create a Water

Billing System of Gumarueng Piat Cagayan to improve the

existing system.

Specifically it aims to:

a. Providing an efficient water billing system of

Gumarueng Piat Cagayan where the system will

automatically calculate the exact payments of the

residents.

b. To provide a system where generate reports in billing.

c. To minimize the paper works and manual record keeping

of the residents of Gumareng Piat Cagayan. Thus, reduce

the wasting time of the customer/residents on the payment

process.

Scope and Limitations

This study focuses on how the water billing of

Gumarueng Piat Cagayan will improve their billing system.

Therefor customers will receive their consumption and

user friendly interface resulting in fast processing of

data of the consumer, water district employees will no

longer print paper bill statements.

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Water Billing System of Gumarueng Piat Cagayan

The customer cannot process payment through

application the system and does not include online

payment transactions. This Study does not cover the

other barangay of Gumarueng Piat Cagayan, the project

will focus only to the water system and the residence of

Gumarueng Piat Cagayan.

Significance of the Study

The researcher believes that the proposed Water

Billing System will be a contributing factor to the

growth and enhancement of services of the Local

Government Unit of Gumarueng Piat Cagayan to the

community and its stakeholders. This will serve as their

stepping stone to future advances in information

technology and for some institutions in the locality to

do as well. The administration of will be thankful if

this proposed Water Billing System of Gumarueng Piat

Cagayan.

For this will be the key for more information

technology development in the locality. The consumers –

the end users and the clients will soon be migrating into

this new system thus making them more adhere to utilizing

the technology thus uplifting the manual system into an

automated system. To the students of Gumarueng Piat

Cagayan, Cagayan branch as it may serve as reference for

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Water Billing System of Gumarueng Piat Cagayan

their own research or capstone project especially to the

Diploma in Information Communication Technology students.

Definition of Terms

Administrators

Refers to the end-users of the system, the administrator

side that control, maintain and routinely perform duties

as to improve utilization of the proposed billing system.

Community

Refer to the target beneficiaries of the proposed water

billing system of Gumarueng Piat Cagayan.

Water Billing System

The proposed system that will serve as record keeping and

monitoring system for the administration and end-users of

the proposed real-time billing system.

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CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

In this chapter, the proponents present a review of

different studies and literature, which are related to

the proposed study.

Related Studies

According to Avuyile Naki, et.al (2018) that water

billing is a critical aspect of water resource management

for municipalities as it is a significant part of revenue

collection. The mismanagement of metering and ineffective

billing systems results in an average water wastage in

South Africa of 37% annually. Subsequently,

municipalities need to ensure that there is effective

water billing, through integration of information systems

to mitigate this wastage. The research was conducted at

the Buffalo City Metropolitan Municipality, as a single

case study, involving employees in the water billing

division. Data was collected from a seven-person focus

group and semi-structured interviews with two managers.

The Nvivo software was used to organize the collected

data. Finally the data was analysed using the principles

of thematic analysis.

According to Ziya’u Bello (2014) that Billing is a

critical function of most Water Boards especially towards
sending the bill to their consumers. Most problems,

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Water Billing System of Gumarueng Piat Cagayan

currently seen, result from the manual processes

followed. Calculation errors, delays in system updating
and bill sending, also report tracking issues are the
major problems that water boards find difficult to find
answers for. This project work provides a solution called
SMS based water billing system to collect, process and
notify consumers about consumption. This system will be
reliable, efficient and accurate to suit the requirements
of Bagudo local government water board. The proposed
solution use sevolving Mobile Technologies known as SMS
and vogue pay online payment technologies, over a
solution which uses web applications to handle the
organization’s day to day transactions which will allow
the water board to send bills to their consumers via SMS
and consumers to pay their bills using ATM cards. The
burden on the billing is lessened and other new feature
shave also been introduced. Consumer interaction with the
organization is improved and consumers can easily view
their monthly water bills by login to the organization’s
web site.
According to Madelyn Manun-og (2016) that water
billing system is an automated system that makes the
complex task of billing easy, fast and accurate. This
paper presents the development of an Automated Water
Billing System for the local government unit of
Hinunangan in the province of Southern Leyte,
Philippines. The system constitutes two applications -
Desktop and Mobile Reader. The System Development Life
Cycle (SDLC) framework was adopted in the development
process utilizing the Waterfall Model. Survey and
interviews were also done as a supplementary technique of
the fact-finding. The purposive sampling method was
employed in the selection of respondents, and a
researcher-made questionnaire was used in the systems

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evaluation. Weighted mean was used as a statistical

treatment. Based on the results of the study, the
developed system contributes a greater advantage in
providing and delivering better operation, reporting, and
services to the clientele.

According to Lovely P. Gentugao, et. al(2014) that

the Lan-based Assessment and Billing System of Camiling
Colleges is aimed to prove that the automation of work is
better than the manual system. On the advantages of the
Lanbased Assessment and Billing System After the
evaluation of the existing system of the Camiling
Colleges. The researchers scheduled an initial testing of
the system. The respondents are taken from a sample of
personnel and students. The summary of the result is
presented below based on: On the accuracy of computed
bills Excellent was rated at 20% or a total of 2
respondents while 50% or 5 respondents rated it as very
satisfactory. Twenty percent or 2 of the respondents
rated it as satisfactory while 10% or 1 of the
respondents rated it as poor. None of the respondents
rated it as needs improvement. Consistency of computed
amount Thirty percent or 3 or 3 out of 10 respondents
rated it as excellent and 40% or 4 respondents rated it
as very satisfactory while 30% or a total number of 3
respondents rated it as satisfactory. None of the
respondents rated it poor and needs improvement. On the
neatness of statement of accounts and receipt. All of the
respondents rated it as excellent since it is
computerized; erasures are eliminated that makes the
statement of account and receipt more presentable and
credible. On the effectiveness of the system Thirty
percent or 3 out of 10 respondents rated it as excellent;
very satisfactory was rated by 50%, which have a total

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number of 5 respondents while satisfactory was rated by

205 or 2 of the total number of respondents. On the
preparation and distribution of statement of accounts
Thirty percent or a total number of 3 respondents rated
excellent, 4 out of 10 respondents or 40% rated it as
very satisfactory while 30% or 3 respondents rated it as
satisfactory.

Related Literature

According to Amy Schmidt and Lynne Lewis (2017) that

the results support the assumption that, as consumption

decreases, consumers face larger CBFR bills to cover

system costs. However, individual bills do not increase

proportionally to consumption decreases: a 25% system-

wide decrease in consumption over five years raises a

high user’s bill by 8%, an average user’s bill by 6%, and

a low user’s bill by 3%. The result that greater users

face greater price increases over time also suggests that

some amount of progressive pricing is built into the

system, for as overall community consumption decreases,

those who persist in using high volumes of water will

account for a larger fraction of the total and face

higher bills as a result. This explains why high use

bills increase more than low-use bills. No bill value

exceeds the 2% of MHI limit recommended by the EPA. If

fixed-variable costs decrease in absolute value by at

least 2% per year, CBFR bills should be lower for all

users versus the status quo with no conservation. Table

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12 shows the results of such a simulation. At any level

of consumption, decreasing the fixed-variable costs over

time decreases the consumer’s bill. Compared to the

status quo from Simulation 1, lowering costs and

consumption lowers bills by 6% for high users, 5% for

average users, and 2.6% for low users. In contrast to the

scenario with no change in utility costs, this scenario

provides a greater savings the greater the amount of

water used. This suggests that the yearly cost decreases

overpower increases in the proportion of the total

accounted for by the high-use consumer.

According to Mr. Keith J. Richardson (2009) that the

city has invested a significant amount of time and effort

to replace the 30-year-old customer billing system used

by the Water Revenue Bureau (WRB) to process water and

sewer bills for customers of the Philadelphia Water

Department (PWD). With approximately 515,000 customers

that annually generate over $400 million in water and

sewer charges, a reliable billing system is critical to

meeting the accounting and financial reporting needs of

the city’s Water and Sewer Fund.

According to Janelyn A. Ambre (2016) Water billing

system is important to provide consistent and accurate

billing information to clients and service recipients.

The study is aimed to develop an automated water billing

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system for the Abra State Institute of Sciences and

Technology in Lagangilang, Abra, Philippines and to

determine the usability of it in terms of Efficiency,

Affect, Helpfulness, Control, and Learnability. The

descriptive and applied types of research were employed

in the study. Data were gathered through interview and

feedback form. The respondents were from the 8 personnel

of the accounting and cashiering offices. The Rapid

Application Development model was used in the development

of the system and the Software Usability Measurement

Inventory questionnaire to test its usability. The

gathered data were analyzed and interpreted using

frequency count and mean. Findings of the study revealed

that they need an automated billing system to improve

their billing procedures since it is done manually.

According to Ana Castillo-Martinez, Alberto

Gutierrez-Escolar, Jose-Maria Gutierrez-Martinez, Jose M.

Gomez-Pulido and Eva Garcia-Lopez a significant decrease

in water consumption has been achieved in recent years

thanks to different campaigns run by different

institutions in Spain. However, most citizens do not have

a very clear idea about whether or not they are

efficiently using water. To solve this situation, this

paper aims is to develop two water labels in order to

improve the current water billing. These water labels

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evaluate the total water consumption. To make the tags,

several research studies were tackled for establishing

consumer trends and behavior patterns. Furthermore, a

survey and data collection were conducted to obtain

updated values to validate information obtained from

previous studies. The result are two water labels that

establish six different levels to graphically show the

efficiency, and they also include a comparison with the

average consumption by customers of the same province. To

ensure that the benefits of this evaluation are available

to citizens, its inclusion on the water bill is proposed.

he aims of this paper is to propose a new way to improve

the contents in water bills by adding a new water label

that allows for checking the efficiency of water use. The

water tag provides information to tenants about their

efficiency of water consumption. In case of houses with a

special meter to obtain the domestic hot water

consumption, an extra water label can be shown with the

evaluation of this kind of consumption.

According to ZIYA’U BELLO (2014) Billing is a

critical function of most Water Boards especially towards

sending the bill to their consumers. Most problems,

currently seen, result from the manual processes

followed. Calculation errors, delays in system updating

and bill sending, also report tracking issues are the

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Water Billing System of Gumarueng Piat Cagayan

major problems that water boards find difficult to find

answers for. This project work provides a solution called

an sms based water billing system to collect, process and

notify consumers about consumption. This system will be

reliable, efficient and accurate to suit the requirements

of Bagudo local government water board.

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Water Billing System of Gumarueng Piat Cagayan

CHAPTER III

TECHNICAL BACKGROUND

Payment is the process of collecting the money from

the customers and adjusting their balances through the

automated system. Customers will receive receipts of

their payments. Each customer has already record in the

system included the payment method to be used after

generating invoices and to ask customers for payments.

The proposed water billing system is designed in

offline based wherein the customer will go to the

barangay hall to pay the exact amount. The admin can

monitor the records, the number of customers and the

generated payments.

The system was developed using PHP as front end,

MySQL as back-end and other hardware and software

requirements as it was specified in the requirements

analysis.

The programming language that is used to design the

graphical user interface in the project is PHP, CSS,

JAVASCRIPT and HTML it process in sublime text editor.

Also, MySQL is used in the back-end where the record is

stored.

Marinel Villianueva

Gerald Javier

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Water Billing System of Gumarueng Piat Cagayan

Shaina Calubong

CHAPTER IV

METHODOLOGY

4.1 Research Methodology

The researchers used strategies, tools and

techniques to meet the system requirements. In this part

of documentation, the researchers present the method used

to develop the System. The method used is called System

Development Life Cycle (SDLC).

The SDLC parts are System Planning, System Analysis,

System Coding and Design, System Testing and

Implementation and System Maintenance. The SDLC method is

the one that most IT programmers used in gathering and

creating System.

4.1.1 System Planning

On this process a system must be well planned before

proceeding to the next process. First, the researchers

identify what are the problems that occur in the billing

and collection process of their current system. After

identifying the problem and its process, the developers

started to think of the possible features and

improvements of the system to be able to help the

community.

4.1.2 System Analysis

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On this stage, the developers analyze the

information gathered during the planning phase, study the

flow of the current system and then started creating

charts, diagrams and use other tools to create a good

flow of the proposed system. The researchers analyze the

process on how it works and even the simplest problems

that must give prioritize. And through these the

researchers identify what are tools, software that they

may use to proposed system. Who will be benefited in this

project and how it will be implemented while limiting the

cost of the project.

4.1.3 System Design and Coding

On this stage, the developers started programming

the proposed system. From the design of user interface

and identification of all the inputs, outputs and

processes that are needed to create the system project.

4.1.4 System Testing and Implementation

To test system functionality and free from errors

system project must undergo system test to determine its

system quality, efficiency and effectiveness. This is the

hardest stage of the SDLC because the researchers must

ensure the system functionality should meet the client’s

demands for their system. Ensuring that it could handle

all the information and process that the users need. The

developers decided to make the user interface easy to

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navigate so that the user could use it easily and avoid

confusion to the end-users. Now that system is done of

coding the next step is to show our system with its

documents to our adviser in case that there are still

revisions to be made. On this stage, the system is now

ready for a trial run and now ready to be use.

4.1.5 System Maintenance

Once the system was done executed and uses already

by the barangay staff, the developers has the

responsibility in the system maintenance and system

improvements.

4.2 Software Design

This is the process in which can creates a

specification of the software with the impact intended to

accomplish the common goals in the particular user of the

system. And it involves the planning software solution.

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Water Billing System of Gumarueng Piat Cagayan

Gerald Javier

Shaina Calubong

4.3 Flowchart of the present and proposed system

This is the flowchart of the present system where

the cashier use excel in order to view the list of the

consumer with the statement of billing, if the consumer

pay their bills it is usually the get the money and then

the bill is already paid. And also issue the official

receipt.

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This figure shows the flowchart of the proposed

system where the cashier can log in with the perspective

username and password. When it comes in the billing

process, the cashier search the name of the consumer to

view the previous bill if it is not paid, and the present

bill will automatically. In the total amount process the

previous bill and the present bill automatically

calculated.

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Marivic Ramos

Kristine joy Velancio

Marinel Villianueva

4.4 Object-Oriented Data Model

This figure shows the relationship of the cashier to

the consumer and how it shows the connection of the

cashier in the billing process with the corresponding

variable.

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4.5 Data Dictionary

Table Billing

Table Consumer

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Table Cashier

Marinel Villianueva

Gerald Javier

Marivic Ramos

Shaina Calubong

Kristine joy Velancio

4.6 Database Design

This process is concerned with the design of the

physical database. A key is to determine how the access

paths are to be implemented. A physical path is derived

from the logical path. The relationships existing among

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the entities like one-to-one, one-to-many, many-to-many

are considered while designing the database. Relational

structured database is used in this system.

The database is the core of any information system.

The nature of data stored in the database as well as the

organization of the data has wide effect on the

performance of the system. A good database design should

hold all the data, which may be required by the users of

the system, but at the same time, avoid any harmful or

unnecessary redundancy. The database should also be

flexible so that any future change in requirements can be

incorporated with minimum changes.

The data in this system is organized in the form of

2-Dimension relational tables. Organization of data into

tables allows easy categorization, retrieval and storage

of data. Different tables have been created for different

type of information. The rules of normalization have also

been applied while designing the tables.

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Table for Billing

Table for Consumer

Table for Cashier

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