PAMANTASAN NG LUNGSOD NG MAYNILA

(University of the City of Manila)

Intramuros, Manila

College of Engineering and Technology

Computer Studies Department

SYSTEM ANALYSIS AND DESIGN

Submitted by

Group Techies

Alonzo, Corina L
Diaz, Rudolph D.
Lalu, Kycir Feleo
Sarmiento, Ma. Rufa V.
Valbuena, Joannabelle P.
Villamor, Lara Bonita L.

Submitted to: Prof. Leisyl Ocampo

 CHAPTER I

Introduction

Historical Background

F.J.D. Clemo, a British shipping executive, arrived in The Republic of the Philippines in 1950,
transferred by United States Shipping Lines from their Hong Kong office to Manila. In 1968, he
retired from U.S. Lines and ventured into partnership with Filipino colleagues for the major
purpose of locally representing various foreign shipping concerns.

On 6th July 1973, Aquila Maritime Business Inc. (Aquila), the first of what is now unofficially
called The Aquila Group of Companies, was registered in the Philippines. In 1977 Mr. Frederick
Clemo, best known as Freddie, became a naturalized Filipino citizen and assumed sole
proprietorship of Aquila. With Aquila as the mother company, our organization has been
involved in those days in a wide range of shipping-related activities: air and sea freight
forwarding, N.V.O.C.C., trucking, brokerage, container leasing, and acted as agents in the
Philippines for a number of foreign concerns. As early as 1978 Aquila began handling on an ad
hoc basis personal injury claims for the first of the Protection and Indemnity (P&I) Associations
to approach our organization seeking purely commercial assistance. Within a few years Aquila's
P&I involvement assumed so large a part of daily corporate life that the need for the
incorporation of a separate Company became apparent.

Protection and Indemnity (P&I) is the traditional name for the coverage obtained by Ship owners
and Charterers to protect and indemnify themselves against their legal liabilities to third parties.
Ship owners entering their vessels with a particular P & I Association become members of that
Association; thus, by definition the Associations are called Clubs.

Thus, in June of 1982 Pandiman Philippines, Inc. (an acronym for P-and-I Man(ila), was
registered as Correspondent in the Philippines for the various P&I Associations looking to our
organization for assistance.
It was the late Mr. Clemo who designed the Pandiman logo, which depicts a three-masted vessel
towing to safety a second crippled vessel with a broken mast and collapsed sails, an analogous
interpretation of the P&I mandate. Mr. Clemo died in 1999, passing the management gavel to his
wife, Janet Clemo who, as President, headed the management team for six years, with Andrew
Malpass, ex Master Mariner, as Vice President and Fiona Malca, the second of the three Clemo's
three daughters, as Consultant. In 2005, Capt. Malpass became President and Mrs. Malca
Executive Vice President when Mrs. Clemo, now Chairman, retired from fulltime involvement.

Pandiman is a correspondent in the Philippines for the majority of the P & I Associations (or
clubs) of the International Group. Our sixty-member staff includes teams of crew and cargo
claims handlers well experienced in their respective fields.

Pandiman's daily routine necessitates close liaison with the three government arms most closely
involved with the manning industry of the Philippines, namely the Philippine Overseas
Employment Administration (POEA), the Overseas Workers Welfare Administration (OWWA)
and the National Labor Relations Commission (NLRC)

Pandiman's Crew Claims Division handles all work involved with seafarers. Each handler is
assigned a carefully drawn-up list of specific local manning agencies of which over 300 are
based in Metro Manila area alone. The Division's Liaison Officer is responsible for meeting
repatriates on arrival in the Philippines and escorting them, when necessary, to the medical
facility. Individual handlers often accompany the instructed P&I counsel to different areas
throughout the Philippine archipelago.
 Organizational Chart CHAIRMAN OF THE
BOARD

PANDIMAN PHILIPPINES, INC.

ORGANIZATIONAL CHART PRESIDENT & GEN.
MNGR.

FINANCE REP. OF THE

VP EXEC.ASST.
VP

SEC

AVP/ AVP/ AVP FINANCE

MANAGER,HRD/QMSR CHIEF ACCOUNTANT MIS MANAGER
MANAGER,CARGO MANAGER,CREW &TREASURER

TREASURY/
EXEC. SEC Exec.Sec. BILLING
SUPERVISOR

ASST. MNGR. ASST. MNGR.

BILLING CASHIER
SENIOR CLAIMS EXEC. SENIOR CLAIMS EXEC.
ANALYST II COMMUNICATIONS
MIS STAFF
RECEPTIONIS CLERK I
COMPANY CLAIMS EXEC
T/TEL. TREASURY/
DRIVER ACCTG. CLERK
OPERATOR TREASURY BILLING
CLAIMS HANDLER ASST. COORDINATO COMMUNICATIONS
CLERK/ENCODER R
.JR. CLAIMS CLERK
EXEC ACCTG. CLERK
SENIOR CLAIMS TREASURY BILLING
RECEPTIONIS CLAIMS HANDLER HANDLER CLERK CLERK
COMPANY
T/MAILING DIV. SEC.
DRIVER
CLERK ACCTG. CLERK
CLAIMS
HANDLER CLAIMS HANDLER
LIASON OFFICER
COMPANY PURCHASING
CARPENTER CLAIMS HANDLER
DRIVER RECORDS CLERK
CLAIMS HANDLER
CUSTODIAN
ENCODER
COMPANY
DRIVER CLAIMS HANDLER
BILLING CLERK CLAIMS HANDLER

RECORDS
CLAIMS HANDLER
CUSTODIAN/ENCODER
BILLING
ANALYST I
CLAIMS HANDLER
ENDORSEMENT
CLERK i

ENDORSEMENT
CLERK
Pandiman Philippines Inc.
Treasury & Billing Division Chart

AVP-Finance & Treasurer

Supervisor,Treasury
Billing

Billing Analyst ii

Treasury/Billing
Treasury Assistant
Coordinator

Reasury Clerk Billing Analyst I

Billing Clerk
Statement of the Problem

1. Tedious process of making the billing summary.

Documents involved:

Sales Invoice- Medical Expenses about the seaman/Ship Cargo

Workload report about the Seaman/ship cases- Consists of the information about the case
of the Seaman/Ship.

Scenario:

Pandiman's Crew Claims Division handles all work involved with seafarers. The handler
who is assisting the Seaman/Ship, get the information about the seaman. After that he/she
submit it to the Billing and treasury Department. The billing analysts analyze the
workload report and summarize it manually.

Cause:
 Long time consumed in processing the billing summary

Impact:
 Errors are frequent
 Additional payment for the billing analyst
 It takes so long to push in making the invoice because of the workload is still in
progress.
 Quantifications:

Minimum case = 150 -190 per month.

Simple case = 45 minutes, 1 hour
Seamen’s Cases:
 Illness
 Death
 Missing
 Altercation
 Whereabouts of the crew member
 Injury
 Sinking
 Dismissals

Ship cases:
 Oil pollution
 Ship arrest
 Collision, fire and explosion
 Cargo claims
 Towage and salvage
 Assists Crew Claims Division when instructions from principals require deployment of a
Pandiman staffer to some other area within the Philippines, normally for the purpose of
visiting a repatriated seafarer
 Stowaways
 Accident to stevedores and passengers
 Damage to/by a vessel or to fixed and/or floating objects
 Appointment and monitoring of marine surveyors, divers and other experts
 Other related work passengers
2. Redundant process in generating the Billing Summary.

Documents involved:
Sales Invoice- Medical Expenses about the seaman/Ship Cargo

Workload Report- Diarized Narrative by the handler

Billing Summary- Over All

Scenario:

After the billing department submitted the billing summary on PNI, PNI verify this
summary first. They often return it because they not satisfied in this summary.

Cause:
Due to repeated summarization through manual process possibilities are questionable
workload report

Impact:
 repetition on typing, every time in making the workload
 sometimes in encoding the workload there are times there are negligible error that
are inputted due to the length of the workload
 Errors Frequent

Quantifications:

Minimum case = 150 -190 per month.

Simple case = 45 minutes, 1 hour
1500 cases per year
3 billing Analyst
3. The PNI Club are requiring them to change their manual system in creating the billing
summary to the automate one.

Documents involved:
Sales Invoice- Medical Expenses about the seaman/Ship Cargo
Billing Summary- Workload narrative made by the billing analyst

Scenario:

The PNI clubs often return the billing summary because of the frequent errors they
encountered. After that the Pandiman will revise again the billing summary and submit it
to PNI. The PNI clubs verify it again and if errors occur, they will return it back to
Pandiman.

Cause:

Due to the long time of processing of billing summary and errors are always frequent, the
PNI Clubs suggested the Pandiman to change the manual system of Billing and treasury
division to automate one.

Impact:

Waste of company’s resources

Quantifications:

Manning agencies of which over 300 are based in Metro Manila area alone
More than 10 clubs all over the world
Scope and Limitation

Scope

The scope of the billing /treasury system is to solve the problems or damages that may occur on
billing and give the most suitable solution to fix the malfunctions and problems. The accuracy
and validity requirements such as mathematical calculation will be considered. It also provide a
description of the capability to be incorporated for adapting the system to changing requirements,
such as anticipated operational changes.

Limitations

The Treasury/billing System will only develop according to the requirements needed by the
company. Other transactions that are outside the billing/treasury are not included in the study.
 Chapter II

System Analysis

System Outline: Billing and Treasury Department

2.1 Workload about the Seaman/ Ship Cases

1.1 Approve by the Billing Supervisor
1.2 Forward disapproval workload and report to handler

2.0 Sales Invoice from the Hospital/ Ship Expenses

2.1 Verify by the Billing Supervisor
2.2 Encoding of sales invoice
2.3 Print of the sale invoice
2.5 Submit to the Billing Supervisor
2.5 Approval of AVP Finance & Treasurer

3.0 Processing of billing summary by the Billing Analyst

3.1 Preparation of the Billing Summary by the Billing analyst
3.2 Preparation of Preliminary corresponding fee (Workload/narrative)
3.3 Preparation of the costing sheet draft on each case
3.4 Print the diarized Workload/Narrative
3.5 Submission of Workload/ Narrative to Billing Supervisor
3.6 Encoding of Sales Invoice
3.7 Printing of the Sales Invoice
3.8 Approval of the AVP Finance and Treasurer

4.0 Submit billing summary to NLRC

4.1 Verify by the Billing Supervisor
4.2 Submit Billing summary
6.0 Preparation for billing summary with NLRC resolution

6.1 Creating the final Billing Summary

6.2 Verify by the Balling Supervisor
6.3 Store copy of workload report
6.4 Transfer to manager of Pandiman
6.5 Verify of workload report
6.6 Signing of Billing Summary

7.0 Verify by the billing supervisor

7.1 Transfers to Billing Supervisor

7.2 Photocopy of workload report
7.3 Summit Billing summary to PNI

8.0 Verify billing summary by the billing supervisor

8.1 Retrieve of workload report

8.2 Creaking of WLR
8.3 Summit to PNI

9.0 Receive payment by the billing supervisor

9.1 Verify by the Billing Supervisor

9.2 Checking of payment by the Accountant
9.3 Signing of Contract
9.4 Store Payment
9.5 Releasing of Cheque
System Flowchart

Main Menu

Start
A X

Workload about the Seaman/ Ship Cases (WSS)

Sales Invoice from the Hospital/ Ship Expenses (SIHS)
Resolution about the Cases (RC)
Signed by the Manager (SM)
Verification about the Billing Summary (VBS)
Payment for Overall Expenses (POE)
Not satisfied in the Cheque (NSC)

Y Processin
Is it g of WSS A
WS

N
Processin
Is it Y g of SIHS A
RHS

N
Processin
Is it A
Y g of RC
RC?

Y Processin
Is it A
SM? g of SM

N
X
Workload Report about the Seaman /Ship Cases

Start

Verification by
the Billing
Supervisor

Is it Y Preparation of the
approve Billing Summary by
the Billing Analyst
d? Y

N Verification of
diarized Workload
Forward disapproved
prepared by Crew
Workload Report to
Handler

Preparation of
Preliminary
B corresponding fee

Preparation of the
costing sheet draft
on each case

Printing out the diarized

Workload/Narrative

Store Workload Report

Workload/ File Folder

Submission of
Workload/ Narrative
to Billing Supervisor
 Z

Workload Report about the Seaman /Ship Cases

Workload Report
Is Y Finalize the File Folder
there Workload/Narrativ
any

N Checking of
Workload/
Encoding of
Sales Invoice
C

Printing of Sales Invoice

generated

Checking of
Sales Invoice

Approval of the
AVP Finance and
Treasurer

Return
Sales Invoice from Hospital/ Ship Expenses

Start

Verification by
the Billing
supervisor

Encoding of
Sales Invoice

Printing of the Sales

Invoice

Storage Sales Invoice File

Sales Folder

Submission of Sales
Invoice to Billing
Supervisor

Checking of
Sales Invoice

Approval of the
AVP Finance and
Treasurer

Return
Verification about the Billing Summary

Start

Verification by
Billing Supervisor

Retrieve Workload Report

Workload File Folder

Checking of
Workload Report
and Billing Summary

N Is Y Verification of
there diarized Workload
any prepared by Crew

Preparation of
N Preliminary
Close corresponding fee
deal

E Preparation of the
costing sheet draft
Return on each case

Printing out the diarized

Workload/Narrative

Store Workload Report

Workload/ File Folder
Narrative

Submission of
Workload/ Narrative
to Billing Supervisor
 E

Grid Chart

Crew and Club (PNI) NLRC Seaman Pandiman

Cargo Manager
Workload
Report about 1 2 4 3
the
Seaman/Ship
Cases
Sales Invoice
for the 1 3 2
Hospital/
Ship
Resolution
about the 2 1 4 3
cases
Signed by the 2 1
Cases
Verification
about the 2 3 1
Workload
Report
Payment for
overall 1 2
Expenses

Not Satisfied 3 4 1 2
in the Cheque
Context Diagram
Data Flow Diagram
Level 1
Level 2 (Process 1)

)
Level 2 (Process 2)
Level 2 (Process 3)
Level 2 (Process 4)
Level 2 (Process 5)
Level 2 (Process 6)
Level 2 (Process 7)
Level 2 (Process 8)
Level 2 (Process 9)
User Requirements
 The intended users of the billing/treasury system is someone who has registered and
authorized with the company name PANDIMAN Philippines. The major user can be the billing
analyst or somewhat knowledgeable and familiar in using the system.

The user that interacts directly with the system must computer literate when it comes in
knowing the functions and properties the system must contain.