Barangay Hall Information System Essay

Introduction Nowadays, it is very important to be one step ahead, to be able to cope up with the benefits of technology. Having a computerized system is a big use for the barangay halls for them to lessen the time for a certain operation that if done manually can consume so much time and effort. It can also decrease hassle in workplace and provide accurate and fast result that every barangay hall needs. The proponents have chosen information system entitled â€Å"Barangay Clearance Issuance System† for the distribution of barangay clearance as our target business, in hopes of providing better ways of monitoring records and transactions instead of having them done manually. San Jose’s barangay hall is one of the local government offices in San Miguel Bulacan. They were committed to serve and care the people for them to have a secured and a better way of living. In the nearly past it was only a residential infrastructure given by an old person (citizen of barangay San Jose). Then it w as founded as official barangay hall of San Jose up to date. Significance of the Study This study will help the selected barangay to have a more systematic and modern way of recording and searching records. This part of the study discusses about the importance of creating the system for the benefits of the following: For the Barangay Officials- it will lessen their paper works like manually adding and searching of records. For the Citizen- the system will serve as a primary source of documents for the people to save time and effort and to avoid a long queue. For the future barangay officials – It will reduce paper works in adding and searching of records in accordance to the proponents proposed system. Statement of the Problem The proponents came up with this study in the needs to lessen the manually adding and searching of records in the selected barangay hall. The general objective of this study is to lessen the manual system process of adding and searching of records. Specifically, this study aims to answer the following  question: What are the important features of the developed Barangay Clearance Issuance System? What operational requirements are needed by the system in terms of hardware requirements and software requirements? What process model shall be used in developing the Barangay Clearance Issuance System? How functional is the developed Barangay Clearance Issuance System in terms of the following software evaluation criteria; reliability, efficiency, accuracy, user friendliness; and security? Scope and Delimitation The proposed system will handle the adding, searching, viewing, and updating of the records in the selected barangay hall. A faster process of the said matters will be recognized until this system is implemented most importantly the system will store the data for the future use. The proposed system can perform such as: a) Maintenance of records in connection with the barangay clearance. b) Printing of the said document (barangay clearance). c) Printing of criminal records Concerning records that are not connected to the system is its limitations. The Figure 1 shows the capability of the admin and the end user into the system. Whereas the admin has the entire access to the system while the end user is capable of viewing and searching records only. Conceptual Framework The researchers aim to describe how the Information System can help in barangay hall. Consequently, this section describes the concept of the proposed information system to improve barangay hall and this starts with the citizen/complainant as an input. The Figure 2 shows the flow of the system and how it will work and to help the barangay to have a more systematic way of doing their work. Also it shows the input, process and output of the system throughout the whole procedure. Where the person or citizen will be ask by the secretary or the  user who is a legal officer of the barangay to know if he or she has a bad record. After that the secretary or the user will check the system’s list of records if the person has a clear or bad record in the barangay. If the person has a clear record, no violations committed, and no complaints from the citizens of barangay, the secretary or the user will release the barangay clearance. And if the person has a bad record the secretary or user will not release barangay clearance. In the other hand the complainant can request to file a criminal case to the secretary in the help of system. Definition of terms Database – a structured set of data held in a computer, especially one that is accessible in various ways. Database Management – storage that handles the storage, retrieval, and updating of data in a computer system. Graphic User Interface – is a type of interface that allows users to interact with electronic devices through graphical icons. Hardware – the machines, wiring, and other physical components of a computer or other electronic system. Information System- an integrated set of components for collecting, storing, processing, and communicating information. Microsoft SQL Server – is a relational database management system developed by Microsoft. Software – the programs and other operating information used by a computer. Systematic – done, acting according to a fixed plan or system; methodical. CHAPTER II Review of Related Literature and Studies This chapter presents related literature and writing of recognized experts, both of which have significant bearing or relation to the study. It also discusses the associated methods and researches that was read and reviewed which helped the researchers to have a better understanding and to find some important information that is connected with this study. In the process of system development, literature reviews conducted to theory, methods and technologies associated with systems that have been developed. Background research on the organization and comparative studies of existing systems were also done to understand more the requirements before the system was develop. Barangay Inventory System With our fast-paced developing society, many of our institutions optimize to perform their procedures in a computerized manner. They consider this as a great reliable process to lean on. They believe that this method will help them catch-up with this quick changing situations that they encounter each day. However, it is hard to imagine that many of us still stick to the manual method knowing that computerized system is just there waiting for them to take advantage of. There are several reasons that are forcing them to be stuck with to this traditional system. One of these is illiteracy; no one in this world is unable to understand and adapt to the computerized system if it will be properly introduced and taught. Another one is being doubtful with the system; they believe that manual system can perform less error than an automated system. But as the years goes by, a number of certain works have grown indicating that the manual method is not practical and efficient anymore. Nowadays, people have become more conscious with their time and they find essential ways on how they can do such work in less time or how they can do their number of works at the same time. This study aimed at developing a computerized system for a barangay that still practices a traditional way of creating a Barangay Clearance and management of database. We will do this by incorporating the technology of using camera and stylus pen for creating a Barangay Clearance. We will also use the computer to properly manage their files. By using our system, their barangay employees can have fast, more practical and efficient way of doing their tasks (HazelJane, 2012) Many people believe that manual method can perform less error than the automated one. But as years goes by, technology become more developed. Today, the computerized system is more applicable than the manual one because it can get a more accurate data and will lessen the time of work. Barangay Record System 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 SangguniaangKabataan 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 resident in the place. These records are important for different purposes that the barangay is being used. The barangay has 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 receipt 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 were not strictly observed. 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 (Elmer, 2013) Record System is helpful to the barangay in storing and keeping records or files easily. By the help of the system, they can search easily the record of a particular person. And they can avoid the redundancy of records. E-Blotter System The e-blotter system facilitates fast, easy, and paperless entering of crime information using the computer machine that is linked into one station to another up to the higher headquarters via internet connections. The e-blotter is designed as a stand-alone system which will be installed in all police stations as a means of reporting and monitoring all crime incidents that transpired within their respective areas as well as the results and records of the investigation. The system will allow enhancement in the course of crime prevention, detection, and solution as it enables easy access of data needed for an immediate action from the police officials. Crime investigators and personnel will instantly access crime reports and daily updates of what is happening in the ground, particularly in every  police station which is vital in mapping out strategies for quick response and crime prevention through internet using e-blotter system. The system will allow integration of crime reports for and accurate and reliable documentation which is needed for crime investigation and solution. The e-blotter system will render better police service through an improved and enhanced crime incident reporting system with the use of modern technology (Yhatskii, 2013) The e-blotter is a big help to monitor all crime incidents happened in the barangay. It will also help the secretary to know easily if a person has a crime records before issuing the barangay clearance. Residential Profiling and Recordkeeping System Through the years, the term web-based recordkeeping has blown up to encompass many aspect of recording the file of every resident, thus, the term become more recognizable. A general term that describes recordkeeping system is that collects, organizes, and categorizes records, facilitating their preservation, retrieval, use, and disposition. Software is developed to reduce the time consumed in a particular task to be accomplished with a high standard and accurate output or results. Web based applications are the ultimate way to take advantage of today’s technology to enhance organizations or community more productivity and efficiency. Web based application gives you an opportunity to access your business information from anywhere in the world at any time. It offers cross platform compatibility that is more manageable, highly deployable, give secure live data. It also facilitates to save time and money and improve the interactivity with the client. The main purpose of the study is to explore the development in making a web-based system. Technically, the term Web-Based system refers to those applications or services that the client/resident on a server that is accessible using a Web browser and is therefore accessible from anywhere in the world via the Web. Web-based system is used to secure the records of the residents that only the Barangay Captain and his/her Secretary are the only entities can access the record. Viewing and surfing the sites are the only role that the residents can do. (Boddie, 2013) The system can help to make the records or files more secure. Also, it is easy for them to update and access the records. And lastly, it is easily for them to monitor all of the barangay records. Barangay Information System This participatory action-research followed the reflection-input-action-reflection process in allowing barangays to evolve their own information system. Benchmark study, secondary data use, key informants interview and observations were the key data gathering techniques. Data analysis was basically descriptive. This project was implemented in nine barangays of Munoz, Nueva Ecija. Majority of the respondents perceived their barangay hall as very useful in terms of serving as venue for meetings and as source of vital information about the barangay and its people. However, they felt that the information is inadequate as basis for planning and in responding to information requests from local government offices. The project also described and documented the Barangay Information System (BIS) implementation process of the nine barangays. It covered the activities that the barangays did in implementing their BIS. There were commonalities among the barangays in following a basic implementation process from orientation meeting in the barangay to data storage and updating. However, there were also observed peculiarities on data gathering techniques and logistics wherein some barangay officials voluntarily used their own money for supplies and materials and even provided snacks for BIS team members during data gathering, data posting/tabulation and data presentation so the activities will not be delayed (Almario, 2012) This will improve the efficiency of filing reports and complaints in the barangay level. Storing barangay information in a central database allows for easy storing and updating of records. Retrieval of records will also be faster, translating to faster transaction time. With the records readily available in the server, this will allow concerned government agencies to gather data for planning and development. Furthermore, automation reduces the use of paper. Barangay File Management System Palayan City Local Government Unit (LGU) has long been provided all of its barangays at least a computer unit to upgrade the system of operation to a much enhanced way. That is, through computer technology. That was almost exactly four years ago. But up to now, those computers had not been used to  their fullest capabilities. Barangay offices still rely on manual labor not on the machines as their frontline of service and operations. Some things are neglected. One, Standard Operating Procedures (SOP) is not followed. Anyone can have his clearance signed or business permit released even if the authorized person to approve it, for example the Barangay Captain, is not present. The office has at least signed blank clearances and/or permits in this case. Thus, the reliability of such can be questioned. Two, it’s because all of the facts and information on the barangay is kept on papers, there should-be manifestation of the maximized usage of computer is not attained and therefore causes the slow retrieval of information and transactions. And lastly, hard copies of the files, transactions held and other matters require a large file cabinet to hold them which in many case, is a case of an unorganized file management system (wonderworldblog, 2005) The computerized system helps the authorized person in terms of managing the file. Because there are many information and records that they need to organize and secure, the computer machines has its capability of saving large file and providing ways on how to secure the files. CHAPTER III Methodology of the Study This chapter presents the methods and techniques used in the research for the development of Barangay Clearance Issuance System’s target clientele, population and sample, data gathering, instrument of the study, system’s development model used and criteria for system evaluation for this study are given importance in this chapter. Methods and Techniques of the Study The researchers used the Descriptive Research Method wherein the study focused on gathering of data. Based from (James P. Key, 1997) Oklahoma State University, he describes Descriptive research is used to obtain information concerning the current status of the phenomena to describe â€Å"what exists† with respect to variables or conditions in a situation. The methods involved range from the survey which describes the status quo, the correlation study which investigates the relationship between variables, to developmental  studies which seek to determine changes over time. The purpose of using the descriptive research method is to acquire accurate, factual, systematic data that can provide you with an actual picture of the data set that you are reviewing. This method illustrates a survey approach to the respondents from the barangay staffs, complainant and as well as the people in the barangay community. The proposed barangay information system will be beneficial because it will help the people to acquire the information their needed. Data gathering is very important in the study because it serves as a basis and pattern in making the system. Target clientele The target user of this study is the secretary, who will monitor the system and assists the citizens who will request a barangay clearance. The Barangay Clearance Issuance System will be a great help to the secretary to access the records easily. Population and Sample These respondents were asked by the researchers. The population of respondent came from barangay captain and other barangay officials, secretary and also the citizen of the barangay and the respondent will answer the questionnaires to determine the overall performance of the system. Data Gathering Procedures These are the things used for gathering information about the proposed study, the basis for making decisions and evaluations are the collected data and record. Interview – This is where the proponents ask a question and getting the information from the interviewee using direct communication. Questionnaire – It is a series of different question that will be given to the individual who have knowledge of the study, and used to get the information from the respondent and their opinions. Evaluation Form – It is an instrument used to estimate the research study. The following criteria were given to evaluate the developed system: (a) reliability; (b) efficiency; (c) accuracy; (d) user friendliness; and (e) security. Instrument Used in the Study The researchers used questionnaire in dealing this study. A research instrument used to collect data may be created by the researcher or based on an existing instrument. If the instrument is researcher created, the process used to select the questions should be described and justified and it contains indicators that asses of the overall performance of the system. System Development Model Used The System Development Life Cycle (SDLC) for the system development will be used. According to Taylor (2004), the project life cycle encompasses all the activities of the project, while the systems development life cycle focuses on realizing the product requirements. SDLC is used during the development of an IT project; it describes the different stages involved in the project from the drawing board, through the completion of the project. A number of system development life cycle models have been created: waterfall, fountain, and spiral build and fix, rapid prototyping, incremental, and synchronize-stabilize. The oldest of these, and the best known, is the waterfall: a sequence of stages in which the output of each stage becomes the input for the next. These stages can be characterized and divided up in different ways, including planning, system analysis, system design, development, testing, implementation and maintenance. Planning – During the planning phase, the objective of the project is determined and the requirements to produce the product are considered. An estimate of resources, such as personnel and costs, is prepared, along with a concept for the new product. All of the information is analyzed to see if there is an alternative solution to creating a new product. If there is no other viable alternative, the information is assembled into a project plan and presented to management for approval. System Analysis – During the analysis stage the project team determines the end-user requirements. Often this is done with the assistance of client focus groups, which provide an explanation of their needs and what their expectations are for the finished product and how it will perform. The project team documents all of the user requirements and gets a sign-off from  the client and management to move forward with system design. System Design – The design phase is the â€Å"architectural† phase of system design. The flow of data processing is developed into charts, and the project team determines the most logical design and structure for data flow and storage. For the user interface, the project team designs mock-up screen layouts that the developers use to write the code for the actual interface. Development – During the development phase developers execute the plans laid out in the design phase. The developers design the database, generate the code for the data flow process and design the actual user interface screens. During the development phase, test data is prepared and processed as many times as necessary to refine the code. Testing – During the testing phase all aspects of the system are tested for functionality and performance. The system is tested for integration with other products as well as any previous versions with which it needs to communicate. Essentially, the key elements of the testing phase are to verify that the system contains all the end user requirements laid out in the analysis phase, that all the functions are accurately processing data, that the new system works with all other systems or prior systems, and that the new system meets the quality standards of the company and the customers. Implementation – During this phase, the new or enhanced system is installed in the production environment, users are trained, data is converted (as needed), the system is turned over to the sponsor, and business processes are evaluated. This phase includes efforts required to implement, resolve system problems identified during the implementation process, and plan for sustainment. Maintenance – During the maintenance stage, the system is assessed to ensure it does not become obsolete. This is also where changes are made to initial software. It involves continuous evaluation of the system in terms of its performance. Data Gathering and Statistical Treatment After developing the system the information that are gathered, analyzed and tabulated will determine the level of perception of the overall performance of the system, descriptive statistical tools that employed such as weighted mean to determine the perception of respondents on Barangay Clearance Issuance System. Construction Procedures The researchers conducted a survey from the staffs of the barangay and the people in the barangay community, the objectives of this survey are; to know if this study will be a big help for them for the enhancement purposes and it will be easier to release the barangay clearance. The respondents will be given enough time to answer the survey forms that will help the researchers to gather some data for this study. The researchers constructed the survey form having ten (10) questions for them to answer. The procedures in gathering data were presented as follows: 1. The researchers submitted the authorization letter to the administration office for the approval in conducting the survey to the chosen respondents which is related to the present study. 2. The population or the respondents in this study were chosen exactly. Each respondent came from the administration, staffs, and people in the barangay. The total number of the involved persons in this study is 5 (five). 3. After submitting the letter and choosing the respondents, the questionnaires were constructed and distributed on the selected respondents. The researchers gave enough time to answer the survey form. The respondents were supervised by the researchers for further clarification about the survey form. 4. After conducting the survey, the researchers collected the survey form from the respondents to review and verify the answers to processed and tabulate the results of the form, to know if the objectives of this study were meet.