Chapter 1

INTRODUCTION

Barangays play a vital role in delivering essential services and disseminating

public information to their residents. However, the effectiveness of these services and

information dissemination methods can vary widely based on resources, technology

adoption, and geographical challenges.

Barangays in the Philippines serve as crucial administrative units responsible for

delivering essential services and sharing public information, yet differences exist across

these local divisions. Service delivery varies significantly due to dissimilar resources,

funding, and governance of Local Government Units (LGUs). Technological adoption

also varies, with some barangays embracing digital tools while others rely on manual

processes, leading to inefficiencies. Communication barriers, including geographic

layout and infrastructure limitations, hinder the widespread dissemination of important

updates to all residents. Bureaucratic paperwork-intensive processes persist in some

areas, slowing down service provision and increasing the potential for errors. Moreover,

community engagement levels vary, impacting the connection between local government

and residents' needs. The capacity and training of barangay personnel also influence

service quality, highlighting the importance of well-equipped staff in effective governance

and service delivery.

The aim of the study is to enhance communication and transparency within

Barangay Talon Kuatro by addressing the shortcomings in their current public

information and services system. This includes improving the efficiency of public

announcements by digitizing and streamlining the process, simplifying document

requests to minimize errors and delays, and implementing a system to store constituent

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records for smoother transactions. The purpose is to create a user-friendly system that

benefits the beneficiary, ultimately fostering better community engagement and service

delivery.

Project Context

Talon Kuatro is a barangay found within San Antonio Valley 17 Talon IV Village

in the city of Las Piñas. In the 2020 Census, it was determined that the area's population

was 20,763. It also represents 3.42% of the total population of Las Piñas.

Barangay Talon Kuatro's current system of public announcements includes

barangay employees making their public announcements manually. Barangay

employees will use a motorcade, along with an outdoor handheld megaphone that

passes through the village's main street. They will also set up tarpaulin of news and

reminders on the subdivision gate and sometimes outside the barangay hall. However,

there are cases where constituents of the barangay are oblivious to its public

announcements. This is due to their residence being far from the main street, and that

they failed to observe the tarpaulin posted at the subdivision gate.

Barangay Talon Kuatro's current system for requesting barangay documents was

done by using a computerized system. This process includes constituents utilizing the

fill-up forms provided by a barangay personnel, then the barangay IT staff will encode

the constituent's details relying on the answered fill-up form. In certain scenarios, the

constituents' handwriting is not clear, which causes human error and a slower process in

encoding information than usual. And a few times, constituents are still required to fill out

forms to renew barangay documents.

The issues and concerns of the current public information and services system

are:

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 1. Difficulty in giving public announcements due to manual posting.

2. The procedure for requesting documents takes longer because of problems with

handwriting legibility.

3. Redundant of filling out forms because no records of the constituents are stored.

Purpose and Description

The system intends to assist and improve the communication and transparency

between the barangay IT staff and employees, and the constituents they serve. The

components of the public information and e-services system allow users to stay up to

date with their community, through announcements, events, programs, and other

services. Additionally, it makes the duties and responsibilities of the barangay IT staff

and employees more manageable.

Conceptual Framework

The conceptual framework depicts the system's workflow and information

processing methods. The study of Public Information and E-Services System is shown in

Figure 1.0. It is based on the input, process, and output approach, also known as the

IPO model.

The input-process-output diagram includes all the information required for the

system, including details of the process and how it is handled in the study.

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 Figure 1.0 Input Process Output (IPO) Model

The input section comprises several components: constituents' requests for e-

services like clearances and permits, the provision of personal information when

completing request forms, and accessing public announcements for constituents.

Barangay employees also have access to public announcements. Furthermore,

barangay IT staff will verify constituents' information and view constituents' records.

The process section involves the checking and verifying the information provided

for service requests, receiving updates on progress of e-service requests and accessing

and staying informed about public announcements for constituents. Administrators also

post and update announcements, events, and programs. Furthermore, generate

barangay request documents, and modify constituents records.

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 The output section includes the issuance of requested e-services (clearances

and permits), update on the status of service requests, and access to timely public

announcements for constituents. Administrators have posted public announcements.

Furthermore, print requests documents, and track constituents' records.

The feedback loop from Output to Input within this IPO model facilitates an

ongoing cycle of enhancement. It also reflects the results, which are observed in both

the input and output phases. It permits modifications to the initial inputs and processes

by utilizing observed outcomes, with the goal of improving service quality, information

accuracy, and accessibility for both constituents and administrators.

Objective of the Study

General Objective

Specific Objectives

The researchers specifically aim to fulfill the following:

1. To disseminate information by posting announcements and programs.

2. To produce templates of barangay documents.

3. To retrieve constituents' records within the database.

Significance of the Study

This study aims to develop a public information and e-services system for

Barangay Talon Kuatro. The project will be significant for various sectors, as follows:

Barangay Talon Kuatro. The system aims to significantly benefit barangay

employees and IT staff by supporting their responsibilities in community activities

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through easily accessible announcements and online services. It ensures wider reach for

barangay news, events, and programs, enabling more people to stay informed and

engaged within the barangay. In addition to enhancing communication and accessibility,

the system streamlines the coordination of community activities, making it easier for

barangay employees and IT staff to manage and disseminate announcements efficiently.

By offering online services, it simplifies various tasks, fostering a more organized and

responsive barangay administration.

Barangay Employees and IT Staff. The system is set to assist the barangay IT

staff and employees by simplifying their tasks. It will speed up the processing of

barangay requests, guarantee accuracy in information shared with constituents, and

improve the reliability of their services.

Constituents. The system will assist them in accessing announcements and

acquiring clearances or permits. Utilizing the system for swift access to accurate

information will save them time and effort. Updates about Barangay Talon Kuatro will be

readily available without the need to check the tarpaulin at the subdivision gate or make

multiple visits to the barangay hall, making inquiries more convenient for constituents.

Future Researchers. The project may provide additional information and

materials regarding the plans they wish to explore. It will also serve as a guide for

creating similar applications or programs.

Scope and Limitation

Scope of the Study

The study's aim is to ensure that constituents in Barangay Talon Kuatro have

easy access to announcements and can efficiently request and obtain barangay

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documents like clearances and permits. The system specifically concentrates on

disseminating announcements and facilitating document requests within the barangay.

The system is designed for Barangay Talon Kuatro, involving barangay employees, IT

staff, and constituents.

The assigned barangay employees and IT staff can access and log in to the

system to post public announcements and information. The barangay employees

manage announcement posts by adding and updating public announcements. Also, they

have access to enter the system's administrative panel and settings. The barangay IT

staff manage public services and approve or decline requests. The constituents are able

to view public announcements and information and fill out the request form on its e-

services feature.

The system also displays the schedule of events and programs in Barangay

Talon Kuatro. This also includes third-party announcements such as job fairs. The

system has a built-in profiling that records information about constituents from the

request form. This feature maintains accurate and up-to-date details, especially when

constituents regularly request barangay documents. The e-services feature generates

various templates for barangay documents, including clearances and permits.

Constituents can input their personal information, which may already cover the

necessary details for their barangay document requests.

Limitation of the Study

Constituents cannot create an account, and they would not be able to comment,

post, or share published public announcements. Administrators are unable to upload and

post Microsoft Office files such as Word, Excel, and PowerPoint in the announcement

panel. Additionally, the system only accepts images in PNG and JPEG formats, limits its

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image size to 2–7 MB, and does not support video uploads. Another restriction is that

administrators cannot delete public announcements.

Definition of Terms

Operational Terms

Admin. It is short for "administration," the sole individual authorized to log in, oversee,

and utilize the system.

Barangay. It is the smallest administrative division in the Philippines and is the native

Filipino term for a village, district, or ward.

Constituents. Individuals residing and participating in the voting process within a

specific area.

E-Services. The utilization of electronic technology by an entity to deliver services to its

clients.

Public Information. Any information disclosed, dispersed, or made available to the

public by an agency, regardless of its form or format.

Request Form. A document or digital form is used to gather specific information or

initiate a request for a defined purpose.

Technical Terms

Alpha and Beta Testing. Alpha testing is an internal testing for bugs. Beta testing is the

user testing before release.

Authentication. Confirming a claim, like confirming the identity of a computer system

user.

Barangay Documents. It acts as proof of residency and good standing within a

community. It may include various certifications, clearances, and permits essential for

local transactions and community engagements.

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Data Flow Diagrams. DFDs show data movement. It also employs the following: use of

symbols for entities, represent input, processing, output, help understand system flow,

and aid in analysis and design.

Database. An electronic structure enables easy access, alteration, and updating of data.

It is utilized for storing, managing, and retrieving information, including maintaining

barangay records in research.

Dashboard. A reporting tool that gathers and exhibits metrics and important markers for

swift examination by various audiences.

Identification. The process of attributing one's traits or qualities to another individual.

MySQL. A structured database management system that relies on SQL, a structured

query language.

PHP (Hypertext Preprocessor). A scripting language on servers used to create

dynamic, interactive web pages.

System. A structured set of principles or procedures dictating how something is

performed; an organized structure or approach.

System Settings. This involves providing users with the primary ability to adjust their

display settings.

Chapter 2

REVIEW OF RELATED LITERATURE AND STUDIES

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 This chapter comprises the review of related literature and studies which the

researchers have analyzed to have a clear understanding on the topic under study.

Foreign Literature

According to Alabdallat (2020), the rapid developments in utilizing the popularity

of the internet, the governments all over the world adopted various e-government

projects to provide their services. The governmental departments in Jordan can provide

mandatory e-services to citizens. It sought to review the recent reality of the e-services

provided to receivers especially among citizens by the governmental departments in

Jordan. In order to deal with this issue, a thorough literature review was undertaken to

identify the role of citizen’s satisfaction as well as the potential obstacles that may

influence the adoption rate of e-services and therefore imposing e-services. Moreover,

an investigation was conducted by analyzing the e-services provided by three major

governmental departments, based on their official WebPages, and classifying them into

three categories: mandatory e-services, optional e-services, tangible-optional e-services.

that the full success of e-services can be accomplished by imposing the optional e-

services along with achieving the users’ satisfaction and consider it as an indicator for

success.

According to Cahyani (2019), the document discusses how the Surabaya Health

Department (SHD) in Indonesia aimed to enhance its e-government services in the

public health sector. The department's previous website lacked input from users and

stakeholders, resulting in unmet objectives and information dissemination issues. To

address this, the SHD pursued a redesign using a user-centered design (UCD)

approach. This involved gathering user requirements, analyzing tasks, and creating a

new website prototype to enhance information quality and user experience. The

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redesign process specifically caters to diverse user needs, including those of individuals

with color-blindness and dyslexia, ensuring the website's accessibility and inclusivity.

Evaluations comparing the old and new websites highlighted significant improvements in

user experience, demonstrating the effectiveness of the UCD methodology.

According to Chen (2021), the document delves into how the 2019-nCoV

pandemic has posed challenges to public management and tested national governance

systems. It underscores the importance of employing technology in a way that aligns

with rational values to avoid technology alienation, especially within government services

in an intelligent society. The discussion centers on the transformative impact of

government service technology, emphasizing the streamlining of administrative

processes for residents through a unified network. Using Fengxian District in Shanghai,

it examines the institutional and policy dimensions of intelligent city management in

China. The comprehensive analysis spans multiple perspectives, including those of

government, citizens, and businesses, all contributing to urban governance and public

policy initiatives driven by technological advancements in government services.

Ultimately, it aims to offer valuable insights for further investigation on big data urban

governance, providing a structured approach to enhancing urban management

practices.

According to Dalal & Sharma (2019), the public services for a population of more

than one billion people in India requires a high level of e-services development and a

corresponding agility in the delivery of public services in a variety of situations. Public e-

services delivery systems are used by the governments at the center and states,

resulting in e-government to benefit people in local settings in its own unique way so that

citizens’ demands are met and fulfilled, instead of government dictating to citizens.

Running public e-services is very cost efficient than providing manual public services to

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the citizens. Delivery of e-services through e governance provides a fertile ground for

transparent, efficient and trustworthy governance. Manual public services delivery is full

of social division and is a playground for corrupt people and practices. This calls for an

empirical exploration to assess and compare the perceptions of users towards delivery

of manual conventional public services and delivery of public e-services. It allows

administrators and policy makers to pay proper attention to these issues, which may

help them in redesigning public services for effective, efficient, economic and equitable

governance (Dalal, et al., y2019).

According to Zhang (2023), the paper addresses the modernization of rural

public service governance, recognizing it as crucial to addressing deficiencies in basic

rural public services and enhancing their quality. Emphasizing its significance in

ensuring improved livelihoods and fostering rural revitalization, the focus is on optimizing

rural public service governance through intelligent and digital advancements. The paper

aims to facilitate multi-subject collaborative governance in rural public services by

identifying key governance targets and service supply lists. It proposes an optimized

Apriori algorithm tailored for handling extensive data generated by the existing "one-

stop" system in rural public service governance. This algorithm addresses the challenge

of maintaining efficiency in data mining despite the exponential growth of data volume. It

particularly excels in scenarios with lower support degrees, showcasing its enhanced

performance and advantages in handling massive datasets efficiently.

Local Literature

According to Bringula (2022), the government's implementation of appropriate

community-based e-governance cannot be ascertained because of the absence of a

community-level e-government framework. They have devised a framework for

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community-based online service software called the "e-barangay framework." A web-

based system was developed based on this framework. The usability of the system was

also evaluated. Thematic analysis of the transcript of interviews with three local officials

showed that filing complaints, requesting documents, sending suggestions, and posting

announcements were the core elements of the e-barangay framework.

According to De Castro (2022), the Information and Communications

Technology (ICT) played a vital role in local governance. Modern technologies and ICT

applications were used to facilitate government transactions and enhance the delivery

and quality of government services. It identifies the e-Government initiatives of the local

governments of Sorsogon in the Philippines. Key informant surveys, documentary

analysis, and interviews with Planning and Development Coordinators and IT Focal

Persons were conducted to determine the e-Government initiatives along with

technology, human resources, linkages, and policies. Findings revealed that the e-

Government initiatives of local governments were mostly done in partnership with

National Government Agencies (NGAs). Along with technology, some of the local

governments established websites, developed information systems, and adopted online

systems introduced by other government agencies. Along with human resources, the e-

Government initiatives were mostly seminars and training in collaboration with NGAs.

Along linkages, the local governments established a partnership with other government

agencies such as the Department of Information and Communications Technology and

the City Government of Legazpi. Only a few local governments partnered with the

private sector and a higher learning institution for its e-Government program. Along with

policies, local governments passed resolutions and entered into a memorandum of

agreements for their e-Government initiatives. With these, the local governments must

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sustain their e-Government initiatives and consider taking more steps towards

successful e-Governance.

According to Ocampo (2022), the inauguration of the barangay-based Digital

Transformation Centre (DTC) in Zamboanga City, Philippines, led by the Department of

Information and Communications Technology – Region IX+BASULTA and facilitated by

the Sangguniang Kabataan, signifies a notable stride in regional digitization (Uy, DICT).

The establishment of the Digital Transformation Center in Mercedes, Zamboanga City,

represents a pivotal development, offering residents an Innovation Hub tailored to fulfill

their ICT needs. Positioned as a hub for specialized community training, collaborative

workspaces, and business incubation, the DTC harnesses the Philippines' ICT

proficiency. Its primary aim is to empower locals by enhancing their digital skills,

contributing to the progress of the community.

Foreign Studies

In a study by Kuldosheva (2021), the researcher examines the evolution and

current state of e-government in post-Soviet transition countries, with Uzbekistan as a

case study. It has identified the initial purpose of e-government initiatives, how they

progressed over the years, and what level of e-government has been achieved. The

data were collected from an online user experience survey, interviews, legislative and

policy documents, and observation of e-government websites. Empirical evidence and

observation of the e-government websites of Uzbekistan showed that e-government

development in transition or developing countries does not necessarily follow the

maturity stages of theoretical digital government. The core objectives of digital initiatives

in governance are to extend the public value of the services and let citizens present their

voices, ensuring a more just and equitable society. Citizen’s participation through online

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platforms is a relatively new experience for citizens of Uzbekistan. The research finds

that there is a design-reality gap in digitizing public services, with little progress in terms

of infrastructure and interoperability. Policy options are developed to overcome barriers.

Further research on the impacts of wider systemic issues such as corruption,

governance style, and the institutional landscape of e-government is needed to

understand the root causes of why some digital initiatives succeed while others do not.

In a study by Perea & Regla (2021), the researchers examine how a barangay

constituent's sex-disaggregated data is collected via an information system, using the

user acceptance model and analytics. The study found that users have a positive

acceptance of using an information system with analytics due to perceived usefulness,

ease of use, behavioral intention, current system usage, self-anxiety, and self-efficacy.

The findings are expected to show the significance of IS in reducing anxiety, the effect of

self-efficacy on usefulness and usability, and the role of attitude and social influence on

the intention to use the ISSDD (Perea, et al., 2021).

Local Studies

In a study by Abad, Abisado, & Labanan (2020), the researchers assisted

barangay officials in budget allocation and decision-making in their respective governed

areas with the use of the Barangay Information Profiling System (BIPS). It is an

Information-Based Dashboard that was initiated last 2016 and assessed by IT experts

and was given readiness for beta launch to its target users. Profiling each household in

the community using information and communication technology could achieve good

governance through e-government. The study used the top-down and bottom-up

implementation as two different approaches to e-government. Top-down implementation

involves carrying out a policy through statute, executive order, or court decision, while

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bottom-up implementation starts with target groups and service deliverers. Bottom-up

implementation is more realistic and practical, as the success of e-government adoption

depends on the implementer's ability to adapt the new system into their processes. This

path takes time but can uncover useful practices from one barangay to another and

contribute to e-government success (Abad, et al., 2020).

In a study by Albina, Ansali, & Dela Cerna (2021), the researchers developed

an Online Barangay Management Services System for Barangay Tagjaguimit City of

Naga, Cebu that has a great interface created to interact with barangay staff and

residents online. With the help of a system, it will be a great beneficiary for the barangay

to lessen their paper works on how it worked traditionally and change for a computerized

type of work. In addition, it helps during this time of the pandemic (Albina, et al., 2021).

In a study by Aparici & Ruelan (2019), the researcher conducted the study in

Malita, Davao Occidental to develop a Web-Based Barangay Information System to help

the community maintain productivity and efficient solutions from the local government.

The system was developed using PHP, Sublime Text, WAMP Server, and Google

Chrome. The objectives were met, such as managing and gathering household,

population, and commodities data in a short period and providing an immediate solution.

The study concluded that a module was provided to capture or store barangay

information, populate barangay data, and geotag commodities (Aparici, et al., 2019).

In a study by Bation, Decena, & Lumayaga (2021), researchers developed a

Barangay Information System which is a program that contains features that record and

manage information, as well as the ability to update the resident with the COVID status,

which is vital in this pandemic. The system offers an assurance that the file will be

protected and safe for it will also require authorization before someone can access the

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system. This server is the barangay's file management system, which will be utilized to

manage their records. Furthermore, this ensures that the file is safely kept in the system

and creates a backup of the data in the case of a technical error. This will also make

things a lot easier for them, especially when it comes to submitting a report to the

municipality about the barangay's status. The system will have a significant effect on

both the residents and barangay employees who will manage the system. As a result of

the system's implementation, the barangay's current method and process for maintaining

records would be affected. This will also guarantee that all records are kept up-to-date

and accurate (Bation, et al., 2021).

In a study by Bondoc (2019), the researcher developed an e-Barangay, a web-

based barangay information system, to reinvent the way Barangay Mangga in San Isidro

handles its operations. The e-Barangay was designed to innovate Barangay Mangga's

processes and transactions. It was evaluated using the System Development Life Cycle

(SDLC) and underwent two phases: development and assessment. The study was

assessed by IT experts and local officials, and received a mean rating of 4.24 from IT

experts and 4.23 from local officials. The system was deemed acceptable and beneficial

to Barangay Mangga in streamlining administrative processes and managing document

requests. This also showed that the e-Barangay met the quality standards set by ISO

9126 Standards.

In a study by Cochanco, Luciano, & Oplipas (2019), researchers designed and

developed a web-based Barangay Information and Record Management System, which

integrated SMS to provide a more accessible means to distribute barangay

announcements. The project utilized a developmental method of research. The

researchers have designed and developed the system based on user requirements and

specifications, observation and interview results among the key barangay officials, and

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analysis of the manual processes available documents. The researchers were able to

design and develop the system, and it was found that the developed system could

provide better means of delivering services at the barangay level (Cochanco, et al.,

2019).

Synthesis

This section combines the ideas from local and foreign literature and studies to

make a larger statement about the system.

Bation, et al. (2021) noted in Barangay Information System in San Vicente Bajo

Oroquieta City Misamis Occidental that the system offers an assurance that the file will

be protected and safe for it will also require authorization before someone can access

the system. The barangay's file management system server will be utilized to manage

their records. Furthermore, it ensures that the file is safely kept in the system and

creates a backup of the data in the case of a technical error. This will also make things a

lot easier for them, especially when it comes to submitting a report to the municipality

about the barangay's status. As a result of the system's implementation, the barangay's

current method and process for maintaining records would be affected. This will also

guarantee that all records are kept up-to-date and accurate. Bringula (2022) noted in e-

Barangay: A Framework for a Web-Based System for Local Communities and Its

Usability that thematic analysis of the transcript of interviews with three local officials

showed that filing complaints, requesting documents, sending suggestions, and posting

announcements were the core elements of the e-barangay framework. Spearman Rank

correlation confirmed that the design-related factors were related to the frequency of use

of the e-barangay. Cochanco, et al. (2019) noted in Web-Bon: The Design and

Development of a Web-based Barangay Information and Record Management System

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that the researchers have designed and developed the system based on user

requirements and specifications, observation and interview results among the key

barangay officials, and analysis of the manual processes available documents. The

researchers transformed the manual process of recording, accessing, updating,

removing, storing, and transmitting files and records effectively. It was found that the

developed system provides better means of delivering services at the barangay level.

Technical Background

This section discusses the review of related systems that are used as references

in designing and developing the Public Information and E-Services System.

Related System No. 1: The Barangay Information System in San Vicente Bajo

Oroquieta City, Misamis Occidental developed by Noley Ann S. Bation, Alyssa Krissha

S. Decena, Annie Rose A. Lumayaga, and Marielle C. Romano is a local system that

utilized the Agile Model for the System Development Life Cycle (SDLC).

Barangay Information System in San Vicente Bajo Oroquieta City Misamis

Occidental by Bation, N. A., Decena, L. S. & Lumayaga, A. A., et al. (2021) from

University of Science and Technology of Southern Philippines. The model refers to each

iteration involving a team working through a full software development life cycle which

includes planning, requirements analysis, design, coding, and testing before a working

product is demonstrated to the client. In the study, the Agile model met the criteria set by

the researchers for selecting the best model to use. All gathered informations such as

stakeholders, policies, IT equipment, and barangay forms and reports, are necessary

inputs in conducting studies as they are a means of obtaining the appropriate study

output. The policies implemented in the barangay are essential in determining its

integrity and authority. To implement the system, the researchers relied on those policies

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in the barangay. Since the system's functionalities are essential, the researchers based

on the study's scope and objectives, which included reporting as part of the process in

the system. The researchers also included a feature that corresponds to the current

state of this pandemic, which is each resident's COVID status. Also, the problem's

solution is well handled and achieved through the system. The survey results exceeded

the study's final goal of providing at least 90% acceptance of the system.

Related System No. 2: Web-Based Barangay Information System For Malita,

Davao Occidental by Myca Mae A. Aparici and John Rey J. Ruelan from Southern

Philippines Agribusiness and Marine and Aquatic School of Technology.

The Web-Based Barangay Information System For Malita, Davao Occidental

developed by Aparici, M. A., & Ruelan, J. J. (2019) is a web-based system that utilized

PHP as its programming language and WAMP for its web development and internal

testing. PHP is a server side programming language that is incorporated in HTML. It is

used to build entire e-commerce sites as well as manage dynamic content, databases,

and transaction monitoring purposes. WAMP is derived from LAMP, which was created

for Linux-based operating systems. It is utilized for Windows. It includes the web page

serving the Apache program. MySQL is where the content of a website is kept in a

database management system. In the study, the web-based system runs using a web

browser and requires a computer with an operating system that is compatible with the

web page. Sublime Text 3 was used as the editor and WAMP server was used for

testing offline previews of webpages. Compatibility checking was done by using the pre-

installed browser for the computers available in the municipal hall and different barangay

in Malita, Davao Occidental. Using a case-sensitive method in MySQL, it traps font

cases of the input username and password during login. The administrator has the

authority to review and manipulate the users list if any malicious user was being

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registered. Antivirus protection was also important to protect computers from malicious

software and data loss.

Chapter 3

METHODOLOGY RESULTS AND DISCUSSION

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 This chapter presents the requirement analysis and documentation, the method

used by the researchers for the system, development and testing, prototype description,

and the implementation plan.

Requirement Analysis

The beneficiary of the study is Barangay Talon Kuatro, in which the researchers

designed and developed the Public Information and E-Services System. The users of

the system are the barangay IT staff and employees, as well as its constituents. The

data for the system was gathered through interviews, observations, and questionnaires.

In the study, a group interview was employed to assist in determining the beneficiaries'

needs. Then, observation techniques were used to quantify the criteria listed in the study

and to determine whether it was suitable for Barangay Talon Kuatro, where it was

applied. Lastly, the questionnaire was used to establish the standards for the study and

to further pinpoint the area of investigation about the level required to fulfill its objectives.

Data Gathering Instruments

● Internet - The World Wide Web is the most powerful tool in retrieving information

around the globe. The researchers made use of this advantage in getting all the

needed information, supporting facts, and guidelines that are needed in the

study. The website addresses were listed for reference purposes.

● Interview -c . A group interview and paper-based questionnaires were used with

Barangay Secretary Ms. Agnes Afante, and a paper-based questionnaire was

used with Ms. Ramos. Most of the interviews were non-formal.

● Observations - The researchers observed that tarpaulins of news and reminders

were posted at the subdivision gate in Barangay Talon Kuatro. The processing of

request forms for acquiring barangay documents, such as clearances and

permits, was done in a manual system.

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 ● Questionnaire - The researchers made a paper-based and web-based

questionnaire for the participants of the study. This is to evaluate the system’s

usability, functionality, and user-friendliness.

Requirement Documentation

Functional Requirement

This section discusses the roles and responsibilities of both stakeholders and

end-users of the system.

Stakeholders End-Users

Barangay Captain - The person who can Barangay Officials - They serve as
approve and decline public business administrators of the system
announcement requests in Barangay focused on its public information. They
Talon Kuatro. are able to post announcements and
update records.
Head of Barangay IT Staff - The person
who manages and assists in installing the Barangay IT Staff - They serve as
software requirements of the system. technical administrators of the system
focused on its e-services. They are able
Barangay Officials - They serve as to process, verify, and retrieve
business administrators of the system constituents’ barangay documents.
focused on its public information. They
are able to post announcements and Constituents - They are the primary end-
update records. users, people who will be using the
system to meet their needs and
Barangay IT Staff - They serve as requirements.
technical administrators of the system
focused on its e-services. They are able
to process, verify, and retrieve
constituents’ barangay documents.

Constituents - They are also included as

stakeholders, people who will be using
the system to meet their needs and
requirements.

Table 3.0 Stakeholders and End-Users

The stakeholders involved in the system include the barangay captain, the head

of the barangay IT staff, other barangay officials, the barangay IT staff itself, and its

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constituents. The end-users of the system primarily consist of the barangay officials,

barangay IT staff, and the constituents.

Technical Requirements

This section discusses the needed requirements for the system to run and be

utilized by the beneficiaries.

Hardware ● Personal Computer (PC)

● Computer Mouse

Software ● MySQL
● PHP
● Visual Studio Code
● XAMPP

Host ● Wireless Local Area Network

(WLAN)

Table 3.1 Technical Tools

Table 3.1 shows the technical tools required for the system, categorized into

three sections: hardware, software, and host. Under the hardware section, the barangay

IT staff will utilize desktop computers and computer mice. The software section lists

applications necessary for the system to function, including MySQL, PHP, Visual Studio

Code, and XAMPP. For the host section, a Wireless Local Area Network (WLAN) will

serve as the infrastructure enabling device connectivity and communication within the

area.

Software Design of System, Products and/or Processes

Software Design Methodology

The researchers chose to use the Agile methodology. The agile model is a

process for modeling software that can be applied to a software development project in

an effective and lightweight manner.

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Planning. In this phase, the researchers gathered ideas to formulate a firm plan for the

execution of the system. Going through this phase determined the researchers'

capabilities to fulfill the requirements at a certain time and analyzed the problems

encountered along the way.

Designing. In this phase, the researchers designed the public information and e-

services system for Barangay Talon Kuatro. The design was intended to be easy to

understand, along with its functionality and user-friendliness for the beneficiary.

Development. In this phase, after the researchers had designed the system, they

proceeded to develop the public information and e-services system for Barangay Talon

Kuatro. The researchers used the PHP programming language and XAMPP to create

the system.

Testing. In this phase, after the website was developed, the researchers used alpha and

beta testing to test the website for its functionality, errors, and bugs.

Deployment. After the testing phase, the researchers will deploy the public information

and e-services system to Barangay Talon Kuatro. The barangay employees and IT staff

will be trained by the researchers on how to use the installed system effectively.

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 Figure 3.0 Agile Model

Development and Testing

The development is done by adopting the agile methodology, where all the

components are done and tested to ensure the quality and effectiveness of the system.

Tools

MySQL It is an open-source relational database

management system that is used for
adding and modifying information in the
database.

PHP It is an open-source server-side scripting

language used for dynamic web
development and can be embedded into
HTML codes.

Visual Studio Code It is a streamlined code editor with

support for development operations like
debugging, task running, and version
control.

XAMPP It is an open source tool used for running

PHP or PERL web applications locally
using a web server.

Table 3.2 Development Tools

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 These are the tools that the researchers used to develop the Public Information

and E-Services System. It includes softwares such as MySQL, PHP, Visual Studio, and

XAMPP.

The following are the testing phases applied during its development:

Alpha Testing. In the Alpha Testing phase, the researchers actively engaged in

evaluating the system's functionality and usability. They played a crucial role in detecting

bugs and errors, providing valuable feedback to refine and enhance the system before it

progresses to subsequent testing phases. They also systematically test the software to

identify potential flaws, focusing on aligning the system with the study's objectives and

incorporating additional features.

The researchers conducted alpha testing by assessing the initial system. They

listed the tasks, determined whether each would pass or fail, noted who conducted the

tests, and recorded both the expected and actual results of the trials. The majority of the

actual results were successful in terms of usability and functionality, aligning with what

the researchers had designed and developed for both the system's constituents and

administrators. This testing is a part of the preparation for the beta testing.

Beta Testing. In the Beta Testing phase, the researchers demonstrated the

system to both the end-users, which comprised the barangay employees, IT staff, and

the constituents of Barangay Talon Kuatro. The total number of respondents in the study

is 20. This includes 50%, or 10 constituents. Additionally, 10% comprises 2 respondents

from either the barangay employees or IT staff. Lastly, 40% constitutes 8 respondents

who are IT practitioners. It is also utilized to get feedback and approval from the people

employing the Public Information and E-Services System.

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 After the researchers conducted the questionnaire addressing the usability and

functionality criteria of the system, here are the beta testing results:

Usability. The first statement regarding the system's user interface (UI) being

visually appealing and well-designed had 7 respondents strongly agreeing and 13

agreeing, resulting in a weighted mean of 3.35 (strongly agree). The second statement

on the system's navigation being intuitive and easy to use saw 8 respondents strongly

agreeing and 12 agreeing, with a weighted mean of 3.4 (strongly agree). The third

statement, emphasizing the system's straightforwardness, had 8 respondents strongly

agreeing and 12 agreeing, resulting in a weighted mean of 3.4 (strongly agree). The

fourth statement, addressing the clear step-by-step procedures in the e-services feature,

had 5 strongly agreeing, 12 agreeing, and 3 disagreeing, leading to a weighted mean of

3.1 (agree). Finally, the last statement concerning the system displaying prompt error

messages had 10 respondents strongly agreeing and 10 agreeing, resulting in a

weighted mean of 3.5 (strongly agree). The results indicated that the majority of

respondents strongly agreed on the system's usability, with a total average score of

3.35.

Functionality. The first statement ensures admin validation via the login

process, with 8 respondents strongly agreeing and 12 agreeing, resulting in a weighted

mean of 3.4 (strongly agree). The second statement denotes the system's capability to

post and update announcements, having 10 respondents strongly agreeing and 10

agreeing, resulting in a weighted mean of 3.5 (strongly agree). The third statement

highlights the system's ability to reject or approve e-services requests if standards are

not met, with 7 respondents strongly agreeing and 13 agreeing, leading to a weighted

mean of 3.35 (strongly agree). The fourth statement emphasizes the system's capacity

to validate the constituent's e-services form, with 8 respondents strongly agreeing and

12 agreeing, resulting in a weighted mean of 3.4 (strongly agree). Lastly, the fifth

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statement showcases the system's ability to retrieve constituents' records, with 12

respondents strongly agreeing and 8 agreeing, yielding a weighted mean of 3.4 (strongly

agree). Regarding its functionality, the calculated average score was 3.41, strongly

agreeing, suggesting that the system’s functional requirements were met.

Description of the Prototype

Figure 3.1 System Flow Diagram: Constituents

Figure 3.1 illustrates the system on the constituents’ side. They begin by accessing the

main page, then proceed to the dashboard, where they can access both public

announcements and e-services. The public announcements, managed by assigned

barangay employees, provide information regarding the Local Government Unit's (LGUs)

and barangay’s memorandum, events, programs, and services. Additionally, the status

of document requests is posted here. The e-services feature allows constituents to

29
process document requests online, managed by the barangay IT staff. This feature

offers a form where constituents can input the required information.

Figure 3.2 System Flow Diagram: Administrators

Figure 3.2 illustrates the system on the administrators’ side. Barangay

employees and IT staff can log in to the system and proceed to the dashboard, where

announcements and e-services are accessible. Within the announcement panel,

barangay employees can add, edit, and post announcements. They also have the ability

to update published public announcements. In the e-services panel, barangay IT staff

can access constituent information stored in the system's profiling, perform verification

procedures, and approve or decline constituents' document requests.

30
Figure 3.3 System Flowchart

31
 Figure 3.3 illustrates the system flowchart. Users start at the main page, then

navigate to the dashboard for public announcements and e-services. There are also

other features of the system, however, its main features revolve around its public

information and e-services.

The public announcements, managed by assigned barangay employees,

information details from LGU and barangay memoranda, events, programs, and

services. It also displays document request statuses. E-services enable constituents to

process document requests online, overseen by barangay IT staff through a user-input

form. Within the system, barangay employees can add, edit, and post announcements,

along with updating published information. Meanwhile, the e-services panel allows

barangay IT staff to access and verify constituent information stored in the system,

approving or declining document requests.

Data Flow Diagram Level 0

The data flow diagram level 0, also recognized as the context diagram, is

presumed to be an exact view with the mechanism represented as a single process with

external entities. It offers a bird's-eye view of the Public Information and E-Service

System, presenting the mechanism in a singular step alongside external participants.

32
 Figure 3.4 DFD Level 0

The Data Flow Diagram (DFD) for the Public Information and E-Services system

presents a comprehensive structure, incorporating clear incoming and outgoing

indicators to explain input and output data. Within this diagram, the core processes

within the Barangay Public Information and E-Services are observed, serving not just as

an overview but also as a guiding framework for navigating the intricate layers of the

subsequent data flow diagrams within the system.

Data Flow Diagram Level 1

The data flow diagram level 1, a context diagram is divided into subprocesses to

aid in better understanding a process flow. This level aims to provide a high-level

overview of the key systems and processes and their interactions.

Figure 3.5 DFD Level 1: Administrator (Barangay Employees)

33
 Figure 3.6 DFD Level 1: Administrator (Barangay IT Staff)

Figure 3.7 DFD Level 1: Constituents

The Data Flow Diagram (DFD) level 1 presents the context diagram divided into

multiple subprocesses, each involving end-users such as barangay employees, IT Staff,

and constituents. This division aids in better understanding the process flow.

Based on the diagrams, both Administrators have the authority to access and log

in. Barangay employees are tasked with managing public announcements, including

actions like adding, editing, and updating information. They have the capability to modify

announcements and publish public announcements tailored for Barangay Talon Kuatro.

On the other hand, IT Staff are responsible for verifying constituent information based on

document requirements and maintaining accurate constituent records in the system's

profiling. Constituents are integral users with the ability to access the system. Their

34
interactions involve actions such as viewing public announcements for community

engagement with the platform, as well as requesting documents like clearances and

permits through its e-services feature.

Use Case Diagram

Use-case diagrams illustrate and define the context and requirements of a

complete system or specific system components.

Figure 3.8 Use Case Diagram

35
 The administrators have login privileges to access the system. Barangay

employees are able to manage public announcement procedures as well as publishing

it. Additionally, barangay IT staff are able to access constituents’ records. They are

empowered to approve or decline document requests, verify these requests, and

oversee the completion of barangay documents. Subsequently, constituents can view

announcements and make requests for barangay documents.

Implementation Plan

Transitional Requirements

The system is unexplored to the barangay employees and IT staff, as well as its

constituents. Hence, it needs to be properly introduced to them by the researchers.

The researchers are going to present and demonstrate how the system works to

the employees and IT staff of Barangay Talon Kuatro, following the software design

methodology of the Agile Model. They will also give the beneficiary the software

requirements such as VS Code and XAMPP to install for the system to run properly.

Administrators such as barangay employees will be tasked on the public information

system, and barangay IT staff will be in charge of the e-services system. They will

communicate, operate, and maintain the system at the barangay hall.

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 Chapter 4

Conclusion

The researchers have developed the Public Information and E-Services System

to centralize all barangay information and online services, which also enables barangay

constituents to access public announcement and request form on barangay documents.

The general objective of the study is to design and develop a Public Information

and E-Services System for Barangay Talon Kuatro. The primary focus was on achieving

specific objectives aimed at enhancing community engagement and administrative

efficiency. This included the establishment of a platform for disseminating information

through announcements and programs, the creation of standardized templates for

barangay documents, and the implementation of a streamlined system for swiftly

retrieving constituents' records from the database. These objectives collectively aimed to

contribute towards fostering better communication, accessibility, and organization within

the barangay's administrative framework. To accomplish this, the researchers’ opted for

PHP as the coding language and MySQL as the database to power the program. They

also utilized XAMPP to connect the database to the local web server. Additionally, they

designed a usable, functional, and user-friendly UI for the project. They successfully

linked the program to the database, and ensured a well-organized barangay website of

public information and e-services.

The researchers used traditional beta testing methods to introduce the system to

the beneficiaries, employing a survey questionnaire to collect feedback on the system's

usability and functionality. Test statements were answered by respondents to gather

comments and suggestions on the tested software. The results indicated that the

majority of respondents strongly agreed on the system's usability, with a total average

37
score of 3.35. Regarding its functionality, the calculated average score was 3.41,

strongly agreeing, suggesting that the system met its functional requirements.

Recommendations

For future researchers, the researchers encourage using this as a reference. The

respondents of the Public Information and E-Services System for Barangay Talon Kuatro

suggest the following:

● Adjustable Text. Let them choose their font sizes for better reading. Easier

moving around. Help them find things faster when they use the system.

● Accessible for Everyone. Make sure everyone, including those with disabilities,

the senior citizens, age differences, gender affiliations, ethnicity, indigenous

groups can use the system easily. There must be provisions for the equal

opportunity principle.

● Phone-Friendly. Make sure it works well on phones so everyone can use it

easily.

● Safety First. Keep everything safe by adding strong security to protect user

information.

These changes will improve the system based on what users want and need.

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