ABSTRACT. assesses the perception of billing of consumers via computerized system. The project is aimed

Transcription

1 ABSTRACT Bills are documents that services as an evidence of sales of goods and services. This work assesses the perception of billing of consumers via computerized system. The project is aimed at developing software called Electronic Based Billing system for Power Holding Company Nigeria (PHCN), the manual calculation of electric bills which sometimes bring about errors, the inability to access, retrieve and up-date consumers account and improper record keeping in the Power Holding Company of Nigeria (PHCN) was the reason for this research. The software developed will be able to tract consumer s record which make it easy to access, retrieve and up-date customer s information. It also store the quantity of power consumed which determine error-free. The Structure System Analysis Methodology was adopted, which helped the researcher to capture the record of each consumer and assigning a unique code to each record. The quantity of power consumed must be tracked too. A desirable output was made which was able to correct the problems existing in the manual system method. Design and Implementation of Electronic Base Billing System for PHCN Page 5

2 TABLE OF CONTENT Title Page Dedication Acknowledgement Abstract Table of Content CHAPTER ONE 1.0 Introduction Background of Study Objective of Study Scope of Study Significant of Study Limitation of Study Definition of Technical Terms..7 CHAPTER TWO LITERATURE REVIEW 2.0 Introduction Overview of the Billing System Monthly Billing All Consumer Will be on One of Two Schedules Consumers Enrolment System Consumers Classification Consumers Code Consumers Disconnection Features of a Good Billing System.14 Design and Implementation of Electronic Base Billing System for PHCN Page 6

3 2.4 Benefits of Automated Billing System to PHCN Review of Related Literatures on Automated Billing System Database Database Management System Overview The History of Database Flat-File System Why Database Types of Database Database Models Hierarchical Databases Network Databases Relational Database Model Roles of Power Holding Company of Nigeria (Phcn) Problems of Bills in Power Holding Company Reference...31 CHAPTER THREE. METHODOLOGY AND SYSTEM ANALYSIS 3.0 Introduction Research Methodology SSADM is Encapsulated as Follows Analysis of the Present System.36 Design and Implementation of Electronic Base Billing System for PHCN Page 7

4 3.3.0 Organizational Structure of the Present System (PHCN) Organizational Flow Diagram of the Present System Summary of the Organization Flow Diagram of the Present Overall Data Flow Diagram of the Present System Pictorial Representation of Data Flow Data Diagram of the Present System Weakness of the present system Expectations of the New System high level model of the proposed system reference.. 46 CHAPTER FOUR SYSTEM DESIGN 4.0 Introduction Objectives of the Design Control Menu (Main Menu) Flow Chart for Login of the Staff Flow Chart for Registration of Customer Flow Chart for the Deleting of A Customer Record Flow Chart for Bill Generation Overall Data Flow Diagram of the Design Customer Database Specification Program Module Specification Mathematical Specification Input and Output Format 57 Design and Implementation of Electronic Base Billing System for PHCN Page 8

5 4.8 Data Dictionary Choice and justification of Language Coding Platform..59 CHAPTER FIVE DOCUMENTATION AND IMPLEMENTATION 5.0 Introduction How to Install the Software How to Uninstall the Software Software Requirement Hardware Requirement Site Preparation the software User Guide How to Login How to Connect/Add A New Customer How to Check Customer Information How to Bill a Customer How to Make a Payment How to See All the Customers Record Software Conversion Training System Maintenance Program Testing System Implementation Documentation.67 CHAPTER SIX SUMMARY, CONCLUSION AND RECOMMENDATION Design and Implementation of Electronic Base Billing System for PHCN Page 9

6 6.1 Introduction Objectives Achievement/Contribution Constraints/Limitations Recommendation 70 Reference.70 Appendix A...76 Design and Implementation of Electronic Base Billing System for PHCN Page 10

7 CHAPTER ONE GENERAL INTRODUCTION 1.0 INTRODUCTION Since the invention of information and communication technology devices (ICT), the problems that posed to be a great deal to mankind has being reduced if not eliminated, these problems exist in various sectors of human economy. These sectors includes health sector, Aviation sector, transport sector, academic sector and most especially in power sector which utilizes these facilities in keepings records of transactions, human record, database of staff and especially in computation of consumer bills. The development of model was borne out of the charming rate at which Power Hold Company of Nigeria are being defrauded by both consumers and their staff. This attributed mainly to improper organizing of company records. Sometimes, the record of the previous years is not properly recorded. These limit proper accountability, improvement of facilities and proper planning. Moreover, the manual process is time consuming and cumbersome. It also prune to errors since humans are making it. This being the case, the program is developed not only for efficient program (model) to combat this deficiency but also provide a professional system for consistent power supply. The term system means a combination of related parts organize into a complex whole. It is also scheme of idea or principle in which something is organized. It has two important meaning in almost any discussion of system. Firstly, is the motion of system as an entity or thing which has a particular part. Secondly, is the motion of system as plan, method, device Design and Implementation of Electronic Base Billing System for PHCN Page 11

8 or procedure for accomplishing specific task, it is also simply a rationed and logical approach for accomplishing a specific purpose. Continue emphasis on obtaining more objectives and precision in applying the system approach has resulted simulative models and computerized information system. These various developments are aimed at improving the control mechanism or organization system, thereby permitting them to plan for and react to environmental changes effectively. A physical system is a set of element, which operates together to accomplish an objective. It has a general model of input and output. The information system receives input data and instruction, process the data according to instruction and produce an output, which is suitable in the simplest case. An information processing system which all inputs come in the same time, and they are nearly process all most the same time. Each application may be analyzed in terms of input, storage, processing and output, according to Sames Morit The information processing system has a functional sub-system such as the hardware and software system, operating system and database system. It also has application and subsystems such as order entry, billing, payroll and personnel. Financial information system Refers as set of procedures, process, facilities and methods designed to provide financial information required by management for effective and efficient operation of the organization. This information required involves the collection, analysis and reporting of past, present and project information outside the system. Design and Implementation of Electronic Base Billing System for PHCN Page 12

9 It is important to note that good billing system will help the financial controller to plan, direct, control, organize aid understand the effectiveness as well as departmental objectives, Austin c Anwuo, A good billing system is the life wire of any establishment and it comprises the pricing of material, payment for the work done or service rendered. Also, it differs from company to company depending on the type and nature of the work done and the amount of billing of that company under discussion, okene, E.S A computerized billing system is the way in which computer can be applied to billing method in order to produce output which has a greater accuracy, higher rate of performance. The computer usage in automated system is mandatory because of its capacities in information technology, which includes efficiency, accuracy and reliability. Computerized billing software system deals with generation of bill for the distribution of power supply for the urban area and rural environment with reference of power holding company of Nigeria (PHCN) as a case study. 1.1 BACKGROUND OF STUDY This research was carried out in Power Holding Company of Nigeria office environment at old I.T.C Park opposite Access Bank Orlu Imo State. The old system and their operating procedures were studied and the research revealed the following: That the present system of operation is a manual or pre-automated system with the following operational procedures: The management staff receives order to advertise for vacancy, receives applications from interested people, processes these applications, carries out interviews and employs the Design and Implementation of Electronic Base Billing System for PHCN Page 13

10 needed staff for the various departments. The carried out reviews of the problems and requirements of company operation includes; Staff: Staff preferred to have guide and easy transaction like release of records, enrolment and many more. These are the demand that company should cope with, more especially accounting department. They need technology, which should do the work for them. What they need is to simply press or click button and all the necessary information about the consumer will be provided. Accounts: This department computes staff emolument monthly, controls cash inflow and outflow by recording daily payment made by the customers` from every department, ensuring that report received are store and accounted for, and paying all moneys into the company s bank account. They receive running impress bimonthly from the manager after preparing budget for this period and ensures that money received is judiciously used. Manager: This comprises the General Manager, Manager and all departmental managers. They monitor, supervise, maintain and run the day-to-day operations of the company. They also receive all complains from customer and ensure good working conditions for the employees, decide when a consumer should receive a bonus or be surcharge, collect daily reports from every department when they are prepare and then prepare a general report for the director based on this. But because these reports were not always available, they decided to have reports collected and presented weekly. All operations are manually and Design and Implementation of Electronic Base Billing System for PHCN Page 14

11 pre-automated carried out there was always a backlog of work that has been left undone and complains of how tedious it was to complete these tasks. Additionally, most of the software used in previous consumer s information systems and company administration work on an outdated codebase and had a curious mix of presentation and account accessibility. The advantage of having consumer management information system was missing as it was not possible to integrate any of the company based activities within the system. Thus this project work will proved a complete package on customer information system. A consumer information system (CIS) manages consumer records and information. It provides a capability to view customer status, grade and the remaining accounts. A consumer information system helps company more especially in Power Holding Company of Nigeria which manages various operations including consumer data, account and viewing grades on previous work done. A consumer information system provides a fastest and efficient work to the personnel and staff with useful tools to automate the daily routine. With regards of the above-mentioned problems, the manager requires a full automated system to handle the operations of the company. 1.2 OBJECTIVE OF THE STUDY Nowadays, many of the companies billing systems are not fully automated and updated. Therefore it will only alter the operation performed by many companies. In this study the proponents proposed of full-automated base billing system of the Power Holding Company of Nigeria (PHCN) is developed. A billing system is a system for listing transactions of the company to a certain costumer or client request. Many of the companies use billing system for transactions of organized manner of transacting money and stocks. The study is about Design and Implementation of Electronic Base Billing System for PHCN Page 15

12 the full automation of billing system of PHCN which will reduce if not eliminate the difficulties of the manual system by producing high speed rate of processing, greater accuracy, efficiency and reliability together with higher rate of performance and ensuring consumer satisfaction. The aim is to enhance information storage and retrieval of concerning customer records thereby reducing timely and inaccurate report of large entry of data easing out clarification clause. Apart from that, it is capable of keeping tracks and records on consumes report of performance hence, increasing efficiency of the system which will provide adequate security measure to restrict unauthorized persons from interfering record and billings. The billing system will then cope with information age. Thereby encourage proper working environment. 1.3 SCOPE OF STUDY The study will have interface with all units of the commercial departments responsible for invoicing of the Power Holding Company of Nigeria (PHCN) the interaction of the commercial department will also extend to the revenue accounting area including account receivable and account payment aspect of their operations. The study will also incorporate the following; 1) Keep record of each consumer that is name, address description etc. 2) Calculate the bill due per month/ quarter for each consumer. 3) Issuing receipt to consumer. Design and Implementation of Electronic Base Billing System for PHCN Page 16

13 1.4 SIGNIFICANCE OF STUDY This work will be very relevant and useful to the Power Holding Company of Nigeria as manipulation of accounting due to manual handling of bills will be checked. Adequate security of the system like using password will limit the rate of fraud. Also indiscriminate use of power supply without settling of bills will be avoided. Company will find this work useful for accurate, efficient and effective management system. 1.5 LIMITATION OF THE STUDY. Due to the following reasons, the researcher experienced some setbacks in this project work; Inadequate fund; much money was spent on the maintenance of enumerators in form of transportation cost, feeding and accommodation etc. all these tend to increase the total cost of the research. Limited time; in order to numerate fully to all the units and staff, much time was spent due to some staff refused to respond on time and inability of being in the office the same time. Inability of staff to respond to certain questions: there was also problem of interview bias. This refers to the bias in the responses which occurred during the interview. 1.6 DEFINITION OF TECHNICAL TERMS The aspect of this technical terms is to explain the midpoint to the readers of other discipline and other researcher those familiar terms used by the researcher as such, reader are advice to consult this aspect for the explanation of unfamiliar terms; Design and Implementation of Electronic Base Billing System for PHCN Page 17

14 Quality of service (QOS): A Measure of carrier s services to customers. Bill cycle system; the period for which a consumer receives an invoice. Automated billing System: This is an action in which the invoicing for goods and services occurs without the need to prepare the invoice by hand. Many billing system of this type provide the ability to generate and send electronics copies of the invoices to customers. Automation; Is the use of largely automatic equipments in a system for manufacturing or other production processes. It is also define as the creation and application of technology to monitor and control the production of delivery of services. Bill; Bills are document that serves as an evidence of sales of goods and services. Customer; A person or organization that buys goods or services from a store or other business. Database; It is a set of computer programs that controls, create, maintenance the records of the organization with computer as a platform of the organization and its end-users. Domestic consumer; A user of product for personal purposes. A consumer who uses a product for personal, domestic or household purposes. Encryption; The activities of converting data or information into code which cannot be easily understand by unauthorized. Estimated bill; A bill for service not based on meter reading for the period being billed but based on calculation of how much power a customer consumed. Design and Implementation of Electronic Base Billing System for PHCN Page 18

15 Fee; A payment made for service rendered. Industrial consumer; Users of industrial product. Information; Facts provided or learned about anything or someone. Invoice; A written account or itemized statement, usually on a printed form with the name and address of the seller, listing merchandise sold or shipped to a purchaser, consignee, factor e.t.c showing their name and address, the quantity, value or prices and charges, and other significant details of sale and the currency of the purchase. Ledger; The ledger is a book which contains condensed and classified record of all the pecuniary transactions of the business generally brought, transferred or posted from the books of original entry. Model; A three dimensional representation of person or thing or proposed structure, typically on a small scale than the original. NEPA; National Electric Power Authority. PHCN; Power Holding Company of Nigeria. Power holding companies of Nigeria accrue; the process of making profit in power supply. It is also to build ones personal node, so that one may accrue power. Prepaid billing; Is the process of charging for services or product usage information from account, which have value that already available for use. Real time billing; Real time billing involves the authorizing, gathering rating, and posting of account information either at the lime of service request or within a short time afterwards. System; A set of connected things or parts forming a complex whole, it is also define as a set of thing working together as parts of a mechanism or interconnection. Design and Implementation of Electronic Base Billing System for PHCN Page 19

16 Trial balance; is a statement of all debits or credits on a double entry account book, with any disagreement indicating an error. Unique code; Is a primary key of a relational table that uniquely identifies each in the billing table or least. Design and Implementation of Electronic Base Billing System for PHCN Page 20

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