Traffic Violation Records Management System Capstone Project Document
Traffic Violation Records Management System
Automation is one of the factors being considered by every organization this past few years to handle information in a more efficient manner. In the Traffic Authority Office for an instance, they are still using the traditional way of acquiring and recording information.
In today’s generation, motorists tend to become non-compliant at traffic laws on the roads and become careless when it comes to public order, safety, discipline, and road awareness. The motorists, sometimes is not informed of what may be the consequences of their ignorance to the traffic rules and violations that may lead them to receive citation tickets from the traffic enforcers. And as a result, they have to endure inconveniences by going to the traffic authority office to claim their license and pay a respective amount, due to their violation.
The traffic enforcers are responsible for implementing rules and laws, and making sure that the traffic is moving smoothly as possible, and motorists comply diligently when using public roads. They are also responsible if the motorists wear proper dress codes, registered their vehicles and complete papers, including their driving license. Also, one of their main objectives is issuing a citation ticket, if the motorists tend to violate any rules. As a guide for the traffic enforcers, he refers to their paper citation ticket be able to take action.
This study is focused on the recording of road violations incurred by motorists. The system will give a new way for traffic enforcers to create a citation ticket and send it to the database real-time by using internet connection thru their handheld devices. This will enable traffic enforcers to complete traffic stops faster and more safely and efficiently while focusing more of their attention on the offender.
This will also help the File Administrators in the head office to receive complete citation reports that will drastically save administration time.
The researchers will implement this system to help receiving, monitoring, keeping of records of traffic violations sent by almost 200 traffic enforcers. Also, it will help the Traffic Authority Office to monitor the density of road violations that may help them to decide on what step they should take to improve the traffic situation City.
Background of the Study
The BTAO is responsible for the effective traffic management and administration. It formulates traffic policies which govern the standards for compliance by the city motorists and pedestrians. It undertakes programs of work feasible within available resources and traffic concerns affecting the community.
The office believes that discipline is an integral part of the road safety and order. This may require our traffic enforcers to issue a citation ticket with a corresponding sanction and penalty. Sanctions will be based on city ordinance or other guidelines.
Statement of Objectives
We aim to create a web-based system that will serve as the primary platform to simplify recording and managing traffic violations for the Traffic Authority Office. Manual recording and tracking of motorists’ traffic violation can be tedious and inefficient. Paper citation ticket can be damaged and has possibility to be lost before traffic enforcers submit it to the head office. Also, corruption is currently rampant to the traffic authority office, which results to collection loss.
Generally, the study aims to:
Develop an online Traffic Violation Records Management System so that it will give the traffic enforcers, and file administrators of City Traffic Authority Office an alternative and efficient way of submitting, recording, and viewing of motorists’ traffic violation.
Specifically, the study aims to:
To enable BTAO to submit citation ticket using a web-based system.
To lessen the difficulty of recording and managing traffic violations.
To enable the traffic enforcers to send violation activities of motorists.
To enable file administrators to manage records and generate printout figure of the traffic violation of motorists.
This study intends to revolutionize the existing manual way of implementing disciplinary action and citation ticket recording used by Traffic Authority Office. BTAO Traffic Violation Records Management System is an online web and app based system that can be accessed by the traffic enforcers using their handheld devices like smart phone or tablet. The system will be used for the monitoring and recording of the traffic violations made by motorists via assigned personnel of the traffic authority office.
Provide webpage that can be used by traffic enforcers as a primary option to create an e-citation ticket, which will be sent to the head office using internet connection.
Provide an organized database services in which the File Administrators at the head office will receive a data sent by traffic enforcers, real-time.
Every user has a restriction of their function. For example, the Traffic Enforcer’s users can only add and verify traffic violations. While the File Administrator’s users can only view and print reports of traffic violation.
The Traffic Violations Record Management System will help the assigned personnel to submit and receive e-citation tickets in a faster and efficient manner, allowing them to save time and resources. In this way, the Traffic Authority Office will be able to save time and lessen clerical duties of receiving and recording physical citation tickets. Also, once the traffic violation is submitted to the database, it cannot be deleted to the database which will ensure accurate and correct information cannot be manipulated.
Scope and Delimitation of the Study
This section enumerates the scope covered by the research and its delimitations.
The study covers Traffic Authority Office. This study focuses to give the office personnel and traffic enforcers a new way to submit, record, and view the motorists’ violation online; allow data sending and receiving using handheld devices that can transmit data using internet connection; generate and printout reports of traffic violation.
This study is limited to the office and personnel of the Traffic Authority Office. The proposed system can only manage traffic violations incurred by the motorists, as per request by the traffic authority office. The proponents and BTAO agreed that the system will only be limited to Traffic Enforcers with an existing smart phone (roughly 35% of the Traffic Enforcers). It is not compulsory for other Traffic Officers to acquire a smart phone with the fact that the City itself is willing to provide these equipment if the project is approved by the City’s Council and pass the deliberation. The system cannot include submission of road accidents, towing, and other road related activities or incidents. The system also doesn’t release any kind of receipt.
Significance of the Study
This study is deemed to various groups of stakeholders. It is the hope of the proponents that the result of this study will be useful to the following.
BTAO. This system is expected to provide the office of the Traffic Authority Office convenience through an organized system and storage capabilities; accuracy, security and authority of monitoring violation records. This system will also be beneficial to the management in the reduction of cost in terms of clerical duties, resources and time. This will also help BTAO to generate more collection by reducing or eliminating corruption among its ranks.
Traffic Enforcers. This system will give traffic enforcers and option to record and transmit the violations that the motorists commit whether it is minor or major offense.
Motorists. This system may help the motorists to settle their violation offenses in a faster manner, because of the real-time transmission of data. They can go right away to the traffic authority office after the apprehension and pay the respective amount or complain, so that they can claim their licenses the next day.
Proponents. This system will enable the proponents to apply what they have studied for the past four years. In order for them to do this, they need to practice their skills in programming, data collecting, database management and
other knowledge that they acquired in order for them to create a decent capstone project.
Future Researchers. This may provide basis to future researchers who may opt to undergo a related system that tackles not only in Traffic Violation Management, but also in data gathering, submission and file maintenance.
Definition of Terms
To provide an adequate channel of communication between the proponents and the readers, the following terms, are defined conceptually and operationally.
Citation Tickets. A citation by definition is an official summons, especially one calling for appearance in court. A ticket has a definition of a legal summons, especially for a violation. (“Citation Ticket,” n.d.)
As used in the study, it is ticket that includes a violation incurred by a motorist, and requires him to head to the traffic authority office to settle his violation.
Handheld Devices. Conceptually, a handheld computer or device is a computer that can conveniently be stored in a pocket of sufficient size and used while you’re holding it. (“Handheld Devices,” n.d.)
As used in this study, handheld devices like smartphone or tablet will be used by the traffic enforcers to collect and send data to the traffic authority office, real-time.
Host Computer. Conceptually, it is a main or controlling computer connected to other computers or terminals to which provides data or computing services via a network. (“Host Computer,” n.d.)
As used in this study, it is the main computer located at the traffic authority office, that handles the database; Database that collects data from the traffic enforcers.
Records Management System. Conceptually, it is a computer program application that records and presents data so that the users will be able to create a file database more easily than the usual method of recording manually. (“Records Management System,” n.d.)
As used in this study, this term refers to the method used by the Traffic Authority Office to receive and record traffic violations of motorists using an online environment.
Sanction. Conceptually, it is a threatened penalty for disobeying a law or rule. (“Sanction,” n.d.)
As used in this study, this term refers to penalties for the motorists that have traffic violations. This includes a fee and counseling from the traffic authority office.
Traffic Enforcers. Conceptually, it is a person, especially a public official, who enforces traffic laws, regulations, rules, or the like. (“Sanction,” n.d.)
As used in this study, Traffic Enforcers are the one who apprehends and issues a citation ticket to a motorist that violated traffic rules and regulations.
Review of Related Literature
This chapter places the current study into the context of previous related research. These research study cited articles and systems, which are related and relevant to this investigation. The following related systems that are applied are based on research and design of the developer to meet the user’s needs.
LOCAL RELATED STUDIES
National Archives and Records Management Information System
The National Archives and Records Management Information System is a web-based program that integrates systems of managing records, documents and archives of national government agencies. The system contributes to rationalize the approach to document management, creation, archiving, and disposal. The program works with the National Archives of the Philippines and the Strategic Inter-Agency Partnership group, which serves as the technical working group, to ensure that the systems address the needs of the agencies from executive, legislative and judiciary branches of the government. Through the NARMIS, a better facilitation of electronic document management as well as records and archives management is foreseen. The proposed system also shares the same idea with the NARMIS, which is to create a web-based collective database that will receive reliable information to improve the recording practices and to reduce the resources used for collecting data. (“NARMIS,” n.d.).
Employee Information Records System of Divine Word College of Vigan
In an organization like Divine Word College of Vigan especially in the Human Resource Management Office, filling and managing employee records is an important task and to make this work easier and faster an Employee Information System can help a lot. Modern businesses have been leveraging employee information systems (EIS) to manage order, organize, and manipulate the gigabytes and masses of information generated for various purposes. EIS helps businesses optimize business processes, address information needs of employees and various stake holders and take informed strategic decisions. The main purpose of EIS for Divine Word College of Vigan (DWCV-EIS) is to record and provide complete, efficient, accurate, reliable, timely, and secured employee information. In other words, it aimed to reduce the manual effort needed to file and maintain records. It is created to receive, maintain, and store information pertaining to all employees of the organization. The system that the researcher has imposed has some similarities to the Employee Information System of Divine Word College of Vigan. The researchers will also create a system that will receive, record, and maintain the list of offenders of City for the BTAO, so that the Traffic Authority Office will be able to gather data from the Traffic Enforcers in an accurate and timely manner. (“Divine Word College of Vigan,” n.d.).
FOREIGN RELATED STUDIES
Michigan Police Statewide Records Management System
The Michigan Police Statewide Records Management System is a centralized system that receives and records data across the state of Michigan, in the United States. It is also a web-based system where the different kinds of violation including traffic violations on the roads, the charges for the motorists, the details about the offender is recorded and displayed. This enables the Michigan Police officers to key-in the information that they collected to the records system and reduce the administrative duties of police officers in the station.
The proposed system has also the same feature where the traffic authority office will be able to collect and record data of traffic offenders and place it in a
web database. This will give the office an opportunity to use a new way of recording and keeping information that they collect from the traffic enforcers.
California Office of Traffic Safety Traffic Records Management System
California is a state located at the West Coast of the United States. On 2014, they recorded around 24 million licensed drivers and pedestrians using public roads. Due to the geographic size and big population of California, the Office of Traffic Safety created and utilized a Traffic Records Management System that will collect data from the California Highway Patrol troopers. Since the TRMS inception, there have been major advances in computing capabilities and eliminated the time-consuming and labor intensive submitting of road incidents in the head office.
The proposed system has also the feature of sending data using internet connection, real-time. This enables the head office of BTAO to receive data from the traffic enforcers immediately after they apprehended a motorist that incurred a traffic violation.
Florida Department of Transportation Traffic Records System
The Traffic Records System is necessary of the Florida Department of Transportation to support highway safety decision-making and long-range transportation planning. It is necessary for the Department to identify where are the violation prone areas and traffic rules most violated by motorists, for them to analyze and formulate a countermeasure and minimize traffic violations throughout the whole Florida.
Our system also provides graphical reports of the road violations being committed by the motorists. This will allow the traffic authority office to also create new rules and traffic schemes that will improve the traffic situation in the city.
Related Systems Summary Table
This table shows the features of our system on the first column compared to the related systems on the succeeding columns.
Related studies shows that both foreign and local studies focus on eliminating the problem in the information status, making it easy to control the information and keep track the traffic violation records. It also shows which features are available in the system and features that are not available to others.
Researching on the related systems stated above, the proponents noticed that all of the related system do not have web-based data gathering system. Some of the related system doesn’t have printable reports. Some of the system as well doesn’t have the capability to send data using internet, while the other related system do have.
Therefore, the proponents took the features that were missing in the related systems and incorporated it to the proposed system so that it would gain dominance, making it more likely to be profitable and beneficial to its users.
The purpose of this chapter is to introduce the research strategy and techniques applied in this research.
The proponents follow the standard software development life cycle (SDLC), to describe and present solutions for the problems identified in this study, using the modified waterfall model.
In this model, the stages have some overlap, meaning that there are many tasks that happen concurrently. This overlap allows for some back tracking for us to incorporate changes to requirements based on what is learned during the development stage. The up side to the flexible nature of this model is that there is a lot more flexibility to correct mistakes and make small changes, leading to less re-works later on in the project.
In a software development effort, the goal is to produce high quality software. Software development approaches are important, as it imposes consistency and structure on a set of activities. Its structure guides team actions by allowing them to examine, understand, control and improve the activities that comprise the process. The need of following and selecting a formal process for software development is to offer desired discipline to deliver a better quality product for success of business and to avoid wastage of money, time and demoralization in developers.
The development process is, therefore, the series of activities that will produce such software. A software development process model is broken down into different activities. Basic activities of software engineering processes are as follows: Planning, Analysis, Design, Development, Testing, Implementation, and Maintenance phases.
This research has identified the Traffic Authority Office as the pilot area for the study. It will utilize the current process of the recording and managing motorists’ traffic violations.
The researchers have determined that in order to meet the needs of the office of the traffic authority office, File Administrators and traffic enforcers, and to overcome the limitations of the present system of managing and recording of motorists’ traffic violation, an online violation records management system should be developed.
This study also developed assessment of the overall performance of the researched system. It includes the software design, software usability, user friendliness and how to handle error that will occur.
This research study utilizes interview method to gather the relevant data to determine what are the capability and limitations of the current management and recording system used by the traffic authority office. This intends to identify the needs of the BTAO and its respective personnel.
The researchers gathered and processed all the data that they gathered from the interview and survey conducted to the Traffic Authority Office. In this phase, the proponents were able to gather all the things needed to develop the system after determining and identifying what should be implemented on the system.
The system design includes the divisions of the proponents as well as the organization of the system into its subsystem, the subsystem into hardware and software components and all of its major and minor concepts and policies being decided the creates or forms the framework for the detailed design or outlook of the system.
Modified Waterfall Model is one of the common used model in presenting the flow of the study of the system which able to breakdown the phases into step by step procedure where every phases having procedures. After the analyzed data and information gathered or being collected from the desired people being interviewed is now ready to be applied foe making a database program, and after that, the proponents could be able to start planning or talking about the interfaces and begin or star with making or designing the system according to its outlooks and functionalities.
The researchers made and will use a software design for developing the codes to create the system, following the functions and design identified in the system specifications. With this, the researchers provide regular updates to the Traffic Authority Office on what’s the status of the system that being created. In order for the system to be developed, the researchers decided to procure a laptop which acts as their work station and being used for the coding and lay-outing of the system.
Testing occurs as part of the development process, and then as part of the deployment process. The researchers will test the input and output of the system to determine if the system gives the correct process that is provided. With this phase, after the proponents created the first version of the system, the researchers tried to send and receive the data using their work station and several smartphones to make sure that the process while sending and receiving the data is correct and compliant to the requirements of the Traffic Authority Office.
This is the phase of the project where the developed system of the researchers is already done and documentation of the study is written. It will be deployed for a trial period of one month in the department to assess its effectiveness. With that being said, the researchers decided to introduce it to the Traffic Authority Office after they finalize the first version and supporting documents for the system. The Traffic Authority Office decided to commission 5 Traffic Enforcers to use the system for a period of one month. It showed good
results according to the assessment of BTAO and the researchers received a positive feedback.
Continued maintenance and support is addressed in this phase. Comments and suggestions made by the users of the system will be considered for its development. This process will provide the ongoing maintenance of the system and it will improve some bugs that occur in the system. Just in case there might be some issues with the system, the researchers assured the Traffic Authority Office that they will going to provide maintenance support. Also, the researchers also collected comments and suggestions from the File Administrator and traffic enforcers that may be used for future development and release of a new version of the system.
User’s Acceptance Survey
The existing developed system underwent through the user acceptance survey where the researchers were able check the system by the proponents, the Traffic Enforcers, File Administrators, the Traffic Authority Office, and also the motorists. Through this survey, the researchers determined if the existing system will be likely to be implement by the Traffic Authority Office on their everyday operation.
Basically, the goals of the system are to develop the following functionalities:
This system provides an organized system which gives the File Administrators and the traffic enforcers an option to record and receive traffic violations.
This system provides sorting and searching feature for the different purposes like searching by name, etc.
This system will also allow File Administrators to print traffic violation reports on their desired period of time
Certain user types are only limited to certain function and deleting an existing traffic violation record is not possible on all users.
All these functions do not drastically change the current procedural steps; hence problems to its implementation are expected to be minimal.
The front end is the interface between the user and the system. The front end is the one responsible for collecting the input data from the user and then processing it so that it completes the request that the user has made. In this study, the proponents will use PHP as the main scripting language, while HTML and JQuery for providing the user interface of the system. As for the design the proponents will use CSS codes.
The back end is the “server-side” scripting codes that reside in the server. In this study, the researchers will use PHP as the server side scripting language which serves as the middle ware and MySql for the database.
MySQL is a database system used with PHP. It is a database system that can be accessed thru a local host. It is ideal for both small and large applications. MySQL is very fast, reliable, and easy to use.
Hardware (Minimum Requirement)
Traffic Authority Office Traffic Violation Records Management System shall have a local server, which is placed inside the traffic authority office.
Intel Core i3 4th Generation Processor
4GB DDR3 Random Access Memory
1Tb Hard Disk Drive
Internet (3Mbps Bandwidth)
The system will require a smart phone, to be used by the traffic enforcers to send the e-citation ticket.
3GHz Quad-Core Processor
4GB Internal Memory
1GB Random Access Memory
Browser (Ex. Google Chrome)
This figure shows the network layout of the researched system. The users of the system need to access the system through browsers with internet connection to be able to operate the desired functions of thxe system.
The feasibility schedule contains the amount of time of the proponents spent in developing a system. The table shows the task that have been done by the proponent with the time allotted for the establishment of the entire system.
Software Development Summary
Table 2.0 Developmental Cost
This table shows the developmental cost of the researched system. The developmental cost includes the proponents’ allowance and the expenses in researching and development of the system.
Table 2.1: Operational Cost
Internet Connection (Server & Devices)
This table shows the operational cost of the researched system. The operational cost includes the maintenance cost and expenses in using the researched system.
Table 2.2: Total Developmental and Operational Cost
Total Developmental Cost
Total Operational Cost
This table shows the total cost of the development and operation of the researched system.
Table 2.3: Benefits of the System
Benefits of the System (Annually)
Traffic Violation Collection
Reduced Number of Hours of Personnel
This table shows the computed benefits of the researched system to the traffic authority office. The proponents have researched on what are the presumed amounts or value of each item that will benefit the BTAO over its traditional method per year.
Table 2.4: Cost Benefit Analysis
Cost Benefit Analysis
This table shows the cost benefit analysis of the system. Each figure has corresponding data as shown in the table. The payback period came out as 1.95 with an ROI of 58%.
This figure shows the entities of the researched system and how it would be related or connected with the other entities. As shown in the figure, the proponents have described what tables would be created and what information would be stored.
Data Flow Diagram
This figure shows the data flow of the researched system. The File Administrators receives the data, which is the violations; sent by the traffic enforcers. The Traffic Enforcers can send data regarding the traffic violator and at the same time, view the current traffic violation committed by the motorists.
Table 3.0: Data Dictionary of the System
this refers to the primary key of the table
Username of Traffic Officer or Database Admin
Password of Traffic Officer or Database Admin
Identify the rank or position of user
Name under the profile of user
Picture under the profile of user
Status of the account of the user
Date of creation of user account
Date of updating of user account
this refers to the primary key of the table
Code of a specific violation
Name of the specific violation
Amount of penalty for an offense
Description of a specific violation
Identify the type of vehicle of motorist
Creation of violation
Updating of violation
this refers to the primary key of the table
Identifies the type of vehicle of motorist
Creation of vehicle type option
Updating of vehicle type option
this refers to the primary key of the table
Control number of traffic violation
License number of violator
License plate of violator
Name of Violator
Status of traffic violation record of violator
User ID of Traffic Enforcer
Signature of violator
Date of issuance of traffic violation to the motorist
Date of creation of traffic violation record
Date of updating of traffic violation record
Presentation, Analysis and Interpretation of Data
This chapter exhibits the results of the User’s Survey conducted for the system.
The proponents selected a random number of respondents to their system’s testing and demonstrate to them the functionality of the system. The proponents observed the respondents on how they will response to the system. The respondents were evaluated using the User Acceptance Survey in order for the respondents to distinguish the level of acceptability of the proposed system.
This section presents the analysis of the data collected and gathered from the respondents of Traffic Authority Office.
Characteristics of the Respondents
The population was composed of the Traffic Authority Office. The proponents has (30) respondents from the administration and the clients.
Table 4.0: Frequency of Respondents
Table 7 shows the frequency of respondents who answered the User-Acceptability Survey. The proponents have a total of 50 respondents.
Interpretation of Data
The proponents used an observation that evaluates the awareness of the user in terms of 5 categories: Effectiveness, Efficiency, Quality, Timeliness and Productivity. Every category has a rating scale of 1 to 5 with 1 as very dissatisfied, 2 as dissatisfied, 3 as neutral, 4 as satisfied and 5 as very satisfied.
Range of MeanVerbal Interpretation
4.21 – 5.00
3.41 – 4.20
2.61 – 3.40
1.81 – 2.60
1.00 – 1.80
Table 5.0: Rating Scale
This shows the result of user acceptance survey in which so respondents were tested, where every category were computed. Each of the computed averages was presented through tables below to precisely showcase each categories mean.
Survey Result – Effectiveness
This table shows that the user survey result for the effectiveness of the system came back with a total mean of 3.775 interpreted that the client were satisfied with the system’s effectiveness after they were testing it.
Survey Result – Efficiency
This table shows that the user survey result for the efficiency of the system came back with a total mean of 4.2 which reads that the client were satisfied with the system’s efficiency after they were testing it.
Survey Result – Quality
This table shows that the user survey result for the quality of the system came back with a total mean of 4.225 which reads that the client were satisfied with the system’s quality after testing it.
Survey Result – Timeliness
This table shows that the user survey result for the timeliness of the system came back with a total mean of 3.875 which reads that the client were satisfied with the system’s timeliness after testing it.
Survey Result – Productivity
This table shows that the user result for the productivity of the system came back with a total mean of 4.375 which reads that the client were satisfied with the system’s efficiency after they were testing it.
Based on the previous tables from the survey result in 5 categories the proponents conclude that is rated as 4.09 interpreted as satisfied.
Summary of Findings, Conclusion and Recommendation
This chapter presents the summary or the research work undertaken, the conclusion drawn and the recommendation made as an outgrowth of this study.
Summary of Findings:
The proponents conducted an interview to Traffic Authority Office, the office in-charge of monitoring traffic violation throughout City. After the long process of deliberation, the proponents decided to make a system that can provide the BTAO an effective and efficient way on recording and managing traffic violation records.
The proponents made a proposal to make a system that can help both the proponents and the office and present it to the title hearing. Even though the panel thought the proposal is quite challenging, they gave their approval. In the mock defense, the panel gave a series of recommendation for the betterment of the system that is being made by the proponents.
BTAO Traffic Violation Records Management System allows both traffic enforcers and File Administrator to send, record and manage traffic violation by using a webpage-based system. The data is sent by the traffic
enforcer using a smartphone via a webpage that will enable them to send traffic violation data to the database real time. Then, the File Administrator will be able to manage and process traffic violation records using the database that will be constantly updated by the information sent by the traffic enforcers throughout the day. This will ensure the traffic authority office that they will have a better way of receiving and managing the data collected from different personnel on different area. The proponents followed each of the guidelines on the creation of the system, to make sure that they will be able to deliver the desired quality output by the traffic authority office.
The proponents managed to create and deliver the desirable state of the proposed system, which has all the features and functions in terms of sending, receiving and managing traffic violation records; by meeting the requirements that were collected from the Traffic Authority and also from the recommendation of the panelists. It is true that the traditional way of handling traffic violation records has been efficient. But with the proponents, they strongly believe that the system they created is much more reliable and efficient in providing output, compared to the conventional way of recording and managing traffic violation records. With the fact that they took advantage
of the latest technology to maximize the possibilities in terms on their system creation.
The proponents recommend that the Traffic Authority Office must have the following:
Provide smartphones to Traffic Enforcers.
Acquire or upgrade their existing hardware materials (Computers, servers, etc.)
Acquire Fiber Optic connection for their internet services.
Acquire high performance printers.
Hire highly qualified File Administrators that has knowledge on latest technology.
Find a way to improve the trustworthiness of their personnel especially the traffic enforcers and File Administrators; seminars and trainings is one way to improve the overall character and skillset of an employee.