BEST
Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya
p-ISSN 2715-2871
e-ISSN 2714-5247
DESIGN AND CONSTRUCTION OF WEB-BASED
BUDGETING SUBMISSION INFORMATION SYSTEM AT
CV EXPRESSA
Muhammad Hashfi Rafid Muttaqin information Systems Universitas Duta Bangsa Surakarta.
Indonesia muhammadhasfi@gmail.
Hanifah Permatasari information Systems Universitas Duta Bangsa Surakarta.
Indonesia hanifah_permatasari@udb.
AbstractAi CV Expressa faces problems in budget management due to a slow manual process, less transparent, and vulnerable to errors.
This study aims to design a web -based budgeting information system to improve efficiency and System development uses the SDLC Waterfall method (Analysis of Needs.
Design.
Implementation.
Testing.
Maintenanc.
with Laravel Technology (PHP) and PostgreSQL Database.
Features include budget submission, tiered approval, reporting, and audit trail.
Blackbox testing test results show all functions run optimally, supported by automatic notifications and printed reports.
This system is proven to speed up the process, reduce errors, and increase budget transparency at CV Expressa.
KeywordsAiInformation Systems.
Budget Submission.
SDLC Waterfall.
Laravel.
Efficiency.
INTRODUCTION
Budget management or budgeting is the process of planning, allocating and controlling financial resources which aims to ensure the operational and financial stability of the company.
Good budget management enables organizations or individuals to manage financial resources efficiently and effectively, estimate future financial needs, and consider risks and uncertainties in financial decisionmaking.
This process includes budget planning, approval, monitoring, and reporting.
This stage requires accuracy and transparency for the allocation of funds according to business needs and priorities.
In its operational practices.
CV Expressa faces challenges in budget management, especially the arrangement, monitoring and reporting of funds.
The application process is still manual, resulting in slow approval, less transparent, and prone to error.
This hampers decisions, reduces the efficiency of resource allocation, and has the potential to impact the company's performance and financial stability.
To overcome these problems, this study aims to design a Web-Based Budget Submission Information System that can accelerate the submission process, improve data accuracy, and facilitate monitoring and reporting.
The method used is the Software Development Life Cycle (SDLC) with a Waterfall approach, which includes Dwi Hartanti information Systems Universitas Duta Bangsa Surakarta.
Indonesia dwihartanti@udb.
The implementation of this system is expected to improve the efficiency of budget management at CV Expressa, support productivity, and reduce errors.
Furthermore, effective application of information technology can minimize unexpected failures and enhance system flexibility.
Unlike previous studies that primarily focus on budget input and report generation, this system introduces integrated multi-level approval workflows and real-time status tracking tailored to CV Expressa organizational structure, which constitutes the novelty of this research.
II.
METHODS
Various methods were used in this research to support success, including:
Data Collection Methods Data collection methods are the methods used by researchers to obtain relevant data, using several techniques, namely:
Primary data is data that comes directly from the research subject, the author collected data through direct observation at CV Expressa.
Secondary data is data obtained indirectly through public sources such as journals, research reports, articles, or other relevant documents.
Data collection methods Observation: In this method, the author makes observations to obtain general data by looking, observing, and recording directly at CV Expressa.
Interview: This method is carried out by means of direct question and answer with Mr.
Aditya Erda Syahrial, where the object of the research is to clarify the problems that exist when conducting Literature Study: Data collection was carried out through a review of books, journals and research results related to budgeting information systems and web-based system development.
System Development Methods The system development approach adopted in this study is the System Development Life Cycle (SDLC), which consists of several phases to guide the system development process.
, namely:
Requirement 66 iC BEST.
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Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya p-ISSN 2715-2871 e-ISSN 2714-5247 At this stage, the budget management system needs analysis is carried out using the PIECES approach (Performance.
Information.
Economy.
Control.
Efficiency.
Service.
to identify the weaknesses of the current manual system and detail the functional and non-functional needs of the system to be developed.
Design Implementation This stage includes system development using Laravel and PHP, with PostgreSQL as the database to store budget data, users, and approval status.
Visual Studio Code is used as a text editor and code development tool.
Integration & Testing System testing is carried out using the Blackbox Testing method to ensure that all core features including budget submission, validation, approval, and reporting function as intended.
This testing focuses on verifying outputs based on given inputs without examining internal code structure, and aims to identify any functional errors or issues that could disrupt the application's performance and usability.
Parameters Performance Information Economy This stage includes system design using UML diagrams such as Use Case and Activity Diagram to describe the submission, validation, and reporting flow.
Class diagram is used to design the relationship between budget data tables, users, and approval status.
Interface design is also carried out to facilitate input, access, and monitoring of the submission process.
Table 1.
Pieces Control Efficieny Service Old System Slow process due to manual .
aper & Incomplete difficult to track.
High costs due to paper usage and Weak frequent errors/data Wasted time and effort on manual Slow frequent delays.
New System Faster process with web-based automated Structured, complete, and easily accessible Reduced costs with digitization and faster Automated with validation and audit trail.
More efficient with automated input to Improved service with process transparency.
Design Usecase A use case diagram illustrates the interactions between users .
and the system.
In this study, the use case describes how users interact with the system during the budget management process.
The following is an explanation of several main use cases in the system.
operation & maintenance This is the stage where the software starts to be run by users in an operational environment.
During this stage, maintenance is carried out periodically to ensure the system continues to run properly, including bug fixes, performance improvements, and the addition of new features according to user needs or system While the Waterfall model offers a structured and sequential approach to system development, it presents challenges in adapting to evolving user requirements.
Agile methodologies are inherently more flexible and iterative.
However, considering the limited development timeframe and the absence of an agile-ready team environment during the internship period, the Waterfall model was deemed the most practical and manageable approach for this study.
RESULT AND DISCUSSION
Requirement System weakness analysis is conducted to identify deficiencies in the current system and provide solutions through a new system.
The method used is PIECES, which includes aspects of Performance.
Information.
Economy.
Control.
Efficiency, and Service.
Fig 1.
Usecase 67 iC BEST.
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Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya p-ISSN 2715-2871 e-ISSN 2714-5247 Activity Diagram The activity diagram describes the process flow and system activities available in the software.
This diagram specifically shows the actions or roles carried out by actors in the system.
This explanation is structured to facilitate understanding of how the system works from the perspective of the user or actor involved.
Submission approval is done by Admin.
Manager, and Finance who have logged into the system.
The actor selects the submission menu, makes a decision .
gree, reject, or revis.
, then saves the data.
The system saves the decision to the database and displays a notification as confirmation.
Accountability Activity Submission Activity Fig 4.
Accountability activity Fig 2.
Submission Activity Submission is done by Admin and Employees who have logged into the system.
The actor selects the submission menu, fills out the form, and saves it.
The system then verifies, saves the data to the database, and provides a notification that the submission was successfully saved.
Accountability submission is done by Admin and Employees who have logged in and have access.
The actor fills in the required data, then saves it.
The system verifies, saves the data to the database, and provides notification that the submission has been successfully saved.
Report Activity Approval activity Fig 5.
Report Activity Fig 3.
Approval activity Reports are done by Admin and Finance who have logged into the system.
The actor selects the report menu 68 iC BEST.
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Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya p-ISSN 2715-2871 e-ISSN 2714-5247 to view and print the available data, then exits the system after completion.
Implementation Login page Class Diagram A class diagram is a schematic representation of the classes that will be constructed to build the system.
The following is a class diagram for the application, which can be seen in the image.
Fig 7.
Login Page Before users can access the system.
Users are asked to enter a username and password according to their respective access rights.
Form for Submission Fig 8.
Form for Submission The Create Application page is used to submit a reimbursement by filling in the application date, application name, costs and a complete description.
Submission Page Fig 9.
Submission Page Fig 6.
Class Diagram The Submissions page displays a list of submissions with complete information, a search feature, filters by date or status, and a button to create a new submission.
Submission statuses are color-coded for easy 69 iC BEST.
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Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya p-ISSN 2715-2871 e-ISSN 2714-5247 Accountability Form Fig 13.
Report On the report page, the completed submission data is There is a table that displays submission information, such as number, name, date submitted, submission name, costs, and description and there is a print button to print the report.
Fig 10.
Accountability Form This form is used to create a realization of funds from a reimbursement application, including date, description, total funds, returns, and supporting files.
The side panel displays item details and cost details.
Accountability Page Testing Blackbox Testing System testing is a crucial phase in the software development process, aimed at evaluating whether the system operates as expected, in terms of both performance and user interface.
Table 2.
Login Testing Test Case Successful Invalid Empty field Invalid Test Case Submit valid Input Valid and valid Incorrect Username and/or left empty Username not allowed Expected Output User is redirected to dashboard Status Invalid username or password "Username & "Input invalid or Fig 11.
Accountability Page This page displays a complete list of user responsibilities with basic information and process status.
Equipped with search and filter features to facilitate data monitoring and verification.
Report Page Table 3.
Form for Submission Tetsing Submit empty form AuItem NameAy Letters in AuQuantityAy Unsupported file type Autocalculate No file Test Case View Fig 12.
Report Page Input All fields All fields All filled item name Quantity = AuabcAy File = .
/ .
Quantity = 2.
Price = All filled, no file Expected Output AuData saved successfullyAy Required field AuItem Name is requiredAy AuQuantity must be a numberAy AuFile must be in image/pdf formatAy Total autocalculated = Error shown if file is required Table 4.
Submission Page Testing Input Open Expected Output List shown with info & status Status Status Success 70 iC BEST.
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Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya p-ISSN 2715-2871 e-ISSN 2714-5247 Search Filter New Required field check View item Download Download Status color Filter by Keyword View Input Enter data, click Save Leave Open ent form Click "Download File" Download from side Input Open page Status = "IN PROCESS" Select from Enter name/descri Click AuDetailAy Input Open report Print report View table Check table Pagination Click "Next" (>10 row.
Success Side panel shows name, description.
File downloaded File downloads Table shows matching records Table filters by Viewable if Expected Output Table shows Matching results Printable view shown / printed Columns: No.
Name.
Date.
Amount, etc.
Next page Status Validation warning shown Yellow label Status Status Budget Input error Manual .
Not available Automated in Real-time More Transparent Required Not needed Paperless Each user was asked to complete a full budgeting submission scenario using the web-based system, including inputting data, reviewing notifications, and following the approval status.
Observations and short interviews were used to gather feedback regarding ease of use, accuracy, and overall experience.
The majority of users expressed satisfaction with the interface and system responsiveness.
Four out of five respondents stated that the system reduced submission time and improved their visibility into approval stages.
One respondent suggested adding color indicators to better differentiate status levels.
This validation indicates that the system meets user expectations and lays a solid foundation for broader implementation within the organization.
Maintenance Information system maintenance plays an essential role in ensuring that the developed applications continue to function optimally, meet evolving user needs, and adapt to changes in technological and operational environments.
Hardware Maintenance Routine maintenance of hardware such as servers, client computers, and network devices is required to maintain system stability.
This activity includes physical cleaning, checking network connections, replacing damaged components, and ensuring that the cooling system is working properly so that the device temperature remains Software Maintenance (System Application.
Web-based applications that have been developed using Laravel and PHP require regular maintenance.
This To assess the system's effectiveness, a comparison was conducted between the conditions before and after The evaluation focuses on processing time, error rate, and workflow efficiency.
Table 8.
evaluation table Aspect Approval Status Document To further assess the practical value of the developed system, a usability validation was conducted involving five end users from various departments within CV Expressa.
Participants consisted of administrative personnel, finance staff, and a managerial-level employee, all of whom interact directly with the budgeting workflow.
System Impact Evaluation Success Expected Output Form submitted & Expected Output User data table Form displayed Table 7.
Report Page Testing Test Case View Search Enter Click "Print" Success Table 6.
Accountability Page Testing Test Case View Only matching items shown Submissions Table 5.
Accountability Form Testing Test Case Submit Enter Choose status/date Click New Submission Before System 2Ae3 days After System Efficiency 4Ae6 hours 75% faster 3Ae5 times/month 0Ae1 times/month Significantl y reduced Bug fixes: if any logical errors or inappropriate displays are found, they must be fixed System updates: updates are made to ensure the system remains compatible with the latest versions of PHP.
Laravel, and other supporting Addition of features: if there are new needs from users or changes in business processes, then additional development is carried out in a structured manner.
Database Maintenance 71 iC BEST.
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Journal of Applied Electrical & Science Technology Ae University of PGRI Adi Buana Surabaya p-ISSN 2715-2871 e-ISSN 2714-5247 The PostgreSQL database used as the primary storage for submission, user, and report data needs to be maintained properly:
Routine backup: done every day/week to prevent data loss when a system failure occurs.
Query and index optimization: ensuring that every data request is fast and efficient.
Cleaning of invalid or duplicate data: to maintain consistency and accuracy of information in the IV.
CONCLUSION
This research successfully developed a web-based Budgeting Submission Information System using the SDLC Waterfall method to address inefficiencies in CV ExpressaAos manual budgeting process.
The system significantly improved the efficiency of budget submissions, reducing processing time by approximately 75% and minimizing manual errors.
Blackbox Testing confirmed that all key features submission, approval, and reporting functioned optimally.
Positive user feedback also supports the systemAos usability and practicality across Beyond these improvements, the system introduces a novel integration of multi-level approval workflows and real-time status tracking tailored to the companyAos organizational structure, distinguishing it from conventional budgeting systems.
REFERENCES