CVCITC

Cagayan Valley Computer

and Information Technology College
#28 Carreon St., Centro East, Santiago City, Philippines
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LOCAL GOVERNMENT UNIT 4PS RECORDS MANAGEMENT WITH SMS

NOTICATION

A Capstone Project

Presented to the

Faculty of the College of Information Technology and Engineering

Cagayan Valley Computer and Information Technology College, Inc.

Santiago City

In Partial Fulfillment

of the Requirements for the Degree

Bachelor of Science in Information Technology

By

Bautista, Michael
Clemente, Aljon
Matias, Syreen Joy

June 2022

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Cagayan Valley Computer
and Information Technology College
#28 Carreon St., Centro East, Santiago City, Philippines
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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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LIST OF FIGURES

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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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LISY OF TABLES

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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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TABLE OF CONTENTS

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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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ACKNOWLEDGEMENT

The researchers would like to acknowledge and express their sincerest gratitude

to all the people who have made this thesis possible.

To Dr. Winston G. Domingo, the researchers’ adviser for this Capstone Project,

for his unyielding moral support to the researchers who work hard in finishing

their Capstone Project;

To our friends who became our energizer and to our families who served as an

inspiration, for their assistance and for being a motivation to make this Capstone

Project valuable despite of hectic schedule;

The researchers would also like to thank their IT instructors for always sharing

some pieces of advice and opportunities that they had given;

Above all, to our Almighty God, for His unconditional love, for all the blessings,

for his continuous guidance and knowledge bestowed upon us during the making

of this project.

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Cagayan Valley Computer
and Information Technology College
#28 Carreon St., Centro East, Santiago City, Philippines
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DEDICATION

Genuine thanks and grateful expression of gratitude to those who helped us in

the completion of this project, it is a memorable achievement in our whole life as

a student, this time, we would like to dedicate this piece of work to all of you who

inspired and encouraged us to reach this level of success.

To our family and friends, for their unconditional love and support, understanding,

concern, generosity, and faith.

To our instructors and administrators of CVCITC who contributed so much in the

fulfillment of our chosen field od studies.

To God, for his guidance and blessings of life that are overflowing.

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Cagayan Valley Computer
and Information Technology College
#28 Carreon St., Centro East, Santiago City, Philippines
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ABSTRACT

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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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CHAPTER 1
THE PROBLEM AND ITS BACKGROUND

I. Introduction

Social assistance programs have played a critical role in reducing poverty.

According to Han (2016), government and non-profit agencies across the globe

use cash assistance programs to help the poor. Some programs require

participants to meet certain criteria or complete certain tasks before they can

receive the money, referred to as a Conditional Cash Transfer (CCT). CCT

programs were used in 63 countries in 2015, and are particularly favored in low

and medium-income countries. By 2011, the International Labor Organization of

the United Nations estimated that as many as 1 out of 7 people in the world

received a CCT at some point in time. In the Philippines there is a cash

assistance program which is also under the conditional cash transfer (CCT)

locally known as Pantawid Pamilya Pilipino Program or often called in the country

as 4Ps. According to the Worldbank (2017) Pantawid Pamilya Pilipino Program

(4Ps) is a government program that provides conditional cash grants to the

poorest of the poor in the Philippines. The program aims to break the cycle of

poverty by keeping children aged 0-18 healthy and in school, so they can have a

better future. Beneficiaries are objectively selected through the National

Household Targeting System, also known as the Listahanan, which is based

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from a survey of the physical structure of their houses, the number of rooms and

occupants, their access to running water, and other factors affecting their living

conditions. The 4Ps is currently the world’s fourth-largest CCT program based on

population coverage. It complements the government’s other development

priorities such as generating jobs and creating livelihood opportunities for the

poor.

The program started in 2007 and was expanded by the government in

December 2016 to reach a total of 20 million Filipinos  belonging to 4.4 million

households. The program benefits about 20% of the population, the majority of

the nation’s poor. With this increase of members wanting to have financial

assistance, we would expect our local government units to have a computerized

system for the office to use in order to have a smooth record management of the

group’s members. Considering that, according to Ranjan (2017) having a

computerized system results in data standardization, accuracy and improved

analytical capabilities, these can be easily done by a computer including cost

savings by increasing employee productivity, decreasing manpower, ready

availability of data and ready reproduction (printed copy) of the stored data,

improved communication with neat, clean and correct copies. Electronic mail

systems can facilitate communication within and between hide facilities and

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within a short time. With this long list of benefits, unfortunately our local

government units didn’t provide a computerized system for the program.

In the city of Santiago in the province of Isabela that house a total of

148,580 residents as of 2020. The local government unit of the city have a total

of 1993 active members of 4Ps. With this large number of members, the local

government unit holds their records through their physical cabinets. Every master

list that is being given by the 4Ps regional office monthly is being sent to the LGU

4Ps office in a printed form or hard copy, Santiago City have 37 barangays

meaning the office receives 37 hard copies every month and 444 master list

copies each year not including other records like the compliance verification and

the grievance redress system. Whenever there is an update from the regional

office, the City Link that work in the 4Ps office always use the office’s desktop

computer to use excel spreadsheet to view profiles or see the progress of the

members that are needed to be assessed and make summary reports. This

study entitled, “LGU 4Ps Record Management System” seeks to identify existing

problems and difficulties in managing records of the LGU 4Ps office as well as

creating a record management system to resolve them. The developed system

was designed to enhance and speed up the working process of recording of each

barangay 4Ps master lists. It can able to integrate and generate reports of each

barangay 4Ps beneficiaries. The system also provides the function of SMS

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feature, aids for better dissemination of announcements from City link to each

Barangay 4P’s President, in terms of updates of payout and upcoming seminars

or when a member is needed in the office.

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II. Related Literature and Related Systems

The literature study and related system in regard to the study has been

undertaken and it has been established that there is a shortage of academic

reading in this field. Relevant books and other publications have been consulted

to determine whether the envisaged research topic has not been researched

previously. Researchers have focused on the advantages of migrating from a

paper-based records management system to a computerized records

management system.

The Pantawid Pamilyang Pilipino Program (4Ps), a poverty reduction

strategy that provides cash grants to extreme poor households to support

members of the families to meet certain human development goals. It is focused

on building the human capital of the poorest families [health/nutrition and

education) because low schooling and high malnutrition rate are strongly

associated with poverty cycle in the Philippines. (Worldbank, 2017)

In 2007, the Philippines implemented a conditional cash transfer program for the

poorest Filipino households. The Pantawid Pamilyang Pilipino Program or 4Ps,

which also serves as the country’s version of CCT, is the central program of

many poverty alleviation tactics applied. Other current poverty reduction

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programs include the subsidized health insurance coverage, supplemental

feeding program,the food for work program, rice subsidy program, the Self-

Employment Assistance-Kaunlaran (SEA-K) and the Kapit-Bisig Laban sa

Kahirapan – ComprehensiveIntegrated Delivery of Social Service (KALAHI-

CIDSS) (Geron, et al., 2011). The 4Ps has been the proposed solution of the

Philippine government to the intergenerational poverty cycle by providing

immediate financial support to poor households, conditional upon investments in

child education and health. The program has the primary objectives of social

assistance and social development. Social assistance aims to promote short-

term poverty alleviation through cash transfers, while social development aims to

mitigate the persistent poverty pattern through investments in human capital. The

4Ps also promotes civic activities through its means of transferring cash.

According to DSWD (2009), through the implementation of the 4Ps, women were

empowered because they are the ones who are the primary recipient or holder of

the monetary transfers. In addition, belongingness is developed and

opportunities to learn new things are attained from community meetings, where

individuals develop open communication with the local government. Local

officials show sharp provision and commitment to the program by guaranteeing

the active participation of focal persons on health and education at the

community level.

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Computerization is a control system that manages processes in the

industrial workplace. It reduces human errors and processing time thus; it can

boost productivity and result in a high quality of product. This can result in a

system well integrated process that can perform much faster and more

accurately than the manual system.

Hernandez (2010) states that, nowadays during the popularity and

continuous growth of automation and technology advancement, one of the most

important branches of the government is left behind: including the different

departments of a barangay. Most of the aspects of processes and services in a

barangay are done manually. From filing and recording a complaint, checking the

records before releasing the barangay clearance, profiling patients, handling 4Ps

members by writing much needed information. By implementing the 4Ps Record

Management System, this results in them to also have more secured storage for

the information from 4Ps members. Through the use of the said system the

profiling method and handling of data will be faster and easier to manage. Kumar

and Mittal (2004) define an Information System as an organized combination of

people, hardware, software, communication networks, and data resources that

collects, transforms and disseminates information in an organization.

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#28 Carreon St., Centro East, Santiago City, Philippines
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The face of records management has changed tremendously. Records

management has evolved from a paper-based function responsible for the

storage of an organization’s miscellaneous documents, to one concerned with

the management of specified internal records in a multitude of media (De Wet &

Do toit 2000). Despite these changes, the basic underlying principles of record

keeping are still of paramount importance. The records should still be created to

support and fully chronicle all business, legal, fiscal, social and historical needs.

Efficient and effective service provision, accountability, security and integrity,

completeness etc. Are still core issues that need to be addressed, whether in

hard or soft copy environments. In view of the above, this chapter gives a brief

overview of the historical trends of records and record management. It also

examines the role of records management, particularly within the public sector,

and discusses the strategies to manage records as a resource.

According to Kemoni and Ngulube (2007) in the study entitled,

"Relationship Between Records Management, Public Service Delivery and

the Attainment of the United Nations Millennium Development Goals in

Kenya”, Poor record management would have negative effects for public

services. Public offices, according to the authors, must have good record keeping

in place in order to accomplish economic progress.

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To better understand the importance of using Computerized Record

Management a study entitled, “Efficiency of Computerized Recording

System”, The objective of this paper is to study the need for a good

computerized recording system compared to traditional manual record

management and develop a system to enable efficient record keeping.

Traditional manual record management was found to be less efficient than

computerized record management (Rajkumar, Xavier and Anil, 2008). As they

compared the two ways of record keeping, with each entry, the computerized

recording system merely required the bare minimum of inputs. It was quite quick

to switch between registers. The computerized recording system was found to

take less time than the manual recording system to complete a set of entries.

Their present study has proven that computerized data management systems

have many advantages over the traditional manual recording system. And they

highly suggest switching to computerized management for efficient management.

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#28 Carreon St., Centro East, Santiago City, Philippines
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III. Statement of the Problem

This study, “LGU 4Ps Record Management System” sought to answer the

following question:

1. What are the issues and problems encountered in handling of 4Ps

records?

2. What system can be developed to address the problems in handling the

LGU 4Ps record;

3. What is the extent of the acceptance of the development system to ISO

25010 Software Quality Standards as assessed by respondents in terms

of?

3.1 Functional Sustainability;

3.2 Performance Efficiency;

3.3 Compatibility;

3.4 Usability;

3.5 Reliability;

3.6 Security;

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3.7 Maintainability and;

3.8 Portability

4. What enhancement can be made to improve the developed system?

IV. Research Paradigm

The framework serves as the basis of the proponents in conducting the study.

This included inputs, process and output of the study as shown below.

Input
Process Output

Problems and Issues

Planning and Analysis LGU 4Ps Record
Data sets
Define Requirements Management System
ISO 25010:2015
Testing
Software Quality
Evaluation
Standards

Feedback

Figure 1. Research Paradigm of the Study

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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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The figure above presents the research paradigm of the study. The study will

revolve under the Input Process Output (IPO) framework in developing record

management with SMS intended for the LGU 4Ps Office in Santiago City. The

input of the study will include the problems and issues encountered and data sets

that are needed. The system will be using the ISO 2015 Software Quality

Standards. The process of this study includes planning, analysis and

development of LGU 4Ps Record Management with SMS notification with the use

of Rapid Application Development. Defining the system requirements needed for

the project, testing of the system, and evaluating the system. The output will be

the LGU 4Ps Record Management with SMS notification.

V. Significance of the Study

The findings which this study will reveal, will benefit certain groups and the

benefits they may be able to gain are as follow:

LGU 4Ps Office/City Link. The result of the study will benefit to the LGU 4Ps

Office since it will provide an efficient means of record keeping of 4Ps members

integrated reports.

4Ps Beneficiaries. This project is intended to help the group have a more

centralized and easier way of record keeping and faster dissemination of

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Cagayan Valley Computer
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announcements. It will benefit the current LGU 4Ps members, giving them the

assurance of making their records safe such as their personal data.

Future Researchers. This project will serve as reference and guide for those

who want to widen their knowledge on developing a computerized barangay 4Ps

record management with SMS.

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VI. Project Highlights

The developed system has the following features

Generate Reports. The system will printout reports of every barangay’s master

list and summarization of delisted members and those who have incomplete or

lacking requirements.

Monitoring Records. The system can keep track of the records of the household

head and its members’ compliance verification and grievance report for easy

viewing and tracking.

Record Management. The system has the ability to manage and record each

barangay 4Ps master list and integrate reports for tracking or monitoring

purposes.

SMS Notification. The system can disseminate announcements to each 4Ps

president for their payouts and upcoming seminars or when a member is needed

in the office.

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VII. Scope and Limitation

The study will focus on the development of the Record Management with

SMS Notification and test its functionality, efficiency, compatibility, usability,

reliability, security, maintainability and portability of the system. The system is

capable of managing the records in terms of the members and reports needed.

The proposed system can also disseminate information thru SMS.

This Record Management with SMS Notification will be tested at LGU 4Ps Office

in Santiago City. All the data needed in this study came from the LGU 4Ps city

link and 4Ps members in different barangays thru interviews and questionnaire.

The system is limited in disseminating information thru SMS. The 4Ps presidents

are the only one who can receive SMS Notifications.

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VIII. Definition of Terms

The following terms were defined according to how they are being used in the

study:

4Ps. The Pantawid Pamilyang Pilipino Program (4Ps) is a human development

measure of the national government that provides conditional cash grants to the

poorest of the poor, to improve the health, nutrition, and the education of children

aged 0-18.

Beneficiaries. The children of a 4Ps parent leader/member, aside from their

parents or the 4Ps member/household head the beneficiaries also receive

financial assistance.

Conditional Cash Transfer. The CCT program gives money to poor people in

return for fulfilling specific behavioral conditions. These conditions include for

example children's school attendance, up-to-date vaccinations or regular visits to

a health care facility by pregnant women.

Computerized System. A computerized system, process, or business is one in

which the work is done by computer.

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Disseminate. The action or fact of spreading something, especially information,

widely.

Financial Assistance Programs. Financial assistance is any type of monetary

help or aid that a person, organization, or government receives. The financial

assistance may be in the form of guarantees, loans, cost-sharing arrangements,

subsidies, or welfare payments. ...Governments also provide financial assistance

to protect part of the economy.

Listahanan. Also known as the National Household Targeting System for

Poverty Reduction (NHTS-PR), is an information management system that

identifies who and where the poor are nationwide.

Master List. The end-product of the nationwide assessment of the 4Ps. It is the

final list of qualified members for 4Ps.

Member. The household head or the parent leader of a household that is

qualified to be a 4Ps member.

Record Management. Record management is “responsible for the efficient and

systematic control of the creation, receipt, maintenance, use and disposition of

records, including processes for capturing and maintaining evidence of and

information about business activities and transactions in the form of records”

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#28 Carreon St., Centro East, Santiago City, Philippines
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SMS. SMS stands for Short Message Service and is commonly known as texting.

It's a way to send text-only messages of up to 160 characters between phones.

Social Assistance Program. Social welfare program, any of a variety of

governmental programs designed to protect citizens from the economic risks and

insecurities of life.

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Cagayan Valley Computer
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#28 Carreon St., Centro East, Santiago City, Philippines
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CHAPTER 2

METHODOLOGY

I. Research Design

This study will use the developmental research design since it proposed a

LGU 4Ps Record Management with SMS Notification. This study uses the

principles and methodologies of Rapid Application Development Model which is a

development model that prioritizes rapid prototyping and quick feedback over long-

drawn-out development and testing cycles. With rapid application development,

developers can make multiple iterations and updates to a software quickly without

starting from scratch each time. This helps ensure that the final outcome is more

quality-focused and is in alignment with the end-users’ requirements. This is shown

in the Flow Chart given in Figure 2.

Analysis and
Testing Deployment
Quick Design

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Figure 2. Rapid Application Development (RAD)

Analysis and Quick Design. The researchers gathered the data needed to

fulfill the requirements for the system. The researchers interviewed the 4Ps city

link in their office at City Hall, they also interviewed some 4Ps members and their

barangay President. Accumulated data were filtered and analyzed to design

system user’s requirements, logical and physical design.

Prototype Cycle. The Prototype Cycle has three components, namely: 1) the

Develop Phase where the system was developed, 2) the Demo Phase, where

the researchers demonstrated the developed system, and 3) the Refine Phase

where the researchers defined and decided on the refinements and

improvements of the system for better performance.

In these phases, the researchers developed the software based on defined

requirements. Activities include database designing, user interfaces, system

transactional features, basic and analytic reports, and system security.

Testing. The system underwent unit, component, and beta testing to ensure

system functionality and efficiency.

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II. System Architecture

Forms

City Link Server

(4Ps Office)

Reports

Database Server

Figure 3. System Architecture

The figure above illustrates how the system will flow. The server is where the

system runs and also for the inputs (forms) of the admin which is the LGU 4Ps

City Link. Database Server is the storage of all the records the system holds. The

reports can only be viewed by the LGU 4Ps City Link since they are the one who

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have the access to all the data and information about the 4Ps in the city to begin

with. They are the only authorized personnel to handle the developed system.

III. Hierarchical Input Process Output

LGU 4Ps Record Management System with SMS Notification

Security

Set-Up Process Reports

Master List Add and Remarks of

Update Beneficiaries

Address Transaction Monitoring

Reports
Monitoring SMS
Forms Grievance
Notification Report

Settings

SMS

Figure 4. Hierarchical Input Process Output Diagram

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The figure above presented the design and the different modules of the

system. The module set-up, contains the requirement and inputs of the systems

and users. The profiles of Master List, Address (barangay, municipality, province

and region), Monitoring Forms (data records), Settings (grade level, list of grants,

period, relation, health facilities and list of school) and SMS API Setting, On the

process module where the system will add and update and the transaction which

holds all the monitoring of each beneficiaries and its members and disseminating

text thru SMS to update the 4Ps presidents and lastly the report module

containing the summarization of remarks of the beneficiaries (Active,

Deactivated, Delisted) and Monitoring Reports that they can use to keep track or

monitor each beneficiaries.

Software Requirements

Table 1. Software Requirements

SOFTWARE REQUIREMENT

Operating System Microsoft Windows 8 or higher

Apache Server XAMPP

Database Server MySQL

Programming Language PHP

IDE PHP Maker Version 2022

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Table 1 above shows what the software to be used, this software is

commonly used and they’re available online for installation.

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IV. Hardware Requirements

Table 2. Hardware Requirements

HARDWARE REQUIREMENT

DESKTOP

Hard Disk Drive (HDD) 500 Gigabyte or Higher

Random Access Memory (RAM) 4GB or Higher

Motherboard DDR4

Processor Core i5 or Higher

Table 2 shows the hardware requirement that is suitable for the proposed

system since it is easy to use and has low-cost maintenance.

V. Locale of the Study

The study was conducted at the City Hall of San Andres, Santiago City,

Isabela in the office of the LGU 4Ps.

VI. Respondents of the Study

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Respondents Number of Respondents

IT Expert 3

Total Respondents 3

Table 3. Respondents

The table above represents the respondents, the developers used an

interview guide and purposive sampling technique to produce a sample

representative most often from a population that is difficult to measure. Three IT

experts whom will test the development of the system, with a total of three

respondents.

VII. Instrumentation

The instruments used in the study in gathering required information were

interview with the participants of this study, document review, online reference

and questionnaire. The review of document was utilized to identify various forms

and documents inputted in the system. Also, the interview, document review,

online reference and questionnaire were used to guide the researchers in

designing and developing the system.

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The ISO 25010:2015 Software Quality Standards was used as questionnaire to

evaluate the quality of the system being developed on its functionality, reliability,

usability, efficiency, maintainability and portability of the system among end

users.

VIII. Data Gathering Procedure

In the data collection, the researcher submitted a request letter to the LGU

4Ps Office, asking for permission to conduct data gathering and to develop a

record management system with SMS notification. The researchers also ask to

have the permission to access the data, forms, reports, and documents related to

record management system. The researchers also give a brief informal

discussion or an overview about the scope and benefits of the group’s project.

When the office accepted the group’s request letter, the researchers began to

collect information that are necessary to the study.

The group held a focus group discussion to discuss the findings of their

random interview as part of their instrumentation. The group also discussed the

problems encountered in the previous and existing systems and discussed what

can be done and the solution and features that can be added to our record

management system.

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All gathered information was undergone a thorough analysis for the

construction of the modules of the system. Every accomplished module was

presented to the client for feedback and required changes. This is an iterative

process until all the system’s modules were developed and accepted.

IX. Data Analysis.

The weighted mean is used as the statistical tool. The weighted mean is

computed to measure the system’s compliance with ISO 25010:2015. T he formula

is written as; Weighted mean = Σwx/Σw

Σ = the sum of.

w = the weights.

x = the value.

The system will be evaluated using the ISO 25010 Software Quality

Characteristics. Thus, this type of research will only use the survey form: use

Weighted Mean and Likert Scale of 1-5: (5-Compliant to Very High Extent) (4-

Compliant to High Extent, 3- Compliant to Moderate Extent, 2- Compliant to Low

Extent, 1- Compliant to Very Low Extent)

Table 4. Likert Scale with Numerical Interpretation

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(Likert Scale) Weighted Mean Description

4 3.16-4.00 Compliant to High Extent

3 2.51-3.15 Compliant to Moderate Extent

2 1.76-2.50 Compliant to Low Extent

1 1.00-1.75 Compliant to Very Low Extent

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CHAPTER 3

RESUTS AND DISCUSSION

This chapter presents the results of the data gathering and analysis in

terms of managing records, problems and issues, features of the developed

system to address mentioned difficulties, the acceptance level of the developed

system, and the improvements for continuous and future development. The

developed modules of LGU 4Ps Record Management with SMS Notification

undergoes ISO 25010 Software Quality Standards had been assessed by the IT

Experts.

1. The problems and issues encountered in handling LGU 4Ps records;

Record management helps to provide required information with speed and

accuracy. It helps to make office work efficiently and effectively. In the office, they

receive records from the Regional Office thru hard copies.

1.1 The 4Ps Master List from the Regional Office which is transfer monthly to the

LGU 4Ps Office is thru hard copies which may be hassle for the City Link to

import the information needed into their excel.

1.2 The City Link find difficulty on keeping track in monitoring each 4Ps

beneficiaries’ records since the records are all paper-based. Monitoring such

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as the Health and Nutrition, Education, and FDS forms. Also, the Update

Beneficiary Form and Grievance Redress System.

1.3 Since the records are paper-based, especially the monitoring forms, it is hard

for the office to generate, summarize and tally reports based on the monthly

results of the monitoring forms.

2. Developed Web Application design that solved the identified problems

and issues

The LGU 4Ps Record Management System has the following core features:

Login Form. The user can access the system through the login form. The login

form utilizes the credentials of the user and authenticate their access and avoid

unauthorized access.

Figure 5. Login Form

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Dashboard / Navigation Bar. This is the visual display of all the tabs in the

system. The system will operate on how the user will interact with it.

Figure 6. Dashboard/Navigation Bar

Recordkeeping of Household and its Members. The system holds the records

of Master List for easy viewing. Also, the user can make alterations such us

changing and deleting data or records.

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Figure 7. Recordkeeping of Household and its Members

Monitoring Records. The system can easily keep track of the records of the

household and its members, monitoring records in terms of their Compliance

Verification like Health and Nutrition, Education, Family Development and

Grievance Redress.

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Figure 8. Monitoring Records

Figure 9. Health Monitoring Figure 10. Education Monitoring

Figure 11. Family Development Monitoring Figure 12. Grievance Report

3. The extent of acceptance level of the developed system to ISO 25010

Software Quality Standards as assessed by the IT Experts.

Table 5. IT Experts’ acceptance level of the developed system in terms of

Functional Sustainability

Indicators Mean Descriptive Equivalent

1. Functional Completeness 2.33 Compliant to Low Extent

2. Functional Correctness 2.66 Compliant to Moderate

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Extent

Compliant to Moderate
3. Functional Appropriateness 2.66
Extent

Compliant to Moderate
Category Mean 2.55
Extent

Table 5 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

functional sustainability. The system got a category mean of 2.55, descriptively

interpreted as compliant to moderate extent. The result implies that participants

agreed that system functions met the specified tasks, requirements, and users’

objectives provide accurate output, protection from unauthorized access and the

processing time is reasonably fast.

Table 6. IT Experts’ Acceptance Level of the Developed System in Terms of

Performance Efficiency

Indicators Mean Descriptive Equivalent

2.66 Compliant to Moderate Extent
1. Time-behavior
2. Resource Utilization 2.66 Compliant to Moderate Extent

3. Capacity 2.66 Compliant to Moderate Extent

Category Mean 2.66 Compliant to Moderate Extent

Table 6 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

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performance efficiency. The system got a category mean of 2.66, descriptively

interpreted as compliant to moderate extent. The result implies that the system

attained specification from users, produces desired output with optimum time,

and processes required the least amount of hardware and perform greater useful

work transactions.

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Table 7. IT Experts’ Acceptance Level of the Developed System in Terms of

Compatibility

Mean Descriptive Equivalent

Indicators
4.00 Compliant to High Extent
1. Co-existence
2. Interoperability 4.00 Compliant to High Extent

Category Mean 4.00 Compliant to High Extent

Table 7 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

compatibility. The system got a category mean of 4.00, descriptively interpreted

as compliant to high extent. The result implies the system is compatible with

different system configurations and specifications and compatible with different

operating systems.  This also shows that compatibility of the developed system

as expected with the customer platform configuration is made. 

Table 8. IT Experts’ Acceptance Level of the Developed System in Terms of

Usability

Mean Descriptive Equivalent

Indicators
Compliant to Very Low
1.33
1. Appropriateness Recognizability Extent

1.33 Compliant to Very Low

2. Learnability
Extent

3. Operability 1.33 Compliant to Very Low

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Extent

1.33 Compliant to Very Low

4. User error protection
Extent

1.33 Compliant to Very Low

5. User interface aesthetics
Extent

1.33 Compliant to Very Low

6. Accessibility
Extent

1.33 Compliant to Very Low

Category Mean
Extent

Table 8 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

usability. The system got a category mean of 1.33, descriptively interpreted as

Very Low Extent. The results implies that the system’s usability did not meet the

said indicators, which means the researchers need to focused on the

improvement in these specific criteria.

Table 9. IT Experts’ Acceptance Level of the Developed System in Terms of

Reliability

Mean Descriptive Equivalent

Indicators
2.00 Compliant to Low Extent
1. Maturity
2. Availability 2.00 Compliant to Low Extent

3. Fault tolerance 2.00 Compliant to Low Extent

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4. Recoverability 2.00 Compliant to Low Extent

Category Mean 2.00 Compliant to Low Extent

Table 9 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

reliability. The system got a category mean of 2.00, descriptively interpreted as

Compliant to Low Extent. The results implies that the system’s reliability did not

meet the said indicators, which means the researchers need to focused on the

improvement in these specific criteria.

Table 10. IT Experts’ Acceptance Level of the Developed System in Terms of

Security

Mean Descriptive Equivalent

Security
1.80 Compliant to Low Extent
1. Confidentiality
2. Integrity 1.80 Compliant to Low Extent

3. Non-repudiation 1.80 Compliant to Low Extent

4. Accountability 1.80 Compliant to Low Extent

5. Authenticity 1.80 Compliant to Low Extent

Category Mean 1.80 Compliant to Low Extent

Table 10 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

security. The system got a category mean of 1.80, descriptively interpreted as

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Compliant to Very Low Extent. The results implies that the system’s security did

not meet the said indicators, which means the researchers need to focused on

the improvement in these specific criteria.

Table 11. IT Experts’ Acceptance Level of the Developed System in Terms of

Maintainability

Mean Descriptive Equivalent

Indicators
2.20 Compliant to Low Extent
1. Modularity
2. Reusability 2.20 Compliant to Low Extent

Compliant to Very Low

3. Analyzability 1.60
Extent

1.60 Compliant to Very Low

4. Modifiability
Extent

1.60 Compliant to Very Low

5. Testability
Extent

Category Mean 1.84 Compliant to Low Extent

Table 11 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

maintainability. The system got a category mean of 1.84, descriptively

interpreted as compliant to low extent. The results implies that the system’s

maintainability did not meet the said indicators, which means the researchers

need to focused on the improvement in these specific criteria.

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Table 12. IT Experts’ Acceptance Level of the Developed System in Terms of

Portability

Mean Descriptive Equivalent

Portability Indicators
3.33 Compliant to High Extent
1. Adaptability
Compliant to Moderate
2. Installability 3.00
Extent

Compliant to Moderate
3. Replaceability 3.00
Extent

Compliant to Moderate
Category Mean 3.11
Extent

Table 12 shows the assessment of IT Experts on the acceptance level of the

developed system using ISO 25010 Software Quality Standards in terms of

portability. The system got a category mean of 3.11, descriptively interpreted as

compliant to moderate extent. The result implies the system is easy to install,

transferable from one computer to another without much effort, can run on

windows operating systems without explicit requirements, and be easily

integrated into another environment with consistent functional correctness.

Portability saves time for anyone involved in moving new versions of the software

across environments.

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Table 13. Summary of IT Experts’ Acceptance Level of the Developed

System in Compliance with ISO 25010 Software Quality Standards.

Mean Descriptive Rating

ISO 25010 Software Indicators.
Compliant to
2.55
Functional Sustainability Moderate Extent

Compliant to
Performance Efficiency 2.66
Moderate Extent

Compliant to High
Compatibility 4.00
Extent

Compliant to Very
Usability 1.33
Low Extent

Compliant to Low
Reliability 2.00
Extent

Compliant to Low
Security 1.80
Extent

Compliant to Low
Maintainability 1.84
Extent

Compliant to
Portability 3.11
Moderate Extent

Compliant to Low
GRAND MEAN 2.41
Extent

Table 13 shows the summary assessment of IT Experts on the acceptance

level of the developed system using ISO 25010 Software Quality Standards in

terms of Functionality Sustainability, Performance Efficiency, Compatibility,

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Usability, Reliability, System Security, System Maintainability and System

Portability. The system got a grand mean of 2.41, descriptively interpreted as

Compliant to Low Extent. The result implies that the system lacks on the different

criteria of ISO 25010 Software Quality Standards namely its usability, reliability,

security, and maintainability. Based on these results, the researchers should

focus on the process of improving the system specially to the criteria’s that got

the lowest weighted mean.

4. Enhancement for the improvement of the developed system.

The enhancement that are needed for the improvement of the system is

first for field IP, disabled, pregnant, or with one only option—use the checkbox.

Second, add features for delisting and reactivation of members. Third, make the

‘age’ auto computed and not manually inputted. Fourth, add a feature that

enables to view the monitoring of the beneficiaries’ requirements (needed papers

to be 4Ps) and lastly, improve the categories based from the result of the

evaluation of IT Experts using ISO 25010 Software Quality Standards that got

lowest mean.

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CHAPTER IV

SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS

This chapter presents the summary of findings, conclusions, and

recommendations based on the results of the study.

A. Summary of Findings

1. The 4Ps Office is administered using pen-paper approach. The City Link find

difficulty on keeping track in monitoring each 4Ps beneficiaries’ records.

Monitoring such as the Health and Nutrition, Education, and FDS forms. Also, the

Update Beneficiary Form and Grievance Redress System.

2. To address the identified features, the LGU 4Ps Record Management System

with SMS Notification was developed. The developed system was build using the

latest web development tools for easier accessibility and usability. Distinctive

features of the system include record management of the beneficiaries,

monitoring of records of each beneficiary and its members and file imports for

ease of encoding.

3. The system got a grand mean of 2.41, descriptively interpreted as Compliant

to Low Extent result from the evaluation of IT Experts using ISO 25010 Software

Quality Standards. All of the eight (8) categories: System Functionality, System

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Efficiency, System Usability, System Reliability, System Portability, System

Maintainability, System Security, and System Compatibility.

B. Conclusions

Based on the evaluation made by the respondents on the developed system, the

researchers arrived at the following conclusions:

The developed system was essential for the LGU 4Ps Office in terms of

record management. The system provides an easy way of tracking or monitoring

of records like Health and Nutrition, Education, Family Development Session,

Update Beneficiary and Grievance Redress System Forms.

The system also provides easy importing from them excel spreadsheet

records into the system. Different features and functionality have met acceptable

quality standards. Feedback from the IT Experts has proved the system is usable

and addresses the needs of the 4Ps office in terms of managing their records

and keeping track or monitoring them.

The researchers should also focus on the improvement of the different

criteria based on the ISO 25010 Software Quality Standards that got the lowest

mean for the betterment of the system.

C. Recommendation

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Based on the evaluation made on the tested system, the following are

recommended:

1. For field IP, disabled, pregnant, or with one only option—use the

checkbox.

2. Add features for delisting and reactivation of members.

3. Make the ‘age’ auto computed and not manually inputted.

4. Add a feature that enables to view the monitoring of the beneficiaries’

requirements (needed papers to be 4Ps).

5. Improve the categories based from the result of the evaluation of IT

Experts using ISO 25010 Software Quality Standards that got lowest

mean.

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References

Courtney Han. November 18, 2016 "Cash assistance programs for the poor: How
families use the money. A look at Kenya.",
https://journalistsresource.org/economics/cash-assistance-transfer-poor-welfare-
research/

Worldbank July 10 2017, "FAQs about the Pantawid Pamilyang Pilipino Program
(4Ps)", https://www.worldbank.org/en/country/philippines/brief/faqs-about-the-
pantawid-pamilyang-pilipino-program

Saurabh Ranjan, November 21, 2017, "Advantages and Disadvantages of

Computerized System", https://rlsdhamal.com/advantages-and-disadvantages-of-
computerized-system/

Henry Nyabuto Kemoni and Patrick Ngulube. June 2007, "Relationship Between
Records Management, Public Service Delivery and the Attainment of the United
Nations Millennium Development Goals in Kenya",
https://www.researchgate.net/publication/325390653_Relationship_Between_Re
cords_Management_Public_Service_Delivery_and_the_Attainment_of_the_Unite
d_Nations_Millennium_Development_Goals_in_Kenya

Rajkumar, Xavier and Anil, 2008, "Efficiency of Computerized Recording

System",
https://www.researchgate.net/publication/265151349_Efficiency_of_computerize
d_recording_system

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Kumar., Mital., (2004), "Information System", Academia

Lacasandile, A.D., Abisado, M.B., Labanan, R.M., & Abad, L.P., (2020),
"Development of an Information-Based Dashboard: Automation of Barangay
Information Profiling System (BIPS) for Decision Support towards e-
Governance", Association for Computing Machinery

Pantawid Pamilyang Pilipino Program (4Ps) Act REPUBLIC ACT 11310

Implementing Rules and Regulations, Oct 19, 2021,
https://pantawid.dswd.gov.ph/wp-content/uploads/2021/02/12092020_4Ps_IRR.p
df

Howell, S.A., (Oct 18, 2011) "Aligning Records Management With ICT: a case
study of ministry of lands",
https://www.academia.edu/7798047/Record_Management_System

Guidelines on the Innpiementation of Pantawid Pamilyang Filipino Program(4Ps),

October 19, 2021, https://www.dswd.gov.ph/issuances/AOs/AO_2008-016.pdf

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APPENDICES
APPENDIX A. EVALUATION TOOL
QUESTIONNAIRE

This questionnaire presents the ACCEPTABILITY of the proposed LGU 4Ps

Record Management System with SMS Notification. Please tick the relevant
boxes as honestly as you can this is a highly confidential. The contents of this
questionnaire are absolutely confidential and no other individual will able to see
the data which you will be given. The answers to these questionnaires will
proceed immediately to the project researcher (Michael C. Bautista, Aljon T.
Clemente and Syreen Joy R. Matias) and to our project adviser (Mr. Winston G.
Domingo)

I. Personal Data
Name (Optional)._____________________________________

Please rate each of the items with the scale shown below:
5- Strongly Agree, 4-Agree, 3- Neither, 2- Disagree, 1- Strongly Disagree
Criteria 1 2 3 4 5
FUNCTIONALITY
The system does what is appropriate (Adequacy)
The system has the available function required for its execution
(Adequacy)
The system does what was proposed correctly (Adequaccy)
The system is precise in executing its function (Adequacy)
The system is precise in its result (Adequacy)
The system interacts with the specified modules (Interoperability)
The system has capacity for multiuser processing (Interoperability)
The system has capacity to operate with networks (Interoperability)
The system has secure access through passwords (Secure
Access)
The system has internal backup routine (Secure Access)
TOTAL

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RELIABILITY
The system don’t have frequent failures (Maturity)
The system reacts appropriately when failures occur (Tolerance to
failures)
The system informs the user concerning invalid data entry
(Tolerance to failures)
The system is capable of recovering data in the event of failure
(Recoverability)
TOTAL
USABILITY
It is easy to understand the concept and application (Intelligibility)
It is easy to perform its functions (Intelligibility)
It is easy learn how to use (Learnability)
The systems facilitates the users’ data entry (Learnability)
The systems facilitates the users’ retrieval of data (Learnability)
It is easy to operate and control (Operability)
The system provides help in clear manner (Operability)
TOTAL
EFFICIENCY
The systems response time is appropriate (Time)
The system’s execution time is appropriate (Time)
The resources used is appropriate (Resources)
TOTAL
MAINTAINABILITY
It is easy to find a failure when it occur (Analyzability)
It is easy to modify and adapt (Modifiability)
There is no great risk when changes are made (Stability)
Changes are easy to test (Testability)
TOTAL
PORTABIILITY
It is easy to adapt to other environment (Adaptability)
It is easy to install in other environment (Capacity to be installed)
It is easy to use to replace another program (Capacity to be
replace)
TOTAL

Comments:

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Recommendation:

____________________________________
Respondent’s Signature over Printed Name

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APPENDIX B. INSTRUCTION MANUAL

Step 1. Log in to the system through the given username and password.

Step 2.  After logging in, you will see the system main interface or the system
dashboard.

Step 3. To Add beneficiary or 4Ps member click the Masterlist of Household

and press the Add button.

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 The image below displays the fields or information required from the 4Ps
Member.

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Step 4. After Adding Household head to the Master list of Household, you must
add the children which is the cover of the household head. You can add children
by hitting the arrow that can be seen at the left part of the system. Then click the
add button.

The image below displays the Add window for children and fields required.

Once the save button from above image was press, you will see the added
Children covered by the Household Head(parent). You can also add, edit, and
delete fields by hitting the button from the left part of the system.

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Step 4. Under the Household Member tab, you will be able to display personal
details from the 4Ps grantees.

You can view, edit and remove data in this window by clicking the option button
that can be seen at the left part of the system.
VIEW WINDOW EDIT WINDOW

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The next tab is the Transaction, this module is containing the Compliance
Verification (monitoring of Education, Health, and FDS), Grievance Redress
(Window which monitors complaint from 4Ps member).

Step 5. Under the Education Monitoring window, it will display and you will be
able to monitor the student grantee if they complied or not. You can also add by
pressing the add button as you see from the bottom part of the system.

Step 6. Next window is the Health Monitoring. Under the said window, you will
be able to monitor members who complied and did not comply the requirement.
You can also add and edit the data by pressing the option button.

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Step 7. The next image is the Family Development Monitoring which monitors the
attendance or the compliance of the 4Ps Household Head. To add data, just click
the Add button

Step 8. In the Grievance Redress. You will be able to add all types of complaint
regarding with the 4Ps. Ex. No cash grant received, lost cash card, caught
gambling, selling/ pawning cash card.

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Step 9.  The Address tab displays the lists of Barangay, Municipality, Province
and Region.

Step 10. The Setting Tab Displays the lists of Grade Level, Health Facilities and
List of School.

Grade Level Window

HEALTH FACILITIES WINDOW

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LIST OF SCHOOL WINDOW

APPENDIX C. CURRICULUM VITAE

Objectives______________________________

I aimed to be as computer technician and to be an IT

Professor as well. This course is flexible and in order for me to
achieve my goals, I have to explore and learn a lot to such
educated people to broaden my knowledge and understanding
and to enhance my ability and skills for me to be a future
successor.
Work Experiences________________________
Bautista, Michael C. City Planning and Development Office – Work Immersion
City Hall San Andres Santiago City
Address: Purok 7, Bachelor St. Dubinan October – December, 2017
East, Santiago City
Brithdate: November 19, 1999 On-the-Job Training
Phone: 0953-371-1620 Cagayan Valley Computer and Information Technology College
Email: mb7276857@gmail.com February – Present, 2022
Languages___________________
BSIT Department
English Objectives______________________________
Trainings and Seminar_____________________
Filipino
Iloco Pursuing opportunity which will allow me to grow
Leadership Training
Skill Highlights________________ professionally,
Seminar: while effectively
“Flourishing utilizing
the true spirit my versatile
of Genuine skill set to
Leaders”
October 5, 2019 @ Lower Magat Eco-Tourism Parkgoals.
help promote your company’s mission and exceed team Diadi
Computer Literate Nueva Viscaya
Good Written and Verbal Skills
Teamwork JPCS Departmental Week “Graphic Designing: Working on
Ability to work under pressure Visual Design using Adobe Photoshop”
Microsoft Office (Word, Excel, Powerpoint) Seminar – Workshop
Education____________________ Digital Fabrication, Entrepreneurship, Multimedia and Advance
PHP
Tertiary: Bachelor of Science in Information March
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Matias, Syreen Joy R. Work Experiences________________________

Fabrication Laboratory Office – Work Immersion

Address: Purok 4B Duhat St., Calaocan,
Fourlanes Malvar Santiago City
Santiago City
October – December, 2017
Brithdate: August 28, 2000
Phone: 0955-255-1466
On-the-Job Training
Email: joyramos2828@gmail.com
Cagayan Valley Computer and Information Technology College
Languages___________________ February – Present, 2022
BSIT Department
English
Filipino
Skill Highlights________________ Trainings and Seminar_____________________

Computer Literate Leadership Training

Good Written and Verbal Skills Seminar: “Flourishing the true spirit of Genuine Leaders”
Teamwork October 5, 2019 @ Lower Magat Eco-Tourism Park Diadi
Minimal Networking Knowledge Nueva Viscaya
Ability to work under pressure
Basic Photoshop Skills JPCS Departmental Week “Graphic Designing: Working on
Education____________________ Visual Design using Adobe Photoshop”
Seminar – Workshop
Tertiary: Bachelor of Science in Information Digital Fabrication, Entrepreneurship, Multimedia and Advance
Technology PHP
Cagayan Valley Computer and Information March 4, 2018 @ Cagayan Valley Computer and Information
Technology College Inc. Technology College
#28 Carreon St. Centro East, Santiago City Santiago City
2022 – Present
Secondary: Senior High School 9th ICT Roadshow “ROADSHOW @ 9 th: ROAD to Leading and
Information and Communication Technology Vibrant Country, Show it through the Engineering Technology
Strand (ICT) Seminar
Cagayan Valley Computer and Information March 15, 2018 @ Isabela State University, Echague, Isabela
Technology College Inc.
#28 Carreon St. Centro East, Santiago City Annual Leadership Congress
2017 – 2018 Seminar: “Breaking Boundaries Amidst Diversity: Reaching the
Primary: Calaocan Elementary School CVCITCians Goal”
Calaocan, Santiago City September 25-26, 2018 @ Mt. Atio-an Ramon, Isabela
2011 – 2012

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Objectives______________________________

A hardworking student that would explore the world of

technology and real world of working with the respective
company and educated people who have their talent,
discipline, skills and hard work that would help me to bring
out and expand my limit, develop my personality and mold
my potential that I can apply as a main tool to have a
successful and meaningful career.
Clemente, Aljon T. Work Experiences________________________
Address: Purok 6, Sinsayon, Santiago City Cyberia – Work Immersion
Brithdate: June 25, 2000 October – December, 2017
Phone: 0946-111-9295 Plaridel Santiago City
Email: aljonclemente25@gmail.com
Languages___________________
On-the-Job Training
English City Social Welfare and Development
Filipino February – Present, 2022
Iloco LGU – Santiago City
Skill Highlights________________
Trainings and Seminar_____________________
Computer Literate
Good Written and Verbal Skills Leadership Training
Teamwork Seminar: “Flourishing the true spirit of Genuine Leaders”
Ability to work under pressure October 5, 2019 @ Lower Magat Eco-Tourism Park Diadi
Microsoft Office (Word, Excel, Powerpoint) Nueva Viscaya
Education____________________
JPCS Departmental Week “Graphic Designing: Working on
Tertiary: Bachelor of Science in Information Visual Design using Adobe Photoshop”
Technology Seminar – Workshop
Cagayan Valley Computer and Information Digital Fabrication, Entrepreneurship, Multimedia and Advance
Technology College Inc. PHP
#28 Carreon St. Centro East, Santiago City March 4, 2018 @ Cagayan Valley Computer and Information
2022 – Present Technology College
Santiago City
Secondary: Senior High School
Information and Communication Technology 9th ICT Roadshow “ROADSHOW @ 9th: ROAD to Leading and
Strand (ICT) Vibrant Country, Show it through the Engineering Technology
Cagayan Valley Computer and Information Seminar
Technology College Inc. March 15, 2018 @ Isabela State University, Echague, Isabela
#28 Carreon St. Centro East, Santiago City
2017 – 2018 Annual Leadership Congress
Seminar: “Breaking Boundaries Amidst Diversity: Reaching the
Primary: Sinsayon Elementary School CVCITCians Goal”
Sinsayon, Santiago City September 25-26, 2018 @ Mt. Atio-an Ramon, Isabela
2011 – 2012

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 CVCITC
Cagayan Valley Computer
and Information Technology College
#28 Carreon St., Centro East, Santiago City, Philippines
-------------------------------------------------------------------------------------------------------------------------------
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APPENDIX D. SOURCE CODE

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