BACKGROUND OF STUDY

19





CHAPTER I
INDTRODUCTION
BACKGROUND OF STUDY
An internet café or most commonly known as computer rental shop is a place where one can use a computer with Internet access, most for a fee, usually per hour or minute. These types of establishments are very in the country. Internet rental shops started out in the late 1990s as LAN shops - a center in which computers are networked in order to play LAN games. Internet connection then was dial up and relatively expensive therefore only a few shops offered internet service. The bulk of service back then was gaming and typing services for students. Establishing computer rental business needs determination of the following important factors such as computer hardware, computer software, peopleware, and target market and business model. Computer rental shops in the Philippines provide communities with the ability to access the Internet and share Internet experiences.
Internet café businesses must be concerned with its timer and monitoring system in order to have a clear view of business condition and its performance. It must also consider its operations so that it can effectively manage its resources to provide income for the business. A computer rental shop is subjected to these needs. Since this kind of business starts to gain population in the market, operations here become more complicated. From the moment the customer enters the shop until service is finally rendered, several considerations must be taken into account. These bring the need for internet cafés to have a computerized timer and monitoring system and consider its operations and gain competitive advantage in this kind of field.
In this research, selected computer rental shop representatives are the respondents. They are given a chance to evaluate the operational concerns as well as the time and monitoring system of the business including whether they have applied appropriate internal controls in their operations. In addition, respondents are also asked to assess the problems encountered and the proposed solution thereto.
Manual – based monitoring of computers that are used by costumers is the toughest part that this kind of business encounters every day. Inaccurate recording of costumer sessions and poor monitoring will result to profit loss.
Thus, these are the reasons why the researchers are proposing to develop a computerized internet café timer and monitoring system. The proposed system will provide an accurate timer for sessions and proper monitoring to safeguard computers from unauthorized use.












1.2 STATEMENT OF THE PROBLEM
The manual – based operations of internet café businesses results to profit loss. Here are the bases for claiming such problem:
Inaccurate recording of computer rental sessions.
Lack of security for client computers.
Incapability to monitor the bandwidth usage of computers used by costumers.
Improper monitoring of all computers.

1.3 OBJECTIVE OF THE PROJECT
1.3.1 GENERAL OBJECTIVE
The proposed system aims to develop a computerized timer and monitoring system to aid internet cafés or regarding timer and monitoring needs.
1.3.2 SPECIFIC OBJECTIVE
Specifically, this project aims to:
Have an accurate computerized timer for computer rental sessions.
Provide security from unauthorized use of computers.
Provide a bandwidth limiter option to monitor and control the amount of bandwidth used by customer and to balance bandwidth usage between client computers.
Remotely monitor and control all client computers from a server to properly manage internet cafés.













1.4 SIGNIFICANCE OF THE PROJECT
This study, entitled "Bataraza Internet Café Timer and Monitoring System", will give benefit to internet café businesses regarding their monitoring and client computer timer. The system aims to improve monitoring, security and control over rental computers. Furthermore, it will also help to decrease time consumption in managing incoming and outgoing costumers.
The researchers chose this system because not all internet café businesses use this kind of computer – based system. Internet cafés that are using manual – based timer and monitoring makes work inadequately inefficient.
The benefit of this computer – based system is to make internet café monitoring effortless, easier and faster.






1.5 SCOPE AND LIMITATIONS OF THE PROJECT
The proposed system covers the major operations of internet cafés such as monitoring and time usage of rental computers. The system has nothing to do with the printing services, salary of employees and strategies implied by the business on how to attract more customers. It will not also cover the expenses of the business such as electric bill and water bill.











CHAPTER II
REVIEW OF RELATED LITERATURE

This chapter presents the review of related foreign and local literature and studies. The researchers prefer the following literature and studies because of their simplicity and relevance to the present study. These show the invaluable views of different minds about the operational concerns and accounting system which will help in better understanding of the topics. The researchers used sources such as the Internet, thesis, books and other print materials.

2.1 RELATED FOREIGN LITERATURE
CafeSuite is a Cyber Cafe management software that helps with managing customers and employees, controlling computers and printers, securing systems, accounting and billing. The basic task of this software is to provide operators and customers with an accurate timing and billing information. The software generates various statistics, which give detailed information about business performance. All transactions and actions are recorded into a database and can be viewed through reports.(Staszewski, 2002)
HotSpot is a Windows PC gateway software which helps in controlling and billing customers for the Internet usage. It does not require any Client software installations. It uses captive portal technology to show login page in customer browser. Upon connecting to network (using wireless cards or UTP cable), customers will be prompted to enter valid username and password to get Internet access. (ANTAMEDIA, 2001)
CyberLeader Internet Cafe Software is a management, monitoring and billing system for Internet and Gaming cafes, coffee shops, hotels, schools, restaurants, libraries and other institutions that provide computers for public usage. It can work on a standard or wireless LAN, and also supports remote connection between server and clients over the Internet. (CyberLeader Systems INC., 2001)

2.2 RELATED LOCAL LITERATURE
Developed by professional Filipino programmers, Paymycafe is a free Server – Client Cyber Café Manager that offers a secure and efficient system. Its Server features include remote control, bulk tickets, second and third rates options, in – house prepaid tickets, open time accounts, member accounts, point of sale, reports, receipts, user management, multiple server support, café log and software updates.
Café Manila is a cybercafé management software that provides administrative needs for computer rental shops.
Café Manila features:
Point of Sale System Employee Management Client Monitoring and Management Charging Scheme



2.3 RELATED FOREIGN STUDIES
According to Jaafar(2007), Cyber Cafe Management System is software for operating Internet Cafe, Cyber Cafe, Game Center, Gaming Cafe and PC rental Cafe shop. It has been designed for use in an Internet coffee shop , cafe management, billing, although it can be used for internet PC controlling. Cyber Cafe Management System is a real-time way to manage the client machines via monitoring and locking in order to process PC rentals which includes the ability to fully control and charge for printing.

2.4 RELATED LOCAL STUDIES
In Crisanta's (2010) study, developing a system that can efficiently manage the task in an internet cafe, she explained that an internet cafe can function well by applying computerized system or networking in monitoring the use of computers rather than manual system. In applying such, tasks become more manageable, accurate and reliable to their business.
In conducting the study, Lincoln Internet Cafe located at Bato-Bato St., Riverside, Commonwealth Avenue serves the sample. The internet cafe uses manual system in recording the usage of their computers. They use a log-book that contains the following list: computer number, time in and out, time to be consumed and the amount to be paid. Aside from this task, the assistant is also obliged to ask or remind the customer if they are going to extend their time or they are about to end their transaction. After that, they encircle the computer number, calculate it by computing the time the customer have consumed. Crisanta (2010) conclude that LIC (Lincoln Internet Cafe) system is time consuming and difficult. Sometimes, customers exceeded their usage because they are not guarded properly and having this kind of negligence causes an income lost to the business.
In Llavore's study (2011), he stated that Internet cafés are located worldwide, and many people use them when traveling to access web mail and instant messaging services to keep in touch with family and friends. Apart from travelers, in many developing countries Internet cafés are the primary form of Internet access for citizens as a shared-access model is more affordable than personal ownership of equipment or software. A variation on the Internet café business model is the LAN gaming center, used for multiplayer gaming. These cafés have several computer stations connected to a LAN. The connected computers are custom-assembled for gameplay, supporting popular multiplayer games. This is reducing the need for video arcades and arcade games, many of which are being closed down or merged into Internet cafés. The use of Internet cafés for multiplayer gaming is particularly popular in certain areas of Asia like China, Taiwan, Hong Kong, South Korea and the Philippines. In some countries, since practically all LAN gaming centers also offer Internet access, the terms net cafe and LAN gaming center have become interchangeable. Again, thisshared-access model is more affordable than personal ownership of equipment or software, especially since games often require high end and expensive PCs.







CHAPTER III
TECHNICAL BACKGROUND

This chapter describes the present operations of the company, how employees perform their tasks and the software and hardware to be used during the system development.


FIGURE 1.Workflow Diagram of Existing Manual Operation of Internet Café Respondents.
StartStart
Start

Start

Customer informs the personnel to rent a computerCustomer informs the personnel to rent a computer
Customer informs the personnel to rent a computer

Customer informs the personnel to rent a computer


YesYesPersonnel records costumers' time startPersonnel records costumers' time startOpen hour?Open hour?
Yes
Yes
Personnel records costumers' time start

Personnel records costumers' time start

Open hour?
Open hour?
NoNo
No
No
PaymentPaymentCostumer informs personnel that he is to end rental periodCostumer informs personnel that he is to end rental period
Payment
Payment
Costumer informs personnel that he is to end rental period
Costumer informs personnel that he is to end rental period

Personnel records costumers' rental start and expiration periodPersonnel records costumers' rental start and expiration period
Personnel records costumers' rental start and expiration period

Personnel records costumers' rental start and expiration period

PaymentPayment
Payment
Payment
Costumers' rental period is about to expireCostumers' rental period is about to expire
Costumers' rental period is about to expire
Costumers' rental period is about to expire

Personnel ask if costumer will extend rental periodPersonnel ask if costumer will extend rental period
Personnel ask if costumer will extend rental period
Personnel ask if costumer will extend rental period
YesYes
Yes
Yes
Extend?Extend?
Extend?
Extend?
EndEndNoNo
End

End

No
No

The existing manual – based operation of our respondents Internet Café Business has resulted to profit loss because of inaccurate recording of computer rental sessions, lack of security for client computers, incapability to monitor the bandwidth usage of computers used by costumers and improper monitoring of all computers.
The respondents, together with the researchers, have worked together to come up with a way to provide a quick, secure and efficient way of operating their business. To resolve the problems that they are facing, having a LAN – based client/server network model is the best solution.

SOFTWARE
USES
Microsoft Visual C# 2010 Express Edition
User Interface
MySQL 5.0.27 standard edition
Data storage
Table 1. List of tools and software to be used in the Software Development.


TYPE OF APPLICATION
HARDWARE SPECIFICATIONS
Windows 7 Ultimate
At least 1 Gb RAM, at least 320 Gb Hard Drive, at least 2.20 GHz processor for client computer and 3.2 GHz processor for server computer.
Table 2.Hardware Specifications for the System's Application.

PACKAGES/API
DESCRIPTION
Networks API






MySql 5.0.27 standard edition
It facilitates the communication between any two devices that use TCP/IP transport protocol. Through a simple event driven program the researchers could build a multi - threaded connection.
The researchers used MySql to create and manage databases, build database structures, back up data, inspect status, and work with data records.
Table 3.List of Packages/API to be used in the application.
CHAPTER IV
METHODOLOGY

This chapter presents the functional specification, design specification and implementation.



4.1 Environment

4.1.1 Locale

The study was conducted at Puerto Princesa City, Palawan, Philippines. This city was chosen by the researchers because it is the seat of government of Palawan and is the center of trade and business in Palawan. Puerto Princesa is divided into 66 barangays and there are at least 10 internet café businesses in each barangay.
4.2 REQUIREMENTS AND SPECIFICATIONS
Computers can be used unauthorizedComputers can be used unauthorizedAt times, computers are left unattendedAt times, computers are left unattendedMachineMachineToo many client computers to handleToo many client computers to handleTime consumingTime consumingExisting manual method is inaccurateExisting manual method is inaccurateLack of proper trainingLack of proper trainingFIGURE 2. FISHBONE DIAGRAMFIGURE 2. FISHBONE DIAGRAMMethodMethodPeoplePeopleEffectEffectCauseCauseProfit LossProfit Loss4.2.1 Operational Feasibility
Computers can be used unauthorized

Computers can be used unauthorized

At times, computers are left unattended
At times, computers are left unattended
Machine
Machine
Too many client computers to handle
Too many client computers to handle
Time consuming
Time consuming
Existing manual method is inaccurate
Existing manual method is inaccurate
Lack of proper training
Lack of proper training
FIGURE 2. FISHBONE DIAGRAM
FIGURE 2. FISHBONE DIAGRAM
Method
Method
People
People
Effect
Effect
Cause
Cause
Profit Loss
Profit Loss

4.3 TECHNICAL FEASIBILITY
4.3.1 Compatibility Checking
The client/server networking model does not require fancy or state of the art hardware to run effectively. A client and server computer either has a distinct role. A server is designed to share its resources among the client computers on the network. It must be located in a secured area and must have windows 7 for network operating system, TCP/IP for networking protocol software, faster processor, more memory, and more storage space than a client computer because it has to service 50 client computers at the same time. The client computer typically communicates only with servers, not with other clients.
A client system is a standard PC that is running an OS such as Windows. Other hardware components for LAN-based client/server network are UTP cables, RJ-45 connectors and LAN switch.
The researchers have chosen the mentioned technologies because of their practicality to the proposed capstone project and necessity to the researcher's defined solution.





4.4 SCHEDULE FEASIBILITY

Jun
2014
Jul
2014
Aug
2014
Sep
2014
Oct
2014
Nov
2014
Dec
2014
Jan
2015
Feb
2015
Mar
2015
Jun
2015
Jul
2015
Aug
2015
Sep
2015
Oct 2015
Topic/Task















Planning















Analyzing















Documentation















Chapter I















Chapter II















Chapter III















Chapter IV















Proposal defense















System
coding















System testing















System implementation















Legend: start end
Table 4. Gantt chart
4.5 ECONOMIC FEASIBILITY
The estimated total cost for the proposed system would range around fifty thousand five hundred pesos (PHP 50, 500.00). This includes the hardware specifications and training.

Items
Qty.
Price
Total
Bataraza Internet Café Timer and Monitoring System
Server
Client(for every client
computer)


1
50


P1,000.00
P100.00





P 6,000.00
Computer set without printer
1
P20,000.00
P20,000.00
TP-link 24 port switch
2
P7,500.00
P15,000.00
1 UPS
1
P2,500.00
P 2,500.00
Basic Computer Skills (Training fee)
4
P1,000.00

P 4,000.00
Sales lost during installation phase


P 3,000.00

P 3,000.00
TOTAL COST: P50,500.00
Table 5. Estimated Cost

After the completion of the system, the respondents could implement the Bataraza internet café timer and monitoring system. The system is capable of monitoring and controlling the amount of bandwidth used by customers, storing daily sales report, remotely monitor and control all client computers from a server, provide security from unauthorized use of computers and have an accurate timer for computer rental sessions.
8% revenue increase
P 72,000.00
Decreased time consumption of operations
P 10,000.00
TOTAL BENEFITS: P 82,000.00
Table 6. Estimated Benefits (per annum)

Estimated cost and expenses: P50,500.00
Estimated Benefits (per annum): P82,000.00
(Estimated cost / Estimated benefits):
P50, 500.00
/P84, 000.00
0.6
Return of Investment:
0.6 Of a year or approximately 7.2 months.
It is expected that implementation of the monitoring system would be efficient, effective and more beneficial because the capabilities of the computerized system can increase the total number and satisfaction of costumers.

4.6 REQUIREMENT ANALYSIS AND MODELING

Information
Input:
The existing manual system of time monitoring of customers is inaccurate because the employees have too many client computers to handle.
As for the proposed system, all client computers are monitored and controlled by the server, thus inaccuracies can be greatly reduced.
Output:
Computation of customer's bills and sales reports are manually handled resulting to errors, redundancy and requires a lot of time.
The proposed system offers accurate, fast and reliable information retrieval for generating outputs.
Stored Data:
The existing manual system's data is difficult to manage because of lack of proper storage.
The proposed system's data storage is organized and gives confidentiality for membership accounts.
Performance
Through put rate is slow. It is not presentable, records have to be searched for and maintained on files whereas the proposed system's through put rate is very fast, the records are computerized thus leading to easy modification and retrieval of data.
Control
The existing manual system is vulnerable to fraud because, at times, computers are left unattended especially when there are a lot of customers.
The proposed system provides better security by locking client computers, which can be controlled by the server, to prevent unauthorized access.
Table 7 .Analysis


4.7 DATA AND PROCESS MODELING
Figure 3. Context Diagram of Proposed System
Owner/ManagerOwner/Manager
Owner/
Manager
Owner/
Manager

Reports of daily sales, Reports of daily sales, 0Bataraza Internet café timer and monitoring system0Bataraza Internet café timer and monitoring systemInput no. of hours and costumer billsInput no. of hours and costumer billsPersonnel/CashierPersonnel/Cashier
Reports of daily sales,
Reports of daily sales,
0

Bataraza Internet café timer and monitoring system




0

Bataraza Internet café timer and monitoring system




Input no. of hours and costumer bills
Input no. of hours and costumer bills
Personnel/
Cashier
Personnel/
Cashier





PaymentPaymentCustomerCustomer
Payment
Payment
Customer
Customer
Rental expiration warning systemRental expiration warning system
Rental expiration warning system
Rental expiration warning system













QueryQueryResourcesResourcesServerServerClientClientQueryQueryQueryQueryQueryQueryResourcesResourcesResourcesResourcesResourcesResourcesQueryQueryResourcesResourcesClientClientClientClientClientClientNetworkNetworkFigure 4. Data Flow Diagram of Proposed System
Query
Query
Resources
Resources
Server
Server
Client
Client
Query
Query
Query
Query
Query
Query
Resources
Resources
Resources
Resources
Resources
Resources
Query
Query
Resources
Resources
Client
Client
Client
Client
Client
Client
Network
Network
























Log In Process:
Administrator log – in





Figure 5. System Data Flow Diagram for Server Log - in





Member's log – in





Figure 6. System Data Flow Diagram for Member Log - in
Forgot Password for administrator





Figure 7. System Data Flow for Admin Forgot Password





Forgot password for members






Figure 8. System Data Flow for Member's Forgot Password

Add Member





Figure 9. System Data Flow for Add Member



Sessions:
Prepaid Session



Figure 10. System Data Flow for Prepaid Sessions



Postpaid Sessions





Figure 11. System Data Flow for Postpaid Sessions




Rates




Figure 12. System Data Flow for Rates




Report
Sales Report





Figure 13. System Data Flow for Sales Report




Log History


4.8 DESIGN
4.8.1 OUTPUT AND USER – INTERFACE DESIGN
Functional Specification
The system is entitled "Bataraza Internet Café Timer and Monitoring System". The function of this study is to help internet café owners to provide an accurate timer for sessions and proper monitoring of rental computers.


Functions Performed
Client Timer.
The system has a function that accurately monitors the time of each sessions of every costumer. An administrator has the right to start and stop and pause or resume a session from the server. The system automatically computes the bill whenever a session ends.

Power Management.
The administrator can sremotely shutdown and restart idle client client computers.

Sales Management.
One of the systems function is to record daily report of sales.

User Information.
Add Members Account. Create new member information.
Edit Members Account. Change the information of user.
User Type. The system can identify if the costumer is a member or a walk – in costumer.
Edit Admin Account. Change the information of admin account.
Forgot Password. Change the password of a member or the admin if he/she forgets password.

Client Monitoring.
Pre – paid Sessions has a time limit, depending on the customer balance. A pre-paid session is automatically stopped when the time is over.
Post-paid session doesn't have any time limit unless an operator specifies it. The customer is charged after he/she logs out.
Member's Log – in. Use a customer login/password to login from Client login screen. Only member sessions with positive balances can be started in this way. Walk – in costomer sessions can only be started by an operator from the server.

Pricing
One of the system's function is to setup individual session rates for walk – in costomers and members.

Lock Client Computers.
Another function of the system is to lock client computers to prevent unauthorized access.

Display Session Information.
A client computer is unlocked when a customer enters his name/password or of administrator starts a customer session remotely. When the client computer is unlocked, the session information window appears.








4.8.2 Forms


Figure 10. Server Administrator Log In


Figure 10. Bataraza Internet Café Time and Monitoring System main form.

Figure 11. Payment Settings form


Figure 12. Sales Log Form

Figure 13. Members Information form.


Figure 14. Add Member Form.

Figure 15. Client Side main form



Figure 16. Client Timer form.




4.9 Entity Relationship Diagram.


LEGEND:
Mandatory one Optional one

Mandatory many Optional many

4.10 Data Dictionary
PK – Primary Key
FK – Foreign Key
Table 9. Log_In Table
Field Name
Data Type
Description
logid (PK)
Int
Unique number for each login
memID(FK)
Int
Unique number for each user. A foreign key reference to login table.
AdminID(FK)
Int
Unique number for the admin. A foreign key reference to login table of user table.
login
DATETIME
(yyyy-MM-dd HH:mm:ss)
Login date
logout
DATETIME
(yyyy-mm-dd HH:mm:ss)
Logout date

Table 10. Members_Table
Field Name
Data Type
Description
memID(PK)
Int
Unique no. for members
frstname
Varchar(20)
First name of the member
lstname
Varchar(20)
Last name of the member
Username
Varchar(20)
Username for a certain member
Password
Varchar(20)
Password for a certain member
secretquestion
Varchar(20)
Secret question of the admin
secretanswer
Varchar(20)
Secret question of the admin
Amount
Int(10)
Amount for membership fee

Table 11. Admin_table
Field Name
Data Type
Description
AdminID(PK)
Int
Unique no. for Admin account
frstname
Varchar(20)
First name for a certain administrator
lstname
Varchar(20)
Last name for a certain administrator
secretquestion
Varchar(20)
Secret question of the admin
secretanswer
Varchar(20)
Secret question of the admin
username
Varchar(20)
Username for a certain administrator
password
Varchar(20)
password for a certain administrator


Table 12. SalesReport_table
Field Name
Data Type
Description
SalesID
Int
Unique no. for sales report
Date
Date(yyyy-mm-dd)
Date for Sales Report Table
Amount
Int(10)
Total amount of Revenue for 1 day







Table 13. Monitoring_table
Field Name
Data Type
Description
Clientid(PK)
Int
Unique no. for client comouters.
Amount(FK)
Int
Amount paid by the costumers.
Ipaddress
Varchar(20)
IP address of client computers
Starttime
Varchar(20)
Starting session of costumers or members
Endtime
Varchar(20)
ending session of costumers or members
Timeleft
Varchar(20)
Time left for costumers or members session
Timeconsumed
Varchar(20)
Consumed tme of sessions
ipaddress
Varchar(20)
Client computers IP address



Table 13. Billing_table
Field Name
Data Type
Description
billingid (PK)
VARCHAR (12)
Unique id for each billing
Amount(FK)
Int
Amount paid by the costumers.
memID (FK)
Int
Unique number for each user. A foreign key reference to login table.




4.10 Development
4.10.1 Software Specification
Microsoft Visual C# 2010 Express Edition
The researchers choose this programming language because of their familiarity with it. It provides very satisfactory and exact characteristics that will help develop the system. Using Visual C#2010, the system can include functions that will generally help the user to manage the system.
MySQL
The researchers will use MySQL as RDBMS in their proposed system.
4.10.2 Hardware Specification
Computer Set
This computer will be used as the server computer. It should have at least 2 Gb RAM, 320 Gb Hard Drive, 3.2 GHz processor computer. These specifications are needed for the system to work properly.

24-port Network Switch
2 pieces of network switch is needed for the LAN connectivity of the server to the client computers.
Uninterruptible Power Supply.
The UPS keeps the Server computer working even during a power interruption.