TIP-QC JPIA Manual

Membership System
Members:
Cervantes, Famella Mae
Dizon, Marianne Kae
Espaldon, Ellaine Angelique
Gimena, Gherrielyn
Ibanes, Jathnielle
Lor, Kc Hershey
Manahan, Judith
Paredes, Jon Gabriel
Pascua, Dianne
Ricarde, Jermaine

BSA31KB2
INTRODUCTION

National Federation of Junior Philippine Institute of

Accountants was created in 1983 under the auspices of the
Philippine Institute of Certified Public Accountants
(PICPA) to serve as a link between accountancy students
and their professional counterpart. Junior Philippine
Institute of Accountants (JPIA) is a national organization
for students pursuing Bachelor of Science in Accountancy
or Accounting Technology. Schools offering those
programs can register to National Federation of Junior
Philippine Institute of Accountants (NFJPIA). It connects
each local chapter to all schools offering those program.
Junior Philippine Institute of Accountants – Technological
Institute of the Philippines Quezon City Chapter aims to
organize its member into a relevant sector in the business
community.
SYSTEM IDENTIFICATION
Junior Philippine Institute of Accountants - Technological
Institute of Accountant Quezon City chapter currently uses the
casual way of registration called Manual Membership
Registration System. In here, during membership campaign each
federation year, new set of membership records are being made.
Bachelor of Science in Accountancy and Bachelor of Science in
Accounting Technology students will fill up the membership
form with their name, year level, program, contact number, e-
mail address affixing their signature. After filling up the
membership form, the student will pay P80.00 membership fee to
the officer-in-charge. He/she will issue a receipt with a receipt
number approved by the Office of Student Affairs and place the
receipt number to the membership form. After the cut-off of the
membership campaign, Committee Head for Membership will
keep the membership documents. Then the auditor will tally the
money received with the number of registered members and the
number of issued receipts. The auditor will now lend all the
money to the treasurer for keeping and fund allocation.
OBJECTIVES

The objectives of Junior Philippine Institute of Accountants –

Technological Institute of the Philippines Quezon City Chapter
Manual Membership

Registration System are the following:

◦To collect data from JPIA members at ease;

◦To collect member’s information inexpensively;
◦To easily store the membership records.
ILLUSTRATION DIAGRAM
FUNCTIONAL UNITS
 Member Record Unit - this unit is where the students are
going to input their name, student number, year level, course,
contact number, email address, and signature.
 Issuance Section - this unit is responsible for the issuance of
receipt upon payment of membership fee, the token provided by
Junior Philippine Institute of Accountants - Technological
Institute of Accountant Quezon City chapter and the
membership card provided by the National Federation of Junior
Philippine Institute of Accountants.
Accounting Unit - this unit is responsible for receiving the
payment of the members upon registration and to make sure that
all documents do tally with each other.
 Treasury Unit - this unit occupies a central role in the finances
of the Junior Philippine Institute of Accountants. This unit keeps
all the payments received and receipts. Together with the
committee head for membership they are also responsible in
registering their local chapter in National Federation of Junior
Philippine Institute of Accountants.
ABBREVIATIONS

 TIP – QC: Technological Institute of The Philippines

Quezon City

 JPIA: Junior Philippine Institute of Accountants

 NFJPIA: National Federation of Junior Philippine Institute

of Accountants

 BSA: Bachelor of Science in Accountancy

 BSAT: Bachelor of Science in Accounting Technology

COMPONENTS AND
CHARACTERISTICS
Of Manual Membership Registration System of Junior Philippine Institute of
Accountants – Technological Institute of the Philippines Quezon City.
“ MEMBER RECORD UNIT
 RESOURCES
Hardware Software
1. Membership Form
- This document includes
the information that is
needed from those who
will register in Junior
Philippine Institute of
Accountants (JPIA)
2. Student I.D
- This serves as a proof
that the student is
studying in
Technological Institute
of the Philippines-
Quezon City.
Liveware
1. Junior Philippine Institute
N/A of Accountants Officer 1
- These people are responsible
in promoting the organization
to the Bachelor of Science in
Accountancy and Bachelor of
Science in Accounting
Technology students. They are
the spearhead when
membership days are
happening in the campus.
2. BSA/BSAT Students
- These students are under the
College of Business Education
(CBE) who are taking up
Bachelor of Science of
Accountancy and Bachelor of
Science of Accounting
Technology.
 Procedure Process
1. Membership Registration 1. Officers will go to BSA and
BSAT classrooms and promote to
them the organization which is
Junior Philippine Institute of
Accountants.

2. When students go or visit the

booth, the officers will issue the
membership form that they
personally created.

3. Students will input the

information needed such as name,
student number, year level,
course, contact number, email
address and signature.
 Data/Information

Name, Program, year level, contact number, email address, signature,

Official Receipt number

Register Member Account

Data - blank membership form
Information- accomplished membership form
 Objectives
1. To become a member of
National Federation of
Junior Philippine Institute
of Accountants (NFJPIA)
and Junior Philippine
Institute of Accountants
(JPIA) of TIP QC whether
old member or not.
2. To collect the information
of each members.
3. To become a part of the
organization that is related
to your chosen course
which is, BSA or BSAT.
Standard
1. Information must be accurate.
2. Program of the student must
be Bachelor of Science in
Accountancy (BSA) or
Bachelor of Science of
Accounting Technology
(BSAT) only.
3. Student must be a student
from Technological Institute of
the Philippines Quezon City.
 Feedback Boundaries Interfaces

1. Membership is for N/A

1. Insufficient supply
Bachelor of Science in
of membership form.
Accountancy and Bachelor
of Science in Accounting
2. Penmanship of the
Technology students from
member affects the
Technological Institute of
readability of the
the Philippines –Quezon
information written
City only

2. Bachelor of Science in
Accountancy and Bachelor
of Science in Accounting
Technology students from
Technological Institute of
the Philippines –Quezon
City only.

3. Those who are signing

up must come personally in
the booth
“ ACCOUNTING UNIT
 RESOURCES
Hardware Software Liveware
1. Payment Form 1. JPIA TIP-QC
N/A
- This contains the Officer 2
total amount paid, the - His/her task is to
receive payment and to
O.R number and the
return change if there is
date when it is paid. any.

2. Membership 2. JPIA TIP-QC

Form Officer 3
- This contains the - His/her responsibility
personal information is to record all the paid
of the registered registrants.
students.
3. BSA/BSAT
Students of TIP-QC
- These are the students
encouraged to join the
organization.
Procedure Process

1. Payment 1. After the membership form

is filled up, the Junior
Philippine Institute of
Accountants’ officer will
receive it

2. Upon receiving the

membership form, Junior
Philippine Institute of
Accountants’ officer will
receive the payment from
the members

3. The Junior Philippine

Institute of Accountants’
officer will return the
change to the members
 Procedure Process

1. Audit procedure 1. After all the necessary

transactions are done, the
accounting unit will
receive the completed and
final membership form
together with the payment
form.

2. The accounting unit will

reconcile the records
received.

3. Track and solve possible

errors.

4. Give funds to the treasury

unit
Data
Information
 Objectives
1. To collect revenues from
the members
2. To tally the money
received with the number of
members registered and
number of receipts issued.
Standard
1. Payment must be received
in cash only
2. Only the Junior Philippine
Institute of Accountants’
Auditor is allowed to audit the
funds along with the
registered members and the
number of issued receipts
 Feedback Boundaries Interfaces
1. Insufficient money in 1. Payments must only N/A
giving change to be made to Junior
registrants at times which Philippine Institute of
causes delay Accountants officers on
that federation year
2. Difficulty in tallying
all of these records by 2. The money to be
one person alone- audited must only those
who came from the
membership drive
“ ISSUANCE SECTION
 RESOURCES
Hardware Software Liveware

1. Receipt Pad N/A 1. JPIA TIP-QC

- The pad where the Officer 4
proof of paid -
membership fee is.
2. JPIA TIP-QC
2. Bookmark Officer 5
- Token given to -
every member who 3. Bachelor of
registered in JPIA Science in
TIP-QC. Accountancy and
Bachelor of Science
3. Membership Card in Accounting
- Given by NFJPIA Technology Students
as a proof of
becoming a member
of their association as
well.
 Procedure Process
1. Issuance of receipt 1. When the payment for
membership fee arrives,
record all the cash on
receipts list.

2. For each receipts, state

the name of the member,
the amount paid states the
date and the signature of
the Office of Student
Affairs.

3. Write the number of the

receipt to the name of the
member in the right side of
the membership form.

4. Once all the items have

been completed, give the
receipt to the member.
 Procedure Process
2. Issuance of Junior 1. The new members
Philippine Institute of will sign in the form of
Accountants token issuance
(bookmark)
2. They will receive
their freebies
(bookmark).
 Procedure Process
3. Issuance of 1. The committee head
Membership Card for membership will
distribute the card to
the year level
representative

2. The year level

representative will give
the membership card to
the members.

3. The members will

sign the form of
issuance as a proof that
the card has already
been issued

4. The membership
card are issued
Data- Blank receipt, token, membership card and form of
issuance
 Objectives Standard

1. To issue receipts for a 1. The receipt must reflect

proof of payment
2. To give token to the
members for registering in
Junior Philippine Institute of
Accountants for the current
federation year.
only the accurate information
of amount, O.R. No., etc.
2. Upon issuance of
membership card and token,
the member must sign in the
form of issuance

3. To provide uniform
identification to all Junior
Philippine Institute of
Accountants members
nationwide
 Feedback Boundaries Interfaces
1. Insufficient 1. Issuance of receipt N/A
receipts for issuance must only be made
by a Junior
2. Misspelled names Philippine Institute of
and information in Accountants officer
National Federation on that federation
of Junior Philippine year
Institute of
Accountants 2. Membership cards
membership card must only be claimed
by their respective
owners
“ TREASURY UNIT
 RESOURCES
Hardware Software Liveware
1. Bluebook N/A 1. Treasurer(Officer 5) of
- This is a kind of notebook
Philippine Institute of
which contains compilation
Accountants –
of records of the payment
Technological Institute of
received from the
the Philippines Quezon
membership drive that
City.
includes name, or number,
student number, amount
2. Committee head for
paid, date;
membership of Junior
Philippine Institute of
2. Duplicate Receipt
Accountants –
- This is a copy of
Technological Institute of
Technological Institute of
the Philippines Quezon
the Philippines Quezon
City.
City Junior Philippine
Institute of Accountants of
3. National Federation of
written acknowledgement
Junior Philippine Institute
of the receiving of the
of Accountants (NFJPIA)
registration fee,
officer.
 Procedure
1. Maintain the funds and record
of Technological Institute of the
Philippines Quezon City Junior
Philippine Institute of
Accountants
Process
1. The officer 5 will receive all
the cash and record given by
the auditor of Technological
Institute of the Philippines
Quezon City Junior
Philippine Institute of
Accountants
2. The officer 5 will maintain
cash inflows and outflows
using the blue book
 Procedure Process

2. Allocate payments 1. The officer 5 will analyze the

received during the
membership drive to
Technological Institute 2. The officer 5 will then allocate
of the Philippines
Quezon City Junior
Philippine Institute of
Accountants fund and
National Federation of
Junior Philippine
Institute of Accountants
received payments and records
written in the blue book.
payments received during the
membership drive to Technological
Institute of the Philippines Quezon
City Junior Philippine Institute of
Accountants fund and National
Federation of Junior Philippine
Institute of Accountants
 Procedure Process
3. Register the local 1. Together with the committee head
chapter to the National for membership, they are also
Federation of Junior responsible in communicating with
Philippine Institute of the National Federation of Junior
Accountants Philippine Institute of Accountants
in order to register their local
chapter and pay the registration fee
required by the National Federation
of Junior Philippine Institute of
Accountants

2. They will register Technological

Institute of the Philippines Quezon
City Junior Philippine Institute of
Accountants chapter to National
Federation of Junior Philippine
Institute of Accountants
 Procedure Process
3. Register the local 3. Officer 5 will pay the registration fee
chapter to the National thru National Federation of Junior
Federation of Junior Philippine Institute of Accountants bank
Philippine Institute of accounts
Accountants
4. Officer 5 will send the deposit slip in
National Federation of Junior Philippine
Institute of Accountants e-mail as proof
of sending
Data
 Information

Allocated funds for the

Registration of the local chapter
in National Federation of Junior
Philippine Institute of
Accountants
 Objectives
1. To allocate the funds for the
registration of the local chapter in
National Federation of Junior
Philippine Institute of
Accountants and register the local
chapter in National Federation of
Junior Philippine Institute of
Accountants
2. To maintain the cash inflows
and outflows of the organization
Standard
1. Only the legitimate duplicate
of the receipts are to be received
2. All the record must be kept in
a bluebook authorized by the
Junior Philippine Institute of
Accountants advisers
3. The officer 5 must have
sufficient skills and personality to
keep the records effectively
4. Junior Philippine Institute of
Accountants officers must only
provide legitimate local chapter’s
records when registering in
National Federation of Junior
Philippine Institute of
Accountants
 Feedback Boundaries Interfaces
1. Difficulty in keeping 1. Only the officer 5 is N/A
all the records since allowed to keep all of these
they are in papers records

2. Inconvenience in 2. They must only hold

making the records money that are from the
always available since membership drive
they’re heavy to carry
and are being kept by 3. Officer 5 must only
one person only transact thru legitimate
agencies when registering in
3. Time consuming National Federation of Junior
since it takes a lot of Philippine Institute of
processes Accountants

4. They must only make

transactions that are
authorized and official
PROBLEMS

When Junior Philippine Institute of Accountants Officers conduct

membership registration this federation year, they still encountered
problems and difficulties using the Manual Registration System. To
further breakdown these problems, these are specifically:

◦ Accommodation of registrants is slow

◦ Human error in recording information since they are done manually
◦ Documents are easily destroyed and lost
◦ Time consuming process of encoding
◦ Organizing members per category is not easily done
CANDIDATE SYSTEMS
Automated Membership Registration System thru HTML
HTML – stands for Hyper Text Markup Language. It is a standard
markup language that will help to create web page. It is a computer
language that is used to create documents or web sites on the internet.

Advantages:
• People can visit and view Junior Philippine Institute of Accountants –
Technological Institute of the Philippines Quezon City Chapter through
internet and be updated in upcoming events and activities.
◦ It is by default in every windows so you don’t need to purchase or use
extra software

Disadvantages:
◦ Every update of the website, there will be changes in the codes for the
HTML to work properly.
◦ Time consuming to make changes and improvements even if it is for
the better.
CANDIDATE SYSTEMS

Automated Membership Registration System thru Dreamwaver

Dreamweaver enables the HTML programmer to build complex
websites using HTML, JavaScript and server-side programming
languages. It immediately renders the code in a design window.

Advantages:
◦ It highlights your coding so that it can be quickly scanned.
◦ It helps beginners understand what the coding actually does for a
website.
◦ Users receive code suggestions.
◦ You don’t have to switch screens.
◦ Your coding is instantly checked.
◦ Creating content variations is easy thanks to a word processing
interface.
◦ You can find and replace items all over your created site.
◦ Users can tab through files like someone tabs through internet sites.
Disadvantages
◦ Adobe Dreamweaver isn’t browser-based.
◦ It takes time to learn the interface.
◦ What you see isn’t what you always get.
◦ Your automatic coding options are non-specific.
◦ Global styling can become a major headache.
◦ All of the many, many paragraphs in your code.
◦ Most users aren’t going to need a system that is this comprehensive.
◦ Does it actually encourage people to learn how to code?
CANDIDATE SYSTEMS

Automated Membership Registration System thru MS Access

Microsoft Office Access is a database management system made for
individuals and small to medium businesses who wants to capture,
manage and report data in a professional way. It suite applications which
combines graphical user interface and software development tools
without requiring complicated programming.

Advantages:
◦ Easy to use and install
◦ User friendly
◦ Convenient storage capacity
◦ Multi-user support
◦ Inexpensive
Disadvantages:
◦ Limited user
◦ One file
◦ Remote access
◦ Internet limitations
◦ Sensitive data needs
PROPOSED SYSTEMS
Out of all our candidate systems, our proposed system would be: Automatic
Membership Registration System thru MS Access. Among others, it is the
most available software that are found in almost every personal computer
nowadays therefore using one wouldn’t be a hassle. Also, its graphic user
interface is user- friendly that is easily understandable and navigating
wouldn’t be a problem. It also offers different kind of tables and presentations
that are customizable. It can reflect and show to the users their desired result
at ease. It can easily segregate record of every category. In addition, it is less
costly since they wouldn’t be needing a professional personnel to develop
their desired system unlike the other two proposed systems.
With all of these, as Junior Philippine Institute of Accountants members we
believe that there has to be an upgrade in the current membership registration
system and that as of the moment, Junior Philippine Institute of Accountants is
not yet ready in a drastic change of system that’s why we choose the
Automatic Membership Registration System thru MS Access. It may not be a
huge upgrade of a system, but we believe that it will be a great help for Junior
Philippine Institute of Accountants , especially Junior Philippine Institute of
Accountants officers, in order to effectively and efficiently conduct
membership registration and to be able to keep and track all the records at
without much of a hassle.