Barangay Services Management System

Capstone Project Document

Introduction
Nowadays where the computer and the technology is very critical and online communication
is part of living, the people who are using it all over the world are different. Most of the
barangay that we worked with paper but they all know that day by day the population of
their barangay is increasing. In the past, it was easy to use paper because there were fewer
residents and it was easier to manage them.

In the past years, there were only few resident in the barangay Mandalagan, so that could
be easily managed the paper works of all the resident. But as the years went by, the
population of barangay Mandalagan got bigger and the barangay couldn’t handle all the
request of the residents and this made it difficult to manage because of that bigger
population. The resident would always wait for the duty officer who was in charge for that
day, then they would form a line to take care of their needs.

With the help of technology, barangay duty officer can make and keep records,
announcements, reports, reservations such that the residents can have records and access
to them.

In this study, we want to allow barangays Mandalagan of Bacolod City the ability to avoid
paperwork and computer services so that they can serve their residents more easily.

Background of the study

Barangay Mandalagan is one of the oldest Barangays in the City of Bacolod. It formally
became a chartered barangay by virtue of the republic act 2730 (Revised Barrio Charter
3590).

Presently Barangay Mandalagan has thirty-six (36) puroks and 29 Major Subdivisions. It is
one of the biggest Barangay in terms of population density with more or less 27,000 people
in households. It has a voting Strength of about 12,500 registered voters (more or less).

The proponents design and develop a management system, where the residents view the
announcements, blotter, get reservations and other important matters. Also, the Officials
can keep the records of the residence and report it.

Statement of the Objective

This software system can announce the events of the Barangay, give reports and records
files.

1. To develop a Barangay Services Management System for barangay Mandalagan

that can:
  Cater to the residents request for service from the Barangay such as creation of foot
walks, installation of street lights, drainage cleaning, and so on.
 Provide information of the Barangay as well as provide announments about events in
the Barangay.
 Provide clearances or permits in the system and allow the residents to go online to
fill out requisite forms.

2. Evaluate the acceptability of the system using the adopted survey instrument base
on ISO/IEC 25010 in terms of effectiveness, efficiency, quality, timeliness and
productivity.

Conceptual Framework
The Barangay Services Management System is a system that can be accessed by multiple
users. The user is allowed to register, learn of the schedule of events, gain access to
allowable demographic info, and make reservation. It allows any authorized person to view
all the personal data and the requests of the barangay residents in the system. It will guide
the first user in how to access the system.

Conceptual Framework

Scope and Limitation of the Study

This section enumerates the scope covered by the study and its delimitation.
Scope
Our scope is to access all residents of Barangay Mandalagan that they can easily request,
receive clearances and permits from the Barangay Mandalagan Officers. The residents can
use this system using their cellphones, computers and tablets to access their needs. The
residents can easily know the details, information, announcements, available services and
other services that the barangay can accommodate the needs of the residents. The
registered residents will be aware for every announcement of the Barangay Mandalagan.
The system will also display the schedule of activities of the Barangay Mandalagan. Also
the system gives print records and clearances. Through this system, it will simply the terms
of record keeping. This system is only available to the Barangay Mandalagan.

Delimitation
The system is designed for the Barangay Mandalagan, it doesn’t cover the personal costs
for different payment of bills of residents. For instance, the cost of utility bill to the resident is
not cover. The system does not cover third-party announcements like job fairs and access
to online services is not available. The systems are not also for the renters or tenants of the
Barangay Mandalagan or any workers of all the tenants of the Barangay. The pay bills are
not connected to this system or others transaction that related to accounting process.

Significance of the Study

Barangay Captain- can check easily all of the information and records of his/her barangay
residences.
Secretary– can help to facilitate barangay work and to provide more services to all
residents.

Residence– the primary advantage of the BSMS is time savings. The resident will only
make one trip to the barangay officers to make final payments and pickup of their online
request document.

-can easily request to the barangay Secretary via the internet and they can get their
immediate certificates and services without incurring public transportation costs. They can
fill out their own Barangay Clearances as well as other forms or needed documents.

Researcher– will learn which documentation requirements are necessary from the local
government agency (barangay Mandalagan).

Future Researcher– can get an idea and find related studies and compare it to their own
work.

Definition of Terms
Administrator. checks the proposed system and the work of the students who are
conducting the research. The admin will be the one to check the individual group or
individual student’s work.

Operational, a person responsible for running a business, organization, etc.

System. the set of details and information that works together to perform a function.

Operational, is a type of computer program that is designed to run a computer’s hardware

and application programs.

Database. stored data of resident information, user, events announcement, puroks, purok

officials, names of officials.

Operational, a database is a collection of information that is organized so that it can be

easily accessed, managed and updated. Computer databases typically contain
aggregations of data records or files, containing information about sales transactions or
interactions with specific customers.

Management. a group of details that holds all of the information of a company.

Operational, the process of dealing with or controlling things or people.

BSMS– The acronym of Barangay Services Management Systems

Review Of Related Literature

Related literature is the review of the local and foreign studies and how they compare to our
work. Some studies have a difference from the others.
Local related studies
Barangay Management Information System

Barangay Management Information System with SMS (Short Message Services) support.
This provides a record keeping and updating information and it also allows the users to
search or view records. It is for the benefit of a Barangay but this time this proposed system
is with SMS Support. SMS Support needs a broad band connection to send messages to
the constituents. The SMS support can’t accommodate to send to all the residents of the
Barangay. Computer-based information retrieval operates through the use of software that
can offer information services for an institution (Kazuya,2015.

Barangay Management System (BMS)

This system facilitates barangay management by enabling the client barangay to maintain
their resident records as complete up to date as possible and as easily accessible for
verification’ monitoring and reference. It consists of Automatic Business Process which
facilitates processing of Barangay Clearances and others such as charges which are
sources of Barangay revenues. It also allows other Barangay related functions such as
blotter reports and other related services. Forms and Reports that prepares and prints
Barangay Permits and Certifications. Standard based conforms with Local Government
Code Sec. 394 which provides that each barangay maintains updated record of residents
for easy identification of updated reference on the Local Barangay Statistics (Mirasol, 2015).

Computerized Information System

The purpose of this study is to maintain complete and up to date which is easily accessible
for verification’ monitoring and reference purposes. Also they can automate record keeping
process in order to produce efficient and accurate report and proper automated file
management. The system assurance that the file will be protected and safe for and it also
require authorization before someone can access the system. This will ensure that the file
will securely store in the system and makes back-up data of the file if technical accidents
occurs. It can also generate report to the municipality about the status of the Barangay. The
propose will have a significant effect on both residents of the Barangay and Barangay
employees who manages the system as well as the Barangay itself. Their implementation is
to change the method and process that the Barangay accustomed in keeping their files.
This will also ensure that all the records will be intact and updated (Lado, Maloloy-on,
Perez, Rizaldo, Tacocong, 2017).

Foreign Related Studies

Concurrency Management System Florida

The Bay Country Concurrency Management System contains Adopted Level of Services
Standards and Maximum Services Volumes for Country and State Road Segments
monitored by the Country. They also reserve trips on daily basis which in turn may affect the
level of service of the roadway segments. The Communications Office is responsible for
producing a variety of publications’ maintaining media relations and supervising other
special projects. They also aim to enhance the community’s access to Bay Country. This
one-person officer is responsible for maintaining positive community and media relations.
The Community Director also heads dissemination of information to the public’ news media
and other governmental entities. The Board of County Commissioners offers a wide variety
of jobs’ excellence benefits and opportunities for advancement.

Related System
Table 1: Related Systems of BSMS

Table 1 shows features of the proposed system in the first column, whereas the following
columns are the features of the related systems.

Synthesis
The system that was presented was based on both foreign and local system studies that
were made of their information systems.  It has also described the features that are
available on the system that are not available from the other systems.

All the related systems represented have similar essential features to the study but it was
observed that most of their systems had a lack of Automatic Assessment. Automatic
Assessment allows residents request for permits and clearances to be digitally reported and
recorded, such permits, documents request would be available in a timelier fashion when
the resident arrived at the barangay officer to pay and pick up their documents. It was
observed that all barangays are providing record keeping and updating information. Also,
one thing we observed was the lack of available printing for certifications and permits.

The system discussed are correlated to the proponents’ system, the Barangay Services
Management System of Mandalagan, Bacolod City. The researchers analyzed accurately
and evaluated the related system based on its modules and its functions, saw its problems
and added greater functionality than those other system.

Methodology
This chapter present the flow of system and system analysis and development employed in
this study. Each of the utilize approaches are explained based on it use and on the process
of developing the system.

System Development Life Cycle was to build on one another, framework defining task
performed at each steps in the software development process.
The prototyping model is a systems development method in which a prototype is built,
tested and then reworked as necessary until an acceptable outcome is achieved from which
the complete system or product can be developed. This model works best in scenarios
where not all of the project requirements are known in detail ahead of time. It is an iterative,
trial-and-error process that takes place between the developers and the users
(Rouse,2005).

Development process refers to structures of development of software. It describes the

variety of task of development software processes as Initiation, Analysis, Design,
Implementation, Test and Production.