1

Despite of the need to help the Pilipino people, the 4P’s program through the

MSWDO of Gamay also encountered problems such as: recording the family members of

the 4P’s beneficiaries; omitting graduate students in records of 4p’s members; recording

weekly, quarterly reports of the compliance and non-compliance of household members;

fixers and other lending companies ; improper selection of household beneficiaries;

using the program for political issues; resolving complaints, updating household profile,

and monitoring the non-compliance household members.

The above-cited premises encouraged the proponents to develop website for

Pantawid Pamilyang Pilipino Program in the Municipality of Gamay, Northern Samar.

More so, the proponents wanted to help the DSWD 4P’s workers reduce their works for

recording and updating household profile, compliance and noncompliance member

beneficiaries, to monitor the weekly and quarterly reports of FDS, health, education and

grievance complaints, view cash grant received by the members, and easily keep the

previous records of the household members.

 3

Purpose and Description

The study is focused on the data monitoring of the 4P’s family members in the

Municipality of Gamay Northern Samar through the design and development of the

system providing a means of information on the 4P’s family through website.

The website will provide a user-friendly, to help 4P’s workers reduce their work

for recording, updating and monitoring of the weekly and quarterly reports of compliance

and noncompliance of household members, monitor the grievance and easy update of the

new record of household beneficiaries’ status. To update members with the news and

upcoming events related to the program implementation. The proponents will be able to

retrieve information, archiving and best resource of report submission purpose to any

agency that requires documents from and to the members of MSWDO of Gamay.
 4

Project Objectives

This study aims to design and develop a website for the Pantawid Pamilyang

Pilipino Program (4P’s) in the Municipality of Gamay, Northern Samar.

The proposed study, aimed to identify ways of solving the issues with the following

objectives:

1. Monitor weekly and quarterly reports of compliance and noncompliance of the

4P’s members.

2. Facilitates due process of resolving complaints related to the project

implementation.

3. Validate easily the reports of FDS attendance, health and education of the

household members.

4. Keep the previous records of the 4P’s household profile.

5. Record reports of FDS attendance, health, education and new update of Re-CI

reports of the household members.

6. Determine the amount of grant of household beneficiaries.

 5

Project Scope and Limitation

In the development of the proposed system, Pantawid Pamilyang Pilipino

Program (4P’s) online service management system, the researchers have come up with

identifying the limits and the scope of the study.

The research proposal aims to develop a website for Pantawid Pamilyang

Pilipino Program in the Municipality of Gamay intended for the 4P’s personnel

for easy data profiling system of household members, to record, update and

monitor the weekly and quarterly reports of compliance and non-compliance of

member beneficiaries, to determine the amount of grant the grantee will receive

and to update the household profiles.

The proposed system, records and files are stored online for accessibility.

However, the proponents limit the online feature of the system to the 4P’s

workers and the household members can view only the profile status and can view

cash grant amount to be received. The system has secure login for 4P’s family.

And the 4P’s scholar is not included in the system.

 6

Significance of the Study

The proponents conducted the research in order to promote and help some areas

of the MSWDO Municipality of Gamay system such as:

National Household Target System – The study will help easily submit and record the

reports of approved 4P’s household beneficiaries.

Department of Social Welfare Development - The proposed study will help to monitor

easily the compliance and non- compliance household members and access

records

of the cash grant of the members.

Project Development Officer - The proposed study will help to reduce their work for

recording reports of health, FDS attendance and education and easy validation of

the new update record of the household profiles.

Cluster – The study will help to monitor the complaints related to the program.

Municipal Link / Social Welfare Assistant- The proposed study will help easy

submission of the weekly and quarterly reports of the compliance and non-

compliance household members.

Parent Leader - The proposed study will help validate the reports of FDS attendance.

4P’s Beneficiaries. The proposed study will help update the upcoming events in the

program and view the amount of grant to receive and monitor the status of

compliance of the beneficiaries.

 7

Future Researcher - Research will help the researchers for conducting new research

study.

Locale and Population

The 4P’s on Service Management System will serve as a venue and an archive of

full records of member beneficiaries of 4P’s. The study of the researchers is on the office

of the Municipality of Gamay Northern Samar.

Furthermore, the MSWDO of Gamay Northern Samar is located at Barangay

Occidental II, Gamay, Northern Samar. It will help Ma’am Lailany B. Paderog together

with her staff Ma’am Febes P. Cajontoy the 4P’s SWA, Ma’am Mirasol C. Paderog and

Emma Esponilla.

The program is the direct respondent of researchers with selected barangay

field workers. Beneficiaries are selected through the National Household Target

System for Poverty Reduction (NHTS-PR), which identifies who and where the

poor in the said municipality.

Organizational Chart / Profile

Head of 4P's

NHTS DSW D Provincial

PDO Cluster

Municipal Link 4P's Beneficiary

 8

Figure 1 The figure above represent the structure of an organization and the relationships

and ranks of its parts and positions or job of MSWDO 4P’s Gamay.

Defination of Terms

For better understanding of the discussion of the study, the following terms are

operationally defined.

4P’s - It is the acronym for the program, Pantawid Pamilyang Pilipino Program. A

program

of DSWD, is a poverty reduction strategy.

Beneficiary - It refers to someone who is eligible to receive distributions from a trust,

will or life insurance policy.

CCT - Conditional Cash Transfer. A program which aim to reduce poverty by making

welfare programs conditional upon the receivers’ action.

Compliance Verification System - This is a system the monitors how faithfully the

beneficiaries comply with the conditions set by the 4P’s program.

DSWD - It is the acronym for the agency, Department of Social Welfare and

Development.

Grant - It is a sum of money given by the government or some other organization to fund

such things as education or research.

Grievance - It is any condition, circumstance or expression of dissatisfaction seriously

affecting an individual or group related to the project.

National Household Target System (NHTS) – is data bank and an information

 9

Management system that identifies who and where the poor are in the Republic of

the Philippines.

Web-based -with the use of web based it contains information about the MSWD 4p’s of

Gamay using the World Wide Web.

CHAPTER II

RELATED LITERATURES & STUDIES

Related Literature

Records Management system is the management of records for an

organization throughout the records-life cycle. Considered a key component of

operational efficiency, record management adds more value to organization’s

information assets.1 It needs to be very carefully considered and structured to

ensure the integrity of the records is not compromised upon capture and they

remain retrievable for as long as they are required. 2

Most organizations have implemented a Web site. Many are now experiencing

problems associated with maintaining the content of their Web site. The Web

manager often becomes a bottleneck for new content, old content fails to be

removed, and new content can be published without approval. Although Web

content management (WCM) methods and technologies are emerging, the market

is crowded with suppliers and there is confusion concerning what WCM is, where

it came from, and what facilities and services it should incorporate. We describe

1
https://www.techopedia.com/definition/30667/
2
The Nationa Archive 2012 Managing digital records without an electronic record management system
 10

the antecedents of WCM (document management, customer relationship

management, software configuration management) and develop a WCM

framework. The WCM framework is applied to a case study of an intranet

implementation in order to test the framework and to highlight WCM problems in

the case study.3

It is necessary to produce, file, index, use and archive records of an

institution by evaluating, disposing or transferring them in order to enable the

institution to fulfil its obligations regarding its administrative and operational

processes. Records Management and Archiving applications are tools employed

in recording and written communication processes.4 You can remain completely

in control of your documents using our records management system and rest

assured they are safe and secure at all times. At any time you can login, using a

personal password, and view statements; control users who are able to access your

files; check who is accessing your documents, when they are accessing them and

how frequently; and instruct us how to handle your documents,5 enhance your

business by allowing for the secure capture, retention and archiving, and

destruction of documents and records.6

The aim of the study was to see how the promotion of records and

information products and services is done at the National Archives of Zimbabwe

(Bulawayo). The researcher identifies areas of weaknesses in the marketing of

3
Richard Vidgen, Steve Goodwin, Stuart Barnes 2001 Web Content Management
4
Hakan Demirtela, Özlem Gökkurt Bayramb 2014 Efficiency of electronic records management systems:
Turkey and example of Ministry of Development
5
Kirkham Legal 2014 Archive and Record Manaement
6
ZircoBRIDGE 2018 Record Management
 11

records and information and services in the organization and recommendations

were cited. The researcher analyzed the promotional mixes used by the National

Archives of Zimbabwe and their effectiveness in raising user awareness of the

records and information pro and services.7

This paper pursues to show how regulation can facilitate the incorporation

of transparency obligations into a record’s lifecycle (transparency by design) to

prevent the occurrence of any risk of corruption associated with the management

of the information created by a public administration (missing or disappearance of

information, lack of evidence, modification of documents, etc.). The paper

analyses the mechanisms available to Spain’s public administrations for managing

these irregularities in records management though the raft of regulations and

protocols that have been approved in the country. It assesses how the lack of

specific regulations providing for transparency by design currently represents a

limitation on the role of records management as a tool for preventing and fighting

corruption. The paper shows that there is a need to guarantee proper records

management, which includes transparency throughout a record’s lifecycle. It

concludes that legislation assessed does not properly reflect these ideals.

Nevertheless, this concern is only partially and insufficiently reflected in

legislation. Legislators usually ignore the instrumental and methodological

fundamentals of records management. Therefore, there is a need to update

7
Adock Dube; Emerson E. Matura and Rodreck David: Department of Records and Archives Management,
National University of Science and Technology, Zimbabwe
 12

legislation on archives and records management with regard to access to

information, transparency and accountability.8

Three degree in records and archives management offers a formal

qualification to those who wish to acquire skills to work in any organization and

records centers as records managers; and archival institutions as archivists. The

graduates from this programme will have the capacity and ability to exercise

professional judgment concerning tasks and responsibilities in the management of

records to meet the needs of organisations and in different contexts in society; as

well the management of archives in order to preserve the nation's documentary

heritage.9

Establishing a nationwide Electronic Health Record system has become a

primary objective for many countries around the world, including Australia, in

order to improve the quality of healthcare while at the same time decreasing its

cost. Doing so will require federating the large number of patient data repositories

currently in use throughout the country. However, implementation of EHR

systems is being hindered by several obstacles, among them concerns about data

privacy and trustworthiness. Current IT solutions fail to satisfy patients’ privacy

desires and do not provide a trustworthiness measure for medical data. 10 The

objectives of the study were to describe the present records management practices

, find out the existing infrastructure for the management of patient medical

records at the Victoria Hospital; determine the compliance of patient medical

records management with relevant national legislative and regulatory, and find
8
Anahí Casadesús de Mingob Agustí Cerrillo-i-Martíneza: 2017 Improving records management to
promote transparency and prevent corruption
9
Geneva 2006 Record and Manegement System
10
Bandar S. Alhaqbani 2010 Privacy and Trust Management for Electronic Health Records
 13

out the security of patient medical record. The findings showed uses manual

records management system in the creation, maintenance and usage of records. In

the findings, there were challenges related to misfiling and missing patient folders

which sometimes lead to the creation of new patient folders. 11 A records

management process was constructed and used to define the relevant tasks and

outputs of their records management process.12

Related Studies

There is ongoing debate as to the effectiveness of food grant versus a non-

food grant. This study aims to determine the programme that is more effective in

addressing welfare issues such as health, nutrition, and education of the family

members who are most vulnerable to economic shocks in Pasay city. Two

programmes were compared and evaluated namely food grant and the non-food

grant as represented by various programmes. The effects of these programmes on

the target of enhancing retention rate through active school participation are

determined using the Generalised Method of Moments (GMM). On the other

hand, the effects of these programmes on the target of reducing the probability

that a household will experience state hunger are determined using Maximum

Likelihood Estimation (MLE). The statistical significance of the estimates allows

this study to determine the effectiveness of such programmes as well as to verify

11
Mr F E Khayundi 2015 Management of medical records for healthcare service delivery at the Victoria
Public Hospital in the Eastern Cape Province: South Africa
12
David A. Gaines, B.S. Trevor J. Nelson, B.S. 1993 An Analysis Of The Record Management Process To
Determine The Impact Of Automation On Productive
 14

which between the food grant and non-food grant is better in alleviating the state

of poverty. Results showed that non-food programmes are more effective than a

food programme based on the regressions for Pasay City.13

Poverty is one of the perennial problems that all administrations in the

Philippines had to deal with. The paper hopes to generate lessons from

experiences of various basic sector groups, which may be useful to both

government and non-government entities. By looking into the government-basic

sector engagement within the context of these two poverty alleviation bodies, the

author believes a better understanding of the dynamics between government on

the one hand and civil society on the other hand can be gained.14

Analyzed the emerging roles and coping mechanisms of poor families in

the province of Northern Samar considering the 4Ps recipients as the

representatives of the poor families. It described the emergent roles of families in

relation to income generation, provision of basic needs and family spending. The

power patterns among poor families were also examined. It also discussed the

13
Mitzie Irene P. Conchada and John Paolo R. Rivera 2013 Assessing the Impacts of Food and Non-Food
Grants on Poverty Alleviation in the Philippines: The Case of Pasay City
14
P. C. Bennagen 2000 The Social Reform Council and National Anti-Poverty Commission, Philippines
 15

coping mechanisms of poor families in terms of income generation, provision of

basic needs and family spending.15

Since the Great Depression, the United States has developed a set of

supports to help low-income families, seniors, children, and people with

disabilities make ends meet and obtain health care. Extensive research indicates

that these supports lift millions of Americans out of poverty, help “make work

pay” by supplementing low wages, and enable millions of Americans to receive

health care who otherwise could not afford it.16

Several developing economies have recently introduced conditional cash

transfer programs, which provide money to poor families contingent on certain

behaviour, usually investments in human capital, such as sending children to

school or bringing them to health centers. The approach is both an alternative to

more traditional social assistance programs and a demand-side complement to the

supply of health and education services. Unlike most development initiatives,

conditional cash transfer programs have been subject to rigorous evaluations of

their effectiveness using experimental or quasi-experimental methods.17 This is to

ensure that identified poor families are prioritized in the provision of social

protection services.18

15
Veronica A. Piczon, Leah A. De Asis, Tito M. Cabili 2013 Variation In The Role And Coping
Mechanism of 4Ps Beneficiaries In Northern Samar
16
Arloc Sherman, Danilo Trisi, amd Sharon Parrott 2013 Various Supports for Low-Income Families
Reduce Poverty and Have Long-Term Positive Effects On Families and Children
17
Laura B. Rawlings Gloria M. Rubio 2015 Evaluating the Impact of Conditional Cash Transfer Programs
18
Director Araceli Solamillo 2016 DSWD: Prioritize poor households in programs, services
 16

Recent evidence suggests that conditional cash transfer (CCT) programs

for schooling are effective in raising school enrolment and attendance. However,

there is also reason to believe that such programs can affect other outcomes, such

as the sexual behaviour of their young beneficiaries. Zomba Cash Transfer

Program is a randomized ongoing CCT intervention targeting young women in

Malawi that provides incentives in the form of school fees and cash transfers to

current school girls and recent dropouts to stay in or return to school. An average

offer of US$10/month conditional on satisfactory school attendance – plus direct

payment of secondary school fees – led to significant declines in early marriage,

teenage pregnancy, and self‐reported sexual activity among program beneficiaries

after just one year of program implementation. For program beneficiaries who

were out of school at baseline, the probability of getting married and becoming

pregnant declined by more than 40 and 30%, respectively. In addition, the

incidence of the onset of sexual activity was 38% lower among all program

beneficiaries than the control group. Overall, these results suggest that CCT

programs not only serve as useful tools for improving school attendance but may

also reduce sexual activity, teen pregnancy, and early marriage.19

The 4Ps is a social program that entails monetary and non-monetary

transfers to the poor or poorest families who have school-aged children on the

condition that they meet the program’s terms that are aimed at improving their

capacities (Cecchini and Maradiaga 2011). Brazil and Mexico were the first

countries that implemented that 4Ps program. The main objective was to provide

19
Sarah Baird Ephraim Chirwa Craig McIntosh Berk Özler 2010 The short ‐term impacts of a schooling
conditional cash transfer program on the sexual behaviour of young women
 17

cash to families who are in extreme poverty in exchange for some education and

health care commitments. Since then, many countries, including the Philippines,

have attempted to replicate their examples.20 Although basic education does not fit

into the strict conditions of public goods, governments are willing to finance and

even directly operate schools because of its extensive spillover effects. Thus, it

can be considered as a public good by design. The major issues confronting basic

education and recommends the improvement of participation rates and survival

rates by using developments in information and communications technology

(ICT) and alternative mechanisms of financing and delivery.

In addition, avenues for regional cooperation in improving quality of basic

education can be done through capacity building and sharing of best practices

rather than efforts towards standardisation.21

The Pantawid Pamilyang Pilipino Program, or 4Ps, is the Philippines’

version of the conditional cash transfer. Based on the Department of Social

Welfare and Development Studies (DSWD) primer, the 4Ps is a poverty reduction

and social development strategy of the national government. It provides cash

transfers to extremely poor households to help improve their health, nutrition and

education.22

This program is a local version of other conditional cash transfer programs

of countries from Latin America. Literature revealed that program like Bolsa
20
Cecchini, S. and Maradiaga, A. (2011) Conditional Cash Transfer Programmes: The Recent Experience
in Latin America and the Caribbean.
21
Tereso S. Tullao, Jr., Miguel Roberto Borromeo, Christopher James Cabuay 2015 Quality and Equity
Issues in Investing in Basic Education in ASEAN
22
Department of Social Welfare and Development (DSWD). n.d. Pantawid Pamilyang Pilipino Program
Briefer [online]. http://pantawid.dswd.gov.ph/images/stories/briefernew.pdf [Accessed December 18,
2011].
 18

Familia (Brazil) and Oportunidades of Mexico provided special attention to older

children, at least in terms of subsidy amount. This draws from the fact that there

is a greater opportunity cost for older children to go to school. In Mexico, the data

for 2000 shows that children start to drop out when they reach middle school. The

rate goes lower as children get older. Hence, the Oportunidades provides

assistance from the 3rd grade in elementary up to senior year. The assistance

therefore covers 10 years of schooling at the maximum. Both Bolsa Familia

(Mourão and de Jesus 2012) and Familias en Acción target children aged up to 17

for the education component of the program. In 2001, enrolment rate of children

aged 8-11 in Brazil was 97 percent while that of 15-year-olds was only 87

percent. Hence, the Bolsa Escola program, renamed Bolsa Familia in 2003, was

launched in 2001 to address this (Glewwe and Kassouf 2010).23

True enough, studies show that 4Ps programs have greater impact on older

than younger children. A study on the Colombian case shows that the 4Ps

increased school participation of 14- to 17-year-old children quite substantially,

by 5 to 7 percentage points. On the other hand, the program had lower effect on

the enrolment rate of younger children, only about 1 to 3 percentage points

(Attanasio et al. 2010). 24

A strong pro-welfare policy coalition committed to channelling mineral

wealth towards social investment and willing to craft a political consensus

23
Mourão and de Jesus 2012 Bolsa Família (Family Grant) Programme: an analysis of Brazilian income
transfer programme
24
Attanasio, O., E. Fitzsimons, A. Gomez, M. I. Gutierrez, C. Meghir, and A. Mesnard. 2010. Children’s
schooling and work in the presence of a Conditional Cash Transfer Program in Rural Colombia. Available
online http://www.homepages.ucl.ac.uk/~uctpjrt/Files/edccfamilias.pdf. Retrieved on December 7, 2012.
 19

through negotiations between local and national elites, donor agencies, civil

society organizations and affected local communities. Importantly, the state must

also wrestle with multinational capital, large Filipino-owned companies and

small-scale miners in the process of negotiating reforms. Ultimately, the state

must seize this opportunity to take a more active role in laying the foundations of

a mining governance framework, bargain with key stakeholders to reach

agreement on EI-funded welfare and set out rights-based approaches to

development. 25
The policy transfer processes in the field of development

and the fight against poverty. By studying conditional cash transfer

programs in the Philippines, it highlight how the policy, which originated

in in Latin America in the 1990s, came to be on the agenda of the

Philippines government. 26

A study on the Brazil’s case also showed greater impact on enrolment of

older children (i.e., those in Grades 5 to 8) than in younger children (i.e., Grades 1

to 4) (Glewwe and Kassouf 2010).27

In Mexico, an International Food Policy Research Institute study showed

that the largest impacts were reported on children going to secondary school. An

increase of over 20 percent in enrolment of girls and 10 percent for boys was

observed. An important element of these 4Ps programs is their targeting design.

25
Singh, Jewellord T. Nem,Grugel, Jean B., Hatcher, Pascale 2016 The political economy of financing
children's rights through extractive industries in the Philippines
26
Julien Debonneville and Pablo Diaz 2013 Policy Transfer Processes and the New Techniques of
Governance
27
Paul Glewwe (pglewwe@umn.edu) and Ana Lucia Kassouf 2010The impact of the Bolsa Escola/Familia
conditional cash transfer program on enrollment, dropout rates and grade promotion in Brazil
 20

These programs target the extremely poor. The Bolsa Familia of Brazil targets

extremely poor households (i.e., those earning less than R$60 or US$34 per capita

monthly) regardless of the household composition; there is no conditionality for

the childless extremely poor households. This is in addition to the conditional

monthly transfer that the program provides to poor families (i.e., those earning

less than R$120 or US$68 per capita) with children aged 0-17 and/or a pregnant

woman with up to a maximum of three children (Soares et al. 2010). The

Oportunidades formerly known as Progresa started in rural communities, targeting

extremely poor households. It later expanded to cover the extremely poor in urban

areas. Colombia also targeted extremely poor households in selected

communities.28

Governments frequently struggle to ensure that social programs reach the

people they intend to support. Researchers conducted a randomized evaluation

with the Indonesian government that compared self-targeting to automatic

screening in the context of a conditional cash transfer program. Requiring

households to apply for a cash transfer program in Indonesia discouraged rich

households from seeking out benefits and identified a relatively poorer group of

beneficiaries.29
28
Soares, F.B., R.P. Ribas and R.G. Osorio. 2010. Evaluating the impact of Brazil’s Bolsa Familia: Cash
transfer programs in comparative perspective. Latin American Research Review 45 (2).Available online at
http://lasa4.univ.pitt.edu/LARR/prot/fulltext/Vol45no2/Soar-Riba-Osor_173-190_45-2.pdf Retrieved
December 7, 2012.
29
Vivi AlatasAbhijit BanerjeeRema HannaBenjamin OlkenRirin PurnamasariMatthew Wai-Poi2012
Improving Targeting of a Conditional Cash Transfer Program in Indonesia
 21

CHAPTER III

TECHNICAL BACKGROUND

Technicality of the Project

The proponents have used the web it supports the features of the system like

AJAX. The data fetched by an Ajax request is typically formatted in JSON (JavaScript
 22

Object Notation) format. Since this format is natively understood by Java Script, it can

easily transmit structured data in the web site. When this data received by Ajax, the

JavaScript program, then uses the Document Object Model (DOM).

This system can assess to the MSWDO to ease to update and monitor the records of the

4P’s members, health, and education of beneficiaries and the attendance of FDS.

The system will disseminate the information of the 4P’s members & dependents,

the system works in a user based system. It shows how the project work and how the

process done in all layers. From the screen design layer, to web-based layer to persistence

layer or the database layer of the system, the system is explained in further details.

The system used to view the List of Barangay, List of Guarantees & information

through web-based. It means that the applications which are the application server of the

window based application and the web hosting server and database. To disseminate

information on the 4P’s members and beneficiaries, data and information most gather

beforehand to record or save in the database of the system and ready to be viewed by the

DSWD 4P’s.

Details of Technology Used

This section will be discussing on what technologies including third party

applications to be used and how the researcher made use of the technology.
 23

XAMMP 1.7 or Higher – Developers will use this as development tool to allow website

designers and programmers to test their work on their own computers without any access

to the internet.

PHP – Is an HTML-embedded Web scripting language. This means code can be inserted

into HTML of a Web page. When a PHP page is accessed, the PHP is read or parsed by

the server the page resides on. The output from the PHP functions on the typically

returned as HTML code, which can be read by the browser. Because the PHP code is

transformed into HTML before the page is loaded, users cannot view the PHP on a page.

This make PHP pages secure enough to access database and other secure information.

Ajax - Asynchronous JavaScript and XML is a combination of web development

technologies used for creating dynamic websites. It can send and retrieve data from the

server. And it help to make the web more dynamic by enabling webpages to retrieve and

load new content without needing to reload the rest of the page. By using Ajax, Web

developers can create interactive websites that use resources efficiently and provide

visitors with a responsive interface.

HTML - This is the language that Web pages are written in. If you want to create really

great Web pages then you will need to learn this. As far as computer languages go this is

the easiest to learn. You can create a Web page without it using a Web page editing

program but the program will still use HTML to create the page.
 24

CSS – Cascading style sheets are used to format the layout of Web pages. They can be

used to define text styles, table sizes, and other aspects of Web pages that previously

could only be define in a pages HTML. CSS helps Web developer create a uniform look

across several pages of a Web site.

JavaScript – Like Java, this is a programming language designed by Sun Microsystems,

in conjunction with Netscape that can be integrated into standard HTML pages. While

JavaScript is based on the Java syntax, it is a scripting language, and therefore cannot be

used to create stand-alone programs. Instead, it is used meanly to create dynamic

interactive Web pages. For example Web developers can use JavaScript to validate form

input, create image rollovers, and to open those annoying pop-up windows. Like so many

other things, we have to take the good with the bad.

Bootstrap v3.7.7 - is a free and open-source front-end library for designing websites and

web applications. It contains HTML- and CSS-based design templates for typography,

forms, buttons, navigation and other interface components, as well as optional JavaScript

extensions. Unlike many web frameworks, it concerns itself with front-end development

only.

Sublime Text - is a proprietary cross-platform source code editor with a Python

application programming interface (API). It natively supports many programming

languages and markup languages, and functions can be added by users with plugins,

typically community-built and maintained under free-software licenses.

 25

Internet browser Google Chrome browser 55.0.2883 and Higher - is a freeware web

browser developed by google it is an open source program for accessing the World Wide

Web and running Web-based applications.

CHAPTER IV

METHODOLOGY, RESULTS AND DISCUSSION

Methodology
 26

The researchers develop a web based 4P’s Online Archive and Record

Management System. The study employs a descriptive method because the study

describes for level of awareness and acceptability. It also aims to identify the level of

usability and reliability of the proposed system of the 4P’s management after it has been

develop. The descriptive methods includes the three components: Problem Identification,

Data Gathering and Planning.

 27

Results & Discussion

 28

Fishbone Diagram

Figure 2 The figure above shows the problem causes and effect encountered for the

current

processes.
 29

Requirements Documentation

Hardware Specifications

The hardware requirements specification captures the complete

requirements for the system, or a portion of the system.

Laptop Specifications

Hardware Specifications Minimum Recommendation Maximum Recommendation

Laptop RAM 2GB Core i7
HDD 320GB 3.8GHz
Atom 1.6GHz RAM 8GB
OS Windows 7. HDD 1TB
OS Windows 10.
Table 1 The table above represent the laptop recommended specifications for the better

viewing of the website.

Computer Specifications

Hardware Specifications Minimum Recommendation Maximum Recommendation

Computer Atom 1.6GHz Core i5
RAM 2GB 2.66GHz
HDD 100GB RAM 8GB
OS Windows XP OS Windows 10
or Windows 7.
Table 2 The table above represent the mobile phone recommended specifications for the

better viewing of the website.

 30

Mobile Phone Specifications

Hardware Specifications Minimum Recommendation Maximum Recommendation

Mobile phone Storage 4GB 2.6GHz
Network 3G Storage 32GB
CPU speed 1.2GHz RAM 4GB
Android OS Network 4G LTE
Wi-Fi connection. Android OS
Wi-Fi connection
Table 3 The table above represent the mobile phone recommended specifications for the
better viewing of the website.

Software Specification

The Software requirements specification captures the complete

requirements for the system, or a portion of the system.

Software Specifications Minimum Recommendation Maximum Recommendation

Internet Browser Google Chrome Version Google Chrome
56.0.2924 or Version: 64.0.3282
Internet Explorer 8 and
Internet Explorer 11
Operating System(OS) Windows 7 and 8 Windows 10
XAMPP Xampp v3.2.2 Xampp 7.2.3
PHP Php 5.5.19 Php 7.2.3
Database MySQL 5.6.21 MySQL 5.6.26
Table 4 Software Specification is a description of a software system to be developed. It
lays out functional and non-functional requirements, and may include a set of use cases
that describe user interactions that the software must provide.
 31

Program Specification

The program requirements specification captures the complete

requirements for the system, or a portion of the system.

Program Specification Minimum Recommended Maximum Recommended

Programming language JavaScript v1.2 JavaScript v1.3
Programming language PHP v5.2 PHP v5.5
Programming language OOP PHP v5.1.0 OOP PHP v7.0.0
Programming language Bootstrap v3.1.1 Bootstrap v4.0
Programming language HTML 1.0 HTML 5
Programming language CSS version 3 CSS version 4
Table 5 The table above represent the programming languages used by the researchers to

developed the website.

 32

Design of Software, Systems, Product, and/or Processes

Functional Decomposition Diagram

Figure 3 The figure above shows all the functions of the system.
 33

Implementation Plan / Infrastructure / Deployment

Deployment Diagram

Figure 4 The figure above shows the structures of the system deployment. It shows how

the users use the system.

 34

CHAPTER V

SUMMARY, CONCLUSION AND RECOMMENDATIONS

Summary

This study on the 4P’s Online Archive and Record Management System in

Municipal and Social Welfare Development Office in Gamay Northern Samar was

developed to minimize the works for the weekly and quarterly reports of compliance and

noncompliance, for updating records of household members. The guest or member can

access only to view their profile information. And the 4P’s workers can now access the

online archive and recording on time, and they can update the records of household

members. This will also help the office adopt a new program to make their works easy.

The admin has the power to manage the system.

As the 4P’s workers and members who need the site, they can identify its

availability now. The municipal and social welfare development Office can just record

the new update information of the 4P’s members using the upload the csv excel file form

in the dashboard, the Project Development Officer can validate and keep the records only

and the Department of Social welfare Development can view the records of the

compliance and noncompliance household members and they can monitor the quarterly

and weekly reports. Though the system not yet perfect, the administrators could least

make the system productive. Time would be decreased by the developed system.
 35

Conclusion

It is important in offices, agencies and other organization to give an archiving and

recording system because this is the most effective way in keeping, identifying of the

records. Therefore, this system could be helpful in 4P’s office specially that they want to

monitor the weekly and quarterly reports of compliance and noncompliance easily. At

this Online Archive and Record Management system, it could minimize the works they

have and can focus to other works. The system would one only way to develop more

programs at the Pantawid Pamilyang Pilipino Program in the future.

 36

Recommendations

With the current situation of the development system, additional functions are still

expected in the future. Although the system could work for archiving and recording, still

system are not that complete functions to use for a big tasks, there are functions that still

need to redevelop and contracted at the best suits for archiving and recording.

Based on the findings of the study, the following recommendations are forwarded.

1. That further studies be made to improve the appropriate design of the

system in terms of process and data.

2. A study on the acceptability of the system in Municipal and Social

Welfare Development Office in Gamay Northern Samar, in order to know

the function and capabilities of the system.

3. Expand and update the database.

 37

Appendices
 38

Process Model

Figure 5 The figureabove represent what is the data input to the system, how to process it

and what will be the output.

Current Context Diagram

 39

Figure 6 The figure above represent how the collected data information of the household

can be processed.

Proposed Context Diagram

 40

Figure 7 The figure above shows the boundary of the system for each users and

its environment. It shows the entitles that interact whit it.

Event Diagram

Create Account Process

 41

Add User Account

Figure 8 The figure above is to add new user account. You must to create your account

to access the system, and validate by the admin user.

Update User Account

Figure 9 The figure above represent for updating the account information of the user.

View Information Account

Figure 10 The figure above is show how to view the account information of the user and

how to process it into the data store.

Login Process Event

Login User Account

 42

Figure 11 The figure above is show login process of the user account. You must enter

your username and password to access to the system.

Logout User Account

Figure 12 The figure above is show logout process of the user account. If you logout in

the system you will back into the homepage of the system.

Update Information Event

Update Member Profile Records

Figure 13 The figure above is shows the process for updating members profile and save

it into the data store.

Update Dependents Records

 43

Figure 14 The figure above is shows the process for updating dependents and what is the

process for updating into the data store.

Update Health Records

Figure 15 The figure above is shows the process for updating health and what is the

process for updating into the data store.

Update Education Records

Figure 16 The figure above is shows the process for updating education and what is the

process for updating into the data store.

Update Disbursement Records

Figure 17 The figure above is shows the process for updating disbursement and what is

the process for updating into the data store.

View Information Event

View Reports Information

 44

Figure 18 The figure above is show to view the reports of health, fds and education. You

must log in into the system to view the reports.

View Records Information

Figure 19 The figure above is show to view the records of household members. You

must log in to the system to view the records.

Primitive Diagram

Grievance Process
 45

Figure 20 The figure above is the grievance to shows the process of the complaint. You

must enter your complaint to verify of the Cluster.

Re - CI Process

Figure 21 The figure above is to update the Re-CI of household members. The Cluster

continuous integration (CI) of the household members on that complaint.

Data/ERD
 46

Entity Relationship Diagram (ERD) shows the relationships of entity sets stored

in database.

Entity Model

Figure 22 The figure above represent the entities and their relationship to each other

Key-base Entity Model

 47

Figure 23 The figure above represent the key-base of its entities and its relationship to

another entity.

Fully-attributed Entity Model

 48

Figure 24 The figure above shows the detailed attributes of all entities and shows the

relationships for every entity.

DATA DICTIONARY
 49

Table name: User

Field name Data type Length Description

user_id integer 11 Auto increment for user

username varchar 50 Username of the user

password varchar 50 Password of User

lastname varchar 50 Last name of User

firstname varchar 50 First name of User

position varchar 50 Position of the Employee

account_status varchar 1 Status of user if active or

inactive
Table 6 The table above represent the table of the user information inserted into database.

Table name: Municipal Worker

Field name Data type Length Description

user_id integer 11 Auto increment for barangay

name varchar 50 Name of Employee

position varchar 50 Position of the Employee

Table 7 The table above shows the table of municipal workers information

Table name: Barangay Table

Field name Data type Length Description

 50

brgy_id integer 11 Auto increment for barangay

name varchar 50 Name of barangay

address varchar 50 Address of barangay

Table 8 The table above represent the table of barangay inserted into database.

Table name: Education Table

Field name Data type Length Description

educ_id integer 11 Auto increment of

education id

attend_school varchar 10 Student status if active in

school

educ_level varchar 30 Grade level of the

students

school_id varchar 20 School id no. Of the

school

school_name text text Name of school

year tinyint 4 Year enrolled

month tinyint 4 For months

period tinyint 4 For period

educ_remarks text text Remarks of the Student

Table 9 The table above represent the information of education inserted into database.

Table name: Category Table

 51

Field name Data type Length Description

cat_id integer 11 Auto increment of

category id
Table 10 The table above represent the categories of grievances inserted into database.

Table name: Grievance Table

Field name Data type Length Description

grievance_id integer 11 Auto increment of

grievance id

name varchar 50 Name of defendant

complain text text Reason

Table 11 The table above represent the grievances information inserted into database.

Table name: FDS Table

Field name Data type Length Description

fds_id 11 Auto increment for fds id

sission_title text text Tittle of fds events

implemented by
municipal link

fds_date date date Date of fds event

fds_time timestamp timestamp Time started of fds event

venue varchar 50 Place where the program

conducted

resource varchar 50 Speaker of the program

Table 12 The table above represent the information of grantees for attending family

development session inserted into database.

Table name: Health Table

 52

Field name Data type Length Description

health_id Integer 11 Auto increment of health

id

Pregnant Varchar 10 Check-up records

hc_name Text text Address of the health

center

Year Integer 11 Year

Period Tinyint 4 Per quarter

Month Tinyint 11 Month checked up

Remarks Text text Check-up records

Table 13 The table above represent the health information of the 4P’s beneficiaries

inserted into database.

Table name: Household Table

Field name Data type Length Description

hh_id Integer 11 Auto increment for

household id

hhid_no Varchar 50 Household no. for the

household

Grantee Varchar 50 Name of household

grantee

Child Varchar 50 Name of household child

Status Varchar 60 Status health of household

Purok varchar 10 Street no. of Barangay

Table 14 The table above represent the household information inserted into database.

Table name: Member table

 53

Field name Data type Length Description

member_id int 11 Auto increment for

member

mid_no varchar 50 Member id no. of the

members

lname varchar 50 Last name of the member

fname varchar 50 First name of the member

mname varchar 50 Middle name of the

member

extname varchar 50 Extension name of the

member

is’grantee varchar 50 Deterrmine the grantee

is’beneficiary varchar 30 Deterrmine the beneficiary

age varchar 11 Age of the member

gender varchar 10 Gender of the members

bday varchar 30 Date of birth

membe_status varchar 30 If active or Inactive

Table 15 The table above represent the information of the household member inserted

into the database.

Table name: Payroll Table

 54

Field name Data type Length Description

payroll_id int 11 Auto increment of payroll

id

period varchar 30 Per quarter

sched_payout varchar 15 Schedule for Cash out

health_grant double double Amount grant for health

educ_grant double double Amount grant for

education

fds_grant double double Amount grant for fds

remarks text text Release

Table 16 The tabled above shows what is the data input on the payroll table and what the

data type to be used in the database.

Use Case Diagram

 55

Add Enlist

S
household

FD
members

h
alt
»

He
de

n
NHTS c lu

tio
View Enlist
«in

ca
household
»

ua
de
members «inclu

Ed
Comply
Compliance «include »
Update Enlist
household
members

Create fds, health

ML & education reports
Member

Record fds, health &

education reports

Update fds, health &

education records
Add Complain
PDO

View fds, health &

education records
View Complain

DSWD Validate fds, health &

education records
Approved Complaint

Create Cash Grant

Cluster

Record Cash Grant Update Complaint

Viiew Cash Grant

Figure 25 The figure above shows the relationship of the user and different use cases in

which the user is involved.

Data Flow Diagram

 56

Figure 26 The figure above represent the flow of the system to save the data into a data

store.

Sequence Diagram
 57

Figure 27 The figure above shows object interactions arranged in time sequence. It

depicts the objects and classes involved in the scenario and the sequence of messages

exchanged between the objects needed to carry out the functionality of the scenario.
 58

Network Topology

Router GUEST/MEMBER

Web Server

NHTS

INTERNET

Modem

ML/SWA

PDO

CLUSTER

DSWD

Figure 28 The figure above shows how the user can access the web based 4P’s online

archive and record management system.

 59

Pictures showcasing the data gathering, investigation done, testing and development
(screen layout, source code)

4P’s OARMS Home Page

Figure 1.1 The figure above represent the home page of the website.
 60

Create Guest Account

Figure 1.1 The figure above represent for creating account for member grantee using
their
member ID number to access the website.
 61

Guest Login

Figure 1.1 The figure above represent for the login of the household grantee to access
and view their profile information related to the program.
 62

Import Household Members

Figure 1.1 The figure above represent for uploading reports of enlisted household
members for the program using csv excel file.
 63

List of Household Members

 64

Figure 1.1 The figure above represent to view by barangay the records of household
members .

Household Information
 65

Figure 4.0 The figure above represent the pdf file of household information of
compliance
and noncompliance. The file is printable and downloadable.
 66

Import FDS Reports

Figure 1.2 The figure above represent to upload the reports of fds using csv excel
file. Only the municipal link has a permission to access this forms for uploading
the fds reports.
 67

Source Code

Homepage

Code:

<nav class="navbar navbar-inverse">

<div class="container-fluid">

<div class="navbar-header">

<button type="button" class="navbar-toggle collapsed" data-toggle="collapse"

data-target="#myInverseNavbar2" aria-expanded="false"> <span class="sr-

only">Toggle navigation</span> <span class="icon-bar"></span> <span

class="icon-bar"></span> <span class="icon-bar"></span> </button>

<a class="navbar-logo" href="#"><img src="images/download.png" width="350"

height="55" alt="thumb"/></a> </div>

<div class="collapse navbar-collapse" id="myInverseNavbar2">

<ul class="nav navbar-nav navbar-right">

<li><a href="guest" >Guest Log in</a></li>

<li><a href="grievance/addgrievance.php" >Complain</a></li>

<li class="dropdown"> <a class="withsubmenu" href="#" target="_self"

class="dropdown-toggle" data-toggle="dropdown" role="button" aria-

expanded="false" aria-haspopup="true">Employee's Log in<span

class="caret"></span></a>

<ul class="dropdown-menu">
 68

<li class="firstitem"><a href="nhts">NHTS</a></li>

<li><a href="ml">ML</a></li>

<li><a href="pdo">PDO</a></li>

<li><a href="dswd">DSWD</a></li>

<li><a href="cluster">CLUSTER</a></li>

<li><a href="admin">ADMIN</a></li>

<li role="separator" class="divider"></li>

</ul> </li></ul>

</div>

</div>

</nav>

Create Guest Account

Code:

<h3 class="title">Create Guest Account</h3>

<form action="createguestaccountexec.php" method="post">

<div class="form-group" style="padding-right: 20px;padding-left: 20px;">

<label for="hhid">Member ID No.</label>

<input type="text" class="form-control" name="mid_no">

<label for="password">Password</label>

<input type="password" class="form-control" name="password">

 69

<input type="submit" class="btn btn-primary" value="Create Account" />

</div></form>

Guest Login

Code:

<h3 class="title">Guest Login</h3>

<form action="guestlogin.php" method="post">

<div class="form-group" style="padding-right: 20px;padding-left: 20px;">

<label for="mid_no">Member Identification Number</label>

<input type="text" class="form-control" name="mid_no">

<label for="password">Password</label>

<input type="password" class="form-control" name="password">

<input type="submit" class="btn btn-primary" value="Login" />

<a href="createguestaccount.php" class="btn btn-primary">Create Account</a>

</div> </form>
 70

Import Household Member

Code:

<form class="well" action="ml/importgroupexec.php" method="post"

name="upload_excel" enctype="multipart/form-data">

<fieldset><legend>Import Group List CSV/Excel file</legend>

<div class="control-group"><div class="control-label">

<label>CSV/Excel File:</label></div>

<div class="controls form-group">

<input type="file" name="file" id="file" class="input-large

form-control"></div></div>

<div class="control-group"><div class="controls">

<button type="submit" id="submit" name="Import" class="btn btn-success btn-

flat btn-lg pull-right button-loading" data-loading-text="Loading...">Upload

FDS</button></div></div></fieldset></form>
 71

List of Household Member

Code:

$cnt=1;

$recCount=0;

$members = "<table class='table stable-striped' border='1'>";

$members .= "<tr>";

$members .= "<th>No</th>";

$members .= "<th>Barangay</th>";

$members .= "<th style='width:10px;'>Prk</th>";

$members .= "<th style='width:100px'>Household ID No</th>";

$members .= "<th>Entry ID</th>";

$members .= "<th>Last Name</th>";

$members = "<th>First Name</th>";

$members = "<th>Middle Name</th>";

$members = "<th style='width:10px'>Ext Name</th>";

$members = "<th>Grantee</th>";

$members = "<th>Beneficiary</th>";

$members = "<th style='width:50px'>Birthday</th>";

$members = "<th>Age</th>";

$members = "<th>Gender</th>";

$members = "<th style='width:10px'>Pregnant Status</th>";

$members = "<th>Disabled</th>";
 72

$members = "<th style='width:10px'>Attend School</th>";

$members = "<th>Grade Level</th>";

$members = "<th>School Name</th>";

$members = "<th>Member Status</th>";

Household Information

Code:

ob_start();

$pdf = new PDF();

$pdf->AliasNbPages();

$pdf->AddPage('L','','A4-L');

$pdf->SetFont('Times','',10);

$pdf->Cell(40,5,'Household Information',0,1);

$pdf->SetFont('Times','',6);

$pdf->Cell(17,5,'Barangay',1,0);

$pdf->Cell(7,5,'Prk',1,0);

$pdf->Cell(25,5,'Household ID No',1,0);

$pdf->Cell(20,5,'Last name',1,0);

$pdf->Cell(20,5,'First tname',1,0);

$pdf->Cell(20,5,'Middle name',1,0);

$pdf->Cell(7,5,'Ext.',1,0);

$pdf->Cell(10,5,'Grantee',1,0);
 73

$pdf->Cell(15,5,'Beneficiary',1,0);

$pdf->Cell(15,5,'Birthday',1,0);

$pdf->Cell(7,5,'Age',1,0);

$pdf->Cell(10,5,'Gender',1,0);

$pdf->Cell(10,5,'Pregnant',1,0);

$pdf->Cell(10,5,'Disabled',1,0);

$pdf->Cell(25,5,'Grade Lvl',1,0);

$pdf->Cell(33,5,'School Name',1,0);

$pdf->Cell(15,5,'Status',1,1);

Import FDS Report

Code:

<div class="container" style="margin-top:40px;">

<div class="row">

<div class="col-md-3 hidden-phone"></div>

<div class="col-md-6" id="form-login">

<form class="well" action="fds/importfdsexec.php" method="post"

name="upload_excel" enctype="multipart/form-data">

<fieldset>

<legend>Import FDS Attendance CSV/Excel file</legend>

<div class="control-group">

<label for="session_title">FDS Session title</label>

 74

<input type="text" name="session_title" class="form-control" />

<label for="fds_date">Date</label>

<input type="text" name="fds_date" class="form-control" />

<label for="fds_time">Time</label>

<input type="text" name="fds_time" class="form-control" />

<label for="venue">Venue</label>

<input type="text" name="venue" class="form-control" />

<label for="resource">Resource</label>

<input type="text" name="resource" class="form-control" />

<div class="control-label">

<label>CSV/Excel File:</label></div>

<div class="controls form-group">

<input type="file" name="file" id="file" class="input-large form-control">

</div></div><div class="control-group"><div class="controls">

<button type="submit" id="submit" name="Import" class="btn btn-success btn-

flat btn-lg pull-right button-loading" data-loading-text="Loading...">Upload

FDS</button></div>

</div></fieldset>

</form>

</div><div class="col-md-3 hidden-phone"></div>

</div></div>
 75

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