Sample

SMART CONCEPCION: A WEB-BASED AND MOBILE BASED APPLICATION AS A
TOOL FOR BARANGAY PROFILING, INFORMATION DISSEMINATION, CLEARANCE,

CERTIFICATION, BLOTTER AND HEALTH RECORD MANAGEMENT OF BARANGAY
CONCEPCION, BALIWAG BULACAN
A Capstone Project Presented to the Faculty of the
School of the Graduate Studies and Continuing Education
Baliuag University
Baliwag, Bulacan
In Partial Fulfillment of the Requirements for the Degree
Master of Information Technology Major in Information Management
By
Herliza F. Estrada
June, 2019
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TABLE OF CONTENTS
CHAPTER I ................................................................................................................................................ 1
THE PROBLEM AND ITS BACKGROUND...................................................................................... 1
Introduction ......................................................................................................................................... 1
Project Context.................................................................................................................................... 5
Statement of the Problem ................................................................................................................... 5
Purpose and Description .................................................................................................................... 6
Objectives of the Study ....................................................................................................................... 8
Significance of the Study .................................................................................................................... 9
Scope and Limitation ........................................................................................................................ 10
Definition of Terms ........................................................................................................................... 13
Conceptual Framework .................................................................................................................... 14
Technical Background ...................................................................................................................... 15
CHAPTER II ............................................................................................................................................. 17
REVIEW OF RELATED LITERATURE AND STUDIES .............................................................. 17
CHAPTER III ........................................................................................................................................... 24
METHODOLOGY ............................................................................................................................... 24
Research Subject ............................................................................................................................... 24
Research Instrument......................................................................................................................... 24
Software Development Methodology .............................................................................................. 25
Requirement Specification and Analysis ........................................................................................ 27
Existing Barangay Concepcion Management System ................................................................... 27
Proposed Smart Concepcion ............................................................................................................ 29
Data Flow Diagram ........................................................................................................................... 31
Software Development Tools............................................................................................................ 35
Responsibilities .................................................................................................................................. 35
Implementation Plan ........................................................................................................................ 36
Verification, Validation and Testing ............................................................................................... 38
Data Analysis ..................................................................................................................................... 40
References:............................................................................................................................................. 42
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SMART CONCEPCION: A Web-Based and Mobile Based Application
CHAPTER I
THE PROBLEM AND ITS BACKGROUND
Introduction
The computer and Internet technologies are prevalent. They have changed every sector; be
it medicine, tourism, education, entertainment, government sector or any other. Technology has
touched every aspect of life, making it easier, better and different. Technology has changed living.
In line with this internet is one common platform that is being used for operations. Modern
technology continuously changes our life and takes it to a new height. It is like the new way of
thinking or doing the normal things differently, better and much quicker with less hassle and at
much affordable rate (Hope Mogale, 2017).
As technology continuously changing our lives and reshapes the way we live, barangay
also embrace technology to keep them on track toward complete transparency. As the basic
political unit, the barangay serves as the primary planning and implementing unit of government
policies, plans, programs, projects and activities in the community and as the forum wherein the
collective views of the people may be expressed and given due course and when contending claims
may be amicably settled (hinatuan.com, 2019).
A barangay has numerous powers, duties, and functions. Among others, the Punong
Barangay is authorized to impose all laws and ordinances; maintain public order; guarantee the
delivery of basic services; enforce laws and regulations relating to pollution control and protection
of the environment; adopt measures to prevent and control the proliferation of squatters; and adopt
measures to prevent and eradicate drug abuse, child abuse, and juvenile delinquency. The
Sangguniang Barangay can enact ordinances; levy taxes and other revenue measures; provide for
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construction and maintenance of barangay facilities and other public works; regulate use of public
facilities, including waterworks; etc (Benjamin R. Punongbayan, 2018).
Barangay Concepcion is one of the oldest and historical barangays in Baliwag Bulacan. It
is also one of the progressive and most populated barangays. It was named after the image of St.
Imaculada Concepcion. Barangay Concepcion has a total population of 10,260 as of July 2018
led and governed by Punong Barangay Rodolfo D. Palo together with the barangay officials,
secretary and treasurer.
The secretary of Barangay Concepcion depends on paper-based transaction and uses only
the computer for encoding purposes of barangay reports, certificates and other information through
the use of application software. Most of the records and documents available in the barangay was
kept in a filing cabinet or on the drawers of the assigned personnel which is prone in data lost.
Requesting of documents like barangay clearance, indigence certificate and the like depends on
the availability of the secretary and in terms of the blotters it heavily relies in the blotter officer for
processing.
Requesting of certificates and other documents sometimes takes a minute, but there is
always a possibility that the requested documents takes time to process depending on the type of
document requested and it depends on the availability of the in-charge personnel. In terms of
recording the information of those who requested for certificates or documents the personnel most
of the time missed to record it which results in non-monitoring of those who request documents,
certificates and or clearances.
The barangay depends on paper-based report in monitoring the projects and other programs
of the barangay which in turn gives difficulty to the assigned personnel to monitor the progress of
the different projects of the barangay. All the important information was encoded in the computer
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through the use of application software and it was printed and kept in a filing cabinet that in turn
its lack security. In terms of filing complaints and or blotters the blotter officer will write all the
information in a record book and kept in a drawer. If there’s a need of blotters information they
will search one by one the records that is written in a record book and takes tedious hours for the
assigned personnel.
With regards to information dissemination the authorized barangay personnel will send an
SMS to the residents based on the available contact files in the barangay as well as posting
tarpaulin and giving flyers and or leaflets for public announcements but there’s no guarantee that
all the residents will have knowledge on the announcements.
The health record of the barangay heavily relies on manual record keeping. Manual in the
sense that they are using pen and paper to record the patient’s consultation data as well as the
immunization record. In this traditional system it takes time for them to locate the record of the
patient and sometimes the records are missing. If there’s any announcement concerning the
barangay health center, they simply print or write it in a bond paper then they’ll post it in the wall
or door of the barangay health center that results in not properly disseminating of information.
Just like other offices, barangay Concepcion also encounters problems like the absence or
inadequate data about their constituents, lack of proper technology and or equipment, mostly
record keeping is done on a ‘log book’ which is very outdated and may cause data lost. They have
computer set but it is used only for printing purposes but not for web- based system. The barangay
is currently using manual process such as hand-written documents, keeping records inside the
drawer or filling cabinet that tends to record lost. Documentation often falls to secretary, making
transaction reports and a lot more.
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The barangay encounters problems in filing up of records that gives hardship in accessing
the records of the residents, business establishments and blotters. The process in releasing of
barangay clearance, certificate of indigence and business permit, dissemination of information
such as announcements, news, events, developments, plans and programs consume much time and
being done using manual process.
Daily activities and affairs like residents’ request for public documents, such as barangay
clearance, business permit and certificate of indigence are only kept in an ordinary logbook. The
Barangay Secretary is the sole responsible in catering resident needs. Yearly, the secretary needs
to update the household’s records by getting the data from the Lingkod Lingap sa Nayon (LLN)
officer who conducts a house-to-house interview as required by the statistics office. Data collected
will be written in a printed form and will be stored in the filing cabinet for future references.
Business records were gathered through the usual process of writing the name of the
business, proprietor name, DTI (Department of Trade and Industry) number and will be recorded
using record book. Thus, it takes a lot of time to get accurate information when business
establishment information inquiry was made that affects the releasing of the requested documents.
The requester needs to wait or worse will be scheduled in order to get the requested documents.
Most of the business establishments continue their operation even if their business permits
are already expired because the barangay can’t monitor those business permits that are already
expired and those owners who did not renew their business permits.
The development of Smart Concepcion aims to organized the barangay information into a
media where information becomes readily available and accessible upon demand or request, help
the barangay personnel in securing reports, documents and certificates. It will also help them to
have an easy access of barangay profile information, health records of the barangay health center,
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reports and other documents needed by the residents or business units. The Smart Concepcion
aims also to help the personnel become more effective and efficient because the task will be
finishing much quicker than before. Certificates and other documents needed will be available in
no time. It also aims to provide a better way for the barangay to disseminate information to its
constituents and quickly distribute and gather information of the different events and contribute
assistance to the residents as well as to track blotters reports. Smart Concepcion enable the health
center personnel to deliver services efficiently and effectively.
Project Context
The project focused on the Barangay Profiling, Information Dissemination, Clearance,
Certification, Blotter and Health Record Management of Barangay Concepcion, Baliwag Bulacan
to let go the traditional process in the Barangay Hall such us, handwritten document, keeping
records inside the drawer, manual filing of blotter, and manual dissemination of information.
The implementation of SMART CONCEPCION provides a quicker and more systematic
way to records the medical information of the patients, and it will reduce the hard and longtime
procedure and accessing files and records they keep and store. It also provides reliable and secured
records. The proposed system will be a great help for barangay personnel to lessen their work
especially with transactional that the citizen of the said community will might need.
Statement of the Problem
This study addresses the different problems encountered in the current barangay
information system of Barangay Concepcion. The main focus of the study is to develop a system
that will improve the daily transaction of Barangay Concepcion in releasing public documents,
information dissemination, health center record management and blotter management.
Specifically, the study sought to answer the following questions:

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1. What is the current barangay information system being used?
2. What is the current health center record management being used?
3. How effective is the current barangay information system being utilized?
4. What are the factors to be considered in developing the system?
5. What are the perceptions of users of the SMART CONCEPCION in terms of
Functionality, Usability, Reliability, Supportability and Maintainability?
Purpose and Description
The development of Smart Concepcion is intended to support and upgrade the office
transaction of the barangay in terms of blotters, information dissemination, record keeping,
profiling and clearance and certificates issuance as well as help the residents to monitor events,
announcement and for the health worker to easily find patient’s consultation data. Enhance the
quality of service of Barangay Concepcion.
SMART CONCEPCION: A Web-Based and Mobile Based Application as A Tool for
Barangay Profiling, Information Dissemination, Clearance, Certification, Blotter and Health
Record Management of Barangay Concepcion, Baliwag Bulacan has the following capabilities:
1. Secretary Login. The secretary login will allow the secretary to access services module that
includes certificates, clearance, forms and resident ID module for preparation and printing of
barangay permits, clearance, barangay id with photo capturing and certificates as well as for
recording the information of those who request clearances and certificates. The Residents
profiling module for easy searching of records to locate and identify legitimate residents in the
area. Last but not the least this module allows the secretary to access reports, announcements
/ events module as well as backup and restore the database.
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2. Blotter Officer Login. The blotter officer login will give access to the peace and order module
that enables them to store all the incident reports happening in the Barangay, preparation of
summon invitation, hearing session and complaints monitoring.
3. Health officer Login. Through this login, the health officer will have the capability to access
the health records of the barangay specially the immunization records, pre-natal and post-natal
record, TBDots and patient consultation data. As well as to have access to the announcement
module for posting of immunization and other health care announcement. This module enables
the health officer to manage patients and families by understanding the patient information
upon demand, and manage the resources provided by the local government to each health
center ensuring all medical supplies and materials are accounted for including medicines
dispensed to each patient
4. LLN Login. The Lingkod Lingap sa Nayon login will authorized the LLN officer to access
the Residents Profile for the management of the household and resident’s information to
systematically acquire and record information about the members of a given population.
5. Treasurer Login. In this login the Ingat Yaman will able to manage fees, budgets and projects
information and operating expenses as well as gives access to the report’s module.
6. Admin Login. The administrator login will give access to the administrator dashboard and on
the different module available in the application including account maintenance, user logs,
collection reports, projects module and announcement maintenance module.
7. Resident’s Login. Through this login, the residents can search and update their information
as well as they can file complaints and blotter and view announcements.
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Objectives of the Study
The main goal of the project is to develop a web and mobile based barangay profiling, blotter,
certificate, permits and clearance issuance, information dissemination and health record
application that will support them to have more efficient approach in disseminating information
keeping useful records, giving quality services. automate and produce accurate reports and
systematize file management.
The development of Smart Concepcion that adheres the software quality characteristics
specifically aims to:
1. Create a web and mobile based application that is functional. Smart Concepcion a robust,
comprehensive applications for processing documents such as Residents barangay clearance,
Barangay ID, Business permits and transactions reports. It will elevate office transaction,
organize barangay records, makes preparation and printing of permits, clearance and
certificates easier and faster. It enables easy searching of residents’ records to locate and
identify legitimate residents in the area including individual profile. Enables to store all the
incident reports happening in the Barangay and easy dissemination of information. Enables
proper management of health center records and announcements.
2. Make a web and mobile application that is usable. A user-friendly graphical user interface that
will allow easy to use announcement / events and record management. Provide ease of use in
filing, searching of blotters, health records and the like and easy viewing of announcement and
events.
3. Develop an application that is reliable. It provides a flexible tool that backups and restore
database anytime.
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4. Accomplish efficiency by allowing report generation accurate and keep the record consistent
secure and eliminate duplication.
5. Make a system that support archiving, multi – platform and installed with software and
hardware in a minimum requirement that is what the portability characteristic addresses.
6. Design a web and mobile based application that is maintainable. It is an application that have
easy management of users, easy to install and access in different environment as well as
capable of backing up- and restoring of database.
Significance of the Study
Today in this millennial generation individuals lives in a world where technology has been
transforming the way we handle every day’s situation. Technology were the basis of how we live,
communicate, work and even learn. Electronic services are expanding rapidly and been in the
mainstream in technological advancement.
The development of Smart Concepcion is intended to improve the traditional practice of
Barangay Concepcion in terms of information dissemination, issuance of certificate, permits and
clearances, processing of blotters, managing residents’ profile and health records. Specifically,
this study will be significant to the following.
Barangay Concepcion, the project will help the barangay to secure and organized all
important information and documents, as well as easy retrieval of needed information. Through
the help of this project, information dissemination and transparency will be achieved.
Barangay Concepcion Officials and Health Officer, through the use of Smart
Concepcion, the secretary, blotter officer, LLN officer, other officials and staffs will be able to do
their task efficiently in a fastest and easy way. The barangay officials will easily disseminate
information. The secretary can process the requested documents and provide information on time
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and up to date. The blotter officer can easily search for any blotter incidents and can monitor the
different incidents that is happening in the barangay. Patient’s consultation data can be easily
retrieved.
Barangay Concepcion Residents, the project will reduce client waiting time in applying
for permits, certificates and clearances. With the use of the project they can easily view and
monitor the different activities and announcements of the barangay.
Guest. These are the public who is not resident of Barangay Concepcion for they
can get up-to-date information regarding the events and announcement in the barangay through
the use of Smart Concepcion, as well as helps future establishment owners to gather information
about the barangay
The Researcher. Through this study, the researcher will be able to develop and design
systems, perform software integration and testing and enhance analytical skills.
The Future Researchers. Smart Concepcion can provide ideas, and guidelines or reference
for the development of project related to the study.
Scope and Limitation
The SMART CONCEPCION: A Web-Based and Mobile Based Application as A Tool for
Record Management of Barangay Concepcion, Baliwag Bulacan is a web and mobile based
application that will be available to the residents and barangay officials to lessen the time spend in
every transaction in the barangay.
Record Management of Barangay Concepcion, Baliwag Bulacan has the following scopes:
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Services Module. This module prepares and prints the requested business permits, business
clearance, certificates of residency and indigency and other pertinent certificates and forms
requested by the residents or barangay clients. Creating and updating of certificates and clearances
as well as ID capturing and releasing, recording of information of those who requested the
documents.
Peace and Order Module. Records the list of blotter entries as well as the complaints or
disputes in the barangay. The user can also print the list of blotter and dispute entries, generate
summon letter and organize hearing sessions.
Residents Profiling Module this module allows manipulation of household information and
other relevant information. It permits easy searching of records to locate and identify legitimate
residents in the area. This is where the gathering, evaluating and documenting necessary
information that defines the current barangay profile.
Announcement / Event module. Through this module the authorized personnel can
manage and monitor list of events and announcements. It also allows creation, deletion, updating
and searching of events and announcements.
Security module. In this module the administrator able to create user for the application,
access module restriction per user, login and re-login capability.
Project Module is where the effective monitoring of projects is taken into consideration. It
plays a role on preventing overspending or underspending in implementing barangay projects. This
system promotes transparency and accountability in the barangay.
Dashboard module will show the summary of total blotters, number of households, number
of residents and the latest activities and announcements of the barangay.
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Citizens charter module is where the listing, recording, updating and archiving or deleting
of barangay officials, staff zone leaders, zone or purok, mission and vision of the barangay as well
as the steps and procedures in requesting of documents like business clearance, barangay clearance
and barangay certificates.
Fees and Budget module allows the recording, updating, editing of fees and budgets for the
barangay.
Health Center module allows the recording, updating, editing and archiving of
immunization, pre-natal, post-natal, and other clinical records of the barangay.
Reports module is capable of printing the collected amount from barangay business
certification and clearance. It is also capable of printing population reports, project reports and
health center records, budgets and fees report. Through this module monitoring of user logs is
possible and printing of other reports.
User Settings. This module allows the admin to create and edit user accounts.
Database Backup/Restore module provides a flexible tool that backups your database
anytime.
Disaster risk management module
Affected area: affected household
The speed and efficiency of the application is limited on the bandwidth of the internet
connection as well as the model of smartphone used. In case of power failure while processing
certificates, blotters, clearance and recording of records and the like will not be saved and
terminated. Global positioning system in locating business and residents is not included in the
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system. In case of internet connection failure, the front-end of the application cannot be accessed
by the clients and guests.
Definition of Terms
Back-end refers to the part of the system that will allow the authorized user to input the
information needed in barangay and information to be displayed at the front-end of the system.
Context data flow diagram (DFD), also known as a level 0 DFD, gives a broad overview of an
information system and the way it interacts with external entities.
Data flow diagram is a graphical representation of the flow of data through an information system.
Database is a collection of related records that is accessible, manageable and easy to update kept
for future used.
Front – end it is the part of a computer system or application with which the user interacts directly.
Mobile application is a software or program that is designed to run using smartphones, tablets
and computer.
PHP hypertext preprocessor is a general-purpose scripting language used by web developers to
create a powerful web application with database interaction.
User Account allows authentication of the identify of a user based on a stored username and
password or user information.
User Authentication is a process that allows a device to verify the username and password or
identity of the user from the existing user accounts stored on a database.
Web-based application. It uses internet technologies on an external server in processing
information and services installed in a user’s desktop.
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Conceptual Framework
The conceptual framework is dealing with concepts or the preliminary understanding on
how the research shall be pushed through. Smart Concepcion is led by the concept of input process
output (IPO) approach as shown in figure 1.
In the input stage, the residents/constituent’s profile, crime/ dispute information, patient’s
consultation data, forms, collection, project / budget information and citizens charter contribute in
the success of the database design of the project. The development tools are also considered in
developing the project and includes the programming language, the database applications and the
designing tools. Related books, literatures and studies, reading materials, journals and articles were
also considered as the input of the project.
In the process stage, the researcher adopted the Rapid Application Development
Methodology (RAD) which is a condensed development process that produces a high-quality
system with low investment costs. It is an adaptive software development approach that allows
the developer to quickly adjust to shifting requirements.
And the last stage is the output stage that will bring forth the development system, which
is the SMART CONCEPCION: A Web-Based and Mobile Based Application as A Tool for
Record Management of Barangay Concepcion, Baliwag Bulacan.
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INPUT PROCESS OUTPUT
Residents/Constituents
Profile SMART
CONCEPCION: A
Crime/Dispute
Information RAD Methodology Web-Based and
Requirements Planning Mobile Based

Patients Consultation
Defining and finalizing project Application as A Tool
Data scope and application
requirements for Barangay
Projects / Budgets info
Profiling, Information
Collection Info User Design
initial modeling and prototypes Dissemination,
creation
Forms Clearance,
Construction Certification, Blotter
Citizens Charter application coding, testing, and
integration and Health Record
Development Tools Management of
and Techniques Cutover
full-scale testing Barangay
Related Books, Concepcion, Baliwag
Articles, Journal,
Bulacan
Related studies and
Literature
Figure 1. Conceptual Framework of the Study
Technical Background
Information technology promotes good governance by increasing transparency,
information, and accountability, by facilitating accurate decision-making and public participation
and by enhancing the efficient delivery of public goods and services. The enhanced flexibility and
movability arising from dispersed intelligence and innovations in wireless technologies such as
satellite receivers, cellular telephony, radio paging, private branch exchange equipment, and local
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area and wide area networks also provide a rich environment for cultivating good governance
(Magno, Francisco and Serafica, Ramonette, 2019).
Smart Concepcion will used atom text editor and notepad++ as the editor to perform and
execute all the necessary functions that was needed during the development of the system. XAMPP
server will be used for testing off-line preview of webpages to get idea how the webpage looks
and it allows the developer to used computer as a local server. Internet Explorer will be the web
browser for loading and running the contents of a web-based system.
Adobe photoshop will be used as the image editor in developing the project. Microsoft
word as the application to be used in writing the clearance, certificate templates and other forms
needed by the project and MySQL as the database management system of the project. PHP is the
main language that will be used in developing the web site.
Bootstrap as the front-end framework for developing responsive, mobile-first websites,
JQuery as the JavaScript library for easy to use API that works across a multitude of browsers.
And lastly Apache Cordova or Android Studio or gonative.io for the mobile app development.
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CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDIES
The literature and studies cited in this chapter tackle the different concept, understanding,
and ideas, generalization or conclusions and different development related to study from the past
up to the present and which serves as the researchers guide in developing the project. Those that
were also included in this chapter helps in familiarizing information that are relevant and similar
to the present study.
Technology innovation have changed our life positively and negatively. The new
technologies and inventions are results of our interest, imagination, and problem-solving
techniques. Technology has changed our lives by increasing the speed of time.
Web Based Information System
Web based information system supported the government to enhance their service to their
residents. The public can get up-to-date and factual government information from e-government
websites. Government can circulate various kinds of facts through the web such as budget of the
country, tourist spots of the country, results of examinations, vigilance information etc.
Government can acquire benefits from web-based information system (Essays UK, 2017), that’s
why most of the government offices adapt technology as their tool in providing better services.
Mustofa (2018) cited that the information system that uses mobile web technology makes
all information accessible through smartphones with internet connection and makes the residents
acquire information even without going directly to the barangay office. The use of web-based
information system that uses web mobile technology can be used and optimized for population
administration data management (Noviyanto, Setiadi, Wahyuningsih., 2014). The use of
technology will help to improve the transaction process in the barangay.
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Mobile Information System
The attainability of sources of information and services using mobile information system
is achieved by means of end-user terminals that are easily movable in space, operational regardless
of the locale with wireless connection. Also, mobile information systems have become
fundamental platform for many organizations and government across the globe (Wang
Shangguang, Ching-Hsien Hsu, David Taniar, Patrick Hung. 2015) that makes the operation
transparent and effective.
Internet technologies become prevalent in any aspects of our lives now a days and as we
continue embracing technologies mobile and web-based information systems enforces location-
based services on the web and on smartphones and is working on innovative solutions for the
analysis and visualization of (real-time) location data (salzburgresearch.at, 2019).
Barangay Management / Information System
Just like other organization using technology in the barangay operations help a lot as stated
by inettutor.com (2018) that web-based barangay management system with mobile app support
eases Barangay management by allowing the client Barangay to manage their resident records as
complete and up-to-date as possible and as easily accessible for verification, monitoring and
reference purposes based on the available residents’ census data kept by the client Barangay. Data
provided by this system in the form of comprehensive reports are vital for planning, program
implementation and related purposes.
Web based barangay information system automate the management of barangay
household, commodities and population, populate barangay data, monitor the increase and
decrease of household, commodities and population for an immediate for the barangay (Spamast-
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Malita, Iteit. (2018). Through this system it helps the barangay to formulate effective program or
services suited to the needs of its constituents.
Barangay needs to offer good and quality services to its constituents and in order to achieve
this they adopt the use of barangay system to support this Tambungalan, Dimaro, and Palmes
(n.d.) stated in their study that barangay system provide efficient reliable, fast, accurate
information in providing high quality service to keep the records protected and make sure that the
service and information are given at the right time to satisfy the needs of the client.
Web based barangay system can improve the transactions made by the residents and will
also help the barangay solve the existing problems such as manual circulation of the
announcements and the manual transactions (Corpuz, n.d.) for more efficient dissemination of
information.
On the word of Pulumbarit and Suarez (2017) The Barangay can gain advantage through
the use of Barangay Office Management System that was specially designed for the office
transactions of a Barangay. Organizations and users should be aware of many things that can
information system can offer. The information system has different jobs that can be completed for
the organization.
Record management in the barangay is the efficient and systematic control of recorded
information required in the operation of Barangay business and activities. Through the use of the
system, productivity, efficiency, economy, streamlining, accountability and transparency is
achieved (Leila S, 2013). Barangay Management Information System provides an efficient and
effective way to record and manage information that is needed of every barangay (Kevin, John &
D, Elmer & Angelica, Mary & L, Romulo. 2018).
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E-Government
E-Government is the use of information and communication technologies (ICTs) to
improve the activities of public sector organizations. It address the problems that government is
too costly, too inefficient and too ineffective (e-administration); too self-serving and too
inconvenient (e-citizens and e-services); and too insular (e-society) because e-government
improved government processes: eAdministration, Connecting citizens: eCitizens and eServices,
Building external interactions: eSociety (egov4dev.org, 2008).
Government sector needs to improve the way they serve and deliver information to the
public that’s why department of information and communications technology develop an e-
government and according to dict.gov.ph(2014) the use of information and communications
technology (ICT) and other web-based technologies enhance access of information and improve
delivery, efficiency and effectiveness of service to the public. An ICT-enabled government allows
the citizens easy access to information and services anytime and anywhere as well as create
transparency and accountability in government operations.
Through the use of e-government the efficiency of paper-based system improves that in
return save money and time as well as it facilitates better communications between governments
and businesses. It also increased portfolio of public services to citizens in an efficient and cost-
effective manner. It allows for government transparency because it allows the public to be
informed about what the government is working on as well as the policies they are trying to
implement (e-spincorp.com, 2018).
E-Blotter
In any part of the word whether it is in local government unit or in national government
each of them encounters problems in monitoring the different crimes that is happening that’s why
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government unit now a days embrace the world of technology to help them in recording and
monitoring of crimes. In line with this e-blotter is used because as stated in one of the essay in
studymode .com (2013), the e-Blotter is a ways and means in reporting and monitoring of crime
incidents that happened in a certain area as the results and records of the investigation and enable
advancement in the course of crime prevention, detection and solution as it permits direct access
of data needed for an urgent response.
Philippine National Police used e-blotter system because it is geared to boost the crime
reporting system for effective law enforcement, public safety and efficient administration of justice
utilizing modern technology, such as computers and the Internet (science.ph, 2012).
Profiling System
Profiling System for Barangays is a tool for efficient printing of clearances, certificates,
permits and other documents as well as a enables user recording of household and printing of
important documents easier than the traditional process. the system allows monitoring the
population of the locale and guaranteed protected and safe record keeping as well as easy access
of the data needed (studymode.com, 2015). The system allows monitoring the population of the
locale and guaranteed protected and safe record keeping as well as easy access of the data needed
(studymoose.com, 2016).
Barangay profiling system can furnish current information with less work on the side of
the user and set a wide range of facts in an accessible way, let alone the security and integrity of
the transactions and documents it caters (essay.town, 2019).
21
Information Dissemination using the Web
Information now a days can be access anytime and anywhere through the use of internet
technology. According to Tan-Torres Edejer (2008) the internet can provide a mechanism for
users to become active partners in the dissemination of information thus it proves that internet is
an important tool for information dissemination.
Through the use of internet information dissemination life becomes easier and may
improve also health condition as Kommalage and Thabrew (2019) stated in their research about
the “use of websites for disseminating health information in developing countries: an experience
from Sri Lanka” that developing counties might help improve the health status of the people using
internet as technology in information dissemination as a health education tool.
Barangay Health Center Information System
With the use of the proposed, Barangay Health Center Records Information System every
process will be computerized and there’s a quick response and effective service given to the
patients who will avail of the services in the health Center (inettutor.com, 2017).
Health Center Records Information System made the processes of faster, generate accurate
reports, and provide relevant and actionable information and acts as a platform to create, store, and
consolidate important medical data, which acts as a data backbone and have great use for future
clinical purposes (Estinar, Grefiel, Libre, Lu, and Tangkeko, 2018).
The used of Health Center Information system will help the medical practitioners to fasten
their recording of patient’s data to save time and effort. It is very reliable because of easy retrieval
of patient’s information, more convenient to store information, safer and free from damage
(Buenas and Caringal, 2014).
22
The implementation of the Barangay Health Center Information System provides a quicker
and more systematic way to records the medical information of the patients. It also provides
reliable and secured personal medical records. It simply improves the consistency of the
consultation process; of the Barangay Dian-ay health center it will increases performance of
medical personnel through its system generated consultation (inettutor, 2017).
23
CHAPTER III
METHODOLOGY
This chapter covers the methods used in the research and tools used for the system design.
The proponent will be using different tools and techniques to gather data. Moreover, the proponent
described the procedures, data and work flow of the system as well as the research subject and
statistical treatments applied in the analysis and interpretation of gathered data. The proponent
tries to create the system by developing a series of prototypes and testing to fit on the user
requirements.
Research Subject
The research locale of this project is Barangay Concepcion, one of the barangays in Baliuag
Bulacan. The proponents choose the community of Barangay Concepcion, Baliuag Bulacan.
Research participants consist of the barangay secretary, blotter personnel, lingkod lingap sa nayon
(LLN) personnel, other barangay staff, health officer and twenty-five (25) residents eighteen (18)
years old and above that are familiar in using smartphones and web.
Research Instrument
As part of the research process, the researcher utilizes a questionnaire to collect data. With
this method, the proponent can gather data and analyze the reaction of the respondents. Internet
research and library research method is used for collecting ideas that will be helpful for the
researcher to identify the possible needs and additional techniques that can be used for the study.
There are several software quality assurance models developed over years like McCall’s
and Boehm’s Quality model, which is the ISO as the organization that governs standardization
made a simple, easy to follow model to qualify software systems. The selection of this standard is
to resolve some of the notable human dispositions that can unacceptably affect software
24
development’s delivery and perception. The changing priorities after the start of a project and no
clear definition of success constitute some of human biases (ISO/IEC 25010:2011 – Systems and
Software Engineering – Systems and Software Quality Requirements and Evaluation (SQuaRE) –
System and software quality models,” 2019) ISO 9126 is an international standard for the
evaluation of software, represents the latest (and ongoing) research into characterizing software
for the purposes of software quality control, software quality assurance and software process
improvement (SPI). ISO 9126–1 software quality model identifies six (6) major attributes
contributing to quality these are functionality, reliability, usability, efficiency, maintainability and
portability. The indicators were measured using the five-point Likert Scale where respondents
choose from the 5-response category of excellent (5), very good (4), good (3), fair (2) and poor
(1).
Software Development Methodology
The proponent will use rapid application development (RAD) methodology in developing
the Smart Concepcion. RAD allows the developer to break down the process in a few ways. The
user design and construction phases are repeated until the user accepts that all of the requirements
are met. In this methodology user involvement is important especially in testing the prototype and
providing feedback. Prototyping permits the development team to rapidly evaluate the feasibility
of a particularly complex or risky component and more likely that errors will be both discovered
far earlier in the development cycle.
The proponent will use the four main phases of rapid application development which is the
requirements planning, user design, rapid construction and cutover. RAD software development
model shown in figure 1 and 2.
25
Figure 1. Rapid Application Development Methodology
Requirements Planning: In this phase, the developer and users come to a rough agreement on
project scope and application requirements of the system, so that future stages with prototyping
can begin.
User Design: The development begins, building out the user design through various prototype
iterations. User feedback is gathered with heavy emphasis on determining the system architecture.
This step is repeated as often as necessary as the project evolves.
Rapid Construction: Once basic user and system design has begun, the construction phase is
where most of the actual application coding, testing, and integration takes place. Along with User
Design, the Rapid Construction phase is repeated as often as necessary, as new components are
required or alterations are made to meet the needs of the project.
Cutover: This is the implementation phase where the finished product goes to launch. It includes
data conversion, testing, and changeover to the new system, as well as user training. All final
changes are made while the coders and clients continue to look for bugs in the system.
26
Figure 2. Rapid Application Development Methodology
Requirement Specification and Analysis
Smart Concepcion must provide a web and mobile based application solution to the
problem that the barangay Concepcion is experiencing. The proponent needs to specify first the
information requirements and should know how the existing system works, the persons who are
using the system, the different process and how the current procedures are accomplished as well
as the proponent must understand and study why they are using the current methods to be
considered when designing the Smart Concepcion project.
Existing Barangay Concepcion Management System
Barangay Concepcion has a computer set used merely for encoding and printing of
documents but not for information dissemination and other transactions in the barangay.
Releasing of clearance, permits, certificates and the likes relies on the Secretary using software
application like Microsoft word and Excel. They need to search the template in the computer and
needs to encode the name and purpose for the requested document, then print it and delete the
name afterwards. In the absence of the secretary the officer in charge will simply locate the printed
copy of the clearance then write manually the name, complete address and purpose. In terms of
27
recording the projects information they simply record it in a record book does monitoring is
difficult.
In terms of filing blotters, the blotter personnel will interview the complainants then record
it in a logbook, and go over the logbook to search for a particular case. If the blotter case needs to
summon the respondent, the blotter officer will type a letter using word application software.
When disseminating information, they simply send SMS to the available collection of contacts,
post tarpaulin or flyers and sometimes post announcement on social media. The LLN officer
conduct census survey and keep them in a folder then manual counting takes place when they need
the information about total population and the like. Patients consultation record is also done
manually, the announcement is simply written in a bond paper for posting.
Figure 3. Existing System
28
Figure 3.1 Existing System - Continuation
Proposed Smart Concepcion
The proposed system will have a secretary login module that allows access to the services
module which includes certificates, clearance, and form module for preparation and printing of
barangay permits, clearance and certificates, business permit renewal as well as for recording the
information of those who request clearances and certificates. Barangay Id module for printing
barangay id with photo capturing. The Residents profiling module for easy searching of records to
locate and identify legitimate residents in the area. Last but not the least this module allows the
secretary to access reports, announcements / events module as well as backup and restore the
database.
The blotter officer will access the peace and order module recording for resident’s blotter
and complaint, preparation of summon invitation hearing session and complaints monitoring as
well as monitoring of all crime incidents that transpired in the barangay as the results and records
of the investigation.
29
Through the health officer login module, the health officer will have the capability to access
the health records of the barangay specially the immunization records, pre-natal and post-natal
record, TBDots and patient consultation data. As well as to have access to the announcement
module for posting of immunization and other health care announcement. This module enables the
health officer to manage patients and families by understanding the patient information upon
demand, and manage the resources provided by the local government to each health center
ensuring all medical supplies and materials are accounted for including medicines dispensed to
each patient.
The Lingkod Lingap sa Nayon login will authorized the LLN officer to access the residents
profiling module for the management of the household’s profiles to systematically acquire and
record information about the members of a given population.
Treasurer Login will allow the Ingat Yaman to manage fees, budgets / projects and
operating expenses as well as gives access to the report’s module.
Under the administrator login module, the administrator can gain access to the
administrator dashboard and on the different module available in the application including account
maintenance, user logs, collection reports, projects module and announcement maintenance
module.
Through resident’s login module, the residents can search and update their information as
well as they can file complaints and blotter and view announcements.
30
Figure 3.2 Proposed Smart Concepcion
Data Flow Diagram
The context data flow diagram also known as level zero (0) DFD will give a graphical
representation of the overview of the proposed system and the way it interacts with external
entities. The DFD also provides information about the outputs and inputs of each entity and the
process itself.
31
Figure 3.3 Smart Concepcion Context DFD
Record Management of Barangay Concepcion, Baliwag Bulacan has the following capabilities:
1. Secretary Login: The secretary login will give authorized access to the website that includes
the following module:
 Services
 Reports
 Announcement/Event
32
 Resident Profiling
 Business Profile and Renewal
 Change User Account
2. Blotter Login: In this area, the blotter officer will gain access to the website for complaints /
blotter recording. The blotter officer will have access to the following:
 Blotter Module
 Complaint Module
 Summon Module
 Hearing Session
 Reports Module
3. Treasurer Login will allow the treasurer to manage the payment and project or budget details
it allows access to the following:
 Collection Module
 Project / Budget Module
 Reports
4. LLN login will allow the Lingkod Lingap sa Nayon officer to manage the household
information thus includes the following:
 Residents Profiling
 Reports
5. Health Officer login will give web access to the health officer to the following module:
33
 Patient Information
 Health Record
 Reports
 Medicine / Equipment
 Announcement
 Change user account
6. Residents login allows the residents to view announcement and update the household
information through the following module:
 Residents Profile
 Announcements
 Blotter / Complaints
 Hearing Session
7. Admin login will give access to the administrator or the barangay captain to have access on
the following module:
 Residents Profiling
 Services
 User management
 Project / Budget
 Collection
 Announcement / Events
 Health Record
34
Software Development Tools
Website Development
In order to build responsive website, the proponent made Bootstrap as the framework of
the front-end component library of the website overall look and feel. The main language to be
used for the website development of the system will be PHP language. The proponent will also
use jQuery for the library for easy manipulation and event handling. Atom text editor or notepad++
as the main HTML editor. The website development will also use CSS for the stylesheet and
JavaScript as the scripting tools.
Mobile Based Development
For the conversion of the website into mobile version of the system the proponent made
use of gonative.io and android studio.
Database
On the back-end, server side of the system the proponent used XAMPP for handling the
MySQL database.
Responsibilities
There are different roles and responsibilities in developing a web and mobile based
application for the Smart Concepcion project. The proponent carried out series of vital roles and
skills to make the project successful.
System Analyst. The proponent assists in defining the project, gather requirements, verify that
project deliverables meet the requirements as well as develop a solution to provide improved
operation.
Database Designer. The proponent models, designs and creates the databases and tables based on
the given user requirements.
35
Programmer. The proponent builds the solution by writing program code for the applications.
Software Tester. The proponent conduct system testing to ensures that the solution meets the
user’s requirements and that it is free of errors and defects.
Document writer. The proponent will write the necessary documentation needed by the project.
Implementation Plan
The implementation plan is the process of execution of the proposed plan. It describes here
the installation, deployment and implementation of the software. The Smart Concepcion will be
installed the system in the server and introduced to barangay officials and residents especially to
the secretary, blotter officer, LLN, treasurer, health officer, and some of the residents. The
specified users will be trained in order to use the system appropriately. The system will used
GoDaddy webhosting to host the front-end and the back-end of the system. The router is connected
to the Internet Service Provider (ISP), which routes data to and from the client and server.
Residents and guest can access the system through personal computer or mobile phone with
internet connection. Stated on the tables below will be the strategies.
Table 1. – Implementation Plan
STRATEGY ACTIVITIES PERSON INVOLVED DURATION
Approval from Letter for the Barangay Chairman, 1 Day

The Barangay Barangay Chairman Health Officer, Secretary
Chairman Health Officer and and Resident
Residents
Database Encoding of Admin, Researcher 1 Hour

User information,
36
System Installation of the Barangay Chairman, 1 Day

Installation Website and mobile Secretary, and Health
application Officer
Information Distribution of user Barangay Chairman, 2 Hours

Distribution manual Secretary, and Health
Officer
Training Hands on Training Barangay Chairman, 2 Days
Secretary, Blotter
Officer, Treasurer, LLN
and Health Officer
Table 2. Hardware and Software Requirement for Website and Mobile
ITEM MINIMUM REQUIREMENTS
Processor dual core @ 2.4 GHz (i5 or i7 Intel processor or
equivalent AMD)
Memory 4 GB of RAM
Hard Disk Space 320 GB 5400 RPM hard drive
Operating System Microsoft (Windows 7) or higher
Wireless 802.11g/n (WPA2 support required)
.Net framework 3.5
Backup Device External hard drive and/or USB Flash Drive
Android Version Lollipop or higher
37
Verification, Validation and Testing
To adhere with the standard quality of the software, the proponent used ISO 9126 to assess
the quality of the project. ISO 9126 is an international standard software quality model that helps
in creating a solid framework for assessing software. The proponent used the six main quality
characteristics of ISO 9126 to assure the quality of the software and this characteristic stated
namely:
 Functionality
 Reliability
 Usability
 Efficiency
 Maintainability
 Portability
Like every software ISO 9126 software model has distinct qualities. These are laid on
following basis:
Functionality: It is a key aspect of any product or service. It is due to this the software is able to
fulfill a task and keep to its purpose. It can draw conclusions about how well software provides
desired functions. The functionality of the software varies from (1) Suitability, an essential
functionality characteristics that refers to the appropriateness of software with regard to
specification identified of the designed functions, (2) Accurateness, refers to the correctness of the
functions and operations as well as processed data as an output, (3) Interoperability, which
concerns to the ability of software component to interact with other modules especially with object
inheritance, and (4) Security, that refers to ability to protect computerized system against
unauthorized access. Smart Concepcion provide the following functions:
38
 Information Dissemination
 Blotter / Complaints processing
 Household information processing
 Health Record processing
 Clearance / Certificate
 User maintenance
 Report Generation
Reliability determines the capability of software to sustain its use when put under different
circumstances. Reliability includes (1) Maturity, the concern about the frequency of software
failures, (2) Fault-tolerance defines the characteristics of software to withstand and recover
components from environmental failures and (3) Recoverability which describes the
characteristics of software to bring back a failed system into full operation.
 Certificates, clearances, permits and reports generation are accurate
 Records are consistent
 Easy information dissemination
Usability pertains on the effort needed for system usage and individual assessment implied by set
of users. These includes (1) Understandability which means the ability of software users to
understand the software functions, (2) Learnability determines how well the users can learn the
application of software, (3) Operability, which pertains to ability of software users to be easily
operated by system users without much experience with computer literacy.
 User friendly interface design
 Properly labeled and easy to understand objects
 Design Theme is consistent
39
 Easy modification of data
 Ease of use
 Clear generation of report
Efficiency determines how well the software provides required performance relative to amount of
resources used. The overall performance of the software depending on the functionality performed
whether it is web based or mobile based.
Maintainability: this is the characteristics of the software to recognize and fix a defect
accordingly. The software is inspected for the faults and these can be identified easily to provide
quality performance.
 Easy to install and access in different environment
 Back-up and restore capability
 Management of different user is available
 Easy Maintenance
Portability: identify the capability of the software to easily adapt to the environmental changes
frequently as possible. The user can easily operate the system using browser or mobile. The user
simply installs the app on their mobile for easy browsing.
 Software and hardware are kept in minimum requirement when installing.
 Supports multi-platforms
Systems acceptability will be evaluated based on the stated standard given by ISO and will
serve as a guide for creating survey questionnaires.
Data Analysis
Weighted arithmetic mean and standard deviation will be used as the statistical tools in
analyzing the data. To represent the average of the responses item-by-item, the weighted
40
arithmetic will be used. The given choices in every single item in the questionnaire is 5
(Excellent), 4 (Very Good), 3 (Good), 2 (Fair) and 1 (Poor).
In order to interpret the weighted mean, the following range will be used:
Table 3. Evaluation scale
Mean Interpretation
4.21-5.00 Excellent
3.41-4.20 Very Good
2.61-3.40 Good
1.81-2.60 Fair
1.80~1.00 Poor
In obtaining the mean value of scores, certain weighted score was assigned to the frequency
of each category of each response. The rating of the respondents will be computed using the
formula:
μ = (∑ fx)/n
Where:
μ = the mean of each evaluations
∑fx = sum of product of f and x, where f is the frequency of each weight and x is the weight
as 5,4,3,2 or 1.
N = the total number of respondents
41
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44

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SMART CONCEPCION: A WEB-BASED AND MOBILE BASED APPLICATION AS A

TOOL FOR BARANGAY PROFILING, INFORMATION DISSEMINATION, CLEARANCE,

A Capstone Project Presented to the Faculty of the

School of the Graduate Studies and Continuing Education

In Partial Fulfillment of the Requirements for the Degree

Master of Information Technology Major in Information Management

THE PROBLEM AND ITS BACKGROUND

much affordable rate (Hope Mogale, 2017).

may be amicably settled (hinatuan.com, 2019).

facilities, including waterworks; etc (Benjamin R. Punongbayan, 2018).

secretary and treasurer.

certificates and or clearances.

all the residents will have knowledge on the announcements.

transaction reports and a lot more.

barangay clearance, certificate of indigence and business permit, dissemination of information

being done using manual process.

center personnel to deliver services efficiently and effectively.

The project focused on the Barangay Profiling, Information Dissemination, Clearance,

The implementation of SMART CONCEPCION provides a quicker and more systematic

Statement of the Problem

information dissemination, health center record management and blotter management.

Specifically, the study sought to answer the following questions:

1. What is the current barangay information system being used?

2. What is the current health center record management being used?

3. How effective is the current barangay information system being utilized?

4. What are the factors to be considered in developing the system?

5. What are the perceptions of users of the SMART CONCEPCION in terms of

Functionality, Usability, Reliability, Supportability and Maintainability?

Purpose and Description

transaction of the barangay in terms of blotters, information dissemination, record keeping,

quality of service of Barangay Concepcion.

SMART CONCEPCION: A Web-Based and Mobile Based Application as A Tool for

Barangay Profiling, Information Dissemination, Clearance, Certification, Blotter and Health

/ events module as well as backup and restore the database.

summon invitation, hearing session and complaints monitoring.

dispensed to each patient

collection reports, projects module and announcement maintenance module.

Objectives of the Study

systematize file management.

specifically aims to:

comprehensive applications for processing documents such as Residents barangay clearance,

proper management of health center records and announcements.

secure and eliminate duplication.

hardware in a minimum requirement that is what the portability characteristic addresses.

capable of backing up- and restoring of database.

Significance of the Study

mainstream in technological advancement.

The development of Smart Concepcion is intended to improve the traditional practice of

Barangay Concepcion in terms of information dissemination, issuance of certificate, permits and

this study will be significant to the following.

monitor the different activities and announcements of the barangay.

about the barangay

for the development of project related to the study.

Scope and Limitation

Barangay Profiling, Information Dissemination, Clearance, Certification, Blotter and Health

every transaction in the barangay.

SMART CONCEPCION: A Web-Based and Mobile Based Application as A Tool for