A Sales System Analysis and Design Documentation
College of Technological
Sciences - Cebu
N. Bacalso Avenue, Cebu City
ACT 224
Systems Analysis and Design
Sales System and Design Documentation
In Partial Fulfillment of the requirements for the
Degree of
Associate in Computer Technology
Submitted by
Llamedo, Joan
Borres, Angel Mae
Cabiles, Jenelyn R.
Submitted to
Wendell V. Cabalhin
Instructor
March 2017
SYSTEM
ANALYSIS AND DESIGN
PROJECT DOCUMENTATION OUTLINE
Bulacao
Enterprises, Inc.
A Sales System Analysis and Design
Documentation
ACKNOWLEDGEMENT
ACKNOWLEDGEMENT
First and foremost, We would like to thank God for guiding us always and
make everything possible. Saying Thank you for everything and everyone who help
us upon doing this System Analysis and Design Documentation is not enough.
To our Family, thank you so much for your unconditional love and support
along the way , your always there to support and encourage us. You never stop
inspiring me and give your moral support.
To our dear Classmates who are always there to support us and give some
ideas to come up this documentation. Thank you guys for your help.
And lastly to our Beloved System Analysis and Design Adviser Mr. Wendell
Cabalhin, Thank you for the teachings and giving us the knowledge. You’re a
excellent instructor. Your encouragement support and suggestions made this
documentation successful.
DEDICATION
DEDICATION
We dedicate this System Analysis and Design Documentation to our family
and many friends. A special feeling of gratitude to our loving parents, Anecita
Llamedo, Epefanio Nadunza, Cristino Cabiles, Elizabeth Cabiles, Ethyl Grace
Borres, Junnie Borres whose words of encouragement and push for tenacity ring
in my ears. To our siblings Richard, Sarah, Jamaine, Jeffrey, Jessie, Jenevieve,
Sarah Mae, Jay, Prince Ivan whom have never left by our side and are very special. We also dedicate
this documentation to our classmates, friends and church family who have
supported us throughout the process. We dedicate this work and give special thanks
to Ivan Carcallas who lend us his laptop for the documentation and to those who
are not mentioned here, thank you so much for being there for us. Both of you
have been our best cheerleaders.
TABLE
OF CONTENTS
Acknowledgment
Dedication
CHAPTER 1
i.
Introduction
1.
Objectives of Project
2.
Significance and Impact
of the Project
3.
Scope of the Project
4.
Limitations of the
Project
CHAPTER 2
ii.
Review of Related
Literature and Studies
1.
Related Literature
iii.
The Present System
1.
Company Background
2.
Overview of the Present
System
CHAPTER 3
iv.
Technical Background of
the Study
v.
The Proposed System
1.
Overview of the Proposed
System
1.
Technical Feasibility
2.
Economic Feasibility
1.
Cost and Benefit
Analysis
2.
Database Infrastructure
3.
Core Aspect of
Technology
4.
Schedule Feasibility
CHAPTER 4
vi.
Methodology of the Study
1.
Project Environment
2.
Project Instrument
3.
Project Procedure
4.
Requirements
Specifications
Bibliography
Glossary
Appendices
Curriculum Vitae
CHAPTER 1
INTRODUCTION
Every day, people use computers in new and
different ways. Computers are progressively more affordable. They continue to
be more powerful information-processing tools and easier to use. It affects the
academe and the general public and this probably creates greater impact than at
any time since the industrial era. And also producing an inevitable cyclone of
transformation that brings about a level of change in people's personal lives.
And it is all because of the innovations of technology of this modern times.
The impact of technology in modern life is
unmeasurable, we use technology in different ways and sometimes the way we
implement various technologies ends up harming our lives or the society we
leave in. What we call modern technology is technically not so new in most
cases. Technology is applied to the roles each individual fulfills during life.
We use technology on a daily basis to accomplish specific tasks or interests.
Modern Technology increases human capabilities and this technology has evolved
with years. What used to work before, might not be working now, it must have
got old or got replaced by modern technology.
It simplifies life in so many ways and everyone
defines technology in their own way. To some people, it means complicated
electronic devices. To others, it means the source of the radical changes that
are happening in all phases of life. Others define technology as science
applied to practical purposes. Some people fear to use technology while others
see it as the source of longer and more complete lives. A way of looking at the
world is a system. System is playing a more and more important role in the
demands of analyzing and utilizing huge information gathered. It is all because
of the great innovations of modern technology.
Today, one of the most common innovations of
modern technology is the use of Computerized Sale System which is widely used
in hardware stores not just locally but internationally. Because of its
reliability, very easy and more convenient to use.
Most of the hardware stores in the Philippines
is composed of several people that has its own specific functions, duties and
provide services towards its customers. The reason to make things easier in the
processing data to information was because of the urge for progress and
development in tapping the information technology. The inter-connectivity
brought about by the computerization has resulted to the generation of the
sales which are done electronically. Through this innovative approach, there
are existing systems were developed for the betterment of providing services
most of the store desires.
On the other hand, Bulacao Enterprises Inc. that
was established in 1960’s and started in 2002 is managed through single
proprietorship. It has no other branch. They are using manual sale system ever
since. According to Mrs. Ybarita, proprietor, they have encountered problems
such as delays, delivering issues and time-consuming inventory of the items.
These are some of the problems that exist on the current system.
The researchers’ primary aim is to design a
computerized system that would improve the manual checking of available items,
calculation, and item inventory. The proposed system would change the
traditional method of manual checking of available items, calculation, and item
inventory. It would provide the users an easy and efficient way of making
receipts.
Indeed, the researchers want to uphold a Computerized
Sale System to solve the present problems of Bulacao Enterprises, Inc. The
system will provide advance item inventory, fast and easy calculation of the
bought items of the customers. The system will be developed to improve faster
and non-time consuming to make receipts and item inventory.
The project utilizes an action-research designed
to come up with a working model to establish and maintain a Computerized Sale
System for Bulacao Enterprises, Inc.
Objectives of the Project
The primary purpose of this study is to analyze, design, and
develop a model of Computerized Sale System for Bulacao Enterprises, Inc.
Specifically, the study aims to:
1.1 Provide accurate and fast access of items in the store like raw
and hardware products,
1.2 Provide real -time in retrieving and updating store items and
delivering procedures,
1.3 Improving the existing sale system,
1.4 Provide easy and
convenient calculating of bought items of the customers,
Significance and Impact
of the Project
This project study intended to motivate and have
one step provider to information towards benefit and need. The proponents have
identified the following beneficiaries who will eventually benefit from the
proposed computerized sale system.
Store. This study will improve
the store from the traditional manual system. Not just simply to enhanced the
existing system but also it will offer great advantages to Bulacao Enterprises,
such as understanding an computerized sale system that is there to empower its users,
database that simply provide data, and an system that provides the best
information a user needs in order to do their task more effectively. The store
could easily backup the information, easy record-keeping and easy item
identification.
Owner. The Owner has accurate
and up-to-date information that is available from the database. The data that
was saved can be acquired from the computer can be accessed directly and
easily. The owner will also be acquainted on how the data is being stored, and
preserved for future generation of sales which is an advantage as non-IT
personnel.
Employees. The Employees will only
be inputting data to the database based on the sales. This will also add to the
knowledge of the employees that information systems do not need to be a
real-time to qualify that it is excellent. The employees or cashiers may no
longer be writing down the receipt and calculate the total cost personally for
it can be calculated and printed through the system.
Researchers. This study will be helpful
to the researchers’ objectives, and strategies. It will also serve as a future
reference for researchers on the subject that is definitely related to their
field of expertise.
Future Researchers. This study will
optimistically offer a huge value and advantage to the future researchers that
will see the worth and the significance of the study on their field of
expertise, and this could possibly provide as the basis, reference and an
overview of how to smoothen the progress of problems in progress.
Scope of the Project
The Computerized Sale System for Bulacao
Enterprises provides easy and more convenient way of sales from the traditional
way of manual system. It helps keep track of the number of items left in the
store and more accurate inventories. It will also enhanced the existing manual
system to a computerized sale system. The proposed system will be implemented
to the Bulacao Enterprises, Incorporated.
The system of items in the store like raw and
hardware products will be updated and retrieved through the database of the
system. It will also provide easy and convenient calculating of bought items of
the customers.
Limitations of the Project
Only authorized users can access and manipulate
the records on the database and must be privately given to that person upon
request and will be maintained and protected.
CHAPTER 2
Review of Related
Literature and Studies
Related
Literature
Before, data
were collected and processed by hand in a variety of tedious ways. This caused
more problems in accessing, retrieving, updating, and keeping files and records
especially when there was a large volume of work and services to accomplish.
The need for easier data gathering, faster and more accurate data processing
triggered the advent of technology (Fouri and Aufiero, 1986).
The gregarious
nature of man prompts him to accomplish more than what is presently available.
Since there is a need of formulating a machine that can process and produce
accurate information, computing machine called “computer” was created. With the
aid of computer, tasks
that are
accomplished manually and are time consuming are practically done at ease. It
does the tedious work of maintaining and accessing information (Robert H.
Blissmer, 1994).
Any tool like
computer which helps in producing, manipulating, storing, communicating and
disseminating information is called Information Technology (IT). Thus, it
became virtually indispensable in the society. Every sector in society
especially institution is practically using computers to facilitate its day to
day operations. Most organizations are beginning to regard information as a
resource produced by information system. An information system is the heart and
lifeblood of an organization. This term is a generic reference to a computer
based system that provides the data processing capabilities. It is commonly
used in the business environment as a generic reference to all technologies, procedures,
system and people associated with the information processing.
THE
PRESENT SYSTEM
Company Background
Bulacao Enterprises Inc.
is a hardware store located in N.Bacalso Ave., Bulacao, Cebu City. It’s
warehouse is located beside the BulacaoBaranggay Hall. It that was established
in 1960’s and started in 2002 by George Ybarita. It was continued by his daughter
Lorna Ybarita until now. It is now managed by Lorna Ybarita and her family.
They have 10 employees. This includes the delivery men and sales ladies. All of
them stayed for a long time. They sell different kinds of raw products. Such
paints, plywoods, nails, paints, zinc roof and etc. It is managed through
single proprietorship. It has no other branch. They are using manual sale
system ever since.
Overview of the Present System
Currently, Bulacao
Enterprises Incorporated provides different kinds of hardware and raw products
to their valuable customers. In their warehouse, there are lots of stock items
which are not reallywell- organized. It
is hard to identify the number of stocks of each item. With this, consolidating
all the item takes time, making it an extra burden to their part. Ordered items
that must be served to customers are sometimes delayed because they can’t
easily identify if there are still available stocks in the warehouse. It takes
time for them to count and to know if the number of the items meets the demands
of the customers.
There are also instances that customers are complaining
because their orders are delayed, the calculations in their receipt is not that
very accurate.
There is a need for
innovations to be introduced to the current system in Bulacao Enterprises, Inc.
An innovation is necessary in order to improve the existing system to lessen
the problems being encountered.
CHAPTER 3
TECHNICAL BACKGROUND
A store, is a retail establishment selling items to
the public. A business that
operates as a retail outlet will typically buy goods
directly from manufacturers or wholesale suppliers at a volume discount and
will then mark them up in price for sale to end consumers. The store plays
a vital role and function to community for its servicesto their customers. The
importance of maintaining consistent and independent information is one of the
services that stores can provide, so that items will be sold in a fast and
accurate manner.
THE
PROPOSED SYSTEM
Overview of the Proposed
System
In realizing the vision of dealing with
the system at the store, a significant innovation called Computerized Sales
System is proposed.
The system will run through the computer.
This system is groundbreaking to promote connectivity, direct access,
capacity-building and productivity. The system is designed to serve as a
one-stopinformation resource center between the items or available stocks and
the owner. It will be used for fast access of the items and in retrieving and updating
store items and delivering procedures and also for calculating the bought items
of the customers. A common database server from the computer will
serve as the repository of all the store items.
To
a great extent, the store owner, and employees need to be conscious of howthe
project can create difference in their service and positive change to their ways
to embrace and appreciate the system.
Technical Feasibility
Technically, for the
system to produce reliable and accurate receipts, easy storing and retrieving
of the inventory of items in the stores, it requires the following: operating
system, web server, database server, programming and scripting languages.
The
study will be implemented to Bulacao Enterprises, Inc.
To access the system, it just requires
password. System security is needed to prevent unauthorized person to access
the information. Only the administrator
can access the system.
It will display all the
available and unavailable items when doing inquiry. A confirmation message will
prompt every activity made like saving, deleting and modifying information. An
error message will prompt when error occurs.
Economic Feasibility
Cost and Benefit
Analysis
Cost and Benefit
Analysis is one of the most significant parts of the Project Analysis. It will
be utilized to determine whether the proposal is feasible, agreeable, accepted
or not.
Cost
The proposed system
will be developed by the proponents using the project related tools and
software of the College of Information and Computer Science with the investment
of time, energy and effort by the proponents in dealing and developing the
system.
Table 1
Cost Part of the Cost-Benefit Analysis
|
COMPONENTS
|
|
COST
in Php
|
|
|
Hardware
|
|
|
|
|
Computer Set
|
|
16,569.00
|
|
|
|
CPU
|
5,600.00
|
|
|
|
Monitor
|
4,800.00
|
|
|
|
Keyboard
|
850.00
|
|
|
|
Mouse
|
320.00
|
|
|
|
Printer
|
4,999.00
|
|
|
Server
|
|
40,955.00
|
|
|
Software
|
|
|
|
|
Operating System
|
|
3,150.00
|
|
|
|
Windows
|
3,150.00
|
|
|
Others
|
|
|
|
|
Training Expenses
|
(7
days x 2personnel)
|
350.00
|
|
|
|
|
|
|
|
TOTAL
COST
|
|
52,069.00
|
|
Table 1 shows the
budget cost to maximize the use of the proposed system. The store owner should
provide at least one (1) computer set that mainly compose of system unit,
monitor, keyboard, mouse and printer for the deployment of the system. In
addition, the store must have a database andonly administrator can access.
Operating system and training expenses must also be considered in order to run
the above-mentioned components also; the training expenses include the
estimated 2 personnel.
Benefits
The system can give benefits to the following:
1.
To the store owner because it has a
centralized data storage and management
·
it provides reliable and up-to-date data
·
it will be easy for accessing the available and
available stocks
2.
To the cashier , because
§ it
would make his/her job easier
§ it
decreases the time spend in looking for a particular items
DATABASE INFRASTRUCTURE
Figure 1. Below explains how
the database processed and delivered ,
integrated and work to develope and
maintain in a computer system of having
a receipt.
CORE
ASPECT OF COMPUTER TECHNOLOGY
Technically there are three
(3) core aspects of computer technology, namely
people ware , middle ware, and database that affect and contribute the entire process system.
·
People ware
Represent
the user of the system. The user of the system are the, salesman and the
management.
1.
Salesman
This
is an authorized user and can utilize the computerized system receipt and had
limited privilege. This user must need to log in first for verification.
Registered sales man are allowed to do receipting.
·
Middleware
software that
acts as a bridge between an operating system or database and applications,
especially on a network.
Schedule Feasilibilty
|
Number
of Weeks from the Start of the Project
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|||||||||||||||||
|
Activities
|
Duration
(Months)
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November
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December
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January
|
February
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1
|
2
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3
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4
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5
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6
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7
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8
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9
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10
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11
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12
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13
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14
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15
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16
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12
TO
19
|
20
TO
26
|
27
TO
30
|
3
TO
10
|
11
TO
17
|
18
TO
23
|
24
TO
25
|
2
TO
5
|
6
TO
10
|
11
TO
16
|
17
TO
27
|
6
TO
11
|
12
TO
16
|
21
TO 24
|
26
TO
28
|
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Groupings
Obtaining Manual Receipt
Project Working
Title
Pre-Proposal
Statement
Planning
Gathering of
Information
Rationale of the
Project
Related Literature
Technical Background
Methodology of
The Study
Requirement Specification
Adviser Checking
Fishbone Diagram
Gantt Chart
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LEGEND
Estimated Time :
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Actual Time :
CHAPTER
4
METHODOLOGY
OF THE STUDY
Project Environment
Bulacao Enterprises Inc.
is located in N.Bacalso Ave., Bulacao, Cebu City. Beside the Bulacao Baranggay
Hall. It was established in 1960’s and started in 2002 by Leo Ybarita. It was
continued by his daughter Lorna Ybarita until now. It is now managed by Lorna
Ybarita and her family. They have 10 employees. This includes the delivery men
and sales ladies. All of them stayed for a long time. They sell different kinds
of raw products. Such paints, plywoods, nails, paints, zinc roof and etc. It is
managed through single proprietorship. It has no other branch. They are using
manual sale system ever since.
Project
Instrument
The instrument that
will be used to collect data is prepared by the researchers. The first part is
interview asks for the information of owner including their years of the
store’s existence, number of employees.
Project Procedure
Gathering of Data. A
request letter will be sent to the store owner to seek approval to conduct the
study. When the approval is granted, the gathering of data will follow. Store’s
information will be retrieved. It will be followed with the analysis and
interpretation of data.
Requirements Specifications
Defining
requirements specification is the first step in the development of a system. It
includes the Technical Feasibility, Economic Feasibility and Schedule
Feasibility.
|
METHOD
|
|
MATERIAL
|
|
MANPOWER
|
Quick and Easy
Updating , Adding and
Inquiry
Software Tools
Ease of use
Direct Access of Data Centralized Data Ease of Administrator
Produce reports easily No
standard web browser
   Generate
statistical reports accurately and timely |
Knowledgeable Personnel Secure Server
Secure live data
Platform independent
Lower cost maintenance
No Configurations or Changes for
PC
|
MANAGEMENT
|
|
MACHINE
|
Fishbone
Diagram - Shows the factors that will help achieve a particular
objective that is to generate timely statistical reports accurately. It
illustrates the relationship between a given outcome and all the factors that
influent the outcome. It also used to explore all the potential that result in
single effect. Factors are arranged according to their level of importance,
resulting, in a description of relationship and hierarchy of events.
·
METHOD
- includes the direct access of data from a
centralized database server. So that , with this allows quick and easy updating , adding, and making
inquires.
·
MACHINE
-
Is considered in order to provide the information needed by the user. The
system needs like desktop computers. The system is a flatform independence,
which means it can run in any type of operating system.
·
MATERIALS -
It includes the product of information to
be use in gathering the product data.
·
MANPOWER -refers
to the users and the administrators of the System. Each User and administrator
have its user and administrator have its own user and password to determine who
is allowed to manipulate that specific transaction administrator has the full
access while user have limited access.
·
MANAGEMENT - is
the significant in order to manage a certain amount of information. The system needs to be handled
by knowledgeable personnel. The personnel must know the Do’s and Don’ts of the
system failure.
BIBLIOGRAPHY
Anderson, M. (1998b). Jerome Bruner.
Sales System.
Portland, OR: Cortland College. Retrieved June 12, 2002, from http://facultyweb.cortland.edu/~andersmd/cog/brunder.html
Brown, J. S., (2002). Growing Up Digital: How the Web
Changes Work, Education, and the Ways People Learn. United States Distance
Learning Association. Retrieved on December 10, 2004, from http://www.usdla.org/html/journal/FEB02_Issue/article01.html
Brown, J. S., (2002). Growing Up Digital: How the Web
Changes Work, Education, and the Ways People Learn. United States Distance
Learning Association. Retrieved on December 10, 2004, from http://www.usdla.org/html/journal/FEB02_Issue/article01.html
Gonzalez, C., (2004). The Role of Blended Learning in the
World of
Technology. Retrieved December 10, 2004
from http://www.unt.edu/benchmarks/archives/2004/september04/eis.htm.
Wiley, D. A and Edwards, E. K. (2002). Online
self-organizing social systems: The decentralized future of online learning. Retrieved
December 10, 2004 fromhttp://wiley.ed.usu.edu/docs/ososs.pdf.
Winn, W., &
Snyder, D. (2001). Mental representation.
The
Handbook of Research for Educational Communications and Technology (chap. 5).
Bloomington, IN: The Association of Educational Communications and Technology.
Retrieved June 12, 2002, from http://www.aect.org/Intranet/Publications/edtech/05/05-03.html
GLOSSARY
Academe - the academic
environment or community; academia.
Database - a structured set of data held in a computer,
especially one that is accessible in various ways.
Fishbone Diagram - also called a cause and effect diagram or
Ishikawa diagram, is a visualization tool for categorizing the potential
causes of a problem in order to identify its root causes.
Gantt Chart – a chart in which a series of horizontal lines
shows the amount of work done or production completed in certain periods of
time in relation to the amount planned for those periods.
Infrastructure - the basic
physical and organizational structures and facilities (e.g., buildings, roads,
and power supplies) needed for the operation of a society or enterprise.
Middleware - software
that acts as a bridge between an operating system or database and applications,
especially on a network.
Operating System - the
software that supports a computer's basic functions, such as scheduling tasks,
executing applications, and controlling peripherals.
Peopleware - refers to
the human role in an IT system.
Server – a computer or computer
program that manages access to a centralized resource or service in a network.
APPENDICES
CURRICULUM
VITAE
Jenelyn R. Cabiles
Sitio Sip-ak, Sudlon 1, Cebu
City
Contact No. (09)16-134-2865
PERSONAL
INFORMATION
Age : 19 years old
Sex :
Female
Date
of Birth :
January 22, 1998
Citizenship : Filipino
Civil
Status :
Single
Religion : Seventh Day Adventist
EDUCATIONAL
ATTAINMENT
College:
College of Technological Sciences – Cebu S.Y 2016 – 2017
Secondary:
Sudlon National High School S.Y
2013 – 2014
Primary:
Sudlon Elementary School S.Y
2010 – 2011
CURRICULUM VITAE
Joan
Llamedo
SitioAlfagateSudlon 1, Cebu
City
Contact No. (09)36-784-4863
PERSONAL
INFORMATION:
Age : 20 years old
Sex : Female
Date
of Birth :
April 12, 1996
Citizenship : Filipino
Civil
Status :
Single
Religion : Seventh Day Adventist
EDUCATIONAL
ATTAINMENT:
College:
College of Technological Sciences – Cebu S.Y 2016 – 2017
Secondary:
Bitlang Integrated School S.Y
2011 – 2012
Primary:
Bitlang Integrated School S.Y
2007 – 2008
CURRICULUM VITAE
Angel Mae Borres
Sitio Buwatis, Lusaran, Cebu City
Contact No. (09)22-474-5786
PERSONAL
INFORMATION:
Age : 18 years old
Sex :
Female
Date
of Birth :
November 7, 1999
Citizenship : Filipino
Civil
Status :
Single
Religion : Roman Catholic
EDUCATIONAL
ATTAINMENT:
College:
College of Technological Sciences – Cebu S.Y 2016 – 2017
Secondary:
Lusaran National High School S.Y
2014 – 2015
Primary:
Lusaran Elementary School S.Y 2010 – 2011
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