QUEZON CITY UNIVERSITY

San Bartolome, Novaliches, Quezon City

Bachelor of Science in Information
Technology

BARANGAY MANAGEMENT SYSTEM

FOR PASONG TAMO

A Project Presented to the Faculty

of Quezon City University
San Bartolome, Novaliches, Quezon City

In Partial Fulfillment
Of the Requirements for the Subject
Systems Integration and Architecture
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BEATO, HENNESSY
BENAVENTE, JHON
REX BENITO, CLAIR
CACERES, JOHN
BENEDICT DALINOG, ROSE
MAE DANAL, JOHN
VINCENT EJANDA, LYCA
LINSANGAN, PRINCESS LYCA
ORTIZ, JHERALYN
PALABRICA, RICA ANNE
POLOYAPOY, JEAN-AUBREY
QUINTO, FRANCIS ALBERT
ROCA, ZHENNY MAE
ROMANO, ELLAMEA
SERRANO, ADRIAN

BSIT 3D

January 12, 2021

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APPROVAL SHEET

In partial fulfillment of the requirements for the subject Systems Integration and
Architecture, this project entitled “Barangay Management System for Pasong
Tamo”, has been prepared and submitted by Hennessy Beato, Jhon Rex Benavente,
Clair Benito, John Benedict Caceres, Rose Mae Dalinog, John Vincent Danal,
Lyca Ejanda, Princess Lyca Linsangan, Jheralyn Ortiz, Rica Anne Palabrica, Jean-
Aubrey Poloyapoy, Francis Albert Quinto, Zhenny Mae Roca, Ellamea Romano,
and Adrian Serrano, who are hereby recommended for project presentation.

Approved by the Committee for Project presentation with a notation of

on , 20 .

Panel Member Panel Member

FERDINAND G. BARRAL, JR, MIT

Adviser

Accepted and approved in partial fulfillment of the requirements for the degree
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY.

ISAGANI M. TANO, DIT

Acting Dean – BSIT
Department Date:
DEDICATION

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We are grateful in writing our dedication message for this thesis. We would like

to dedicate this study first to Almighty God for giving us strength and wisdom.

To our family who is always willing to render their support, who served as our

inspiration. We are so blessed for having good and loving parents.

To our professor for their guidance and support throughout this study and also to

our beloved school Quezon City University that we called our second home that teach

us to put our heart in whatever we do, and gives us a way to find possible opportunities

to be a better person in the competitive world of “life”.

THE DEVELOPERS

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ACKNOWLEDGMENT

The writing of this thesis has been one of the most significant academic

challenges the researchers have ever had to face. Because of that, the researchers

owe their sincerest gratitude to all the people behind this thesis.

It would never have been able to finish this study without the excellent guidance,

caring and patience of our thesis adviser Mr. Ferdinand Barral, who was always there

during the process of this thesis. To our beloved professors in major subject, Ms.

Angela Arago, Ms. Ma. Cristina Mirador, and Mr. Arnel Distor, who were always willing

to help, give the best suggestions, and have given their heart whelming full support in in

our determination to find out and realized our utmost potential. For giving thoughts,

advice, ideas and encouragement to pursue this study.

Loving thanks to our family, who have always given us patience and never-

ending support throughout, financially and morally. Also, to the company that the

researchers conducted the survey, to help and make this study possible.

Above all, To Jesus Christ, our Lord and Savior, for giving the wisdom, strength,

support and knowledge in exploring things, for the guidance that help surpass all the

trials that the researchers encountered and for giving determination to pursue this

study.

THE PROPONENTS

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QUEZON CITY UNIVERSITY

San Bartolome, Novaliches, Quezon City
Bachelor of Science in Information
Technology

EXECUTIVE SUMMARY

Title : Barangay Management System for Pasong Tamo

Proponents : Beato, Hennessy

Benavente, Jhon
Rex Benito, Clair
Caceres, John Benedict
Dalinog, Rose Mae
Danal, John Vincent
Ejanda, Lyca
Linsangan, Princess Lyca
Ortiz, Jheralyn
Palabrica, Rica Anne
Poloyapoy, Jean-Aubrey
Quinto, Francis Albert
Roca, Zhenny Mae
Romano, Ellamea
Serrano, Adrian

Mentor : Prof. Ferdinand Barral, Jr.

Degree : Bachelor of Science in Information Technology

Date Completed :

Keywords : Barangay, Management System, Pasong Tamo, Complaint,

Request, Document, Health Records, Risk Management

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TABLE OF CONTENTS

Approval Sheet...............................................................................................................................ii

Dedication......................................................................................................................................iii

Acknowledgement........................................................................................................................iv

Executive Summary......................................................................................................................v

Table Of Contents........................................................................................................................vi

List Of Tables...............................................................................................................................viii

List Of Figures................................................................................................................................ix

List Of Appendices........................................................................................................................x

CHAPTER I Capstone Project Background..............................................................................1

Introduction.................................................................................................................................1

Project Background and Context............................................................................................2

Project Purpose and Description............................................................................................3

Main Objective.......................................................................................................................3

Specific Objectives................................................................................................................3

Scope and Delimitations of the Project..................................................................................4

Definition of Terms....................................................................................................................5

CHAPTER II Review of Related Literature and System.........................................................9

CHAPTER III Technical Specifications.....................................................................................16

Software....................................................................................................................................16

Hardware..................................................................................................................................17

Technologies............................................................................................................................17

Diagrams and Flowcharts.......................................................................................................18

Network Layout........................................................................................................................32

Hardware Design Layout........................................................................................................33

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CHAPTER IV Methodologies......................................................................................................34

System Requirement Specifications......................................................................................34

System Development Methodologies..................................................................................37

Testing Procedures.................................................................................................................39

CHAPTER V Summary and Recommendation......................................................................41

Summary..................................................................................................................................41

Recommendations..................................................................................................................42

Appendices...................................................................................................................................43

References...................................................................................................................................45

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LIST OF TABLES

Table 01: Software Requirements….......................................................................................34

Table 02: Hardware Requirements…......................................................................................36

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LIST OF FIGURES

Figure 1: System Architecture Design.....................................................................................18

Figure 2: Flowchart.....................................................................................................................19
Figure 2.1.........................................................................................................................19
Figure 2.2.........................................................................................................................20
Figure 2.3.1.....................................................................................................................21
Figure 2.3.2.....................................................................................................................21
Figure 2.3.3.....................................................................................................................22
Figure 2.4.........................................................................................................................23
Figure 2.5.........................................................................................................................24
Figure 2.6.........................................................................................................................25
Figure 2.7.........................................................................................................................26
Figure 2.8.........................................................................................................................27

Figure 3: Use Case Diagram…................................................................................................28

Figure 4: Context Diagram…....................................................................................................29

Figure 5: Data Flow Diagram…................................................................................................29

Figure 5.1.........................................................................................................................29
Figure 5.2.........................................................................................................................30
Figure 5.3.........................................................................................................................30
Figure 5.4.........................................................................................................................31
Figure 5.5.........................................................................................................................31
Figure 5.6.........................................................................................................................32

Figure 6: Network Layout..........................................................................................................32

Figure 7: Hardware Design Layout..........................................................................................33

Figure 8: Modified Waterfall Model..........................................................................................38

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LIST OF APPENDICES

Appendix I: Organizational Chart.............................................................................................43

Appendix II: Gantt Chart............................................................................................................44

Appendix III: Work Breakdown Structure (WBS)…...........................................................44

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CHAPTER I

CAPSTONE PROJECT BACKGROUND

INTRODUCTION

Progressive technological changes have influenced people to make opportunities

out of it. Eventually, it had led them to conceptualizing things that will help people in

doing work efficiently through the application of information technology. For years,

various software systems have been developed that aimed to speed up business

operations and transactions. Today, people continuously look forward to create better

solutions and improvements to draw a shift from traditional to a modern, systematic

approach in terms of processing different information.

Systems are usually designed to add, update and store information inside a

machine, like computer, or a device such as a smartphone. Further features, such as

computations, retrieval, report generation and printing can be added to make the

system more functional. It is all in the administration of developers, then to be utilized by

expected users. With the collaboration of software, hardware, people, users and data,

systems could be feasible and effective.

Developing software systems is a major leap in information management; it

provides several advantages to business organizations. First, since systems are

automated, these could lessen paper dependencies as these inputs and generate

information electronically. This information is stored inside a container called a

database. Second, retrieval of records could be fast and easy since search may be an

available feature to systems. This function obtains information stored in the database

and sends the result to the system. Third, with the use of software systems, reliability

and security of data is higher than those of manual, paper-based transactions. Finally,

with the help of these systems, business organizations can accommodate incoming and

outgoing data quickly, hence enhancing the productivity in the workplace, and possibly,

escalate profits as well.

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PROJECT BACKGROUND AND CONTEXT

Barangay is the smallest, yet one of the primary government institutions that

render services to its constituents. These services include issuance of documents,

handling and settlement of complaint, resident profiling and activities involving the

community. It also provides services for health and risk management. Barangay acts as

the head in the area of their scope. Through the effective cooperation of employees, the

organization achieves to reach out to people and provide as much as they can for their

welfare and safety.

Technology paved way for developing software systems that allow shifting from

paper-based to digital information management. This has taken a huge leap in data

processing, hence making traditional operations into a modern, efficient one. Barangays

are among those benefit from this breakthrough. The use of barangay systems has

been proven fast and effective compared to manual process.

As time progresses, so is the technological advancement. The researchers will

use this prospect to further improve existing systems in barangay by developing an

enhanced “Barangay Management System for Pasong Tamo.” This shall include

issuance of documents, such as certificates for clearance, community tax, indigency

and residency. This shall also include recording and scheduling of complaints, monitor

case status and track people and places with most frequent cases. In addition, this will

include record keeping of medical history and provide information about risk

management. The proponents believe that in this upgrade, users and administrators

would benefit in quick processing of both documents and complaints. The researchers

also believe that this system would improve and optimize overall operations in both

users and institutions.

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PROJECT PURPOSE AND DESCRIPTION

Main Objective

The main objective of this study is to develop an enhanced "Barangay

Management System for Pasong Tamo" to improve processes in the issuance of

documents, handling of complaints, monitor health records and administer risk

management strategies within the barangay, giving ways to a better performance

in terms of speed, functionality and reliability.

Specific Objectives:

1. To create a Barangay Management System for Pasong Tamo using

implementation of unique code referencing for residents requesting for

documents. This will improve accuracy of record retrieval.

2. To develop a Barangay Management System for Pasong Tamo using the

search function with filtering options which will help in the quick and

accurate search results.

3. To create a Barangay Management System for Pasong Tamo using

dashboard for real-time statistics. This will ease the generation of

performance reports of employees.

4. To create a Barangay Management System for Pasong Tamo using

database for storing medical history of residents that is under

management of health worker(s).

5. To develop a Barangay Management System for Pasong Tamo using

infographics and mapping that will enable monitoring of potential risk

areas and risk trends.

6. To create a Barangay Management System for Pasong Tamo using

activity logs to track actions made within the system. This aims to serve

proof and tighten the security.

7. To develop a Barangay Management System for Pasong Tamo using

database and security features with seven access levels, the

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administrators (barangay secretary and captain), technical staff, desk

officer, lupon tagapamayapa, employee-in-charge, health worker and risk

management chairperson. This is to prevent possible loss and

redundancy of records.

SCOPE AND DELIMITATIONS OF THE PROJECT

Scope:

1. The system will include unique code referencing for each resident in terms of

document request and issuance.

2. The system will include the search function with filtering options, such as

case number, date, nature, and name of complainant. For issuance of

documents, unique reference code will be added as search criteria. This will

enable fast retrieval of complaint and resident records.

3. The system will include dashboard for statistics in number of cases entered

and resolved, and number of document requests weekly, monthly, and yearly.

This will also include figures in health and risk-related cases.

4. The system will include a database that enable storing of resident’s medical

records, including personal info, and history of acquired medical services.

5. The system will include infographics and mapping that will provide relevant

information about map hazards, and figures regarding risk trends.

6. The system will generate logs of user activities within the system.

7. The system will include interface settings wherein administrators can adjust

access within the system, which is determined based on the roles of each

user.

Limitations:

1. The system would be limited to document templates set by default.

2. Resident records would be limited to information given by the resident from

previous request form/s. In case further information is needed and is not yet

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existing in the record, the resident may be asked for such detail.

3. Statistics in the system would not populate number of residents in the

barangay.

4. The system would be limited to a number of health services to be recorded

(dental, anti-rabies and pregnancy).

Delimitations:

1. The system will not include automatic SMS communication.

2. The system does not cover payments or monetary transactions made

between residents and the institution.

3. The system will not include medicine and equipment inventory.

4. The system does not cover automated risk predictions.

5. The system will not cover budgeting of funds pertaining risk management.

6. The system does not allow deletion of records except for administrators.

7. The system will not provide online service for the issuance of certificates.

DEFINITION OF TERMS

Access Level - the management of admission to system and network resources. It

grants authenticated users’ access to specific resources based on company policies

and the permission level assigned to the user or user group. In this study, this refers to

the scope of what a user can access from the system depending on its level.

Activity Log - a report in which all the recorded computer events are sequentially

ordered and displayed. In this study, this refers to the history of user events within the

system.

Barangay - The smallest administrative division in the Philippines, often referred to by

its archaic name, is the native Filipino word for a village, district, or ward. In this study,

this refers to a small government institution, specifically, Pasong Tamo.

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Barangay Clearance - one the Philippine government issued identification documents

needed for many important business, job, or personal transactions. In this study, this

refers to one of the documents that can be requested by residents.

Community - a group of people living in the same place or having a particular

characteristic in common. In this study, this refers to the area situated by the residents

of the barangay.

Complainant - a person who makes a formal charge in court saying that someone has

done something wrong. In this study, this refers to the person who intends to report

someone for some specific reasons.

Complaint - a formal allegation against a party. In this study, this refers to the

document that contains the report of the complainant against someone.

Dashboard - a type of graphical user interface which often provides at-a-glance views

of key performance indicators (KPIs) relevant to a particular objective or business

process. In this study, it refers to the statistics pertaining number of cases entered in the

barangay.

Data - facts and statistics collected together for reference or analysis. In this study, this

refers to the details of the resident being collected for future use.

Database - a structured set of data held in a computer, especially one that is accessible

in various ways. In this study, it refers to the virtual storage of data used for record

keeping and retrieval.

Desk Officer - supervises and coordinates law enforcement personnel as an

administrative Police Officer within a station. In this study, this refers to the officer that is

in charge of accommodating complainants and their complaints.

Entity - something that exists by itself. In this study, this refer to the persons that will be

involved in the proposed system.

File Action - means that the complainant may already bring his case to the court or

other government office for adjudication. In this study, this refers to the resolution/s to

be made at the complaint being raised onto the Lupon Tagapamayapa.

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Filing - a document filed. In this study, this refers to the process of documenting the

complaint.

Infographic - a visual image such as a chart or diagram used to represent information

or data. In this study, this refers to the graphical information about risk management.

Lupon Tagapamayapa - is the body that comprises the barangay justice system and

on it sit the barangay captain and 10 to 20 members. In this study, this refers to the

entity who handles complaints that are turned over.

Medical History - the patient's past and present which may contain relevant information

bearing on their health past, present, and future. In this study, this refers to the medical

records of the residents that are limited to the health services rendered by the

barangay. Operation - performance of a practical work or of something involving the

practical application of principles or processes. In this study, this refers to the processes

or activities performed inside and outside the system.

Profiling - the act or process of extrapolating information about a person. In this study,

it refers to the collection of residents’ information.

Redundancy - a word, phrase, etc., that repeats something else and is therefore

unnecessary. In this study, this refers to any data entry that is repeated which is to be

avoided in the system.

Reference Code - a unique identifier assigned to any financial transaction. In this

study, this refers to the unique code given to registered residents for quick retrieval of

resident information.

Respondent - one who answers in various legal proceedings (as in equity cases). In

this study, this refers to the person being accused and that answers upon investigative

proceedings.

Retrieval - the act or process of getting and bringing back something: the act or

process of retrieving something. In this study, this refers to the accessing of records in

the database through the use of search function.

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Risk Management - the process of identifying, assessing and controlling threats to an

organization's capital and earnings. In this study, it refers to one of the barangay

services offered to provide information about risk hazards and preventive strategies

within their area of responsibility.

Systematic - using a careful system or method: done according to a system. In this

study, this refers to applying a new approach to better organize the processes or

operations done in the department.

Track - an awareness of a fact, progression, or condition. In this study, this refers to the

progress or status of the complaint.

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CHAPTER II

REVIEW OF RELATED LITERATURE AND

SYSTEM

LOCAL LITERATURE

According to Hernandez (2011), “nowadays, during the rising popularity of

automation and advancement of technology, one of the basic components of our

government is left behind: The Barangay.” One of the solutions is to minimize the

problems through automation of the transaction process. It is very convenient for the

public if the processes in the barangay is automated so that the time allotted in

complaint is minimal.

Bartleby Research (2013) stated that the barangay is “in charge of keeping track

of the records of each and every one living in the place.” These records include

documents such as profiles, certifications, and complaints. Developing a system will

“bring ease to them especially in generating reports in the municipality about the status

of the barangay.” Furthermore, requests for registration and retrieval of documents will

be fast and efficient since it is stored electronically.

Okereke (2013) said that “a Database Management System (DBMS) is a

computer software designed for the purpose of managing databases based on the

variety of data models.” DBMS of record keeping provides an access to the data in an

organization. It helps the system to control redundancy and prevents inconsistency of

data.

Sosa (2017) mentioned that information systems are important and relevant in

the current, competitive world for people believe that "with the help of this technology,

most organizations can make their operational, tactical, and strategic processes more

productive, effective and efficient.” Therefore, it is considered a necessity for a business

organization to sustain and improve its overall operations.

Martinez (2017) emphasized that “digital technology platforms that support

citizen participation can increase transparency and accountability in local governance

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systems.” It opens a new way for constituents to engage with local government units,

specifically in the barangay. Therefore, it is recommended that such institution be

established with software system that could manage records and services. However, in

her article, she discussed some limitations of using these platforms, such as internet

connectivity and the uncertainty about target users of the system.

FOREIGN LITERATURES

According to the article of Filip (2013), “Complaints should be considered as an

indicator of the organizational performance assessment”. It will help the organization to

recover quickly to avoid the migration of profitable customers. Complaint management

process will help to improve the services provided by the organization and makes it

more convenient to the employees.

According to Jantz (2013), “computer-based information system can help the

information and organization have large amount of useful data.” With easy transaction

processing, it is more accessible and increases productivity.

According to Albert (2013), “computers contribute to the productivity and

efficiency to its user because it can run program that can surpass manual system

operation.” Computers give manageable big help for the transactions because it

transforms manual processes to automated operations.

According to Magee (2014), “records management has a vital and specific role in

government, particularly local government.” It helps employees as well as residents

record legal documents for future reference. In this modern world, technological

integrations have given a large significance in processing and storing of data.

Therefore, systems that manage records would be very helpful in handling information

in fast and reliable manner.

According to Cyberessays (2014), “a system approach is necessary to increase

productivity and maintain consistency.” A computerized storage is very important to an

organization. This idea will help provide good service to the residents of the barangay to

maintain the quality of the information.

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According to Snook A. (2019), not all complaints management systems are the

same. Your organization needs a system that addresses employee complaints quickly

and effectively. You need a system that captures every complaint, keeps investigations

on track and helps you analyze risk. Employee complaints point out issues in the

workplace, which can be stressful and enlightening at the same time. From safety

hazards to harassment issues, every complaint deserves to be addressed quickly and

appropriately.

LOCAL SYSTEMS

Jillian (2014) in her study entitled, "Barangay File Management System," she

explained that computers "serve as a general service tool is in the field of information

retrieval and operations." Her study aims to improve the processes and quality of work

of barangay officers and to automate the transactions in the barangay. The proposed

system includes all information about the barangay and its residents, transactions within

six months, and barangay blotters. It also features, issuance of permits, updating

records and information gathering.

According to the research study of Mirasol H.G. (2015), Barangay Management

Information System is an advance and automated process of managing a barangay to

let go the manual process in the usual barangay hall such as handwritten, keeping

record in drawer that tends to lose some records. It is automated in such a way that all

records and transection that the barangay is needed will be totally organized, easy to

process and fast. The system can do things such as record all information of all the

residents, generate reports, manage the storage file and compile daily transaction in the

barangay hall.

Cainong, et.al. (2015) conducted a study on Barangay 1-A Poblacion located at

Bolton Extension, Davao City, Philippines. According to them, the establishment

“heavily relies on papers and use of computers for encoding barangay accounts and

other information through office application.” That being said, operations in the

barangay appears to be manual, hence laborious and time-consuming. The proponents

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presented

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a system proposal that will help manage records of barangay and to reduce the use of

papers. Incident recording is one among the scope of their proposal entitled, “Barangay

1-A Incident Recording, Document Request, Profiling, and Project/Program Monitoring

System,” which allow secretaries register, update and retrieve complaints in a local

computer.

Afaga (2017) in their Capstone Project Documentation entitled “E-Barangay

System for Barangay Graceville, San Jose Del Monte, Bulacan” said that one of the

major problems found in Barangay Graceville is the “pile of paper requests and lack of

computers for the issuance of certificates,” hence processes appears to be manual and

paper-based. Their proposed system aimed to resolve such issue by providing features

in the system including registration of residents, issuance of certificates, displaying of

news and announcements, and resident-kiosk interaction. These are implemented

within a user-friendly system with database. The proposed project was evaluated to be

helpful in reducing the time consumed between transactions and making the information

secured and easily retrieved as well.

According to Andrada, et.al. (2017), “Barangay Management System Using

Radio Frequency Identification (RFID) can be defined as the system that regulates all

the transactions and will make the processes of barangay to become faster and more

convenient.” The researchers also pointed out that the Barangay Peace and Security

Office (BPSO) acts like the barangay police department where people file complaints.

This department holds the barangay patrol both day and night. As per the filed

complaints, it will go to the Lupon for the settlement of the case. The system will help

the barangay operation in terms of keeping all files, producing reports, and other related

information will be more manageable and accessible to both employees of the barangay

and its constituents.

Barangay Office Management System is a project proposed for general use. This

system includes features such as barangay profiling, secretary and treasurer

management, reports and searching of records. The treasurer’s menu covers all

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transactions performed by the treasurer such as payroll, disbursement voucher and

liquidation report. The secretary menu includes transaction in Barangay Census,

Clearance, Indigence and other certifications. The Barangay Office Management

System is “capable of running a computer with Windows XP and higher operating

system. It was developed using PyDev programming language, SQLite3 as its database

and Adobe Acrobat Rader 9.0 for reports” (Pulumbarit, et.al., 2017).

According to Lado, et.al. (2017), "The Computerized Barangay Information

System is appropriate for use of barangay employees, who have access to profile

information of barangay residents from the direct reports." Their study aims to manage

records and files in the barangay, specifically, storing and retrieving of data. It is also

intended to reduce paper-based recording and manual processes in the Barangay

Poblacion, Danao City.

Ables et al. (2018) on their research entitled “Barangay Management Information

System with Android Application” conducted in Barangay 164 zone 14 Talipapa,

Caloocan City, said that the system helps the barangay process the transactions of

residents from inquiring, requesting certifications up to issuing certificates. The project

aims to increase the productivity of the employees in terms of monitoring every

transaction done and improving technology for the transaction to lessen the time burden

of conduct by the employees and the residents. The system is also organized record-

keeping and quick searching capability the look up function. It could provide efficient,

reliable, fast, accurate information and provide good quality services of Barangay.

Web-Based Barangay Management System with Mobile App Support Application

is a project developed in 2018. Its purpose is to “offer a detailed reliable and secured

keeping of all data” (iNetTutor, 2018). The system interface includes dashboard,

barangay information, household, resident, blotter, clearance, activity, report and logs.

Overall, this administers most processes and transactions of barangay that will help

monitor, verify, store and update records with the use of the system’s database. The

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main objective of developing a Web Based Barangay Management System with Mobile

App Support is to automate and produce accurate reports and properly organize files in

the barangay.

Barangay e-System & Tools (BEST) is an “internet-based e-Governance solution

that provides a systematic approach in managing the residents’ profiles, judicial

information and enables document generation for effective planning and monitoring at

the barangay level” (BeST, n.d.). The system includes functionalities such as managing

user accounts, residents’ profile, judicial management, issuance of barangay permits

and clearances, complaints and disaster risk management. It also has features that

secures database, provide website content and cloud-based client-server web

technology.

FOREIGN SYSTEMS

Zamani, et.al. (2011) in their study entitled, “Development of a Web-Based

Community Management System,” it stated that the system is designed “to replace a

paper-based process that gradually become unmanageable due to the increasing large

volume of data.” Their system features database, recording of forms, and management

of activities in Taman Kermat Permai (TKP) in Malaysia. They used open-source

software such as PHP4, MySQL and Apache for developing the system. Web-Based

Community Management System is evaluated as efficient and user-friendly upon

implementation.

Based on the study of Joshi (2011), Online Web Content Management System is

very useful and convenient tool for university to manage online information. “This Web

Content Management System is designed for the faculty at the department of Africana

Studies at San Diego State University and so it is required to follow all guidelines for a

university website. This website and any information uploaded on it, in any format, must

be compliant with web accessibility requirements at all times. So, some features like

support for uploading documents, pdf files, video files, audio files, etc. would require

regular monitoring and maintenance of the website by the concerned web engineers at

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San Diego State University to ensure compliance with web accessibility requirements at

all times.”

Demirtel (2014) in their study about the efficiency of electronic records

management systems in Turkey, stressed that the use of ERM helps administrative

institutions operate through digitized input and output, thus optimizing the processes.

Positive findings in their research made them conclude that establishing ERMs in their

country is feasible for it provides efficient and paperless record management.

According to Prakasha (2018), mobile phones “have become an important part of

human life.” It appears to be one of the basic needs in contemporary world. Therefore,

the integration of systems with these technologies are helpful in easing information

processing and transmission. The proponents proposed a “Web Based Criminal Record

System Using Mobile Device,” which aims to locate crimes via Google Maps. It also

serves as a platform for reporting crime incidents. The proponents target a shift from

manual to automated system in terms of crime and incident reporting.

According to Khan, et.al. (2019), "crime management system can help in storing

the records related to the criminals, cases, complaint record, case history and so on."

With the use of information systems, all information regarding incidents can easily be

registered and retrieved through a database. Furthermore, it would help monitor and

update the status of the complaint being recorded in the system.

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CHAPTER III

TECHNICAL SPECIFICATIONS

SOFTWARE

The software specification is the identification of the applications used in the

development of the system. The presence of these software helped the developers in

creating modules with functions and interfaces. These also served as an instrument in

putting these modules altogether to form the whole system.

• Windows 10 – it is a major version of Microsoft Windows to experience across

multiple devices such as desktop computers and smartphones, design to as a

new direction in Microsoft.

• XAMPP - it is a free and open-source cross-platform web server solution stack

package developed by Apache Friends, consisting mainly of the Apache HTTP

Server, MariaDB database, and interpreters for scripts written in the PHP and

Perl programming languages.

• Microsoft Edge - it is an internet browser made by Microsoft, which is installed

by default on all new Windows computers.

• Google Chrome - it is a cross-platform web browser developed by Google. It

was first released in 2008 for Microsoft Windows, and was later ported to Linux,

macOS, iOS, and Android where it is the default browser built into the OS.

• Sublime Text - is a shareware cross-platform source code editor with a Python

application programming interface. It natively supports many programming

languages and markup languages, and functions can be added by users with

plugins, typically community-built and maintained under free-software licenses.

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HARDWARE

The hardware specification is the identification of the physical components used

in relation to the software. The presence of these hardware helped the developers in

developing the system with a good performing computer system.

• Keyboard: Acer 4736

• Mouse: Rapoo Mouse

• Monitor: 15.6’ AOC LED

• Printer: Bother DCP-J100

• AVR: UPS 650 VA

• CPU: Intel Core i5 Processor

• RAM: HyperX Fury 8gb

• Power supply: COR SAIR VS450

• Hard Drive: 2TB Western Digital

TECHNOLOGIES

The technologies pertain to the type of programming and scripting languages

used to develop the system. This helped the developers identify which technologies are

required and recommended in creating the website. This also contributed in establishing

the system in both front-end and back-end.

• PHP: Hypertext Preprocessor (PHP) – it is a popular general-purpose scripting

language that is especially suited to web development. Fast, flexible and

pragmatic, PHP powers everything from your blog to the most popular websites

in the world.

• MySQL – is an open-source relational database management system (RDBMS).

Its name is a combination of "My", the name of co-founder Michael Widenius's

daughter, and "SQL", the abbreviation for Structured Query Language.

• HyperText Markup Language (HTML) – is the most basic building block of the

Web. It defines the meaning and structure of web content.

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• Cascading Style Sheets (CSS) – is a style sheet language used for describing

the presentation of a document written in a markup language such as

HTML. CSS is a cornerstone technology of the World Wide Web, alongside

HTML and JavaScript.

• JavaScript – is one of the core technologies of the World Wide Web. JavaScript

enables interactive web pages and is an essential part of web applications. The

vast majority of websites use it for client-side page behavior, and all major web

browsers have a dedicated JavaScript engine to execute it.

• Bootstrap – is a free and open-source CSS framework directed at

responsive, mobile-first front-end web development. It contains CSS and

JavaScript-based design templates for typography, forms, buttons, navigation,

and other interface components.

DIAGRAMS AND FLOWCHARTS

System Architecture Design (Figure 1)

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Flowchart (Figure 2)

FIGURE 2.1 Flowchart for Access Level

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FIGURE 2.2 Flowchart for Residents

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FIGURE 2.3.1 Flowchart for Administrators (Part 1)

FIGURE 2.3.2 Flowchart for Administrators (Part 2)

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FIGURE 2.3.3 Flowchart for Administrators (Part 3)

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FIGURE 2.4 Flowchart for Employee-in-charge

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FIGURE 2.5 Flowchart for Desk Officer / Lupon

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FIGURE 2.6 Flowchart for Health Worker

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FIGURE 2.7 Flowchart for Risk Management Chairperson

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FIGURE 2.8 Flowchart for Technical Staff

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Use Case Diagram (Figure 3)

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Context Diagram (Figure 4)

Data Flow Diagram (DFD) (Figure 5)

FIGURE 5.1 Level 1

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FIGURE 5.2 DFD Level 2 (Process

FIGURE 5.3 DFD Level 2 (Process 2)

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FIGURE 5.4 DFD Level 2 (Process 3)

FIGURE 5.5 DFD Level 2 (Process 4)

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FIGURE 5.6 DFD Level 2 (Process 5)

NETWORK LAYOUT (Figure 6)

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HARDWARE DESIGN LAYOUT (Figure 7)

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CHAPTER IV

METHODOLOGIES

This chapter contains the System Requirements Specifications and System

Development Methodologies. It also includes the Testing Procedures/Method.

SYSTEM REQUIREMENT SPECIFICATIONS

Software Requirements

In order for the system to work, users must install the following programs.

SOFTWARE DESCRIPTION PRICE

Windows 7 is an operating
system released by Microsoft on
October 22, 2009. Windows 7 has
Windows 7 (Minimum) or ₱2,360.00
a graphical user interface (GUI)
later (Installer + Product
that allows you to interact with
items on the screen using a Key, productkey.ph)
keyboard and mouse.
XAMPP is a free and open-source
cross-platform web server
solution stack package developed
by Apache Friends, consisting
XAMPP mainly of the Apache HTTP Free
Server, MariaDB database, and
interpreters for scripts written in
the PHP and Perl programming
languages.
Browser (Microsoft Edge Free
/ Mozilla Firefox / Google Microsoft Edge is an internet
Chrome) browser made by Microsoft, which
is installed by default on all new
Windows computers. Edge was
made to replace Internet Explorer,
and runs faster and with more
features.

Mozilla Firefox, or simply Firefox,

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is a free and open-source web
browser developed by the Mozilla
Foundation and its subsidiary, the
Mozilla Corporation. Firefox uses
the Gecko layout engine to render
web pages, which implements
current and anticipated web
standards.

Google Chrome is a cross-

platform web browser developed
by Google. It was first released in
2008 for Microsoft Windows, and
was later ported to Linux, macOS,
iOS, and Android where it is the
default browser built into the OS.
Sublime Text is a shareware
cross-platform source code editor
with a Python application
programming interface. It natively
Sublime Text (or any supports many programming
other text editor) languages and markup Free
(Optional) languages, and functions can be
added by users with plugins,
typically community-built and
maintained under free-software
licenses.

TOTAL: ₱2,360.00

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Hardware Requirements

To run the proposed system, the following hardware are required. The end

user may choose either computer desktop or computer laptop.

HARDWARE DESCRIPTION PRICE

The motherboard is the backbone that

ties the computer's components
Mother Board ₱10,480.00
together at one spot and allows them
to communicate to each other.
An input device used to enter
Keyboard characters into the computer system ₱458.00
by pressing buttons, or keys.
A computer mouse in an input device
Mouse that is most often used with personal ₱199.00
computer.
The computer monitor is an integral
part of a computer system that allows
computer users to display text and
Monitor ₱2,999.00
graphics produced by the computer
programs and to be provide a visual
interface for computer users.
Printer is an output device that prints
paper documents. This includes text
Printer ₱7,950.00
documents, images, or a combination
of both.
A system unit is the part of a computer
that houses the primary devices that
perform operations and produce
results for complex calculations. It
System Unit ₱6,499.00
includes the motherboard, CPU, RAM
and other components, as well as the
case in which these devices are
housed.
Power Supply A power supply is a
hardware component that supplies ₱2,000.00
power to an electrical device. It
receives power from an electrical
outlet and converts the current from
AC (alternating current) to DC (direct

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current), which is what the computer
requires.
The hard drive is what stores all your
Hard Drive data. It houses the hard disk, where all
₱2,580.00
your files and folders are physically
located.
Speakers are one of the most common
output devices used to produce audio
Speaker (Optional)
output that can be heard by the ₱899.00
listener.

TOTAL: ₱34,064.00

SYSTEM DEVELOPMENT METHODOLOGIES

The Proponents used the Modified Waterfall Model for the Barangay Pasong

Tamo in the development process of the system. Just like a waterfall, the Modified

waterfall recycle itself the adjust to changes that the system implements. Modified

waterfall model is the pioneer of the SDLC Processing according to Merriam-Webster

when it was called a pioneer, it is the one who create and develop new ideas and

methods, which is true in the system we will be implemented because computerized

system needs a lot of changes and updates because of the fast changing industry of

technology, all must cope with the change in the future. The model served as a timeline

in the development of what is needed to ensure project process. Shows the modified

waterfall model and development for the Barangay Pasong Tamo.

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Planning and Analysis

Requirements

Design

Implementation

Testing and Evaluation

Figure 8. The Modified Waterfall Model

Planning and Analysis Phase. In this phase, the proponents decided to choose

the Barangay Pasong Tamo in Quezon City as the host organization. This phase helps

the proponents in developing and planning project as it progressed.

Requirements Phase. The first stage involves understanding what to design,

determine the problem of the user or organization, and what are its function and

purpose. The proponents used different tools and methods in collecting information that

is relevant to the development of the study.

Design Phase. The proponents acquired data needed for the design of the

system’s user interface. After analysis, the proponents proceed on the design wherein

all the requirements should be available. The developers designed a system for

Barangay Pasong Tamo to help in the collection of data, avoid redundancy and improve

data confidentiality.

Implementation Phase. Implementation of the design as specified in the design

stage that is achieved through an executable programming language code. As part of

the Waterfall model, website is delivered and documented done. To implement the

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system the system supporting documents is required to have a guideline in

implementation of the system.

Testing and Evaluation Phase. The proponents conducted a demonstration of

the system in front of the panelist that may be a great help for recommendation of the

system before implementing and having a demonstration of the System in the Barangay

Pasong Tamo.

TESTING PROCEDURES

The proponents performed several tests in the website. This is an important

phase which helped the developers examine the functionality and capability of the

system. It also contributed in identifying bugs which can be fixed in the future.

The following tests were conducted in this stage:

Alpha Testing - This test allowed the researchers to further examine the system by

finding and fixing bugs and errors present in the system that were not found before.

Accessibility Testing - This test is to determine whether the website is accessible for

disabled people or not. Here, disability means deaf, color blind, mentally disabled, blind,

old age and other disabled groups. Various checks are performed such as font size for

visually disabled, color and contrast for color blindness, etc.

Back-end Testing - This test is not involved testers are directly connected to the

database with proper access and testers can easily verify data by running a few queries

on the database.

Black Box Testing - This test in contrast to white box testing, is superficial in testing.

The researchers were able to determine if the system works externally.

Component Testing - This test involves testing of multiple functionalities as a single

code and its objective is to identify if any defect exists after connecting those multiple

functionalities with each other.

Equivalence Partitioning - This testing technique and a type of Black Box Testing aim

to remove redundant test cases within a specific group which generates the same

output but not any defect.

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Example Testing - This type of testing includes the real-time scenario. it also involves

the scenarios based on the experience of the testers.

System Testing - This test the entire system is tested as per the requirements. It is a

Black-box type Testing that is based on overall requirement specifications and covers

all the combined parts of a system.

Regression - This test identifies new bugs and errors from new updates and

configurations made in the system. This test proved helpful to the researchers when

apply new changes to the system.

Usability Testing - This test the system flow is tested to know if a new user can

understand the application easily or not, Proper help documented if a user gets stuck at

any point. Basically, system navigation is checked in this testing.

User Acceptance Test - This test, in which the intended users or clients are testing the

product, allowed the researchers to determine if the product will be accepted by the

users or clients.

White Box Testing - This tests the system’s internal workings. This test requires a

tester with a deep understanding of the coding being tested. The researchers were able

to determine if the system works internally.

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CHAPTER V

SUMMARY AND RECOMMENDATION

SUMMARY

The purpose of this study is to improve the processes in the barangay, such as

requesting and issuance of documents, managing complaints and health records, and

administer risk management strategies. The Barangay Management System for Pasong

Tamo is an online web application that was developed suitable for both web and mobile

client. It features main functionalities such as requesting and issuance of documents,

filing a complaint, storing of medical records, view and monitor risk management. It also

allows residents to view relevant information within the barangay, such as news and

announcements. Furthermore, a feedback module was created to assess website

performance and to improve the system in the future. Moreover, activity logs help the

system be secured to the extent that it would keep track on the history of user-related

events. The proponents believed that the development of Barangay Management

System for Pasong Tamo is effective and convenient on this digital age where most of

the people are engaged with different technologies that make the transfer of information

seemingly fast, with the effort being reduced and make time to be efficient that gives

way to productivity.

The researchers commenced the study by identifying potential concerns

regarding existing barangay systems through brainstorming and research. After

successful consolidation of ideas, the proponents decided to propose a system that

would help improve the processes in the barangay. A proposal, formally entitled,

“Barangay Management System for Pasong Tamo” was created, which contained the

problems, objectives, scope and limitation of the project. The proposal was then

approved and continued to move forward to its development process.

Several literatures, studies and system related to the study were reviewed to

provide support to the proposal, and to give a better understanding of the system’s

effectiveness in barangays, specifically, Barangay Pasong Tamo.

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Technical specifications of the system were identified, such as software,

hardware and technologies. Diagrams and flowcharts were also created, as well as

network and hardware design layouts. These components helped the researchers learn

the tools and equipment needed, process flow and connections to be applied in the

development of the system.

Several methodologies, such as system requirement specifications, development

methodologies and testing procedures were distinguished. This contributed to the

identification of the requirements needed to run the system. It also helped the

developers examine usability and compatibility of the system.

Finally, the system was developed, run and maintained. Several fixes in system

and documentation were performed and settled. Summary and recommendations were

made to help the proponents improve the website application in the future.

RECOMMENDATION

Based from the results made during the execution of the project and presentation

of the proposal, the following recommendations are stated to further improve the

system.

1. Since Barangay Management System for Pasong Tamo is limited to the

issuance of documents, it is suggested to add Barangay Permit, and Working

Clearance.

2. Implementing SMS notification is also recommended to help deliver information

to residents immediately.

3. It is suggested to add modules, such as employee attendance monitoring,

payroll, inventory and treasury.

4. Since the system does not cover monetary transactions made between residents

and the institution, it is recommended to fulfill this component through online

payment with releasing of receipt in the future.

5. It is recommended to add a chat support module to the website to allow

residents raise questions and suggestions through instant communication.

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APPENDICES

Appendix I. Organizational Chart

GROUP 3

QUINTO, FRANCIS ALBERT LINSANGAN, PRINCESS LYCA

Project Manager (Head) Project Manager (Support)

ORTIZ, JERALYN DANAL, JOHN VINCENT

System Analyst (Head) System Analyst

BENAVENTE, JHON REX PALABRICA, RICA ANNE

Programmer (Head) Programmer

SERRANO, ADRIAN BEATO, HENNESSY ALLEN

Web Designer (Head) Web Designer, Programmer (Support)

ROCA, ZHENNY MAE DALINOG, ROSE MAE

Documenter (Head) Documenter

EJANDA, LYCA
Documenter

CACERES, JOHN BENEDICT POLOYAPOY, JEAN-AUBREY

Researcher (Head) Researcher

ROMANO, ELLAMEA BENITO, CLAIR

Encoder (Head) Encoder

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Appendix II. Gantt Chart

Appendix III. Work Breakdown Structure (WBS)

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