CAPSTONE P R O J E C T |1

COMPUTERIZED RECORD MANAGEMENT OF RESIDENT AND CERTIFICATE

ISSUANCE SYSTEM OF BARANGAY DAMMANG, SANCHEZ MIRA, CAGAYAN

A Capstone Project

Presented to the Faculty of the

College of Information and Computing Sciences

Cagayan State University

Sanchez Mira, Cagayan

In Partial Fulfilment

of the Requirements for the Degree

Bachelor of Science in Information Technology

Dave Cloud T. Monje

Emerson M. Gongora, Jr.
Albart James N. Honorio
Modlanyer Jhon T. Bugarin

2018

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |2

APPROVAL SHEET

This computerized system titled, “COMPUTERIZED RECORD

MANAGEMENT OF RESIDENT AND CERTIFICATE ISSUANCE SYSTEM OF

BARANGAY DAMMANG, SANCHEZ MIRA, CAGAYAN” prepared and

submitted by Dave Cloud T. Monje, Emerson M. Gongora, Jr.,

Albart James N. Honorio, Modlanyer Jhon T. Bugarin, in partial

fulfilment of the requirements for the degree Bachelor of

Science in Information and Technology, is hereby recommended

for approval and acceptance.

________________ MS. RONALYN R. YAGO

Date Adviser

Approved by the Panel Members for Oral Examination with a

grade of ________

FREDDIE P. MASULI, Ph.D.

Chairman

MANNY S.ALIPIO, Ph.D. ENGR. GRECILIA A. CALLITONG

Member Member

LOUIE B. VILLANUEVA, MAEd.

Critic

Accepted and approved in partial fulfillment of the

requirements for the degree BACHELOR OF SCIENCE IN INFORMATION
TECHNOLOGY.

Date ______________ FREDDIE P. MASULI, Ph.D.

Dean, College of Information

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |3

and Computing Sciences

ACKNOWLEDGEMENT

The Developers wish to express their weighty gratitude and

sincerest appreciation to the following persons who
unselfishly extended their support, guidance, and assistance
in the preparation and completion of this project.

DR. NARCITAS BIADO-OUANO, Campus Executive Officer, of

Cagayan State University for her administrative supervision to

the students;

DR. FREDDIE P. MASULI, Dean of the College of Information

and Computing Sciences and Chairman of the panel, for his

words of wisdoms and extensive pieces of advice;

DR. MANNY S. ALIPIO, Dean of the College of Industrial

Technology and a panel member, for his words valued ideas and

advice for the betterment of the system;

ENGR. GRECILIA A. CALLITONG, a panel member, for her

advice and recommendations for the realization of the system;

MS. RONALYN R. YAGO, their Capstone adviser, for her

ideas and helping them on the development of the system.

MR. DANIEL T. URSULUM, JR., for checking the system and

for his valued suggestions and recommendations that surely

help in the improvement of the system;

MR. LOUIE B. VILLANUEVA, English critic, for the

extending his expertise and knowledge in polishing and editing

the manuscript;

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |4

To the COLLEGE OF INFORMATION AND COMPUTING SCIENCES

FACULTY for their endeavor to assist the developers during

their undertaking;

To Resident and Barangay official of the BARANGAY

DAMMANG, and to their Barangay Captain for the patience and

generosity in allowing the researchers to conduct a study to

their barangay;

To their FRIENDS and CLASSMATES who helped them

straightforwardly;

Above all, the FATHER ALMIGHTY, who gave strength and

courage them defy challenges in college life, and for all his

endless blessings.

Dave Cloud T. Monje

Emerson M. Gongora, Jr.

Albart James N. Honorio

Modlanyer Jhon T. Bugarin

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |5

DEDICATION

To their beloved parents, friends and other family member

who are always there to help, support, guide, advice and teach

life lessons. To their professors and advisers who are willing

to share their knowledge and never get tired to teach and

guide us, we are very proud and grateful to have you and thank

you for not giving up on us, thank you maam and sir. You are

all our inspiration to study and work well.

This piece of work is wholeheartedly dedicated to them.

-The Developers

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |6

Chapter 1

Background of the Study

The core function of this study is to offer a detailed

reliable and secured keeping of all data. Barangay Resident

Record Management and Certificate Issuance System hope to

enhance the way of managing, issuing certificate and keeping

all the residents confidential records (Cong, 1998). (Paula

and Lima 2003) states that. Asserted that the manual

information system is seen as a limited vehicle communication

that has been surpassed by modern digital technology with the

evolution of information technology, it would be expected that

solutions for the computerized and digital storing of these

documents would be rapidly developed to facilitate their data

handling.

Dammang is one of the barangay that still use manual

process. They manually handled records and transactions daily.

Before the accomplishment of the task the constituents who

request must undergo a long process. Same through with storing

of files, updating, accessing of data, they used folders and

log of papers for its storage.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |7

The process of finding records of daily, weekly and

monthly records become less efficient and less accurate

because in a manual system the information might be misplaced

or lost.

Having a manual record management system requires a lot

of storage space and filing equipment, because hard copies of

the files are kept.

The process of issuing of certificates and writing the

record manually in a piece of paper, keeping, and finding the

records of the consumer are time consuming causing slow

retrieval of information and transactions.

Thus, the researchers proposed Computerized Record

Management of Resident and Certificate Issuance System that

will give safer and fast retrieval of files maintain

reliability and accuracy, and faster tracking of records.

Furthermore, the Computerized Record Management of

Resident and Certificate Issuance System will be in-charge in

keeping the data and will prevent redundancy of work, and will

take less time and effort in making the list of searching

specific information for the resident, transaction for

important purposes.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |8

The Computerized System can help the barangay reduced

human errors and processing time, and perform much faster and

more accurate than a manual system. The developers designed

the Computerized Record Management of Resident and Certificate

Issuance System to enhance the methods and process that the

barangay is being used for keeping their files. This will also

ensure that all the records will be updated it 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. 

Significance of the Study

The main outputs of this study will Beneficial to the

following:

To Administration/Barangay Captain. The proposed system

will provide more accurate and faster processing of

transactions. With the use of the computerized system it is

easier for them to store, manage and keep track of all their

documents.

To Barangay Treasurer/Barangay Secretary. The proposed

system will provide faster releasing of certificates needed by

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |9

the residents, because they are the one who performs

certificates and transactions daily.

To Barangay Resident. The proposed system will also give

benefits to resident for they will be accommodated easily with

their 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.

To Future Researcher. The proposed system will serve as a

reference to future researchers that they can have an idea; it

will give them additional knowledge on how to develop another

system.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |10

Conceptual Framework

The study is guided with Input, Process, Output (IPO)

model to design and develop a fully functional “COMPUTERIZED

RECORD MANAGEMENT OF RESIDENT AND CERTIFICATE ISSUANCE SYSTEM”

that enables the user to enter and process data, issue

certificate, accept and send communication and store

information in a database.

Figure 2: PROCESS (TRANSACTION)

Figure 1: INPUT (MENU)

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |11

Figure 4: ABOUT

Figure 3: OUTPUT (REPORT)

Statement of the Problem

This study aimed to evaluate the current Barangay Record

Management of Resident and Certificate Issuance of Barangay

Dammang, Sanchez Mira, Cagayan.

Specifically, this study seeks to answers the following:

1. What is the current setup of Barangay Record Management

of Resident and Certificate Issuance of Barangay Dammang

along the areas of:

a. Organizational structure;

b. Processes;

c. Master data

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |12

2. What are the issues and problems being encountered by the

Barangay Record Management of Resident and Certificate

Issuance of Barangay Dammang, Sanchez Mira, Cagayan along

the areas of:

a. Organizational structure;

b. Processes;

c. Master data

3. What are the possible solutions and actions that can

solve the problems encountered with the current setup of

Barangay Dammang, Sanchez Mira, Cagayan?

4. What are the requirements needed in developing The

Computerized Record Management of Resident and

Certificate Issuance of Barangay Dammang, Sanchez Mira,

Cagayan?

Objectives of the Study

This study is intended to design and develop

Computerized Record Management of Resident and Certificate

Issuance System to Barangay Dammang, Sanchez Mira, Cagayan.

Specifically, the study aims to:

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |13

1. Identify the current setup of Record Management of

Barangay Dammang, Sanchez Mira, Cagayan along the areas

of:

a. organizational chart;

b. processes;

c. master data

2. Determine the problems and difficulties encountered of

the current Record Management of Resident and Certificate

Issuance of Barangay Dammang, Sanchez Mira, Cagayan along

the areas of:

a. organizational chart;

b. processes;

c. master data

3. Identify the possible solutions or actions taken to

solve the current problems.

4. Identify the requirements in developing Computerized

Record Management of Resident and Certificate Issuance System.

5. Develop Computerized Record Management of Resident and

Certificate Issuance System.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |14

Definition of Terms

The term in this study are operationally defined to give

the readers an easily understanding of the study.

User. It is a person who can use a computer to manipulate

the system.

Database. It is a part of the system to be used to store

the data coming from the resident, and the data can used later

on after inputting the gathered information about the

resident.

Issuance of Certificate. It is a process in which the

personnel of barangay do the request of the resident.

Data. It is information that comes from the resident and

will be stored to the database.

System. It is a program that incorporates a database that

shall handle all information with regards to the barangay; all

transactions held for six months, past, current and future

development plans on the barangay as agreed by the council and

higher authorities.

Computer. It is a type of equipment that contains the

develop system can be used by the Barangay Captain, Secretary,

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |15

Treasurer and other Barangay Official and also the Resident

that might be a user to the system.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |16

CHAPTER 2

Methodology

Prototype Model Diagram

Software Prototype Model Diagram

Software prototyping become very popular as a software

development model, as it enables to understand resident

requirements at an early stage of development. It helps get

valuable feedback from the resident and help the developers

understand about what exactly is expected from product under

development.

Figure 5: PROTOTYPE MODEL DIAGRAM

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |17

Basic Requirements Identification.

We the researchers asked approval from the college dean

to conduct a study at Barangay Dammang. Similar request letter

was given to the barangay captain to ask permission to conduct

of their study in the barangay office. After collecting all of

the necessary requirements based from the interview script and

identify data needed like Records of the barangay inhabitants

by household, family member information, barangay official

information, clearance, indigence, and summons, incoming

communication and outgoing communication. Those documents are

the basis of the developers in designing the system and to

determine the current set-up of the record management of

resident and certificate issuance system along the areas of

organizational structure, processes and master data.

Review of the Prototype.

The prototype is designed and developed by then presented

the system to Barangay Captain and introduce it to his

constituents.

Developing the Initial Prototype.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |18

Based from the output of the Basic Requirement

Identification, the researchers designed a system that would

be compatible to the Barangay that we are going to address so

they can issue certificate and properly store, retrieve their

important information in a database.

Review Related Literature and Studies

Related Literature

a. Foreign Literature

Bridges, (1991). Archives management is the general overview

of a program to acquire, appraise, arrange, preserve,

authenticate and give access to permanently valuable records

(Society of American Archivists, 2005). Archives management is

also concerned with the establishment of the program’s mission

and goals, securing needed resources to support its activities

and evaluating the program’s performance (Society of American

Archivists, 2005). Records management is defined by the SAA as

“the systematic and administrative control of records

throughout their life cycle to ensure efficiency and economy

in their creation, use, handling, control.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |19

Lundu and Mbewe, (1998). Agree that a good record retrieval

system must be a component part of an effective (MIS). Nwankwo

identified two types of management information systems. These

are the manual MIS which has to do with records keeping

through the use of files, indexing and classifications and

filing by Clerks and office staff, while the computerized MIS

deals with records input, processing and retrieval through

electronic machines.

Wanko, (2000). Identified level of training of personnel

in records keeping offices as inhibitive to proper records

management. He who identified poor infrastructure undefined

policy gap and a poor awareness base as reasons for a poor MIS

base in tertiary institutions. There must be a conscious

effort to plan records retrieval to eradicate the problem of

document retrieval.

Okwilagwe and Njoku, (2002). Agrees that the development

of RMS in Africa is due to certain inhibitive factors such as;

lack of infrastructure, untrained personnel to handle

equipment and absence of MIS based policy.

Ibiam, (2004). Noted that many years of neglect had done

great damage to the education sector and record keeping is not

an exemption.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |20

Edwin Bridges, (2005). Said that the management of public

records is becoming an increasing challenging task. Expanding

government services have created new classes and massive

quantities records. New technologies for recording and

communicating information employ dizzying array of media and

equipment. These changes are overwhelming current laws and

practices of the management of modern government records. In

an electronic information environment, the systematic

preservation of long term records can be the result of

purposeful decisions and deliberate efforts. People designing

and operating information systems have to decide what

documentary records are to be produced and take steps to

ensure that the records are produced and preserved. To ensure

the preservation of a documentary record, state laws

prescribing the requirements and procedures for managing

public records need to be examined and updated.

Igwoku, (2008). Generally, record keeping must be guided by

some level of confidentiality, proper maintenance, security,

preservation of the content and context, etc (Iwhiwhu 2007).

Writing in support of the above finding.

b. Local Literature

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |21

Barangay Resident Record Management and Certificate Issuance

System (Cong, 1998). The core function of this study is to

offer a detailed reliable and secured keeping of all data.

Barangay Residents Record Management and Certificate Issuance

System hope to enhance the way of managing, issuing

certificate and keeping all the residents confidential

records.

National Archives and Records Management Information System

(NARMIS). The National Archives and Records Management

Information System (NARMIS) have the following objectives:

Develop and provide a Document, Records and Archives

Management System, through ARMIS, that will improve the

management of digital documents of government institutions and

agencies. Develop and provide an automated system for records

inventory, through AGRIS, that will assist NAP and agencies in

determining which records are to be kept and which are

candidates for disposal based on General Records Disposition

Schedule (GRDS) as prescribed by NAP. Creation of required

policies for data management of electronic documents and

records.

BARANGAY FILE MANAGEMENT SYSTEM, (July 27, 2005). The

proposed system for barangay transactions and files shall

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |22

serve as an Information Service tool for the office. This

system incorporates a database that shall handle all

information with regards to the barangay, all transactions

held for six months, past, current and future development

plans on the barangay as agreed by the council and higher

authorities; and barangay blotters made. Barangay Information

Management System with Residence Locator, (2010). The main

purpose of creating this system was to provide an easier and

effective way of managing resident’s information using a more

effective computerized information system in order to have

faster record transactions in the barangay, to help keep the

records of the barangay tanod (peace and order) and be

prevented from loss and destruction and to be more specific

and accurate in viewing the barangay residential status

through the help of the residence locator. The system served

as an instrument for the barangay to increase good governance

and better performance. The system was develop on url removed,

login to view], and used mySQL Database.

Barangay Information Management System, by Kujo Kazuya,

(2015). This is a system that will display the master list,

profiles, populations, information’s about the Barangay,

constituents and the certificate that is being required of the

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |23

constituents this system has SMS support to broadcast

information such as Barangay Assembly, Calamities, Search and

Rescue etc. 

Related studies

a. Foreign Studies

Cassidy and Cresswell, (1997). There have been numerous

kinds of systems that have been developed over the past

several years. These information systems had helped to fulfill

the needs and requirements of decision making not only at

managerial but also at the operational level. Every

organization develops its own management information system

(MIS) which is totally dependent on the personal needs of the

organizations. Management information system developed for one

organization is useless for other organizations with different

requirements.

Thierauf, (1984). In the management information system,

not only the system itself is important but to get the maximum

advantages from the system it is important that the human

intelligence, perception and judgment must be powerful and

strong enough to get combined with the system information.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |24

Marrero, (2009). In his study entitled “Student

Information System for the University of the Cordilleras”

stressed that the concept of Information Systems (IS) emerged

in the early 1960s. More often, when information system is

defined, the field Information Science is always associated,

IS an academic field that deals with the generation,

collection, organization, storage, retrieval, and

dissemination of recorded knowledge. Furthermore, it is a

collection of related components designed to support

operations, management, and decision making in an

organization. Generally, IS supposed to inform people.

Information System supports people or users in making

intelligent decisions based upon the information derived from

reliable data.

Record Management System (RMS), Iguodala (1998). Believes

that personnel (secretaries and filling clerks) who maintain

the registry systems with filing cabinets containing the paper

evidence of university business are inadequate and in fact

ignorant of their responsibilities. Educational institutions

are general centers for data generation and by extension

records keeping. It has become a recurrent issue for records

to be irretrievable when required specially in Nigerian

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |25

tertiary institutions (Fabunmi, 2004). The reasons for this

cannot be well understood. The complexity of this problem is

better appreciated by those who bear the brunt especially

university teachers, students, parents and administrators who

require students records to facilitate accurate, timely

decisions. The foregoing seems to point to the need for a

sound record management system (RMS), in our higher

institution.

Records Management as described by ISO 15489. Is the field

of management responsible for the efficient and systematic

control of the creation, receipt, maintenance, use and

disposition of records, including the processes for capturing

and maintaining evidence of and information about business

activities and transactions in the form of records.” In

essence the task of a records manager is identifying sources

of information where records are created and then managing

them throughout their lifecycle. Typical duties of a records

manager include determining and enforcing policies on records,

such as access control, archiving and destruction.

b. Local Studies

Automated Records Management System, CVisiontech. The

automated records management system is the arms that will hold

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |26

the business in its goal to a paperless office environment.

From the acronym itself, the ARMS is that management process

that will protect information and data to ensure that all the

records and the files in the system database of the business

organization is protected and easily accessed by users in the

framework. In the shortest definition of the automated records

management system, it is simply that process that is employed

by the organization in the maintenance of records and files

from the very moment that they arrive to the business or were

created by the enterprise up to the period when they will be

deemed ready for eradication and deletion from the archived or

active databases. The records handled by the automated records

management system may come in tangible forms that will be

translated to digital formats with the use of the latest

technologies in the market.

PRMA and Record Management, (2009). Records and

information management is one of the many management

disciplines in an organization. Personnel and financial

management are examples. Due to the demands for accurate,

reliable and updated information needed for decision making

process, the records manager now forms part of the management

team in the organization. The need to establish an efficient

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |27

records and information management system to be able to

retrieve records quickly is now the concern of every records

manager. Records must be managed during their lifecycle – from

creation to final disposition. On the national level, the

problem is compounded by the lack of policy guidelines and

diversity of practices utilized by different agencies. This

problem can be fostered by an exchange of ideas that can be

done best through the PRMA.

Electronic Records Management (Computerizing Records

Management), Business Coach, Inc. It is evident everyday:

information technology (IT) is changing the way people work

and is transforming the global market place. Organizations are

moving quickly to embrace and employ technology to ensure

their competitive edge and improve efficiency, yet oftentimes

without adequate regard for the records and information

management needs and issues that accompany the technology.

Information technology intervention in managing records (or in

simple terms, automating your records management processes) is

a challenging task.Why computerize? What are the benefits?

These are very valid questions and they must be answered

before one can begin the process. This training will provide a

basic outline to keep you focused and on track so that you can

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |28

achieve your ultimate goal – Automation or Computerization! It

will also enable one to develop awareness of the steps

involved in designing and implementing a program to automate

records management processes.

Record and Document Keeping for Companies in the

Philippines, Paper Trail Inc. Record Management is an

important practice in any organization which more often than

not are treated as a minor task that requires little focus our

attention. Often handled by Human Resources (HR) or the

finance/accounting department, Record Management ensures that

any and all information and documents of a company is up to

date, accurate and is compliant to all laws and regulations of

the Philippines.

Records Management Information System with SMS

Notification System, by Dennies Claro, Karen Keith Libron,

Joyce Massilones, Ken Songcayauon. Great Domestic Insurance

Company of the Philippines is one of the country’s leading and

oldest Non-Life Insurance Company. It was formerly known as

Domestic Insurance Company of the Philippines and was

incorporated on July 3, 1946. For how many years of service,

more and more people have become their clients and for that

reason the business transactions became slow to accommodate

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |29

every client they have. At the present, they would still rely

on the Microsoft Excel Applications for the storage of their

data. In addition, for every client that the agencies have,

that particular agency would send all those records of

policies of their clients to the main office; all those

records are re-encoded by their underwriter. At this case,

they are having problem of sending their reports on time due

to this. It took them two months to submit their reports to

Manila branch. Due to these problems, the proponents were

challenged to develop their Records Management System and

Online Inquiry. Through the use of Web Engineering process

model, the system was able to generate monthly reports on

time. The proponents recommended that the system to be

implemented not only in the Mindanao offices but also to

Visayas and Luzon operations.

Data Gathering Techniques

These are the things used for gathering information about

the proposed study. The basis for making decision and

evaluation are the collected data and record.

Interview Script. It is a series of different question that

will be given to the individual who have knowledge for the

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |30

study, and used to get the information from the Barangay

Captain.

Document Analysis. It is another important method that

helped the researchers to have a closer examination of the

data like forms or records of the resident and Certificates.

It is where the researchers have concrete information, it

also provide additional information.

Sources of Data

The researchers made use of other sources of data.

Internet. In the forming of the introduction and other parts

of study, Researchers browsed to the internet to gather

information.

Documentation Resources. In this category, it includes

documentation such as questionnaire.

Library. The researchers used different of books which are

related to the study. Researchers also read the books to

generate ideas that important to the study.

Scope and Delimitation

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |31

The scope of the system is to provide user efficient

working environment and generates more output like record of

resident, issuances of certificates such as indigence,

clearance and summon.

The system also enables easy searching of records and

allows for other barangay related functions as those including

security such as incident reports or summons/blotters, and

other related services. It also provides that it maintains an

updated record of resident for easy identification.

The study was limited only to the border of main

processes of storing, updating resident information, issuance

of certificate and receiving communication, it cannot

disseminate information through sending a text message.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |32

CHAPTER 3

Findings of the Study

This chapter discusses the current set-up of record

management and certificate issuance of Barangay Dammang,

Sanchez Mira, Cagayan along the areas on organizational chart,

processes, and master data and requirements needed in the

Computerized Record Management System.

BARANGAY PROFILE

In 1945, Dammang was a part of Barangay Centro 2. It was

a sitio, headed by the late Alferdo Labis as “Agsawil”, a

helper teniente Del Barrio. In the year 1952, the late

Anacleto Ferrer was appointed as Agsawil.

Years passed, Ceferino Catli was given a chance to be the

Agsawil in 1959. He was talented and cooperative. During his

time, the Barangay road was made and some of the roads were

repaired.

In 1972, Hon. Arsenio Monje was elected as the Barangay

Captain. IT was through their efforts and guts that they will

able to solicit a lot for a school building.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |33

The barangay Dammang is more or less 2 kilometers from

Centro/Poblacion surrounded by the following Barangay;

North: The China Sea

South: Barangay Centro 1 Sanchez Mira Cagayan

East: Barangay Marzan Sanchez Mira Cagayan

West: Barangay Centro 2 Sanchez Mira Cagayan

Dammang was named because of its location. Dammang is a

place found across a river or a farm. So, since a farm is to

be crossed as one goes to the place.

Organizational Structure of Barangay Dammang, Sanchez Mira,

Cagayan

DIAGRAM OF THE OFFICIALS

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |34

Figure 6: DIAGRAM OF THE OFFICIALS

Process

a. Issuance of Certificate. The residents seeking for

admission to the barangay are required to accomplish

the following with the officer of the day in the

barangay hall then the officer of the day also asks

on what is the purpose of the resident. Next, the

resident must proceed to the barangay secretary to

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |35

process and prepare the residents request. After

processing, the barangay treasurer assesses the

payment of fees and issues official receipt after

payment of fee. The issuance or approval of request

depends on the Barangay Captains discretion. (See

Figure 3 for the Issuance of Certificates).

Process in Issuance of Certificate of Barangay Dammang

Figure 7: PROCESS IN ISSUANCE OF CERTIFICATE

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |36

b. Process on Barangay Resident Profiling.

Process on Barangay Resident Profiling

FIGURE 8: PROCESS ON BARANGAY RESIDENT PROFILING

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |37

Process in Sending Communications

Process of Receiving Incoming and Outgoing Communication

FIGURE 9: PROCESS OF RECEIVING INCOMING AND OUTGOING COMMUNICATION

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |38

Incoming Communication. The receiver of the communication

identifies where the information came from, and then the

barangay captain analyze it and study as well. The barangay

captain makes call for a meeting to the community to discuss

the communication. After the meeting the barangay secretary

stores the communication in the cabinet for future used.

Outgoing Communication. The Barangay secretary writes the

communication upon the instruction of the barangay captain.

After which, the secretary photocopies the letter and sends it

to the people concerned. The other copies are stored in the

cabinet for future references. (See Figure 5 for the Incoming

and Outgoing Communication).

The problems being encountered along the areas on:

Organizational Structure. The staff encountered

difficulties in retrieving information of the resident. They

are the one who will be in charge of keeping the records of

the resident and they manually handled the transactions daily;

especially in getting Barangay clearance, indigence, permits

and other certificates. Before the accomplishment of the task,

the constituents who request must undergo a long process. Same

through with storing of files, updating, accessing of data and

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |39

recording the expenses, they used folders and log of papers

for its storage. The staff encountered difficulties and long

procedure in retrieving, recording the records.

Process. In managing records of the resident and issuing

certificate the barangay handle it manually.

a. Storing resident information. The process of writing the

record manually was very time consuming, writing the record

manually in a piece of paper, keeping, and finding the records

of the resident manually, will may cause slow retrieval of

information and transactions.

b. Slow processing. Residents are having a hard time acquiring

certificates they need, due to delayed response from the

barangay and because of their manual system, they had a slow

service instead of using computerized on issuing the documents

and other transactions.

Master Data. The following are the difficulties encountered

along master data:

a. Unsecured storage of files. In managing the resident

records and other transactions. The staff of the Barangay Hall

rely in their manual process such us, handwritten documents,

keeping records inside the drawer and when it comes in

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |40

clearances they used folder to store the file which can cause

of losing records.

b. Prone to error. There are some situations that the

secretary needs to write the information dictated by the

recipient, there is a tendency that the secretary misspelled

the names of the recipient.

The possible solutions and actions that can be improve

problems with the current set – up of Barangay Dammang,

Sanchez Mira, Cagayan.

One of the exciting ways in which the computer serves as

a general tool, the system offered can help to upgrade the

current set-up of the Barangay, The researchers proposed

Barangay the Computerized Record Management of the Resident

and Certificate Issuance System that will give safer storage

of accuracy and fast tracking of files.

Requirements needed in designing Computerized Record

Management System of Barangay Dammang, Sanchez Mira, Cagayan.

There are Barangay offices still rely on manual labor not

on the machines as their frontline of service and operation,

those computers had not been used to their fullest

capabilities the system that the researchers wanted to be

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |41

implement can help to upgrade their system and enhanced the

operation of it. That is through computer technology.

THE PROPOSED SYSTEM

SYSTEM PERSONNEL

1. The Key Personnel

- Barangay Captain

- Councilors

- Treasurer

- Secretary

FIGURE 10: SYSTEM PERSONNEL

In this study, the computerized records management system

user interface design, database design was used.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |42

Barangay Captain. The person who will monitors

transactions approve the records to be released.

Secretary. The one who performs certificates and

transactions daily.

Treasurer. The person who will be in-charge of doing the

request of the resident when the Secretary is off duty.

Councilors. The person who will be in-charge and assist

the resident and do the requests when the other officer is off

duty.

The system personnel shown in Figure 7. In barangay are

recommended to have at least one computer unit, that computer

is required to install the software of the Computerized Record

Management System. Computer is also advised to be installed

the database and Programming language which is the Visual

Basic.

SYSTEM REQUIREMENTS

Manpower/Human Resources. For better implementation of

the certain proposed system, the researchers would like to

suggest that the people who are needed are the following.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |43

Barangay Official. They are the administrator of proposed

system that can monitor and manipulate the information of

resident, daily transaction and report.

IT Specialist. It is a person who thought the users on

how to use the system, the one who troubleshoots if there is a

problem encountered and the one who will modify the system

once a system needs to add some features.

Hardware Specification

The operating systems that can support Computerized

Record Management System are the following:

COMPUTER: PC COMPATIBLE

OPERATING SYSTEM: WINDOWS 7 OR WINDOWS 10

CPU: 300 GB OR HIGHER

RAM: 4 GB OR HIGHER

CD ROM: REQUIRED

PRINTER: REQUIRED
Figure 11: HARDWARE SPECIFICATION
Software Requirements

Software Specification

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |44

In completion of the design and development of the

software, the developers will need applications to form a best

and useful system.

Figure 12: SOFTWARE SPECIFICATION

System Components

Figure 8 shows the structure of data used in the system.

The proposed system consists of four (4) phases named as MENU,

TRANSACTION, REPORT, ABOUT.

PROGRAM STRUCTURE

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |45

OPERATIONAL Figure 13: PROGRAM STRUCTURE

FRAMEWORK

To manipulate the system, the users need to login first

by entering the registered username and password. Users are

categorized based on their function. The account type or

access level of the users such as administrator, visitor and

the user, it is based on their specific function. When the

user login is correct, the main window of the system will

appear, otherwise the system will inform the user about the

incorrect username and password. The system will terminate

after entering three consecutive wrong username or password.

The overall functionality of the system enables the

administrator to add, edit, update, search and print the

records, visitor has only capable to view the records, and the

user has capable to add and view the records. The system will

not terminate unless the user will close it.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |46

FIGURE 12

OPERATIONAL FRAMEWORK

Figure 14: OPERATIONAL

FRAMEWORK

TO-BE ORGANIZATIONAL CHART

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |47

Computerized Record Management of Resident and

Certificate Issuance System focuses on the To-be

organizational structure and it composed the Chairman of the

Barangay, Councilors, Secretary, Treasurer, and the Resident.

See Figure 15 of To-be Organizational Structure.

Figure 15: TO-BE ORGANIZATIONAL STRUCTURE

TO-BE PROCESS FLOW

The structure of Computerized Record Management of

Resident and Certificate Issuance System was designed to

manage their important files properly and to make their work

easier and more accurate. The system has different processes;

the figure below shows how the process flows. First, adding

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |48

and viewing of resident records, the barangay official must

login the correct credential its either user or administrator,

when the official input the correct credentials and login as

user, he can accessed the system but only for adding and

viewing of resident records he/she cannot issue any

certificates.

Second, adding, editing, updating and issue certificate,

when the barangay official login as administrator he/she can

now accessed the main module and start to add, edit and update

the personal information, family information, household

information of the resident, he/she also can issue

certificates requested by the resident.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES

Figure 16: TO-BE PROCESS FLOW

 CAPSTONE P R O J E C T |49

SYSTEM BENEFITS

In essence Computerized Record Management of Resident and

Certificate issuance is the maximum resource to help the

barangay perform the daily transaction, with the used of

proposed system in manipulating data and information does not

have to be time consuming and does not have to be complicated.

Thence, this study will help the barangay official and

resident of Barangay Dammang, Sanchez Mira, Cagayan to have

a/an:

Easier ways of storing resident information. It helps the

barangay officials to save time because it has a database

where the information of the resident can store, with the help

of system they can work faster and easier in saving the

information of their constituents.

Speed. Since it is a computerized record management and

certificate issuance it is more quickly in adding, editing,

updating the information of resident, in issuance of

certificate the official will just select the full name of the

resident, then they can now print the documents, it could be

done quickly and easily.

Lessens paper works. Since the system is computerized, it

would lessen the papers that had been used manually in

recording or keeping a record and other information of the

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |50

resident, usually they are using folders to keep other

documents, and with the help of computerized record management

they can properly store and retrieve their important documents

or information in a single database.

Secured storage files. The developed system is many

different ways to do one of these is the security. So we

designed the program that would be able to secure their

important information from unauthorized personnel who might do

unethical activity.

Efficient. The system is developed in order to help the

barangay update their information easier, and do transactions,

reports and issue certificates faster than before.

DATABASE DESIGN

Figure 15

This is a collection of information that holds data.

Table 1. tblpurok: Repository for purok

Field

name Datatype Description

Table 3. tblstatus: Repository for status

Field Hold the purok identity number.

Purokid
name bigintDatatype
Primary key.
Description

Purokstatusid
nvarchar Hold the
bigint types
Hold of purok.
the status identity number.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |51

Primary key.

status nvarchar Hold the status of the resident.

Table 2. tblprofile: Repository for profile

Field
Table 4. tbltempprofile: Repository for tempprofile
name Datatype Description
Field name Datatype Description
Hold the profile identity number.
Hold the profile identity number.
profid bigint Primary key.
profid bigint Primary key.
fname nvarchar Hold the firstname of the resident.
fname nvarchar Hold the firstname of the resident.
mname nvarchar Hold the middlename of the resident.
Hold the middlename of the
lname nvarchar Hold the lastname of the resident.
mname nvarchar resident.
fullname nvarchar Hold the fullname of the resident.
lname nvarchar Hold the lastname of the resident.
bday datetime Hold the birthday of the resident.
fullname nvarchar Hold the fullname of the resident.
age int Hold the age of the resident.
bday datetime Hold the birthday of the resident.
picpath nvarchar Hold the picture of the resident.
age int Hold the age of the resident.
addid bigint Hold the address id of the resident.
picpath nvarchar Hold the picture of the resident.
relid bigint Hold the religion id of the resident.
address nvarchar Hold the address of the resident.
Hold the purok identity number of the
religion nvarchar Hold the religion of the resident.
purokid bigint resident.
purok nvarchar Hold the purok of the resident.
sex nvarchar Hold the sex types of the resident.
sex nvarchar Hold the sex types of the resident.
Hold the status identity number of
status nvarchar Hold the status of the resident.
statusid bigint the resident.
Hold the occupation of the
Hold the occupation identity number
occupation nvarchar resident.
occid bigint of the resident.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |52

Chapter 4

Conclusions and Recommendations

Conclusions

According from the results of this study, the

developers found out that there is a need to implement

Computerized Record Management of Resident and Certificate

Issuance System of Barangay Dammang in order to provide and to

make their barangay official easier, safer; maintain

reliability and accuracy, and fast retrieval of files.

In Additional, the Computerized Record Management of

Resident and Certificate Issuance System will be in-charge in

keeping the data and will prevent redundancy of work, and will

take less time and effort in making the list of searching

specific information for the resident, transaction for

important purposes. With the aid of our system everything is

just a single click reach.

Recommendations

One of the major concerns of this study is the people who

will benefit from it. The researchers recommend the adaption

of this project to the officials of Barangay Dammang in order

for them to have a complete, fast, and accurate and to handle

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |53

a wide-range of information of resident and more organized

transaction.

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |54

REFERENCES

https://Google.com

https://studymoose.com/barangay-hall-information-system-essay

http://www.academia.edu/13793760/
Chapter_2_Related_Literature_and_Studies_2.1_Foreign_Literatur
e_2.1.1_Records_Management

https://www.scribd.com/doc/195493370/Chapter-I-Review-of-
Related-Studies-and-Literature

https://www.documents.dgs.ca.gov/osp/recs/ermhbkall.pdf

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |55

APPENDIX A

Letter to the Adviser

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |56

APPENDIX B

Letter to the Captain of Barangay Dammang

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |57

APPENDIX C

Revisions/Recommendations

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |58

APPENDIX D

Sample Questionnaire

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES
 CAPSTONE P R O J E C T |59

COLLEGE OF INFORMATION AND COMPUTING SCIENCES COLLEGE OF INFORMATION AND COMPUTING

SCIENCES