CHAPTER 3

RESEARCH METHODS AND PROCEDURES

This chapter describes and discusses the materials needed and the procedures undertaken in the

proposed project. It includes Research design which is composed of the Systems Development Life

Cycle(SDLC), Unified Modeling Language (UML) Activity Diagram, Use Case Diagram, Screen Design or

User Interface, Architectural Framework, Hardware and Software Used, Gantt Chart, Cost Benefit Analysis

(CBA), Research Setting, Data Gathering Instrument, Date Gathering Procedure, and Statistical Treatment

of Data which will be used for the development of Web-Based Dental Record Management System for

Gumiran Delos-Trinos Clinic.

RESEARC DESIGN

In this quantitative study the researchers used descriptive research design because, it aims to

systematically obtain information to describe the current situation and give solutions to Gumiran-

Delos Trinos Dental Clinic. According to (McCombes 2022) Descriptive research aims to describe a

population, situation, or phenomenon accurately and systematically. It can answer what, where,

when and how questions, but not why questions. Thus, the researcher will describe the samples

and/or variables instead of manipulating them.

SOFTWARE DEVELOPMENT LIFE CYCLE

 The Software Development Life Cycle (SDLC) is a structured procedure that enables the

fastest possible production of high-quality, low-cost software. The objective of the SDLC is to create

outstanding software that meets and surpasses all requirements and expectations of customers.

In the study the researchers use Scrum Process Framework to develop the proposed system.

Scrum process framework is a form of agile software development that is used to manage product

development and other knowledge areas. Unlike traditional approaches to software development,

Agile provides ways to adapt to changes fast and this way benefits stakeholders and developers

alike. Agile best practices allow teams to achieve higher product quality through collaboration,
Figure 1.0: Scrum Process Life Cycle (Wilson 2019)
communication, trust, and constant alignment with the changing business needs. The Scrum process

framework allows development teams to easily respond to changing situations. It can guarantee that

the team does not stray from the desired outcome; that possible challenges can be identified and

resolved; that process adjustment is made on time. (Hygger 2023). Because the Scrum process is

commonly used in software development where it can adapt to product owners who adjust

requirements and priorities the proposed researchers will surely lead a delivery of high-quality

product. Through collaborative efforts, rapid changes, iterations, and continuous integration, the

proposed system will be developed.

UNIFIED MODELING LANGUAGE

 The Unified Modeling Language is a graphical modeling language used for the visualization,

specification, construction, and documentation of object-oriented software systems. The UML is a

very important part of developing object-oriented software and the software development process.

Using the UML helps project teams communicate, explore potential designs, and validate the

architectural design of the software. (Visual Paradigm 2020).

Figure 2: Admin Activity Diagram

NOTE: This diagram shows the functionality of the system as an admin.

 In Figure 2 activity diagram shows how the admin interact with the system. It focuses on

viewing different lists including patients, appointments, transactions, and summary reports. The

process starts from logging in the system then ends in logout. The desired functionality was

validated by the system owner.

Figure 3: Employee Activity Diagram

NOTE: This diagram shows the functionality of the system as an employee.

In Figure 3 activity diagram shows how the employee interact with the system. It includes

every functionality that the system provides which are adding, editing, storing, and deleting

information. The process starts from logging in the system then ends in saving to database. The

system owner validated the desired functionality for the employee because they are in charge of the

daily recording of patient information.

USE CASE DIAGRAM

As stated by (TechTarget 2020). “A use case diagram is a way to summarize details of a

system and the users within that system. It is generally shown as a graphic depiction of interactions

among different elements in a system. Use case diagrams will specify the events in a system and

how those events flow, however, use case diagram does not describe how those events are

implemented.” The researchers used specialized icons which includes the Employee and Admin,

process that includes all the functionality as well as connectors. Use case diagrams shows the

relationship between use cases, actors, and systems prominently. By combining these along with the

visualize process by the researchers, an effective use case diagram is created to help in discussing

the goals for the proposed system.

Figure 4: Use Case Diagram for Dental Record Management System

Note: This diagram shows the privileges given to admin and employee.

Figure 4.0 shows the privileges given to the system users which includes the admin and

employee. It shows that the employee can access all the functionalities including adding, editing,

deleting, viewing information the while admin only has the viewing functionality. This was
prompted by the system owner since the employee/s are the ones in charge in desk activities while

the Dentist which is the admin solely need to view dental clinics’ information.

ENTITY RELATIONSHIP DIAGRAM (ERD)

Based on (Ravikiran 2023) An Entity Relationship Diagram (ER Diagram) pictorially

explains the relationship between entities to be stored in a database. Fundamentally, the ER Diagram

is a structural design of the database. It acts as a framework created with specialized symbols for the

purpose of defining the relationship between the database entities. ER diagram is created based on

three principal components: entities, attributes, and relationships.

Figure 5: Entity Relationship Diagram of the Dental Management System.

Note: Entity Relationship Diagram (ERD) shows the relationship of every table in the database
where the dental records are stored.
DATA DICTIONARY

Figure Actions
Column Type Null Default Comments
id (Primary) int(11) No
code varchar(255) Yes NULL
description varchar(255) Yes NULL

NOTE: This shows the action in the database

Figure 1 Contains the description of diagnose or dental treatment.

Figure 2. Appointment List

Column Type Null Default Comments
id (Primary) int(11) No
name int(11) No
action int(11) No
start_datetime datetime No
end_datetime datetime Yes NULL

NOTE: This shows the appointment list in the database

Figure 2 is an appointment scheduling list which stores all the details about appointments the
date and time. Scheduled appointments help to address areas in oral health and dental office’s hours.

Figure 3. Indexes

Keyname Type Unique Packed Column Cardinality Collation Null Comment

PRIMAR BTREE Yes No id 2 A No
Y
names BTREE No No name 2 A No
sched_acti BTREE No No action 2 A No
ons

NOTE: This shows the indexes in the database

This Figure above is the scheduling where the patient appointments need to follow.
Figure 4. Gender

Column Type Null Default Comments

id (Primary) int(11) No
code varchar(255) Yes NULL
description varchar(255) Yes NULL

NOTE: This shows the gender in the database

Figure 4. This shows the gender identity of the patient.

Figure 5. Marital Status

Column Type Null Default Comments

id (Primary) int(11) No
code varchar(255) Yes NULL

NOTE: This shows the marital status in the database

This figure above shows marital status of the patient.

Figure 6. Patients

Column Type Null Default Comments

id (Primary) int(11) No
name varchar(255) Yes NULL
age int(11) Yes NULL
address varchar(255) Yes NULL
gender int(11) Yes NULL
maritalstatus int(11) Yes NULL
occupation varchar(255) Yes NULL
office_address varchar(255) Yes NULL
mobile bigint(20) Yes NULL

NOTE: This shows the personal information of the patient in the database

Figure 6 shows all the personal information of the patients, this can be used to identify,
locate or contact the patient.

Figure 7. Recents
Column Type Null Default Comments
name varchar(255) Yes NULL
amount double(255,0) Yes NULL
date datetime Yes NULL
description varchar(255) Yes NULL

NOTE: This shows the recents in the database

Figure 8. Temporary

Column Type Null Default Comments

id (Primary) int(11) No
action int(11) Yes NULL
numOfTeeth varchar(255) Yes NULL
numbering varchar(255) Yes NULL
amount varchar(255) Yes NULL
 NOTE: This shows the temporary in the database

Figure 9. Transactions

Column Type Null Default Comments

id (Primary) int(11) No
action int(11) Yes NULL
numOfTeeth varchar(255) Yes NULL
numbering varchar(255) Yes NULL
amount int(11) Yes NULL
patient int(11) Yes NULL
comments varchar(255) Yes NULL
date datetime Yes NULL

This figure above shows the universal numbering system for teeth used by dentists to
denote and specify information linked to a particular tooth, using tooth numbering system
helping to identify and classify the condition.

Figure 10. Users

Column Type Null Default Comments

id (Primary) int(11) No
name varchar(255) Yes NULL
username varchar(255) Yes NULL
password varchar(255) Yes NULL

NOTE: This shows the users in the database

This figure above shows the user in the database this table handles the id, name,
username and password of the account
DATA FLOW DIAGRAM

A Data Flow Diagram is a graphical or visual representation of how information

flows through a process, as well as maps out the flow of information for any process or

system. It includes standardized symbols and notations to describe the clinic’s operation

through data movement. The researchers use Yourdon and Coad symbols to creatively

represent the data flow diagram.

Figure shows the basic overview of the whole system or process being modeled.

This includes the storing, updating, and deleting patient data as well as viewing list of

different data recorded on the admin side.

 Figure shows the breakout of detailed version of the system’s functionality which

shows the instantaneous updating of data through the lists in the system and admin page.

The main function is categorized into three parts the add patient, transact patient, appoint

patient, each of this process functions to create a list of history or logs which then be

viewed by the admin or the dentist.

SCREEN DESIGN

User Interface (UI) is the part of the system that acts as an intermediately
between the user and system facilitating the user to interact with the system in an
efficient manner. To the end user, the user interface is the system itself. Hence, usability
of a system remains one of the most important quality attributes in determining the total
quality of any software system (Saha, D. and Mandal, A.) Therefore, the user interface
supports the user with the overall system function requirements. As a result, a program
with a user interface that is appealing will make the system more approachable.
 In figure 26, the log in form used to enter the system and determines the user
type on each submit form. If the user type is user, the system will redirect the user to the
front-end interface, otherwise, the system will direct the admin to the admin interfaces.

Figure 26: User and Admin log in interface

NOTE: This form is used to access the system functions and features.

In figure 27, a dashboard is the primary web page that the user of the system sees
when they browse the system, and it may also serve as a landing page that
attracts the users to use the system. It also displays the sections of the website, which
allows users to quickly navigate the system. The main use of dashboard is to display the
todays’ cash collected, transaction cost, and determine if the sales are increasing or not.
In this dashboard, it also shows the recent transactions with the patients.

Figure 27: User Dashboard

NOTE: This form shows the user dashboard and recent transactions with patients

In figure 28, a patients’ interface for adding patients and viewing their personal
information. It can edit information, view personal transactions’ history, and delete the
patients’ information.

Figure 28: User patient interface

NOTE: This section is the patients’ personal information

 In figure 29, it enters a new patient by filling their full name, address, age, gender,
marital status, mobile or telephone number, occupation if any, and office address if any.

Figure 29: User Add New Patient

NOTE: This section shows to add a new patient and entering their personal information

Figure 30: User Walk-In Interface

NOTE: This section is used to find the patient’s name in walk-in

 In figure 31, walk-in patient transactions, which include their personal
information and their transactions, as well as the teeth numbering system as a guide
model.

Figure 31: User Walk-In Patient-Transaction Interface

NOTE: This section shows patient’s information and transaction details in walk-in

In figure 32, an appointment for a patient can be created, edited, deleted, show
their transaction details, and sent to be listed in the calendar.

Figure 32: User Appointments List Interface

 NOTE: This section shows patient’s appointment

In figure 33, it enters an appointment by filling their name, action, start and end of
service.

Figure 33: User Create an Appointment

NOTE: This section shows to create an appointment

In figure 34, a calendar list for a patient’s transaction states what time their
appointment is.

Figure 34: User Calendar List Interface

NOTE: This section shows the calendar and list appointments by month

In figure 35, it shows the schedule details of patients in calendar list

Figure 35: User Schedule Details Interface

NOTE: This section shows the schedule details in the calendar list

In figure 36, it shows the reports of sales by cash collected daily, monthly, and the
track of cash collected.

Figure 36: User Reports Interface

NOTE: This section shows the reports on cash collected daily, monthly, and tracks the
cash collected.

In figure 37, a list of all transactions for the patient is shown, including the date,
their name, the service, how many teeth were needed to be fixed, their tooth number,
and the amount paid.

Figure 37: User List of Transactions History

 NOTE: This section shows the history of all the transactions.

Figure 38: User About Interface

NOTE: This section is used to talk about the website’s user

ARCHITECTURAL FRAMEWORK

An architectural framework is a methodical technique in developing,

documenting, and managing an organization's information system architecture. It offers a

collection of standards, concepts, and best practices for developing and aligning multiple

components of an enterprise's IT infrastructure, including hardware, software, data,

networks, and processes.

NOTE: This is the architectural framework of the system Dental Record Management
System
HARDWARE AND SOFTWARE USED

This project is composed of different modules working together to achieve the

desired output, the hardware, software, and operating system.

Software

 Visual Studio Code – or also known as VS Code, is a code editor redefined and

optimized for building and debugging modern web and cloud applications. The

researchers use VS code in writing programs such as the designs, features, and the

functionalities that the system have.

 XAMPP Server - is a completely free, easy to install Apache distribution

containing MariaDB, PHP, and Perl. The researchers used XAMPP to run and test

PHP files using the localhost. Additionally, the researchers use the XAMPP’s

control panel to turn on or start the actions for Apache and MySQL.
  MySQL - is an open-source relational database management system. The

researchers used this as the main server for storing and management of

information in the form of tables which consist of columns and rows.

 Navicat Premium 12 - Navicat is a series of graphical database management and

development software produced by CyberTech Ltd. for MySQL, MariaDB,

MongoDB, Oracle, SQLite, PostgreSQL and Microsoft SQL Server. It has an

Explorer-like graphical user interface and supports multiple database connections

for local and remote databases. The researchers used Navicat in creating the

systems’ database, designing, and editing of tables are being done using this

application.

GANTT CHART

Gantt Chart in Development

WEEKS
TASK 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Concept

Observation Period

Interviews
 Figure This shows the table of projected work period and actual work period.

COST BENEFIT ANALYSIS

A cost-benefit analysis is a systematic process that businesses use to analyze

which decisions to make and which to forgo. The cost-benefit analyst sums the potential
rewards expected from a situation or action and then subtracts the total costs associated

with taking that action. Some consultants or analysts also build models to assign a dollar

value on intangible items, such as the benefits and costs associated with living in a

specific area (Hayes Adam, 2023).

Development Cost

This is the development cost and expenses spent in developing the system from

start to finish. Table 1. Shows the expenses in developing the Web-Based Dental Record

Management and Appointment System. The developers mostly spend money on the

internet, and electricity. The developers use internet, the internet service was ₱1,300 per

month in 4 months which cost ₱5,200 at the speed of 30mbps. The developers used on

electricity; the computer was being use in 8 hours a day which cost ₱9,610.64 in 4

months of development.

Table 1: Development Cost

Development Cost

Item Quantity Unit Cost Subtotal

Computer kWh= ₱17.7028 8 hours/ Day in 4 ₱4,410.64

Electricity Cost Power months

Consumption =

200w

Internet Cost ₱ 1,300/month 4 months ₱5,200.00

Total ₱9,610.64
 NOTE: Development cost are the expenses that the developer has used in

developing the system from the start to finish.

Operational cost

Table 2 shows the yearly cost of Gumiran Delos-Trinos Clinic before

implementation of the Web-Based Dental Record Management System. The Gumiran

Delos-Trinos Clinic uses cards for recording the information of the patients; there are 100

pieces of paper per pack at a cost of ₱200 per month and around ₱2,400 yearly. While in

mobile sim load, Gumiran Delos-Trinos Clinic uses 1 promo of sim with cost of ₱400 per

month and around ₱4,800 per year. In internet connection, Gumiran Delos-Trinos Clinic

uses PLDT fiber which offers 10mbps with cost of ₱1,300 per month and around ₱15,600

per year. In addition, Gumiran Delos-Trinos Clinic uses other materials may vary with

cost of ₱1,000 per year. The existing operational cost per year is ₱139,000 yearly.

Table 2: Existing Cost Yearly

Existing Operation Cost Yearly

Item Quantity Unit Cost Subtotal

Card for Record 100 pcs per ₱200/month ₱2,400.00/year

pack

Mobile Sim Load 1 promo ₱400/month ₱4,800.00/year

Internet Cost 10mbps ₱1300/month ₱15,600.00/year

Other Materials May Vary ₱84/month ₱1000/year

Labor Cost ₱400/Day ₱9,600/ ₱115,200.00/year

month
 Total ₱139,000.00/year

NOTE: Gumiran Delos-Trinos Clinic existing operational cost yearly

Proposed Yearly Cost

Table 3 shows the proposed cost yearly. The computer is needed since the

Gumiran Delos-Trinos Clinic does not have a computer to view the patient’s information

that is entered into the system. In terms of electricity cost, Gumiran Delos-Trinos Clinic

is opened 8 hours per day. Gumiran Delos-Trinos Clinic consumes 200 watts a day, every

kilowatt is ₱17.7028 and around ₱10,346 yearly. While Gumiran Delos-Trinos may use

SMS API which has 1 promo with cost of ₱167 per month and around ₱2,000 per year.

The existing proposed cost per year is ₱127,546.00 yearly.

Table 3: Proposed Cost Yearly

Proposed Cost Yearly

Item Quantity Unit Cost Subtotal

Computer 8 hours day in a ₱17.7028 per Watts ₱10,346.00/year

Electricity Cost year

Power

Consumption =

200W

SMS API 1 promo ₱167/moth ₱2,000.00/year

Labor Cost ₱400/Day ₱9,600/month ₱115,200.00/year

Total ₱127,546.00/year
NOTE: Proposed operational cost of the researchers

Benefit of the System Yearly

Table 4 shows the benefit of the system yearly is ₱11,454.00 with a tangible

benefit of less paper works, records are organized, and no grubby calendars while its

intangible benefit its accurate presentation of data, reduce work burden, user-friendly

interface, and accessible to any browser.

Table 4: Benefit of the System Yearly

Existing Cost Proposed Cost

Item Existing Cost Item Existing Cost

Labor Cost ₱115,200.00/year Labor Cost ₱115,200.00/year

Card for Record ₱2,400.00/year Computer ₱10,346.00/year

Electricity Cost

Mobile Sim Load ₱4,800.00/year SMS API ₱2,000.00/year

Internet Cost ₱15,600.00/year

Other materials ₱1000.00/year

(pen, papers,

calendars)

Total ₱139,000.00/year Total ₱127,546.00/year

BENEFITS OF THE SYSTEM YEARLY

Existing Cost ₱139,000.00/year

 Proposed Cost ₱127,546.00/year

₱11,454.00/year

Tangible Benefit Intangible Benefit

Less Paper Works Accurate Presentation of Data

Records are Organized Reduce Work Burden

No grubby calendars User Friendly Interface

Accessible to any Browser

NOTE: Benefit of the system yearly

System Life Cost

The system life cost of the system will be based on the initial cost of developing

the system. The cost will be included electricity with totals to ₱4,310.64 plus the labor

and effort of the researchers. The total cost of the system is ₱14,000 the excess will be a

compensation for the researchers or the developers.

Table 5: System Life Cost

 Item Cost Subtotal

Computer Electricity Cost kWh = ₱17.7028 ₱4,310.64

Power Consumption =

250W

8 hours/day for 4 Months

Compensation of the ₱9,689.36

Researchers

Total ₱14,000,00

NOTE: The excess will be a compensation for the researchers and developers

Return on Investment

The return on investment of the system is 1.22 or a total of 1 year and 2 months.

This is achieved by dividing the systems’ life cost which is ₱14,000,00 and the benefit of

the system yearly which is ₱11,454,00.

RESEARCH SETTING

The study was conducted in Gumiran Delos-Trinos Dental Clinic. The clinic is

located at Espino Street, Barangay Quirino, Solano Nueva Vizcaya Philippines in front of

Aldersgate College.

RESPONDENTS OF THE STUDY

The respondent of the study is consisting of two categories which includes the

beneficiaries and IT and Non-IT respondents. The researchers considered the dentist and
 dental clinic staff as the beneficiary participants. They were chosen because they are the

one in charge of recording, storing, and retrieving patients’ information and transaction

histories in the clinic. Additionally, they are the one who will benefit in the development

of system. The IT and Non-IT respondents will be answering questions during the testing

and evaluation of the system.

Data Gathering Instruments

The researchers and the client discussed the system's preliminary plan. The

purpose of the interview instrument is to accurately explain and implement the procedure,

for which a systematic manner was used. The interview tool was the simplest and most

efficient way of getting information from the resource person. A series of questions has

been developed for the resource person to respond to either verbally or in writing.

A survey was another used by the researchers to assess the effectiveness of the

system. A survey is comparable to an interview in the questionnaire are arranged

methodically, in this case, into the five (5) key issues. Refer to table 7.

Table 7: Survey Management

Numerical Description Verbal Description

5 Strongly Agree

4 Agree

3 Neutral

2 Disagree

1 Strongly Disagree
NOTE: This is the value of measurement used in the survey for evaluation

Data Gathering Procedures

The researchers had allotted vigorous time, efforts, and cooperation in developing their

questionnaire to serve its intended respondents. After validating the questionnaire, the researcher

multiplied it by the number of copies required to accommodate all respondents. The

questionnaires were individually presented to the respondents by the researchers. Following the

response, the research discussed and displayed the system for providing thoughts and ideas to the

respondent. Following the distribution of the instruments, the researchers presented the

information to assist the respondents in completing the surveys. The questionnaires were

collected on the same day they were completed. The results of the retrieved copies of the

questionnaire were tabulated. Then, the data were analyzed and interpreted through the use of the

most appropriate statistical procedures.

Statistical Treatment of the Data

1.) Mean

This statistical tool was used to compute the sum of all values of the questionnaire

assigned by the respondents and then divided by the total number of values. The

formula for the mean is as follows:

Formula:
 m=
∑ of the terms
number of terms

a.) Likert Scale. To determine the minimum and maximum length of the 5-point

Likert scale. The range is calculated by (5-1=4) and dividing it to 5 as the

greatest value of the scale (4/5=0.80), and then 1 which is the least value in

the scale was added to identify the maximum of this cell.

Scale Mean Equivalent Corresponding

Remarks

5 4.21-5 Strongly Agree

4 3.41-4.20 Agree

3 2.61-3.40 Neutral

2 1.82-2.60 Disagree

1 1-1.80 Strongly Disagree