Bulacan State University

Meneses Campus

TJS, Matungao, Bulakan, Bulacan

1st Semester S.Y. 2020-2021

ISSUANCE AND MANAGEMENT SYSTEM

FOR BARANGAY PANGINAY, BALAGTAS, BULACAN

(CPE 304/304L Software Design)

Avendaño, Aliza Judy B.

Chongpico, Cherry Ann G.

Chua, John Christopher D.

Fontanilla, Darren M.

Logronio, Mary Joy L.

Nocum, Reignielle S.

February 2021

1
 CHAPTER I
THE PROBLEM AND ITS BACKGROUND

Introduction

In this age, technology continues to emerge, leading to various development ideas

in society. It sometimes changes radically, affecting the lifestyle, health and even privacy

of individuals. People mostly spend their time browsing and communicating in different

social media platforms and usually depend on it to do their tasks. Thus, computers play a

vital role in today’s age. It is an essential tool that can maximize one's productivity and

organize, store, and retrieve massive amounts of data. The application of this can improve

efficiency in the working environment.

Furthermore, the impacts of technology as a whole have greatly affected the

communication, transportation, agriculture and even public and government sector.

According to Khatiwada (2018), advanced technologies will bring a massive influence in

the community once the government provides an efficient and improved public service.

Along with the continuous progress, local government units face the demand in the

reinvention of traditional processes. Hence, they seek to consider necessary methods to

provide basic services with an innovative approach to communities.

These innovations such as, software production will improve LGUs procedures

and processes. Barangay clearance and indigency, proper record of resident’s

demographic profile, and automated record of blotter reports can be easily accessed by

the officials once the development is done. Likewise, the Barangay Management System

will reform barangay management from conventional approach towards automated

processes. The system aims to protect confidential information from unauthorized users,

2
fast retrieval and tracking of files, proper storage of files, and accurate resident’s

demographic profile. Computerization of conventional approach will lead to better public

services through accurate works and efficient workers. It ensures effectiveness and

productivity as computer lessen human error and processing time. This will be beneficial

to every Local Government Unit sector, especially employees and officials of Barangay

Panginay.

Statement of the Problem

The researchers aimed to develop an effective, efficient and reliable issuance and

management system that will improve current services of LGU workers at Barangay

Panginay, Balagtas, Bulacan. The following questions are intended to be answered by the

end of this paper:

1. What are the factors to be considered in developing the Issuance and Management

System?

2. How will the Issuance and Management System improve the current services of

LGU workers?

3. How is the Issuance and Management System different from what the LGU

workers usually used?

4. How may the study be evaluated in terms of:

a. Functionality

b. Efficiency and Effectiveness

c. Maintainability

d. Reliability

3
Significance of the Study

The researchers opted to develop an effective and functional system for Barangay

Panginay. This study obtained significant information as the researchers dealt with great

concern for the outcomes which are beneficial to the following institutions and

individuals:

For the Barangay Officials. This would help them to monitor the internal

operations involved and the authorized person in charge of the service.

For the Barangay Employees. The system provides an innovative approach that

will assist the authorized personnel to easily access and retrieve the data. It will lessen

their time in processing, sorting and tracking of files. Besides, it ensures them secured

storage in handling confidential information such as; resident’s demographic profile and

blotter reports.

For the Residents. This would benefit the residents since they will no longer

need to wait for a long time just to obtain a few documents. The processing time will be

minimized.

For the Future Researchers. This study would serve as a future reference to

obtain additional insights and discoveries. This would help them to create a more

comprehensive research.

Scope and Delimitations

The system focuses on providing good quality service in terms of reliability,

efficiency and functionality. Managing and storing massive information and issuance of

necessary documents are the primary functions of the system. This system will lead to
4
better public services through accurate works and efficient workers and it will ensure

effectiveness and productivity as computer lessen human error and processing time.

Moreover, the Issuance and Management System is restricted for storing datum

such as ordinances. The approach of the system is to secure that confidential information

to protect the resident’s privacy and personal information. It is only for creating, viewing

and updating of records. The main feature of the system is the issuance of barangay

clearance and barangay permits. Thus, the system is delimited to provide issuance

through online transactions and any online engagements. The expenses of every

transactions or issuance of clearance and permits are not part of the system.

5
 CHAPTER II
REVIEW OF RELATED LITERATURES

The following are the relevant works and studies utilized by the researchers to

further elaborate and construct the foundation of the study:

Local Studies

Barangay Office Management System.

Suarez and Pulumbarit (2017) stated that in the Philippines, Barangay is

considered as the smallest unit of the government where initial operations involved in the

community, such as formation and employing of programs, activities, policies and more

are executed. However, Philippines’s population growth continue to increase, therefore

number of households in each barangays also increase. As a result, barangay council

members and staffs’ works also increases as the number of people grows.

Computerized Information System in Baranday Poblacion, Danao City, Cebu

According to Lado (2017), computerization is a control system that manages

processes in the industrial workplace. This lessens the time consumed as well as human

errors so it results a high quality of production. It can achieve a much faster performance

and more accurate, well-integrated process system that the manual one. He proposed a

Computerized Barangay Information System because it will give safer storage, fast

retrieval of files, maintains reliability and accuracy, and faster tracking of the files. From

hand written records and manual issuing of barangay clearance, certificates and other

barangay issuance, this software will be beneficial to the staff.

6
Republic Act No. 7160, Section 17

“Local government units shall endeavor to be self-reliant and shall continue

exercising the powers and discharging the duties and functions currently vested upon

them.” It is an act approved in 1991, otherwise known as the Local Government Code of

1991. Local government units shall continue exercising their authority to attain the full

development of the provision of the basic services and facilities. Moreover, it sought to

enhance the efficiency in resource allocation and widen the decision-making of LGUs

(Republic Act No. 7160, 1991).

Republic Act 10173, Section 11

According to s. 11 of the Data Privacy Act of 2012 “The processing of personal

information shall be allowed, subject to compliance with the requirements of this Act and

other laws allowing disclosure of information to the public and adherence to the

principles of transparency, legitimate purpose and proportionality.” It refers to the

Republic Act No. 10173 that was approved in 2012, aimed to protect individual’s

personal information in the government and the private sector while promoting

innovation and growth.

The Concept of Governance

Government is the name given to the entity for practicing that authority. In most

vocabulary dictionaries the word “governance” and “government” are interchangeably

used, both denoting the practicing of authority in institution, state or organization.

Authority can most simply define as legitimate power or accordant with law. Whereas

power is the ability to control the behavior of others, especially for the right to do so. In

7
term of authority this is an acknowledged duty to obey rather than any form of

intimidation or manipulation. Max Weber a politician also a sociology is the one who

distinguished between three kinds of authority, based on the different grounds upon

obedience can be established, traditional authority indicates the presence of a dominant

personality. Next is charismatic authority stems from personality and legal-authority is

grounded in a set of unbiased rules. To study government is like to study the exercise of

authority.

Government is closely related to the politics. To study politics is in essence to

study government or widely, to study the exercise of authority. Politics is the art of

government, the practicing of controlling the society through the making and

enforcement of collective decisions. The sovereign states of politics are restricted to state

actors who are consciously motivated by ideological beliefs, and who seek to advance

them through membership of an official organization such as a political organization.

This is the perception of a politicians are described as “political” whereas civil servants

are seen as “nonpolitical”, then state as “public” and last the civil society as “private”.

The institutions of the state can be considered as “public” in the sense that they are

responsible for the collective organization of the community life. However, they are

funded at the public’s expense, out of taxation. According to Raymund Burke civil

society consists of little platoons or institutions such as the family and relationship

groups, private businesses, clubs, community groups, trade unions and so on that we can

say they are private in the sense that they are set up and funded by individual citizens.

The government is restricted to the functions of the state itself and the

responsibilities properly exercised by public bodies on the basis of this division of

8
public/private life. While civil society can be distinguished from the state, it also includes

a number of institutions that are thought to be "public" in a broader sense. One of its key

consequences is that it expands our concept of the transfer of the economy, particularly

from the private to the public realm, by the government. The concept of politics and

government is now expanding beyond the narrow realm of government to what is

perceived to be "public life" or "public affairs." Since not only does the government

determine for all, civil society and the private sector play a vital role in the community,

the concept of the word "governance" is therefore relevant. A wider concept than

government is governance. A broader term than government is governance.

Foreign Studies

Importance of Keeping Records

According to Garland (2019), in any business, records management is an essential

tool that allows you to manage your data. Keeping accurate and clear records is a vital

role of any business. You can evaluate the financial status and how efficiently you are

using your resources or whether you are making money. Moreover, it stores and keeps

track of your records as well as saving a lot of time and effort. It ensures the security of

the data and information provided, he added.

E-Government

The continuous progress of technology into everyday lives of people has changed

about how people work and live, how companies do business, and how governments

provide services. The real opportunity to innovate and reinvent government has been in

9
discussion. To provide great services and information, a change is needed. Chadwick

(2016) once stated that e-government basically means electronic government that refers

to the use of information and communication technologies in government. Internal works

such as automation of basic tasks and immediate sharing of information between units

were enhanced with the use of technology. With this approach, government seek to

provide public services that will bring growth to the communities.

10
Conceptual Framework

The paradigm given below represented the whole idea of developing the system.

INPUT PROCESS OUTPUT

Figure 2.1 Feasibility

1. Project Research
2. Data Gathering Planning
3. Studying the
Issuance and
needed paper
works
Software Management
Development:
4. Language to be Program System for
used to create the Code Brgy.
system Evaluation
5. Compiler to be
Panginay,
used to create the Balagtas,
database Testing Bulacan
6. Software
Evaluation

11
 CHAPTER III

RESEARCH METHODS

This chapter gives an overview and contains all the essential features and details

of the study. This is also the part where the researchers show diagram to represent the

flow of the software development. Likewise, the scheme of the research was inclined

with the core and supplemental components of the study.

Project Design

The researchers of this study used quantitative approach specifically,

experimental study. According to Babbie (1998), experimental research refers to the

relationship of two variables – the dependent and independent variables. It can be

manipulated by the researchers, measured and compared. Likewise, the data collected by

the researchers before developing a system will be the foundation on building greater

ideas and insights. Moreover, the researchers identify the independent variable, which is

the conventional approach of LGUs in managing barangay documents and the issuance

and management system developed by the researchers is the dependent variable. At the

end of this study, the researchers will determine if the system has improved the services

of LGU workers.

12
 Feasibility

Planning and
Program Design

Coding

Testing

Development

Maintenance

Figure 3.1 Waterfall Model of the Issuance and Management System

The figure above shows the flow of the system. The primary idea of the figure

rooted from the feasibility of the project and how it will help the LGU workers. The

planning and designing of the program will determine the details of the system. The plan

specifies the functions and essential features. Coding will translate the planned design to

a programming language. The researchers use Visual Basic and C# for the system.

Likewise, the testing of the system will be done by the LGU workers at Barangay

Panginay and if there will be no errors found, the system is ready to use. Furthermore, the

system will be modified from time to time so, it can adapt to a new environment.

13
Process Flow Diagram

ISSUANCE AND ADMIN/USER

MANAGEMENT LOGIN
SYSTEM

Creating, viewing
and updating of
resident’s records

USER
Issuance of
barangay permits,
clearance, etc.

PRINTER

Figure 3.2 Process Flow Diagram of Issuance and Management System

This section discussed the behind process of the system. The user is required to

login, only authorized personnel are allowed to do this. The system will manage, store or

update the resident’s records. Further, the issuance and management system will be the

one responsible for printing the needed documents.

14
Software Flow Chart

Figure 3.3 Software Flow Chart

The figure shows the step by step procedures of how the system works. First, if

the user is already has an account, he/she can successfully access the system. It basically

means that he/she has authorization. Once the login is successfully done, the main menu

15
or dashboard will show up. The user is now allowed to view, manage and update the

resident’s records. Also, the issuance of documents if necessary.

Project Development

The researchers are deeply involved in planning and analyzing the gathered data

before developing the system. All the requirements are put into consideration and applied

once it is clarified and consistent. The following are the phases in developing the system:

Planning

Osbourn (2020) stated that in any software development project, planning comes

first. Planning all the details is essential and the whole process of the system will depend

on this part. On this stage, the researchers identified the goals and scope of the project.

They conducted a feasibility assessment to objectively uncover the strengths and

weaknesses of the system.

16
Software Design/Development

Software design consists of the necessary features, specifications and functions. In

this phase, the project’s requirements turned into program code. The researchers used

Visual Basic and C# as programming language.

Figure 3. 4 The Log-in Screen

Testing

According to Azeri (2017), system testing will ensure if each components and

services are working together. Also, it will determine the status of the system by

performing several functional tests. Testing the software defines what will happen next.

So far, there were no errors found and it functions efficiently. Further, the system was

performed by the workers in Barangay Panginay.

17
Debugging

Checking the source code and its functions allows you to uncover any errors in

your system. Also, debugging will ensure the long-term functionality of your system

(Hailpern, 2002). The researchers tried to debug the system and there were no abnormal

functions and terminations happened. However, the researchers continue to check the

system thoroughly.

18
 In this section, the researchers continue to discuss the following parts to explain to

the future readers the instruments and techniques that supposed to be used.

Evaluation

Hamborg (1999) stated that an evaluation shall be goal-oriented. It has to check

numerous actions or interventions to improve the quality of the system. This is the phase

where the process of checking the software components will take place.

Instruments and Techniques

The researchers decided to use Visual Basic and C# as the programming language

and Visual Studio as the development tool. The researchers will gather data from the

respondents which are the LGU workers from Barangay Panginay, Furthermore, statistics

is a range of procedures for collecting, analyzing and interpreting quantitative data

essentially (McGraw, 2007). It is a form of a scientific approach to analyzing numerical

data in order to enable or to maximize the interpretation, understanding, and justification.

Likewise, the researchers will utilize a statistical approach to determine the respondents’

assessment on evaluating the system.

As the researchers chose the quantitative study, survey questions will be used to

gather data from the LGU workers. A type of survey questions for the quantitative data in

a form of a Likert Scale. By definition, likert scale is a unidimensional scale used to

gather the respondents’ opinions and perspectives. Also, by measuring the people’s

opinions (2017). Researchers often use this to understand the views and context on

different situations.

19
 The researchers inclined their survey through Unipolar Likert Scale. It allows the

researchers to further calculate the ordinal data and obtain accurate details. Therefore,

the researchers will choose the even likert scale specifically, the 4-point type of scale.

The scale is composed of the following choices such as very satisfied, satisfied,

unsatisfied, and very unsatisfied.

Overall mean indicates the average score of the data gathered. It is used in order

for the researchers to easily generalize the results with the certainty that all variables are

equally contributing to the final output. In some occurrences in a data set, some data

affects the final output more than the other data. The researchers will be using this in

order to solve this problem. The formula to be used is:

M = ∑x/nM = ∑x/n

Where:

M = mean

∑x = summation of scores

n = number of scores

Likert type of survey is used to obtain data for the quantitative method of this

research study. The responses of the respondents will be recorded scaling from 4-1. Their

answers to the 'four-point-scale' of the survey would be weighted through the following.

RATE INTERPRETATION RANGE

20
 4 Very Satisfied 3.6 - 4.0

3 Satisfied 2.6 - 3.5

2 Unsatisfied 1.6 - 2.5

1 Very Unsatisfied 1.0 - 1.5

Table 3.1 Four-point Likert Scale

Evaluation Procedure

The Issuance and Management System will be evaluated by the respondents, the

LGU workers of Barangay Panginay. The researchers will distribute the questionnaires to

the ten respondents that will be participating. Before answering the questionnaire, the

respondents will be using the system. They will test the system’s feature, function and

performance. Moreover, the respondents will rate the system from 4 to 1, 4 as the highest

and 1 being the lowest.

The researchers will ensure that the outcome is valid and reliable by establishing

well-formulated questions. Through this method, the researchers were able to formulate

the following statements for the Likert type survey to be answered by the respondents on

the latter part of this study.

Very Very
Satisfied Unsatisfied
Satisfied Unsatisfied

A. Functionality

 The project is user-

oriented.

21
 The project meets the
user’s requirements.
 The project functions
based on the project’s
objectives.
 The project provides
basic services.

B. Efficiency and
Effectiveness
 The project provides
the necessary needs of
the user.
 The project operates
productively.

 The project operates

with high efficiency.
 The project would
serve as a reference or
contribution to the
related projects.

C. Reliability

 The project is well-

developed.
 The project can
operate under
different
circumstances.
 The project provides a
consistent output.
 The project enhances
the services of the
LGU workers.

22
 D. Maintainability

 The project operates

consistently.
 The project can be
modified to improve
performance/services.
 The project can
perform with
minimum
maintenance.

 The project can easily

adapt to a new
environment.

Table 3.2 Survey Questionnaires

Evaluation Criteria

The researchers choose the criteria based on the standard quality model ISO/IEC

9126. The system will be evaluated based on the following characteristics.

a. Functionality

b. Efficiency and Effectiveness

c. Reliability

d. Maintainability

The following characteristics that the system will be based on, are further defined

operationally by the researchers to present the readers a clear comprehension of terms

with regards to the evaluation:

23
 Functionality

Issuance and Management System is created to perform certain task and satisfy

the user’s goal. It also has the following sub-characteristics: accuracy, security

and functionality compliance.

 Efficiency and Effectiveness

A set of attributes that ensure the system’s performance regardless of any

resources used. Also, the system has the ability to follow regulations and

standards regarding efficiency and effectiveness.

 Reliability

The system ensures the ability of the software to maintain its performance when it

is put on use under certain circumstances.

 Maintainability

The system ensures that the software can be modified, capable of improvements

and performing in different working environments. The system has the following

sub-characteristics of maintainability: analyzability, changeability, and testability.

24
 CHAPTER IV

RESULTS AND DISCUSSIONS

This section was supposed to discuss the quantitative data gathered through the

conduction of surveys. However, the researchers were not able to conduct surveys due to

the current situation. Thus, the researchers discussed the description, features, capabilities

and limitations of the system in this chapter.

Project Description

The Issuance and Management System is a software that is capable of decreasing

the task and possible human errors in a barangay system. It can record the resident’s files

and issue the necessary papers. The system is capable of creating, reading, updating, and

deleting (CRUD). This function will help them store and keep their files in a secured place.

The system has 2 possible users: (1) The Admin, wherein it will be responsible for

registering accounts that will be verified and log-in into the system, the admin also has the

access in the residents and their document records. (2) The User is the barangay employer

or usually the barangay secretary, it will be the worker that will do the actual recording and

filling up of forms, the user will also be the one who will issue the documents the residents

will need.

The Issuance and Management System were made possible by the use of the

programming language C# and Visual Basic. Visual Studio is created by Microsoft, and is

used to develop computer programs for Windows; it can also be used for developing wed

sites, web applications, and web services.

25
Project Features

Figure 4.1

This screen shows the home page or the introductory page of the system.

Figure 4.2

26
 This screen is for the Admin, the authorized personnel can update, view and

delete records. Also, the user can easily track or search names by entering the ID or

username.

Figure 4.3

The figure shows the records of the resident’s personal information on the system.

Figure 4.4

27
 The figure shows the record of the issued documents.

Figure 4.5

The figure shows the official record of the residents and their personal

information. Also, the user can add or update records

Figure 4.6

28
 Figure 4.7

Figure 4.8

The figure 4.6, 4.7, 4.8 shows the form that need to be filled up for issuing

documents. The user can easily encode the necessary information shown on the figure

29
then, the system automatically fills in the form using the provided information. Once

done, the user can directly print the form.

Project Capabilities and Limitations

Recording and updating resident’s files and issuance of necessary documents are

some of the capabilities of the system. The system automatically fills in the document

when the user inputs the necessary information on the form displayed. This feature is

more convenient than the conventional approach used by the barangays today. Tracking

the personal information of the residents will be easier by searching on the residential

records. Furthermore, the system is not available for online transactions and online

engagements. The resident’s records will be kept confidential to protect their privacy.

Time Table

NOVEMBER DECEMBER JANUARY FEBRUARY

TASKS
WEEK WEEK WEEK WEEK
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3
TASK 1
Background
Research and
Planning
Analysis
Proposals
TASK 2
Data Collection
(Accurate Data)
Design (Initial
Layout)
TASK 3
Coding
Initial Testing
TASK 4

30
Documentation
Fixing some
errors
TASK 4
Testing and
Installation
Documentation
Final Testing

Table 4.1 Time Table of the Activities

31
 CHAPTER V

SUMMARY, CONCLUSIONS AND RECOMMENDATIONS

This section incorporated the discussion of the summary of findings and results of

the study. All the essential statements from the gathered data were fully analyzed and

studied by the researchers. Hence, the researchers were able to provide an essential

project which may improve the current state of the LGU services.

Summary

The main objective of the study is to develop a system that will improve the basic

services of LGU workers. The researchers were able to complete the necessary processes

such as finalizing the testing of the system. Thus, the results and findings will be

explained on the latter part of this chapter.

This study sought to answer the following questions:

1. What are the factors to be considered in developing the Issuance and Management

System?

2. How will the Issuance and Management System improve the current services of

LGU workers?

3. How is the Issuance and Management System different from what the LGU

workers usually used?

4. How may the study be evaluated in terms of:

a. Functionality

b. Efficiency and Effectiveness

c. Maintainability

d. Reliability

32
Summary of Findings

The Issuance and Management System will be used by the LGU workers of Brgy.

Panginay, Balagtas, Bulacan. The following statements are the summary of the results

gathered by the researchers.

1. Setting clear objectives and goals and considering the user’s needs are the key

factors of developing this system. These factors help the researchers to come up

with an idea of creating an essential project that will certainly benefit the

community.

2. LGU workers will be able to create, manage, view and update residential records

and issue necessary documents that automatically fills in a document specifically

barangay indigency, permits, and clearance once the admin inputs the necessary

details on the form displayed.

3. The Issuance and Management System is more advanced than the usual approach

which is manually filling up of documents, recording and tracking of files. Thus,

the services of LGU workers will improve efficiency in their working

environment.

4. The evaluation of system performance is based on the functionality, efficiency

and effectiveness, reliability and maintainability. Unfortunately, due to the

pandemic the researchers were not able to conduct surveys to test if the system’s

performance will satisfied the respondents. Nevertheless, the researchers finalize

the testing and installation of the system.

33
Conclusion

The researchers formulated the following conclusions based on the results

gathered from the study:

1. The Issuance and Management System improves the quality of services of LGU

workers.

2. The Issuance and Management System minimizes human error and processing

time of important documents.

3. The Issuance and Management System is capable of creating, viewing, updating,

tracking and issuing of files or documents.

4. The Issuance and Management System can be used as a future reference or

contribution to related projects.

Recommendations

For the readers of this research. The readers will obtain knowledge through reading

and understanding this research regarding the Issuance and Management System made by

the researchers.

For the future researchers. They should use other literature related to this study that can

be used as a reference to improve the system by adding advanced functions.

For the LGU workers. Once the barangay workers permanently use the system, they can

suggest any functions for further improvements.

For the Government. The researchers are looking forward for the cooperation of the

government. Thus, if the government has the capability to fund it, they may propound

34
this system so it can provide an efficient working environment to the local government

units.

35
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