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Barangay Record System

Jul 7, 2013 • 1950 Words • 8 Pages

1. Introduction

1.1. Background of the study

Barangay is the small administrative division in the Philippines and is the

native Filipino term for a village or district. Barangay are further subdivided
into smaller areas called Puroks (English: Zone). A barangay is led and
governed by its barangay officials. It is composed of a Punong Barangay or
Barangay Captain/Chairman, seven (7) Barangay Councilors or Barangay
Kagawad and a Sangguniaang Kabataan Chairman. Together with this is the
Barangay Secretary and a residing midwife or a doctor that manages and
supervise the barangay health center.
The barangay is in charge of keeping track of the records of each and
everyone living in the place. These records are important for different
purposes that the barangay is being used. The system that the barangay is
being used is the manual based process for all the services it gives to its
constituents. They manually handle files and information they get. For
instances, in getting the barangay clearance, they issue a tranceipt form to the
resident requesting the clearance. Same through with the storing of the files,
they used folders to store the files. The organization experienced hard and
long procedure in accessing the records they have when it is needed and the
redundancy of the records.
The proponents proposed a computerized barangay information system that
will help the barangay as well as the workers and the people of the place. The
proposed system will reduced the hard and long time procedure of accessing
files and records they keep and store. The system will also be the census like
system of the barangay for all of its constituents and new people to live in the
place. The system will be effective in maintaining, searching and storing of
records of all resident in the barangay. This will help the worker for having an
easy time on accessing files and records they need.

1.2. STATEMENT OF THE OBJECTIVE

1.3.1. General Objective

To solve these problems, we proposed a system which is called BARANGAY

RECORD MANAGEMENT SYSTEM which will be the file maintenance system of
the barangay to be used in keeping their records. The proposed system will
also be a census-like system of each resident of the barangay for each and
every resident will now have an identification number containing their
personal records.

1.3.2. Specific Objectives

1. In terms of papers they collect, it will lessen for it will be done on

computers. This will be encoded in the computer and let machine keep it.
2. The proposed system will bring ease in accessing the records needed for
there will be an option for searching with the use of identification number
issued by the barangay.
3. This will ensure that the file will securely stored in the system and make a
back up of the files if accident occurs.
4. The proposed system will be easily updated and maintain for it will be on
computers. There will be option for searching, editing information if there’s
any, saving as well as delete option for the information thet is no longer
needed.

1.3. SIGNIFICANCE OF THE STUDY

The significance of the study is very timely for today where in technology is
getting bigger and in demand. The proposed system will have a significant
effect on both the residents of the barangay and barangay employees who
manages the system as well as the barangay itself. The implementation of the
system will change the methods and process that the barangay is being used
for keeping their files. This will also ensure that all the records will be in tract
and updated. The system will also create a census based environment to
monitor the population of the locale. The barangay will also be assured that
the file will be protected and safe for it will require authorization before
someone can access the system.
The study will also benefit its employees who manage the files and
information of the barangay for it will bring easy access of the data they need.
This will also eliminates tons of papers they usually keep and allow the
system to store it in such a manner that can be easily access. This will also
bring ease to them specially in generating reports in the municipality about
the status of the barangay.
The study also benefits its residence for they will be accommodated easily for
they will have an identification that can be used to access their accounts if
there are some changes to be done in their part. It will also be easy for them
to easy request some information and services because of the information
that barangay have about them. This will also assure the residents that their
information is properly secured and maintain through the use of the
proposed system.

1.4. SCOPE AND LIMITATION OF THE STUDY

* The study only deals with the information the barangay secretary record
and keep.
* This includes all the essential information of all the residents of the
barangay.
* This information includes personal information and character reference of
the person. Assets and medical record of each resident is not included as well
as the use of biometrics in getting the barangay clearance.
* Other services that the barangay giving to its constituents that requires
information such in barangay health center is does not part of the study.
* The proposed system can generate reports as the barangay usually done.
* The information stored can be edited if there are changes to be done and
saves the changes being done.
* It can also delete information that is no longer needed to keep.
1. Methodology of the study

2. Data Gathering and Procedures and Output

Interview
We conduct An interview to the barangay staffs to:
* Find Barangay which manually operated or their system was not updated. 
* Create background study.
* Know the transaction.
* Know the barangay Directory Module.
* Found out how to create a system that improve transaction.

3. The Existing System

4.5. Barangay Background
The Barangay Bagong Tanyag is one of twenty-eight vllages in Taguig City in
Metro Manila, Philippines. It is surrounded by branches of Department of
Science and Technology Bicutan north, Daughters of Charity in South
Paranaque City, Barangay Bagumbayan in the east, west and South
Superhighway. One of the biggest Barangay in Taguig City, the Barangay
Bagong Tanyag, is more than twenty-four thousand (24,000)’s population,
and approximately fifteen thousand voters. It consists of three (3) sitio, The
North Daang Hari, Tanyag Proper and South Daang Hari, including Perpetual
Village. The title “Bagong Tanyag” is full honors named this Barangay, to
commemorate and honor the magnificent service in the Municipality of
Taguig and the late former Prime town, Hon. Mayor Monico.

With over twenty-four thousand population of Bagong Tanyag, the greater the
number of women than men. Said that the community, is in the middle level
of income for the majority of the “factory workers” and “self-employed”
rather than professionals. The village ha six (6) doctors, three (3) counsel, nine
(9) registered midwife, two (2) engineers and three (3) nurses. The Barangay
has three (3) houses of worship (chapel) for Catholic and a Protestant chapel.
There are three elementary schools, in addition to several preparatory
schools, such as Day Care Center, RIC, and a non-government organization
(NGO) kindergarten class managed by Mrs. Lucia Pacayra.
The Tanyag Proper, has entered the National Housing Authority, to this place,
they distributed to the residents. Just recently had a “signing of
memorandum of agreement” the NHA and three owns the land in Purok 7
and Purok 8 to the lot vacated the house owner in such neighborhoods can
bought it at low value. The event mentioned, was witnessed by Hon. Cong.
Dante O. Particle, and the former Hon. Mayor Rodolfo de Guzman, with the
Barangay Captain, Mrs. Preciosa Aliling and the president of Homeowners
Assn. (BATAHAI), Mrs. Remedios BICO.

Progress construction of two Barangay Outpost in District 13 South Daang

Hari, and the District 33 of North Daang Hari. Main project plans Council
cementing of the pathways and placing power in areas far away from the
main village road.

4.6. Descriptions of the System

This system facilitates barangay management by enabling the client barangay
to maintain 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 invaluable
for planning, program implementation and related purposes.

4.7. Data Flow Diagram

4.8. Data Dictionary

* Clearance and Certificate – prepares and prints the barangay permits and
certificates with photo capture.
* Barangay Directory – is important in record keeping of the client in
barangay.
Its enable easy searching of the records to locate and identify legitimate
residents in the area including individual profile.
* Blotter Records – enables to store all the incident reports in the barangay.
* Barangay Directory Module – is important in record keeping of the barangay.
* Automatic Business Processes – among the basic components of BMS is its
automatic assessment feature which facilitates processing of community tax
dues, professional tax, barangay clearance fees and other such charges which
are sources of barangay revenues. The system also allows for other barangay-
related functions such as those including security and peace-keeping
operations such as incident reporting, blotter, reports and records of the
barangay peace-keeping council, and other related services.
* Forms and Reports – The system prepares and prints barangay permits and
certifications (e.g. Community Tax Certificate, Occupational permits,
Barangay Clearance, etc.) as well as important reports such as Barangay
Profile, Socio-Demographic Profile, Residents’ Census Information, etc.
* Query – user-friendly query feature enables easy searching of records
depending on chosen parameters (e.g. by kind of permit and/ or certification
issued, by date of issuance of permit/ certification, by client-name, etc.)
* Standard-based – conforms with Local Government Code Sec. 394 (d) (6)
which provides that each barangay maintain an updated record of residents
for easy identification of inhabitants, for use as a planning tool, and of
updated reference on the local barangay statistics.
* Design and Security Features – User-friendly design using easily-
comprehensible menus facilitates utilization of application features. Flexible
system makes it customizable depending on the needs and requirements of
client Barangay. Employs a back-up and recovery utility for file integrity and
security. BMS can also be linked to a client LGU’s existing GIS or Information
System which would enable them to generate graphically-enhanced
demographic profile for each barangay.

4.9. Problem Areas

As for the moment, the barangay workers are using the manual process in
most services the barangay is giving to its constituents. For instance, in
keeping records and issuing the barangay clearance.
The main problem concerning the barangay is that they do not have a
centralized and accurate system for storing records they have for these are
very important to them. How they will have a file maintenance system and
will lessen the burden of works they usually do in getting, keeping and
updating the files.
Related to the main problem, the barangay is also faces problems like:
1. Lots of paper they collect and store for/as barangay records that sometimes
it is not that important. Also with this, specifically with the clearance, the
redundancy of the records of one resident.
2. Having hard time in accessing the records and information of a specific
person for it is not sorted out accordingly.
3. The safety of all the files they store.
4. How they will maintain and update the records.