Barangay Information System Capstone Project Document

Introduction

The census is the official count of population and home in certain areas. It provides the government, businesses, individuals and other interested parties with information on the demographic, social and economic characteristics of the population. Broadly defined, demography is the study of the characteristics of populations. It provides a mathematical description of how those characteristics change over time. Demographics can include any statistical factors that influence population growth or decline, but several parameters are particularly important: population size, density, age structure, fecundity (birth rates), mortality (death rates), and sex ratio.

Barangay Information System (BEIS) consists of personal attributes. These are person’s name, sex, date of birth, district of residence, nationality, mother’s maiden names, place of register of birth and the folio number in the book of registration. The system is carried out on a “de jure” basis, that is the people are counted according to where they usually live rather than where they were found at the time of the census.

This study aims to develop a system that will tabulate the official count of population, health reports, summary of crimes and employment in Barangay.

Background of the study

Barangay is aspiring to adopt technological ways in accomplishing responsibilities to create change in the lives of people. It means replacing human efforts with machines to keep track of the advances of the technology.

The proponents conducted a study about Barangay on using manual process. It is time consuming in terms of recording that may cause inconvenience. This is the reason why the proponents developed the Barangay Information System (BEIS).

Statement of the objective:

Design an automated system for Barangay with the following criteria:

• Effectiveness of the system
• Efficiency of the system
• Quality of the system
• Timeliness of the system
• Productivity of the system

The following are the specific objectives:

1. Secure the data of Barangay.
2. Generate complete statistical report(s) of the following
   1. Health
   2. Cases
   3. Employment
   4. Population
3. Backup and archiving system

Conceptual Framework

This study intends to collect personal attributes from the residence of the Barangay and convert it into an automated system. The Barangay Information System is a local system that can be accessed by two types of end user. The staff that is assigned to encode the residence’s information and the administrator for the maintenance of the system. This system can generate statistical records such as total population of the Barangay, total voters registered on the Barangay, reported offense against the law, health reports and employed and unemployed citizens.

Scope and delimitation of the study

This section enumerates the scope covered by the study and its delimitation.

Scope

The study covers Barangay Information System (BEIS), that focuses on the whole statistics or overall census of Barangay. This system will tabulate the profile of each members of the households. Through this system, it will help the barangay to identify the increasing/decreasing numbers of employed and unemployed citizens, health reports, reported cases and also the numbers of youth that doesn’t go to school. Through this, the barangay can conduct an educational program and assistance/scholarship.

Delimitation

• This study is limited to the office of Barangay and the two end users; the administrator and the staff who are only authorized to maintain and update the records in the system.
• Can only register residence’s information.
• Can only create barangay programs and projects.
• Can only generate statistical reports such as (total population of the Barangay, reported cases (offenses against the law), health reports, total number of voters registered on the barangay and employed, and unemployed citizens.
• Can only be operated in a Local Area Network.

 

Significance of the study

This study is intended to various set of people who could benefit in the system. The result of this study will be beneficial to the following:

 BEIS. This system provides efficient and effective transactions through an organized system; authority of monitoring and security of records. This system will be beneficial to the management in lessening of cost in terms of resources and time.

POLLSTERS. This study aims to minimize their work load. This system will also save citizens’ information in a database.

CITIZENS. This system will be beneficial to the citizens who lives in Barangay in terms of monitoring and securing their records in a database.

PROPONENTS.  This system will enable them to apply what they have studied and researched.

FUTURE RESEARCHER. This may provide basis to the future researchers who may experience a related system.

Definition of Terms

Conceptual. A statement or description of the fundamental character or scope of something. (“Merriam – Webster Dictionary”, n.d)

Database. Conceptually, is a collection of information that is organized so that it can easily be accessed, managed, and updated. (“Techtarget.com”, n.d)

BEIS. As used in the study, this term refers to a system title. It is read as Barangay Information System (BEIS).

Operational. Fit for proper functioning; ready for use.

System. As used in the study, this term refers to a method of working or organizing all the transactions of the Barangay in terms of monitoring the growth of population.

Review of Related Literature

This chapter discusses the existing study into the context of proceeding related research. These research study cited articles and systems, which are pragmatic are based on research and design of the developer to meet the user’s need.

Local Studies

Barangay Resident Record Management and Certificate Insurance System

This study focuses on the records management system of the said Barangay. The Barangay treasurer/secretary is the one who performs permits, certificates transactions community tax, business taxes, and other fees. They are also in charge of keeping tracks of the records, capture and maintain up-to-date records of all issuance transactions and daily, monthly, yearly reports. These records are sufficient for various purposes that required an appropriate, consistent and secured storage of files. The system that they are using until now is a manual based process for all services to its constituents. They manually handled transactions daily; specially get Barangay clearance, certification, cedula and permits. Before the accomplishment of the task the constituents who request must undergo a long process. Same through with storing of files, updating, accessing of data and recording the expenses, they used folders and log of papers for its storage. The staff encountered difficulties and long procedure in retrieving, recording, computing and processing of financial and accounting data.

Thus, the researchers proposed Barangay the records management system that will give safer storage of financial records, fast retrieval of files, maintains reliability and accuracy, and faster tracking of files. Proposing software for the records management system is very useful to the staff, from hand written records and manual issuing of barangay clearance and certificates, as well as the income and expenses reports into an automated processing system.

The recommended system will give safer storage of financial records, fast retrieval of files, maintains reliability and accuracy, and faster tracking of files. Proposing software for the accounting system is very useful to the staff, from hand written records and manual issuing of barangay clearance and certificates, as well as the income and expenses reports into an automated processing system. (“Barangay Resident Record Management and Certificate Issuance System,” n.d.)

Barangay Profiling System

Computerization is a control system that manages processes in the industrial workplace. It reduces human errors and processing time, thus it can boost productivity and result into a high quality of product produce. This can result in a system well integrated process that can perform much faster and more accurate than the manual system.

The Barangay Profiling System is appropriate for the use of barangay employees, who have access to profile information of barangay residents for the direct reports and also departmental organizational staffs that have business need for this information for their business unit. The Barangay Profiling System is responsible for an effective and efficient approach for barangay employees and residents. It will help them accomplish task faster and also it eliminates the need of a large staff. It will provide profile-based information on residents. The interest of investigating the research topic is a good example of a computer generated process, this can lessen the workload and provides information needed by a resident. As a result, it will benefit not only the barangay employee but the administration as a whole. (“BRGY. Profiling System – Documents,” n.d.)

United States Census Bureau

Computerization is a control system that manages processes in the industrial workplace. It reduces human errors and processing time, thus it can boost productivity and result into a high quality of product produce. This can result in a system well integrated process that can perform much faster and more accurate than the manual system.

The United States Census Bureau is appropriate for the use of every citizen who can check the state information, everyone has an access in departmental organization. The United States Census Bureau is responsible for an effective and efficient approach for state information. The interest of investigating the research topic is a good example of a computer generated process, this can lessen the workload and provides information needed by a resident. As a result, it will benefit not only the state employee but the administrations a whole. (Bureau, n.d.)

Australian Government System

The Australian Government is appropriate for the use of the citizen who have access to information of the state for the reports and also departmental organization for this information for their business unit. The Barangay Profiling System is responsible for an effective and efficient approach for barangay employees and residents. It will help them accomplish task faster and also it eliminates the need of a large staff. It will provide profile-based information on residents. The interest of investigating the research topic is a good example of a computer generated process, this can lessen the workload and provides information needed by a resident. As a result, it will benefit not only the barangay employee but the administration as a whole. (“australia.gov.au,” n.d.)

Related Systems

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

The system that was presented were obtained from both foreign and local system study that were made basis for the developed information system. It has also described the features that are available on the system that are not available with reflect to each other.

All the related systems presented share similar nature to the study but were observed lack of security in keeping the records and statistical reports.

The system discussed are correlated to the proponents’ system, the Barangay Information System. The researchers analyzed accurately and evaluated the related system based on its modules and its functions.

The related system has made the proponents realized some functions and factors that would help the proposed system to be more advanced, accurate and effective for the users. Furthermore, the proponents acquire some features in the related studies and merged it to the system to be more beneficial to the barangay.

Methodology

This chapter discusses the research strategy and procedures on how the system flows and its phrases.

The proponents follow the standard System Development Life Cycle (SDLC), to define and present solutions for the problems identified in this study, using the modified waterfall model.

In this model, the stages have some connection, meaning that there are many tasks that happen concurrently. This model has a lot of advantage, it is flexible to correct mistakes, and can make changes that leads to less effort and time in working the project.

The system development process model is broken down into different phases. Basic phases of system development processes are as follows: requirement gathering, system analysis, design, testing, implementation, operation and maintenance.

Planning phase

The proponents gathered data at the barangay office in order to meet the needs of Barangay. The proponent members also coordinated with the barangay captain & the barangay officials who are in charge in manual process of conducting the survey of population count.

Analysis phase

The researcher gathered information from the secretary office of Barangay. through gathering information, the proponents figured out solution for their current manual process.

Design phase

In this place the proponents developed a design the system that will provide the needs of the Barangay. The proponents also decided to add a google map that will easily locate the residence location, reported cases and health related reports.

After the decided design & features of the system, the programmer start developing the system.

 

Coding phase

In this phase, the programmer programs the system and follow specific coding requirements.

Testing phase

In this phase, the researcher will test the input and output of the system to determine if his system gives the correct operation that is provided. The researcher invited various people from the barangay office to test and rate the system.

Implementing phase

In this phase, the system is already developed and tested. It will be implemented to Barangay for observation if it is efficient and effective.

Maintenance Phase

The system requires maintenance every six months in order to keep the system’s functionality on track and to deliver great service for its customers.

 The concept behind the Modified Waterfall Model is that it involves validation and verification between phases and there is a lesser need for documentation and revisions as it allows overlapping of phases. Therefore, the proponents found it fit to present the project in a simpler and easier to understand manner.

Technical Feasibility

Hardware Requirements (Recommended)

Server and Client

• Hard disk: 1 Terabyte or higher
• Memory: 4GB
• Processor: Core i3 or higher
• Monitor
• Mouse
• Keyboard
• Network: Gigabit Lan Card

Software Requirements (recommended)

Server/Client

• Operating System: Windows 7 or Latest
• Browser: Firefox, Google Chrome, Opera
• Xampp: 3.5 version (Apache, MySQL)

Program Environment

Front End

HTML.

Hypertext Markup Language, a standardized system for tagging text files to achieve font, color, graphic, and hyperlink effects on World Wide Web pages. Hypertext Markup Language revision 5 (HTML5) is markup language for the structure and presentation of World Wide Web contents. HTML5 supports the traditional HTML and XHTML-style syntax and other new features in its markup, New APIs, XHTML and error handling.

CSS.

Cascading Style Sheets (CSS) is a style sheet language used for describing the presentation of a document written in a markup language.

A cascading style sheet (CSS) is a Web page derived from multiple sources with a defined order of precedence where the definitions of any style element conflict.

 

PHP.

PHP is a server-side scripting language designed for web development but also used as a general-purpose programming language. Originally created by Rasmus Lerdorf in 1994, the PHP reference implementation is now produced by The PHP Group.

Back end

JavaScript.

Is a high-level, dynamic, un typed, and interpreted programming language. JavaScript is prototype-based with first-class functions, making it a multi-paradigm language, supporting object-oriented, imperative, and functional programming styles. It has an API for working with text, arrays, dates and regular expressions, but does not include any I/O, such as networking, storage, or graphics facilities, relying for these upon the host environment in which it is embedded. A JavaScript function is a block of code designed to perform a particular task. A JavaScript function is executed when “something” invokes it (calls it).

 

jQuery.

Is a cross-platform JavaScript library designed to simplify the client-side scripting of HTML.

Ajax. (Asynchronous JavaScript and XML)

Is a set of web development techniques using many web technologies on the client-side to create asynchronous Web applications. With Ajax, web applications can send data to and retrieve from a server asynchronously (in the background) without interfering with the display and behavior of the existing page. By decoupling the data interchange layer from the presentation layer, Ajax allows for web pages, and by extension web applications, to change content dynamically without the need to reload the entire page. Read data from a web server after the page has loaded. Update a web page without reloading the page and send data to a web server – in the background.

Architectural Diagram        

           Figure 3 displays the structural design of the system wherein the admin has all the access in the system like add, edit, delete and generate reports, however the staff are in-charge in adding residence record, households, programs and projects in the barangay and generate statistical reports.

Feasibility Schedule

The feasibility schedule contains the record of the amount of time

the proponents spent on the system.

Gantt Chart  

The following figures shows the Gantt chart of the tasks that have been done by the proponents with the time allotted for the establishment of the entire system.

Cost Benefit Analysis  

Cost benefits analysis or the CBA, is the estimated cost and sum of the amount cost and benefits of the system, to determine whether the

company can gain benefit from the system.

This table shows the computed benefits of the researched system to the company. The proponents have researched on what are the presumed amounts or value of each item that will benefit the company over its traditional method per year.

Cost benefit analysis

Table 4, shows a chart of the cost and benefits analysis. The Return of investment comes out of 44%.  The payback period was Computed by taking the sum of the present value of system benefit (php166,530.00) subtracting it to the present value of system cost (php78,260.00) to get its net present value and get the sum of net present value (php 88,270.00) subtracting it to the negative value of system cost (php-187,500.00), and dividing the difference net present value (php 88,270.00). Resulting to 2.1242 which is round to 2, making it a 2-year payback period. Payback period = initial investment/cash inflow.  The roi was computed by taking the sum of the total present value Of system benefits (php 831,427.93), subtracting it to the total present Value of system cost (php 578,225.69), and dividing the difference total present value of system cost (php 578,225.69). The quotient is php 831,427.93 which is equivalent to 44% of roi or return of investment. The formula that the proponents used can be seen on table 4.

Cost benefit analysis

 

Use Case Diagram

Figure 5 shows the activity of the admin and the authorized personnel in the system. The admin can access all the transactions that the system provides. Registered users have the privilege to view the system.

Data Flow Diagram (Gane and Sarson)

The flow of the system begins when the admin process statistical reports; input the statistical records. Next is to process residence information. By the time that the reports are encoded, it will automatically be saved into the database and can be printed. Then, the admin generates reports at the end of any transaction that will be used in making yearly statistical reports.

Database Model

Entity Relationship Diagram

Entity Relationship Diagram explains every relationship between table’s entity and attributes. Each table has a definition that connects every table, both its primary key and foreign key.  Use foreign key if the attributes of the one table have a unique id and foreign key will be identified when the other attributes are in the other table. Each attributes connects in performing every process.

Presentation, Analysis and Interpretation of Data

This chapter will present the results of the User’s Survey conducted for the system.

Figure 6: Respondent’s Survey Results

Figure 6 shows the result from the User’s Acceptance Survey wherein 30 respondents have been tested. Each of the categories‟ average was computed also. The table 6 below shows the total average of each categories and how they represent.

Table 5 shows that the user’s survey result for the effectiveness of the system came back with a total mean of 4.5 which interpret that the users were satisfied with the system’s effectiveness after testing it.

The respondents stated that the proposed system (BEIS) meet the desired result and it produced the desired output. They also stated that the system is effective, it means it has an intended or expected outcome.

Table 6 shows that the users survey result for the system’s efficiency came back with a total mean of 4.56 which interpret that the users were very satisfied with the efficiency of the system after testing it.

The respondents stated that the system (BEIS), has the ability to avoid wasting materials, energy, efforts, and time in generating and recording statistical reports. In a more general sense, the system (BEIS), has the ability to do things well, successfully, and without waste.

Table 7 shows that the user’s survey result for the system’s quality came back with a total mean of 4.53 which interpret that the users were very satisfied with the system’s quality after testing it.

The respondents stated that the system (BEIS), meet the standards of the users in terms of its degree of excellence.

Table 8 shows that the user’s survey result for the system’s quality came back with a total mean of 4.56 which interpret that the users were very satisfied with the system’s quality after testing it.

The respondents stated that the system (BEIS), has the quality in generating and recording statistical reports in favorable or useful time.

Table 9 shows that the user’s survey result for the system’s quality came back with a total mean of 4.63 which interpret that the users were very satisfied with the system’s quality after testing it.

The respondents stated that the system (BEIS) has the ability to produce a desired result. They measured the ratio of output to inputs used in a production process, i.e. output per unit of input.

Table 10 shows that the user’s survey result for the system’s quality came back with a total mean of 4.7 which interpret that the users were very satisfied with the system’s quality after testing it.

Table 11 shows that the user’s survey result for the system’s quality came back with a total mean of 3.88 which interpret that the users were very satisfied with the system’s quality after testing it.

Range Of Mean	Verbal Interpretation
4.21-5.00	Very Satisfied
3.41-4.20	Satisfied
1.81-2.60	Dissatisfied
1.00-1.80	Very Dissatisfied

Summary of Findings, Conclusions and Recommendations

This chapter presents the summary of the findings, and the conclusions and the recommendations for the system study.

Summary of Findings

This study was conducted for the purpose of designing an automated profiling system for Barangay , to objectively result to a faster, efficient, and effective census of the population. The descriptive method of research was utilized and the survey technique was used for gathering date. A questionnaire served as an instrument for the collection of data.

The proponents conducted a survey to the employees of the barangay. There were 36 employees in their department, one barangay captain and 35 active employees. The survey was conducted after the system had all the requirements, functionalities and features embedded.

The findings suggested that on the level of the user’s experience in terms of effectiveness of the system a mean score of 4.5 was obtained, interpreted as “satisfied”. As to the experience of the user in the

efficiency category, it obtained a mean of 4.56, it interpreted “very satisfied”. On its system quality category, the users, it raked a mean of 4.53 interpreted as “very satisfied”. On timeliness category, the users gave a mean of 4.56 interpreted as “very satisfied”. On productivity category the user gave a mean of 4.63 interpreted as “very satisfied”. And on the last category which is the system satisfaction the users gave it a mean 4.7 interpreted as “very satisfied”. In overall, the systems rating is collected a mean of 4.59 is interpreted as “very satisfied” rating.

Conclusion

The proponents conclude that the system is fully operational and dynamic, as of the sum data gathered. This condition is on the premise that it has addressed the necessary automation requirement of the firm after the thorough system study.

Recommendations

As the proponents had made an information system for the barangay, the system shall have maintenance for every 6 months to maintain and update its functions and also for the security of its databases.