Database Design

A. Design of Data Structure

The constructed database aims to give detailed information concerning the transactions of The Daily Guardian that is easy to update and maintain. It gives easy access to information key to keeping track of revenues and outstanding contracts. It defines the relationships between services offered and the payment given for that service, making sure that there are no discrepancies as to the cash flows of the company. It also provides information on which clients have outstanding contracts and have overdue payments. Basically, it works to keep all transactions in check making sure that what needs to be collected is collected and what service needs to be provided is provided.

The database contains the following entities: Clients, Distributor, ExDeals (Publication, Subscription), payment, publication contract (Ads, Notices), Subscription (News Stands, Contract), and Marketing Personnel. The complete and exact names of the entities being used in the database appear at a separates section below.

Clients refer to individuals or organizations who want to avail of the services that The Daily Guardian offers. Distributors refer to organizations or individuals separate from The Daily Guardian who are responsible for distributing the product to the general public (i.e. News Stands). Marketing Personnel refer to individuals who are employees of The Daily Guardian who are in charge of

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making the companys services appealing to clients and negotiates contracts to be approved by the Publisher.

Publications are transactions that can either be ads or notices. It refers to the Publication service of The Daily Guardian that earns income. Subscriptions refer to entities that avail of the daily paper delivery service of The Daily Guardian. Ex Deals are transactions which involve earning of sales revenue for providing service and expecting a payment other than cash (good or service) that are of the same market value as the service provided. An Ex Deals transaction can be either for publication or subscription. Payments refer to the compensation The Daily Guardian receives from the services it offers; it may come in cash or equalvalue goods and services. Payment could be made in terms of cash or through checks.

B. Database Relationships

Figure 4.1 shows the relationship among the entities in the database.

Client to Ex Deals either publication or subscription has one-to-many relationship. Each client can be associated with many ex-deals transaction. This relationship occur when a contract of a particular client has expired and being renewed. When a client renews his transaction, ex-deals transaction in particular, he may have two contract numbers but his record under the client table is maintained. Also, each ex-deals transaction is assigned to one and only one client. The contract number, as the primary key of each transaction, reinforces this

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relationship to ensure that there are no duplicate clients on each transaction. This applies to all the contracts with one-to-many transactions.

Figure 4.1 Entity Relationships

Client to Subscription Contract has one-to-many relationship. Each client can subscribe copies of newspapers more than once. This relationship occur when a contract of a particular client has expired and being renewed. When a client renews his transaction through additional subscription of copies, he may have two contract numbers but his record under the client table is retained. Also, each subscription transaction is assigned to one and only one client.

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Client to Publication Contract_Notices has one-to-many relationship. Each client can sign this contract more than once. This relationship occurs when a contract of a particular client has expired and advertises through the form of notice again. When a client renews his transaction he may have two contract numbers but his record under the client table is maintained. Also, each subscription transaction is assigned to one and only one client.

Client to Publication Contract_Ads has one-to-many relationship one to many. Each client can have many publication contracts in form of ads. This may occur when a contract of a particular client has expired and signed a contract again. When a client renews his transaction through advertising, he may have two contract numbers but his record under the client table is retained. Also, each subscription transaction is assigned to one and only one client.

Distributor to Subscription news stand has one-to-many relationship. Each distributor can subscribe copies of newspapers more than once through signing contracts at the end of each preceding contracts. When a distributor renews his transaction through additional subscription of copies, he may have two contract numbers but his record under the client table is retained. Also, each subscription transaction is assigned to one and only one distributor.

Marketing Personnel to Client has one-to-many relationship one-to-many. Each marketing personnel can advertise or recruit many clients. This relationship occur when a marketing personnel has recruited more than one client. A record is made such that each client is assigns specific personnel. One of the objectives of 28

the database is to lend itself for future growth and development. We created this entity to accommodate the possible expansion of the companys operations. Presently, the company has only one marketing personnel, but when its operation expands, it may have more than one personnel. Also, each client is assigned to only one marketing personnel.

Marketing Personnel to Distributor has one-to-many relationship one-tomany. Each marketing personnel can handle many distributors assigned to him. This relationship occur when a marketing personnel assigns the distribution of newspapers to many business entities. Also, each distributor is assigned to only one marketing personnel.

Ex Deals_Pub to payment has one-to-many relationship one-to-many. Each Ex-deals publication contract assigned to clients can pay its bill more than once especially when the company assigns a monthly payment to the contract. However, a client with this transaction could pay only once especially when the contract period is one month. For most cases, clients with this transaction pay their bills more than once. Also, each payment is made by only one Ex-Deal publication contract.

Ex Deals_Sub to payment has one-to-many relationship one-to-many. Each Ex-deals subscription contract assigned to clients can pay its bill more than once especially when the company assigns a monthly payment to the contract. However, a client with this transaction could pay only once especially when the contract period is one month. For most cases, clients with this transaction pay 29

their bills more than once. Also, each payment is made by only one Ex-Deals subscription contract.

Subscription_Contract to Payment has one-to-many relationship. Each subscription contract signed by a particular client may pay their bills more than once. Like the previous contracts, less cases occur when a client pay his bill only once. Each payment is made by only one subscription contract

Publication_Notices to Payment has one-to-many relationship. Each publication contract signed by a particular client may pay their bills more than once. On the other hand, each payment is made by only one client. Each OR Number is assigned to only one client. Each payment is made by only one notice contract

Publication_Ads to payment has one-to-many relationship. Each publication contract signed by a particular client may pay their bills more than once. On the other hand, each payment is made by only one client. Each OR Number is assigned to only one client. Each payment is made by only one ads contract.

Client to payment has one-to-many relationship. Each client can pay their bills more than once in a contract. Since each client can have many types of transactions, this relationship may apply even when a client has only one payment date but with more than one transaction. Each payment is made by only one client.

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Distributor to payment has one-to-many relationship. Each client can subscribe copies of newspapers more than once. This relationship occur when a contract of a particular client has expired and being renewed. When a client renews his transaction through additional subscription of copies, he may have two contract numbers but his record under the client table is retained. Also, each subscription transaction is assigned to one and only one client. Each payment is also made by only one distributor.

C. Rules and Constraints

The database constructed covers all revenue-related transaction occurred from November 2011 to December 2011. All listed clients had signed a contract within this period. No client who has not signed any contract. The examination of the client table would yield to an obvious observation; all clients reside or operate within the Iloilo City and province.

Upon signing a contract, a client has an obligation to pay the amount stated on the contract. On the other hand, its recorded as revenue by the accounting department. The client is given the option to choose a contract period e.g. 12- month, 3-month etc. No contract signed by both parties shall be deemed nullified. A contract is renewable and is provided by the client is given the option to choose a contract period, on the other hand, the company decides the payment date as reflected in the contract.

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The relationships are created to ensure proper relationship among entities. With this control procedure for instance, no contract should be signed by more than one client with different transactions.

Ex deals are given due attention for this contracts may be based upon the personal agreement of both parties. Clients in this type of transaction may need not to pay cash but the database user should debit non cash payment as cash especially consumables as agreed.

The rate of Ads and Notices may vary upon each client. For instance, a client may have signed many contracts; in turn the client may receive a discount. However, it is stated in the each table the standard rate per page of advertisement or the standard retail price for subscription.

All ID numbers are represented as combinations of letters and numbers. The letters will indicate the type of transaction and person and will always be presented as capital letters in the tables. The numbers indicate distinction between similar transaction and people. The data referring to currency will always be in Peso. The data referring to dates are represented in numerical form with as slash (/) as a separator between months, days and year.

For Queries, the user must enter values corresponding to the period covered. For examplr, 11 or 12 which stands for the month of November and December period covered. For instance, the top management requires the accountant to prepare monthly Financial Reports, Sales Revenue for the month of

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December in particular; a database user must enter 12 on the parameter value upon querying the database.

Only the proper user can access the information on the database. For instance, accountant may be provided with user password to maintain the internal control of the company on the other hand, the cashier cannot access the data.

D. Database Views and Reports

The proposed database includes the following forms which will give relevant information about the entities: Client Profile Report which displays the information about the client; Distributor Profile Report which includes the information about the distributor; Marketing Personnel Report displays the information about the marketing personnel; Ex Deals_Publication which shows the information about the publication contracts for Ex Deals; Ex

Deals_Subscription which displays the information about the publication contracts for Ex Deals; Publication Contract_Ads which displays the information about the publication contracts for Ads; Publication Contract_Notices which displays the information about the publication contracts for Notices; Subscription_Contracts which displays the information about the subscription contracts for Subscription; Subscription_New Stands which displays the information about the subscription contracts for News Stands; and Payment which displays the information about the payment transactions

The following are the forms in the database:

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Figure 4.2 Client Form

Figure 4.3 Distributor Form

Figure 4.4 Marketing Personnel Form

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Figure 4.5 Ex Deals_Publicaion Form

Figure 4.6 Ex Deals_Subscriprion Form

Figure 4.7 PublicationContract_Ads Form

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Figure 4.8 Subscription_Contract Form

Figure 4.9 Subscription_News Stand Form

Figure 4.10 Payment form

The proposed database includes the following reports such as the Client Profile which shows the details about the client such as the client number, name, address, contact number, and email address; Distributor Profile which shows the details about the distributor such as the distributor number, name of distributor, 36

contact person, address, and contact number; Contract Details (Ex DealsPublication) which shows the details about the publication contracts for Ex Deals such as contract number, client, rate, frequency, start date and end date, monthly due, number of payments and total amount due; Contract Details (Ex DealsSubscription) which shows the details about the subscription contracts for Ex Deals such as contract number, client, rate, number of copies per day, frequency, start date and end date, monthly due, number of payments and total amount due; Contract Details (PublicationContract_Ads) which shows the details about the publication contracts for Ads such as contract number, client, rate, section per page, frequency, start date and end date, monthly due, number of payments and total amount due; Contract Details (PublicationContract_Notices) which shows the details about the publication contracts for Notices such as contract number, client, rate per page, section per page, rate per insertion, frequency, start date and end date, monthly due, number of payments and total amount due; Contract Details (Subscription_Contract) which shows the details about the subscription contracts for Subscription such as contract number, client, rate, number of copies per day, frequency, start date and end date, monthly due, number of payments and total amount due; Contract Details (Subscription_News Stands) which shows the details about the subscription contracts for News Stands such as contract number, distributor , rate, number of copies per day, frequency, start date and end date, monthly due, number of payments and total amount due; Ex Deals-Publication (As of Date) which shows the details about the publication contracts for Ex Deals such as contract number, client, start date and end date of contracts that are

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effective as of the date; Ex Deals-Subscription (As of Date) which shows the details about the subscription contracts for Ex Deals such as contract number, client, start date and end date of contracts that are effective as of the date; PublicationContract_Ads (As of Date) which shows the details about the publication contracts for Ads such as contract number, client, start date and end date of contracts that are effective as of the date; PublicationContract_Notices (As of Date) which shows the details about the publication contracts for Notices such as contract number, client, start date and end date of contracts that are effective as of the date; Subscription_Contract (As of Date) which shows the details about the subscription contracts for Subscription such as contract number, client, start date and end date of contracts that are effective as of the date; Subscription_News Stands (As of Date) which shows the details about the subscription contracts for News Stands such as contract number, client, start date and end date of contracts that are effective as of the date; Monthly Collection which shows the OR number, amount, and payment date of all payments done during a specific month and the total monthly collection for that month; Annual Revenue which shows the OR number, amount, and payment date of all payments done during a specific year and the total annual collection for that year; Revenue for a Type of Transaction which shows the total revenue for a specific type of transaction; Revenue from a Type of Transaction for a Month which shows the total revenue for a specific type of transaction for a specific month; Revenue from a Mode of Payment which shows the total revenue for a specific mode of payment; Revenue from a Mode of Payment in a Month which shows the total revenue for a specific mode of

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payment for a specific month; and Revenue for a Mode of Payment for Type of Contract which shows the total revenue for a specific mode of payment for a specific type of contract.

The following are examples of reports from the database:

Figure 4.11 Ex Deals-Subscription (As of Date)

Figure 4.12 Subscription Contract Details-News Stands

Figure 4.13 PublicationContract-Notices (As of Date)

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Figure 4.14 Monthly Collection Report

Figure 4.15 Revenue from a Type of Transaction

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