CHAPTER I THE PROBLEM AND ITS BACKGROUND Introduction: As one steps into the portals of another age, a new demand for new level of information arises. Planners and policy makers in the government and the private sector including the academe and research institutions rely heavily on the information available. The shift in the demand for national and regional-based statistics to small-area statistics grows with time as projects are more focused on countryside development and across sectors.
In recent years, local government planners focused their development plans across sectors in the community to maximize the use of resources. Thus, the need for detailed small-area statistics also rises as data input for situational analysis, planning and project identification to meet the need of families requiring priority action and attention. Several attempts had already been done to generate information at the local level to address the need for sectoral development since the Local Government Code was implemented way back in 1991.
Due to budgetary constraints however, statistical agencies limited the generation of information at the national and regional level and estimates for variables or indicators needed are often assumed to be the same at the provincial or municipal level. Despite the fact that the National Statistics Office produces barangay based information, it is restricted to population data. Statistical information is a tool to acquaint people about the quantitative aspects of their community life and development.
If no information will be available as the basis for planning at the local level, services required and development objectives will never be realized. Thus, the study of “Barangay Information System for Barangay 33 was formulated”. Statement of the Problem: The project has three phases namely: 1. Data Storage and Analysis of Existing Data 2. Data Generation and 3. Updating and Maintenance of the Database. Specifically this study will attempt to answer the following questions: 1. How will the data of all constituents of Barangay 33 be gathered? 2. How will the data gathered into the database system be stored? 3.
How will the data, forms and other important things from the system be generated? 4. How can the future Barangay Leaders update and maintain the database; Theoretical Framework: In developing a system for Barangay 33, Paterno Street, Tacloban City, the information is needed on its citizens. Different strategies will be applied to create a functioning system. First we try the open systems approach. Our proposal to gather data is to approach the Barangay Council of their status. This activity will enable us to gain valid information about the barangay constituents’ name, the number of people involved and other points of interest.
With enough data gathered, the system can now have its contents. After the gathering of data, The Input/output Persuasion Model will be in use since the data gathered varies over time. The behavior of the council can affect the system’s creation. We will monitor the change in the area before the final design of the system. The new events will be designed as new input to system which will create its final outputs. This study will further give knowledge on what the improvements to be taken. The waterfall model will also be applied.
It is a sequential development process in which development is seen as flowing steadily downward through the process of requirement analysis, design, implementation, testing, integration and maintenance. The researchers will also need the principles of the DBMS. Database serves as a databank where records are kept in a suitably accessible form on a computer which is being managed by a DBMS. The Normalization Theory is another helpful theory in this study. It is a simple, common sense, process that leads to flexible, efficient, maintainable database structures.
It is the process wherein the database structures have been simplified for easy understanding and identification of interlocking pieces of information The system will contain the information gathered including a map and its details. Microsoft Visual Studio 6. 0 will be used to create the program. Different variables can be also applied. We often need to store values when performing calculations with Visual Basic. For example, we might want to calculate several values, compare them, and perform different operations on them, depending on the result of the comparison. We need to retain the values if you want to compare them.
By applying variables, input and output of information can be made easy. In Visual Basic, like most programming languages, uses variables for storing values. A variable has a name (the word that you use to refer to the value the variable contains) and a data type (which determines the kind of data that the variable can store). Calculations are made easy just by assigning values to variables. This feature will be beneficial to the population count. Within the applied theories, the system can fully function with an interactive map, as well as the information gathered. Conceptual Framework:
It had been mentioned earlier that Brgy. 33 Paterno St. Tacloban City will have a record of its citizens and provide information to the various officials on duty. The system will also contain an interactive map within it are the designated homes of the individuals. The information about the Barangay and its citizens will provide as the input to the system to be created. Baselineinformation aboutBrgy. 33 and all itsCitizens| >| Designing astructure about thedatabase and themap of theBarangay. | >| Barangay Information System for Brgy 33| Input Process Output Figure 1 The Process is to design a database of all Brgy. 3 constituents and to design an interactive map. The design will focus on the use of Microsoft Visual basic 6. 0 technology and other programming languages. The features will be the ability to input, edit or remove the information of the said area. It will also focus on the interactive map in which it highlights the homes of the citizens and label its owner/s. The output will be a system used by the proposed barangay. The barangay officials can gain access to the area’s information. This will serve as a guide. As a final output, it will now allow the usage and distribution of information unless special exemptions are made.
If the system rates as a success, it will gain momentum to be used for other barangays. Notable expansions can be added by requests of officials. It can be further expanded to major cities as well as the national level. Significance of the Study: This study gives importance on developing an Information System for the Barangay. Specifically, the study would benefit the following: To the Barangay Council. This study would help reduce paper works on their part. This study would help in data integrity, confidentiality, accessibility and availability of resources. To the Barangay Constituents.
This study would benefit the constituents in a way that their data will be organized and will avoid future problems about loss of data. To the Local Government Unit. This study would help them save time on gathering data on the barangay and get the data on an organized manner thus, will help them do their job effectively. To the Researches. This study would improve the knowledge of the researchers on building and creating database systems. This would also be a learning process for the researchers in honing their skills and be competent to meet future employment requirements. To the Future Researchers.
This study would guide the future researchers on how to develop an effective database system. Scope and Delimitation: This study would focus on developing an Information System for Barangay 33. It also aimed to improve the data mining and data generation with the use of the programming language that is focused in indexing and searching of data. This study would consist of the resources of the Barangay 33. It would consist of all the information of the Barangay Constituents and barangay forms, which is the primary goal of the study. The study will be only for Barangay 33 and will not involve and support any other Barangays.
The researchers did not negotiate with City Government about this study, only with the discretion of the Barangay Chairman. The database system is not supported online or connected with any other network. Definition of Terms: Database – consists of an organized collection of data for one or more uses, typically in digital form. Local Government Unit – a governing institution which has authority over a sub national territorially defined area. Statistics – the formal science of making effective use of numerical data relating to groups of individuals or experiment.
Data Mining – is the process of extracting patterns from data. Data Warehouse – is a repository of an organization’s electronically stored data, design to facilitate reporting and any analysis. Population – the people who inhabit a territory or state. Chapter II Review of Related Literature and Studies This chapter presents a review of the literature found relevant for this research. It includes a discussion of the studies related to the Barangay Information System. Related Literature The related literature are presented and studied to suffice the needed Information for the Barangay Database Information System.
The Barangay Information System for Region 10 was one of the literatures that are related to this study. The database system was designed to improve sectoral planning and policy formulation at the local level. The system includes data generation using household level data and the use of information from the Assessment and Monitoring Reports of the in-line agencies in the Region. A combination of the interface software and a database software will used for the system designed to have an access to the barangay profile, the barangay maps and the database.
A small-scale database software called Microsoft ACCESS will be used to store and retrieve the data by barangay while a web-based technology interface utilizing Microsoft Internet Explorer interface software will be used to gain access to all the desired data or information. Data Banking The City of Iligan is piloted to evaluate the viability of the project. Existing Information from the National Statistics Office on barangay level, data from other statistical or data producing agencies and the local government unit will be gathered by the field personnel of NSO, Lanao del Norte.
The adequacy of the information will be evaluated and analyzed to determine what data will be included in the database and what will be generated in the future. Discrepancies of the information will be noted especially if the information is both gathered by the LGU and the national agencies concerned. Information from the barangays maintaining the MBN-CBIS will also be included in the data set. Data generation by barangay was initially done by the City Planning Office of Iligan in 2003 to support of their Comprehensive Land Use Plan. The information generated will be included as one of the input to this project.
The information collected from the field becomes part of the existing database information system of Iligan City. Data Encoding and Conversion Feedback from the researchers revealed that data generated by the LGU and other agencies were mostly in EXCEL format. After the verification, copies of the information will be forwarded to the regional office for encoding and conversion to the database. Data Generation At this level, the two types of data generation will be considered. Data generation inherent to agencies and the conduct of data generation based on a Household Survey by barangay.
Data generation inherent to agencies is much easier to collect since it is part of their monitoring activity. Generation of other information from the households requires monetary allocation. In support to the project, a project proposal was prepared by the NSO staff and was submitted to the National Economic Development Authority (NEDA) Region 10 last March 2004 and becomes part of Region 10’s Compendium of Proposals for possible funding. Another proposal was prepared for the Local Government of Iligan City as a pilot area. Updating and Maintenance of the Database
For the end users to value the database information system, constant updating will be done. The frequency and availability of information however, will depend on the commitment of the project staff to maintain the system. Collection or gathering of information from Monitoring or Administrative Reports will be done on a regular basis. An assessment will also be conducted as to the access of data, the frequency of updating and the problems encountered by the staff, the sources of information and the end-users as well. Chapter III Methods and Procedures
This chapter presents the discussion of the research and design that was used in conducting the study, the procedures and description, the respondents of the study and the statistical treatment of the data gathered for the purpose of the study. Research Design The proponents used the descriptive survey with the use of questionnaires as a tool in gathering data. It seeks to ascertain respondents’ experiences about the processes they are still using now and summarize the gathered data. Research Locale of the Study The proponents conducted the survey in Barangay 33, Tacloban City Leyte. The geographical map of Barangay 33 is as follows:
Fig 1. Geographical Map of Barangay 33, Tacloban City Respondents of the Study The respondents of this study were the residents of Barangay 33. They were composed of four (4) Barangay Officials and twenty – three (21) Barangay Constituents. A total of 25 respondents were selected as a random sample from the total population of Barangay 33 which is 218. The proponents used 25 respondents in the total population because not all the respondents wanted to answer the questionnaire and some are not available. Research Instrument The proponents used a set of self – constructed questionnaire for the survey.
The questionnaire was answered by the Barangay Constituents. The questionnaire was composed of three parts. Part I was of Data Storage. Part II focused on Data Generation. Part III of the questionnaire was Data Analysis. Research Procedure The proponents first sought permission from the Barangay Chairman to conduct the study at Barangay 33. Questionnaires were prepared after the approval of the proponent’s permission to conduct a survey. Before the proponents started the survey, a set of questions were asked to respondents about their experiences on the methods and procedures the Barangay Council is still using now.
Some of the respondents don’t really know much about the methods and some say that the Barangay needs to adapt to the use of computer technology to hasten up their work. The proponents then conducted the survey for the respondents. The data gathered were used for the solution to the problems of the respondents. Statistical Treatment The questionnaire and other collected documents will be gathered to formulate statistical treatment to the problems of data gathering in Barangay 33. Responses will be tabulated through devising or scoring instrument where tallies will be indicated and counted.
Slovin’s Formula: Slovin’s formula is used when nothing about the behavior of a population is known to all. To determine the ideal sample size for a population, the formula is used which is located below: n= N / (1 + (N * e ^2)) Where: n = num. of samples N = total population e = margin of error (. 05) Responses were tabulated through scoring instrument where tallies are counted. The procedure as well as the statistical tool is shown below. P = (F / N) x 100 Where: P = Percentage N=Number of cases/respondents F = Frequency 100 = constant variable
This formula is considered as the simplest statistical measure to be used in information-giving instrument. This is used to measure the distribution of questionnaires of the respondents. Chapter IV Presentation, Analysis and Interpretation of Data This chapter presents the findings, the analysis and the interpretation of data gathered through the survey questionnaires. The numbers of respondents were twenty- five (25). They were composed of two (4) Barangay Officials and twenty – three (21) Barangay Constituents.
In the survey questionnaires, the proponents found out that there was a need to computerize the processes done by the Barangay Council. Despite the fact that the Barangay Council could cater all of the papers and information needed, the processes were done slowly and other tasks should not be done manually anymore. Results also show that the need for Data Storage is important so that there won’t be too much paper works and it will conserve more space. Not only that, information stored to a database will be more accurate than it would be when it is manually stored.
Presentation of tables about the data gathered from the respondent’s survey and its analysis and interpretation are can be seen as follows: Table 1. Survey on Computerizing Data Storage Benefits| Barangay Constituents| Barangay Council| Total| | F| P| F| P| F| P| More Accurate Data Storage| 4| 100%| 13| 61. 9%| 17| 73. 9%| Save Time | 4| 100%| 15| 71. 4%| 19| 82. 6%| Table 1 shows the view of the Barangay Constituents of Barangay 33 to the benefits of computerizing Data Storage in the Barangay. Getting 100% from the Barangay Council only shows the need for a change in the Barangay processes. A high percentage of 61. % and 71. 4% from the respondents also show that they too believe that there is a need for a change in the processes of the Barangay. Table 2. Survey on Computerizing Data Generation Benefits| Barangay Constituents| Barangay Council| Total| | F| P| F| P| F| P| Faster Rendering of Services| 4| 100%| 18| 85. 7%| 22| 88%| Less to None Typographical Errors| 4| 100%| 17| 80. 9%| 21| 84%| Save Time& Workspace| 4| 100%| 11| 52. 3%| 15| 60%| Table 2 has positive results as the same as with Table 1. Another 100% from the Barangay Council also shows that there should be a need for a change in the system.
The proponents also got high percentages (85. 7%, 80. 9% and 52. 3%) from the respondent which also means that they believe that there is a need to change the system the Barangay is currently in. Table 3. Survey on Computerizing Data Analysis Benefits| Barangay Constituents| Barangay Council| Total| | F| P| F| P| F| P| Faster Searching| 4| 100%| 16| 64%| 20| 80%| Better Problem Management| 4| 100%| 17| 80. 9%| 21| 21%| Table 3 has positive results as the same as with Table 1 & 2. Another 100% from the Barangay Council also shows that there should be a need for a change in the system.
The proponents also got high percentages (64%, 80. 9%) from the respondent which also means that they believe that there is a need to change the system the Barangay is currently in. Chapter V Barangay Information System for Barangay 33 Description of the current system As far as technology is concern, Barangays from more progressive cities are using automated instructions on computers to do their tasks faster and more accurate. However, Barangay 33 uses the old system of gathering information from the Barangay. It is by manual system or listing information on paper and being kept on drawers.
Hardware and equipment setup Hardware’s and Equipments currently used by the Barangay includes a Typewriter and a Desktop Computer. The Barangay Chairman, The Barangay Secretary and the Barangay Treasurer each have their own desks. Constituents are being entertained first by the Barangay Secretary before going to the Chairman. Software and Application Used Barangay 33 only uses Microsoft Word application only for encoding documents. Personnel The Barangay Council Consists of the Barangay Chairman Virginia Flores, Barangay Secretary Nene Bustillo, Barangay Treasurer Susan Babiano and 10 other Barangay Councilors.
The Barangay Secretary records the information of every Barangay Constituents and stores it on either the Hard Drive of the Computer or Typewritten and stored on a Drawer. The Barangay Secretary is also the one who entertains the constituent or the applicant first and is being assisted by a Barangay Councilor who is on duty on that day. The Barangay Treasurer handles any transactions that involve money. The Barangay Chairman serves as the head and is in charge of any signing of documents. Project Rationale
The proponents decide to choose Barangay 33 for their study because the proponents wanted to develop a fast and more accurate way of gathering information on the Barangay. The information system will help the Barangay to gather information more accurate, efficient and user friendly. It is accurate in terms of figures, location and in giving information. It needs to have efficient systems and processes to avoid confusion and help doing the job faster. To achieve this goal, the proponents gathered information or details of how the Barangay Council processes their transactions.
Project Objective The information system will help the Barangay to gather and store data faster and more accurate. Specifically, the study focused on the following objectives: (1) Save Time and Workspace * The use of File Cabinets and other binders will be minimized since the Computer can be used as the storage device saving time and effort in recording the data and save workspace at the same time. (2) Accurate Information – there would be less to no error on every Data since the Brgy. Council can edit and delete information at anytime they want 3) Faster Information Searching – Time and Effort would be save again since searching of records would just involve typing a part of the data needed and will only take a few seconds to a few minutes rather than checking the file cabinet that would even damage the hard copy of the data. (4) Updating and Maintenance – With Data Maintenance, the council can remove unnecessary Data anytime, with Edit and Delete function, thus saving computer space for faster and better performance. Project Description The system will reduce time, money and effort in gathering and storing of information.
This will be made easy for the Barangay Council to add edit, delete, update and retrieve data. The proponents designed a system that will be helpful in and user friendly for the Barangay Council not only today but also for tomorrow since the Software can be updated and will be under constant maintenance. Constraint of the System and the Project In every project and system development, researchers always encounter lots of constraints. The following constraints that have occurred during the development of the system and project: * Not all of the proponents have computer facility at home * Time allotted in making the project
Project Team Organization The proponents agreed to divide the project among every member in a fair manner. Since not all of the members have access to computers at home, those who don’t have access were given the task of researching and facilitating the survey. Those who had access were given the task of system analysis, encoding and design. Cost Benefit Analysis This is an overview of the analysis of the problem that identifies the cost and benefits between the existing and proposed system. This is also to clarify if the proposed system really benefit in the process. Existing System | Monthly| Annual| 1. Consumable Cost| | | . Office Supplies| 416. 66 | 5000 | 2. Salary| | | Position| | | a. Barangay Chairman| 3282 | 39384 | b. Barangay Councilors| 2485 | 29820 | c. Barangay Treasurer| 2485 | 29820 | d. Barangay Secretary| 2485 | 29820 | | TOTAL: 11153. 66 | 133844 | Proposed System | Monthly| Annual| 1. Salary| | | Position| | | a. Barangay Chairman| 3282 | 39384 | b. Barangay Councilors| 2485 | 29820 | c. Barangay Treasurer| 2485 | 29820 | d. Barangay Secretary| 2485 | 29820 | 2. Miscellaneous| | | Electric Bill| N/A | N/A | 3. Consumable Cost| | | a. Office Supplies| 583. 33 | 7000 | | TOTAL: 11320. 33 | 135844 | GANTT Chart
Activity Number| Activities| No. of Weeks| June| July| August| September| October| | | | 1| 2| 3| 4| 1| 2| 3| 4| 1| 2| 3| 4| 1| 2| 3| 4| 1| 2| 3| 4| 1| Start of Project| 1| | | | | | | | | | | | | | | | | | | | | 2| Proposed System Name| 1| | | | | | | | | | | | | | | | | | | | | 3| Gathering of Data| 1| | | | | | | | | | | | | | | | | | | | | 4| Interview| 1| | | | | | | | | | | | | | | | | | | | | 5| Observation| 1| | | | | | | | | | | | | | | | | | | | | 6| Study of Existing System| 2| | | | | | | | | | | | | | | | | | | | | 7| Study of Gathered Datas| 1| | | | | | | | | | | | | | | | | | | | | 8| Proposed
Sytem| 4| | | | | | | | | | | | | | | | | | | | | 9| Chapter I| 1| | | | | | | | | | | | | | | | | | | | | 10| Research of Related/ Literatures/ Studies| 1| | | | | | | | | | | | | | | | | | | | | 11| Distribution of Questionnaires| 1| | | | | | | | | | | | | | | | | | | | | 12| Chapter II| 1| | | | | | | | | | | | | | | | | | | | | 13| Chapter III| 2| | | | | | | | | | | | | | | | | | | | | 14| Editing Phase| 1| | | | | | | | | | | | | | | | | | | | | 15| Chapter IV| 2| | | | | | | | | | | | | | | | | | | | | 16| Editing Phase| 3| | | | | | | | | | | | | | | | | | | | | 17| Chapter V| 2| | | | | | | | | | | | | | | | | | | | | 18| Editing Phase| 2| | | | | | | | | | | | | | | | | | | | | 19| Pert Chart| 1| | | | | | | | | | | | | | | | | | | | | 20| Concept Design| 1| | | | | | | | | | | | | | | | | | | | | 21| Coding| 1| | | | | | | | | | | | | | | | | | | | | 22| Final Output| 4| | | | | | | | | | | | | | | | | | | | | 23| Defense| | | | | | | | | | | | | | | | | | | | | | PERT CHART 06/22/10 Start of Project 1 1D 11/22/10 06/22/10 Proposed System Name 2 1D 06/22/10 06/25/10 Gathering of Data 3 1D 06/25/10 06/26/10 Interview 4 1D 06/26/10 06/26/10 Observation 5 4D 6/29/10 07/02/10 Study of Existing System 6 1D 07/02/10 07/03/10 Study of Gathered Data 7 4D 07/06/10 A Total Benefit = P133844. 00 – P135844. 00 = -2000 Total Cost of the Proposed Information System (Annual): P135844. 00 Total Cost of the Existing Manual System (Annual) P133844. 00 07/08/10 Proposed System 8 25D 08/2/10 08/03/10 Chapter I 9 4D 11/06/10 08/03/10 Research of Related Studies/Literature 10 5D 08/07/10 08/07/10 Distribution of Questionnaires 11 1W 08/08/10 08/08/10 Chapter II 12 3D 08/10/10 08/13/10 Chapter III 13 8D 12/20/10 A B 08/28/10 Editing Phase 14 4D 09/31/10 08/24/10 Chapter IV 15 8D 08/31/10 08/31/10 Editing Phase 16 4D 9/09/10 B C Client (Non Constituent) 0 Brgy. 33 Manual System Client (Constituent) DILG Brgy. Council Existing Context Diagram of Brgy. 33 Client Request (Permit) Official Receipt Typewritten Permit Client Request (Case Filing) Service Fee Client Request Service Fee Typewritten Clearance Typewritten Permit Official Receipt Monthly Accomplishment Report (Typewritten) Annual Constituents Information Report (Typewritten) Client Request (Permit) Client Request (Case Filing) Client Request (Clearances) Family Information Personal Information Service Fee Duplicate of Official Receipt Client (Non Constituent) Client Request (Permit) Official Receipt
Typewritten Permit Client Request (Case Filing) Service Fee 1. 0 Receives and Process Client Request Brgy. Council Client (Constituent) Client Request (Permit) Client Request (Case Filing) Client Request Clearances Typewritten Clearance Typewritten Permit Official Receipt Client Request (Permit) Client Request (Case Filing) Client Request (Clearances) D1 Brgy. Funds Service Fee Service Rendered Data 2. 0 Update Log Book of Services Rendered D2 Logbook of Cases Filed D3 Logbook of Clearances and Permits Released Family Informa -tion Personal Informa -tion D1 Brgy. 33 Constituents Information Record 3. 0 Update Barangay 33 Constituents Information 4. 0
Produce Monthly Accomplishment Reports Cases Filed Record Clearances and Permits Record Cases Filed Record Constituent’s Information Constituent’s Information 5. 0 Produce Annual Constituents Information Reports DILG Annual Constituent’s Information Report (Typewritten) Monthly Accomplishment Report (Typewritten) Existing Data Flow Diagram of Brgy. 33 Level – 0 Clearances and Permits Record Service Fee Duplicate of Official Receipt Level – 1 for Process 1. 0 Service Fee 1. 1 Receives Client’s Payment Service Fee 1. 2 Issuance of OR for payment Official Receipt Client’s Information Client Request (Case Filing) 1. 3 Receives Client’s Request (Case Filing)
Service Rendered Data Client Request (Permit) 1. 4 Receives Client’s Request (Permit) Typewritten Permit Service Rendered Data Client Request (Clearance) 1. 5 Receives Client’s Request (Clearance) Service Rendered Data Typewritten Clearance Duplicate of Official Receipt Level – 2 for Process 1. 3 Client Request (Case Filing) 1. 3. 1 Case Filing Service Rendered Data Client Request (Permit) 1. 3. 2 Sort Permit Request 1. 3. 3 Make Permit Service Rendered Data Typewritten Permit Client Request (Clearance) 1. 3. 4 Sort Clearance Request Sorted Client Requests (Permit) Sorted Client Requests (Clearance) 1. 3. 5 Make Clearance Typewritten Clearance
Service Rendered Data Level – 3 for Process 1. 3. 1 Client Request (Case Filing) 1. 3. 1. 1 Submission of Requirements Letter of Complaint 1. 3. 1. 2 Verification of Letter of Complaint Service Rendered Data Level – 2 for Process 1. 4 Client Request (Permit) 1. 4. 1 Sort Permit Request Business Permit Building Permit and Water/Electrical Connection Permit 1. 4. 2 Submission of Requirements 1. 43 Verification of Documents (Business Permit) 1. 4. 4 Verification of Documents (Building Permit) Tax Declaration (Photocopy) Land Title (Photocopy) PLAN (Photo copy) DTI Permit Tax Declaration 1. 4. 5 Signing & Releasing of Permit Unreleased Permit
Unreleased Permit Building Permit and Water/Electrical Connection Permit (Typewritten) Business Permit (Typewritten) Service Rendered Data Level – 2 for Process 1. 5 Client Request (Clearance) 1. 5. 1 Sort Clearance Request Police/ NBI Clearance Brgy. Clearance (Residency, Postal ID Loan Purposes) Brgy. Clearance (School Purposes) 1. 5. 2 Submission of Requirements 1. 5. 5 Verification of Documents 1. 5. 3 Verification of Documents 1. 5. 4 Verification of Documents School ID, Residence Cert. Residence Cert. Residence Cert. Driver’s License 1. 5. 6 Signing and Releasing of Clearance Unsigned Brgy. Clearance Unsigned Brgy. Clearance Unsigned Brgy.
Clearance Police/ NBI Clearance (Typewritten) Brgy. Clearance (Residency, Postal ID Loan Purposes) (Typewritten) Brgy. Clearance (School Purposes) (Typewritten) Service Rendered Data Level – 1 for Process 2. 0 Services Rendered Data Cases Filed Record Clearances And Permits Data Case Filed Data 2. 1 Sort Data Received 2. 3 Update log book of Cases filed Record 2. 2 Update log book of clearances and permits record Clearances And Permits Record Level – 1 for Process 4. 0 Clearances and Permits Record Cases Filed Record Summary of Clearances and Permits Record Summary of Clearances and Permits Record Monthly Accomplishment Report (Typewritten) 4. 1
Summarize Clearances and Permits Record 4. 2 Summarize the Cases Filed Record 4. 3 Produce Monthly Accomplishment Report Level – 1 for Process 5. 0 Constituent’s Information 5. 1 Summarize of the Constituent’s Information Record Summary of Constituent’s Information Record 4. 3 Produce Annual Constituent’s Information Report Annual Constituent’s Information Report (Typewritten) Client (Non Constituent) 0 Barangay 33 Information System Client (Constituent) DILG Brgy. Council (Excluding Chairman) Proposed Context Diagram for Brgy. 33 Client Request (Permit) Official Receipt Printed Permit Client Request (Case Filing) Service Fee Process Client Request Login Username nd Password Printed Clearance Printed Permit Official Receipt Printed Monthly Accomplishment Report Printed Annual Constituents Information Report Client Request (Permit) Client Request (Case Filing) Client Request (Clearances) Family Information Personal Information Service Fee Processed Client Request (Permit, Clearance) View/ Edit Brgy. ’s Database Brgy. Chairman New password invalid username/password Service Fee Check Brgy. ’s Database Brgy. Database Invalid username/password Userlog Database Login username and password View Brgy’s Database View UserLog Database Create new user – brgy. council account user – brgy. council account Change password
Proposed Data Flow Diagram for Brgy. 33 Level – 0 1. 0 Login Process Login Username and Password (Brgy. Chairman) Login Username and Password (User – Brgy. Council) Invalid Username and Password (User – Brgy. Council) Invalid Username and Password (User – Brgy. Council) 2. 0 View Home Page 3. 0 View Brgy. Chairman’s Home Page View Brgy. Chairman’s Home Page View Home Page Level 1 Process for 1. 0 1. 1 Check Username and Password Login Login Username and Password (User – Brgy. Council) Login Username and Password (User – Brgy. Council) Invalid Username and Password (User – Brgy. Council) Invalid Username and Password (User – Brgy. Council) D1
UserLog Database Check User- Brgy. Council’s Username and Password Check Brgy. Chairman’s Username and Password Brgy. Chairman’s Profile User – Brgy. Council’s Profile Level 1 Process for 2. 0 View Home Page 2. 1 Viewing Home Page Update Brgy. Database 2. 2 Update Brgy. Database 2. 3 View Brgy. Database View Brgy. Database Cases Filed Record Constituent’s Information Clearances and Permits Record D1 Brgy. Database Updated Brgy. Database 2. 4 Change Password Change Password New Password 2. 5 Process Client Request Processed Client Request (Permit, Clearance) Process Client Request Level 2 Process for 2. 2 Update Brgy. Database 2. 2. 1 Sort Record 2. 2. 2
Update Constituent’s Information Record 2. 2. 3 Update Cases Filed Record 2. 2. 4 Update Clearances and Permits Released Record Updated Brgy. Database Updated Brgy. Database Updated Brgy. Database Constituent’s Information Record Cases Filed Record Clearances and Permits Released Record Service Data Rendered Level 2 Process for 2. 3 View Brgy. Database 2. 3. 1 Choose Record 2. 3. 2 View Constituent’s Information Record 2. 3. 3 View Cases Filed Record 2. 3. 4 View Clearances and Permits Released Record Constituent’s Information Record Cases Filed Record Clearances and Permits Released Record Cases Filed Record Constituent’s Information Record Clearances and Permits Released Record
Level 2 Process for 2. 4 Change Password 2. 4. 1 Enter Old Password 2. 4. 2 Enter New Password New Password Old Password Level 2 Process for 2. 5 Process Client Request 2. 5. 1 Sort Permit Request 2. 5. 4 Process Case Filing 2. 5. 3 Process Permit Request 2. 5. 2 Process Clearance Request Clearance Request Permit Request Case Filing Permit (Printed) Clearance (Printed) Service Data Rendered Service Data Rendered Service Data Rendered Level 3 Process for 2. 5. 2 Clearance Request 2. 5. 2. 1 Sort Clearance Request Brgy. Clearance (Residency, Postal ID Loan Purposes) Police/ NBI Clearance 2. 5. 2. 2 Print Clearance Police/ NBI Clearance (Printed) Service Data
Rendered Brgy. Clearance (School Purposes) Brgy. Clearance (School Purposes) (Printed) Brgy. Clearance (Residency, Postal ID Loan Purposes) (Printed) Level 3 Process for 2. 5. 3 Permit Request 2. 5. 3. 1 Sort Permit Request Business Permit Building Permit and Water/Electrical Connection Permit 2. 5. 3. 2 Print Permit Building Permit and Water/Electrical Connection Permit (Printed) Service Data Rendered Business Permit (Printed) Level 1 Process for 3. 0 View Brgy. Chairman’s Home Page 3. 1 View Brgy. Chairman’s Home Page Brgy. Chariman’s Home Page 3. 2 Creating New User- Brgy. Council Account Create new user – brgy. council account New new user – rgy. council account D1 UserLog Database 3. 3 View Brgy’s Database View Brgy’s Database Cases Filed Record Constituent’s Information Record Clearances and Permits Record 3. 4 View/Check UserLog Database View/Check UserLog Database UserLog Records Level 2 Process for 3. 3 View Brgy. Database 3. 1 Choose Record 3. 2 View Constituent’s Information Record 3. 3 View Cases Filed Record 3. 4 View Clearances and Permits Released Record Constituent’s Information Record Cases Filed Record Clearances and Permits Released Record Cases Filed Record Constituent’s Information Record Clearances and Permits Released Record System Flowchart Start Update Database
Choose Database Clearances and Permits Released Database? Cases Filed Database? Constituent’s Information Database? A Process Client Request Sort Request Clearance? Permit? Case Filing? A Select Type of Clearance Select Type of Permit Case Filing Print Selected Permit Print Selected Database Update Database Enter Record Print Report? A Print Report A A End Yes Yes Yes Yes Yes Yes Yes No No No No No No No Program Flowchart Start User – Brgy. Council Login ———- Select Option(opt) (1)Update Brgy. Database (2)View Brgy. Database (3)Change Password (4) Process Client Request (5)Logout opt=1? opt=2? opt=3? opt=4? False False False True True True True
Choose Record Choose Record Show Record A Enter Old Password Enter New Password A B Update Record A Enter New Password UserLog Database <—–? Update Record Brgy’s Database <—–? D False C <—–? Brgy’s Database B Sort Client Request Permit? Clearance? Case Filing? A A End False False False True True True Sort Permit Sort Clearance Case Filing Print Clearance Print Permit Case Filing Update Database Update Database Update Database Update Data base Update Data base Update Data base Brgy’s Database <—–? Brgy’s Database <—–? Brgy’s Database <—–? A A A C opt=5? A D False True Brgy. Chairman’s Login Start Login Select Option(opt) 1)View Brgy. Database (2) View UserLog Database (3) Create new user – brgy. council account (4)Logout ———- opt=1? opt=2? opt=3? opt=4? False False False False True Choose Record Show Brgys. Record A Brgy’s Database <—–? A End True True True A View UserLog Brgy. Record <—–? UserLog Database A Create new user – brgy. council account User- Brgy. Council Account <—–? UserLog Database A Entity Relationship Diagram Login Accounts Brgy. Chairman User – Brgy. Council Client (Consitutent) Constituent’s Information Record Client (Non -Consitutent) Clearances and Permits Record Cases Filed Record Annual Constituent’s Information Report
Monthly Accomplishment Report Has Has May/May Not May/May Not Has Have Have Have Can/ Can’t Have Can/ Can’t Have Can/ Can’t Have Can/ Can’t Have Visual Table of Content 0 Brgy. 33 Information System 1 Login 1. 3 User – Brgy. Council 1. 2 Brgy. Chairman 1. 2. 1 Brgy. Records 1. 2. 2 UserLogs 1. 2. 3 New User – Brgy. Council Account 1. 2. 4 Logout 1. 3. 4 Process Client Request 1. 3. 3 Change Password 1. 3. 2 View Brgy. Database 1. 3. 1 Update Brgy. Database 1. 3. 5 Logout Input-Process-Output Chart Program: Update Brgy. Database | Date: | Application: Brgy. 33 Information System | Reference No. 1. 3. 1 | * Permits and Clearance Released Record Verify Data Inputted * Permits and Clearance Released Database System *Name *Permit Number *Clearance Number *Purpose of the Clearance *Purpose of the Permit *Residency Record *Date Processed Output Process Input | Program: Update Brgy. Database | Date: | Application: Brgy. 33 Information System | Reference No. 1. 3. 1 | *Brgy. 33 Constituent’s Information Record *Verify Data Inputted * Update Brgy. 33 Constituent’s Information Database System *Name *Birthday *Address *Name of Spouse *Name of Children *Name of Sibling *Age *Purpose of the Permit *Residency Record *Date Processed Output Process Input | Program: Update Brgy. Database | Date: |
Application: Brgy. 33 Information System | Reference No. 1. 3. 1 | * Cases Filed Record *Verify Data Inputted * Update Cases Filed Database System *Name of Complainant *Name of Person Complained *Complain *Address of Person Complaining *Date Processed *Purpose of the Permit *Residency Record *Date Processed Output Process Input | Program: New Password| Date: | Application: Brgy. 33 Information System | Reference No. 1. 3. 3 | * UserLog Record *Verify Data Inputted *Renew UserLog Record System *Old Password *New Password Output Process Input | Program: Update Brgy. Database | Date: | Application: Brgy. 33 Information System | Reference No. 1. 2. 1 | Permits and Clearance Released Record *Verify Data Inputted * Permits and Clearance Released Database System *Name *Username *Password * Output Process Input | Implementation Phase Program Consideration/Issues/Tools In the system development phase of the Barangay Information System of Brgy. 33, Visual Basic 6. 0 and Microsoft Access 2003 were the application software used. The software is compatible with OS that are Windows 2000 Service Pack 3(SP3) or higher . The Hardware requirements includes at least 1 computer unit with at least 1GB hard drive for the Data Storage purpose and for backup. Software Requirement Specification * Visual Basic 6. 0 * Microsoft Access 2003 or higher Windows 2000 Service Pack 3 (SP3) or a later version Hardware Requirement Specification * Minimum of 128 MB of RAM * Minimum of 1GB Hard Disk Space * A Super VGA monitor with at least 800×600 resolution and 256 colors * A Computer with a Pentium II 400 MHz or faster processor Human Resource Management The people involved in the development and maintenance of the system are the following: System Administrator The System Administrator is in charged with installation of the system. The System Administrator maintains and operates the computer system. The System Administrator is also in charged with the system in case of system failure and other problems.
The System Administrator can also do light – programming, project management of system related projects and training the computer operators and as a consultant for system related problems. System Programmer The System Programmer is responsible for the efficient performance being used for the Barangay Information System. The System Programmer will only update/ maintain the system if necessary. The System Programmer can perform other tasks such as trainer of computer operators and technical assistant. The system programmer will continuously look for further improvements in the system if there could still be any. Users The Users are the one who will get to use the Barangay Information System first.
The Users will be trained on how to use the system and all of its functionalities. The users are expected to have computer literacy beforehand. Database Structure Table Name: Login Field Name| Data Type| ID (Primary Key)| Number| UserName| Text| Password| Text| UserLevel| Text| Table Name: Cons Field Name| Data Type| ID (Primary Key)| Number| DateAdded| Date/Time| FirstName| Text| MiddleName| Text| LastName| Text| Gender| Text| Birthdate| Date/Time| Age| Text| HouseNumber| Text| Street| Text| CivilStatus| Text| Elementary| Text| HighSchool| Text| College| Text| Occupation| Text| ResidencyStatus| Text| Deceased| Text| Remarks| Memo| Table Name: Clear