Development of Vaccination Record Management System for the City of

Health Office 1 of the City of Dasmarinas

Deonila, Jhona A.
Fellone, Dineilyn B.
Garcia, Dianne D.
Soriano, Kristina S.

A Capstone Project was presented to the Faculty of the Institute of Mathematical Application
and Computing Sciences in partial fulfillment of their requirements for graduation with the
degree of Bachelor of Science in Information System. Prepared under the supervision of
(Faculty).

Introduction
Efficient record management is essential for ensuring accuracy, security, and
accessibility of critical information in any organization. In the healthcare sector, proper
documentation and retrieval of patient records contribute significantly to improving service
delivery and decision-making (Cowie et al., 2017). A well-organized record management
system minimizes errors, streamlines operations, and enhances efficiency in handling large
volumes of data. As technology continues to evolve, digital systems have become the preferred
solution for managing records, offering improved accessibility, security, and automation
compared to traditional paper-based methods (Adeniyi et al., 2024).

Vaccination is a crucial component of public health, providing protection against

infectious diseases and contributing to community-wide immunity. With numerous vaccines
administered at different life stages, maintaining accurate and up-to-date vaccination records
is vital for both individuals and healthcare providers (World Health Organization, n.d.). These
records help track immunization history, ensure timely administration of doses, and support
government-led vaccination programs. A well maintained vaccination record management
system enables health offices to monitor coverage rates, plan immunization campaigns, and
generate reports for public health initiatives (Centers for Disease Control and Prevention, n.d.).

Currently, the City Health Office 1 of the City of Dasmariñas manages vaccination
records through established protocols, ensuring that patients receive the necessary vaccines

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in accordance with government guidelines. The process involves recording immunization
details in logbooks or physical health cards, tracking patient history, and coordinating with
health workers to facilitate vaccinations. This structured approach helps maintain an organized
vaccination program, ensuring that eligible individuals receive their required immunizations in
a timely manner. Additionally, healthcare providers follow standard documentation practices to
comply with national health regulations and reporting requirements (Department of Health,
n.d.).

Motivated by the increasing demand for efficient healthcare services and the growing
reliance on digital solutions, this study aims to develop a Vaccination Record Management
System for the City Health Office 1 of the City of Dasmariñas. The proposed system seeks to
enhance the existing vaccination record-keeping process by introducing a user-friendly, digital
platform that ensures secure data storage, quick retrieval, and accurate tracking of
immunization records. By integrating technology into vaccination management, this system will
contribute to improved healthcare services, better data management, and more effective
immunization programs within the city.

Project Context
The City Health Office 1 (CHO1) of the City of Dasmariñas serves as a primary healthcare
provider for its rapidly growing population. As one of the busiest health offices in the City of
Dasmariñas, CHO1 plays a crucial role in delivering essential medical services, including
maternal and child health programs, disease prevention, and immunization initiatives. With the
city's continuous urbanization and increasing number of residents, the demand for efficient
healthcare services has also intensified. Among its core functions, CHO1 administers vaccines
to various age groups, ensuring that individuals, especially infants and children, receive timely
immunizations. These efforts align with national health programs aimed at preventing the
spread of infectious diseases and maintaining public health security.
Currently, CHO1 manages its vaccination records through a combination of manual and digital
processes. Immunization details are primarily documented in logbooks and electronic
spreadsheets, maintained by healthcare personnel for tracking vaccination schedules and
generating reports. This process, while functional, requires significant manual effort,
particularly during mass immunization drives or compliance audits. The reliance on traditional
record-keeping methods makes it challenging to retrieve patient histories quickly, update
information efficiently, and ensure data accuracy. As the number of vaccine recipients
continues to grow, the limitations of the existing system highlight the need for a more
systematic and technology-driven approach to managing vaccination records.
To address these challenges, this study proposes the development of a Vaccination Record
Management System tailored for CHO1. This system will provide a secure and centralized
digital platform to store, retrieve, and update vaccination records efficiently. By integrating
automation, the proposed system aims to enhance data accuracy, minimize errors, and reduce
the administrative burden on healthcare workers. Furthermore, it will streamline immunization
tracking, ensuring that individuals receive their scheduled vaccinations without delays. With
this innovation, CHO1 can significantly improve its record-keeping processes, optimize public

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health management, and contribute to a more effective and responsive immunization program
within the City of Dasmariñas.

Objective of the Study

The general objective of the study is to develop a vaccination record management system for
the City Health Office 1 of the City of Dasmariñas to enhance the efficiency, accuracy, and
accessibility of vaccination data management. This system will streamline record-keeping,
reduce manual errors, and ensure secure, organized storage of immunization records.
Healthcare personnel will benefit from faster data retrieval and improved monitoring, while
patients will experience better service through timely immunization tracking.
Specifically, it aims to:
1. Design the system that is capable of:
a. Managing log in and user’s account;
b. Allowing health workers to input and update vaccination records easily and
accurately;
c. Generating automated alerts and reminders for missed or upcoming
vaccinations;
d. Enabling real-time access to vaccination data for both head nurses and CHO1
administrator;
e. Generating automated reports and/or summary for specific type of information
within the system; and
f. Providing secure storage and backup of vaccination records to prevent data
loss.
g. Allowing the CHO1 admin to see the real-time dashboard of the overall
operation of the system.
2. Develop a system as designed using following hardware and software:
a. A computer desktop or laptop (i5 or higher processor) for smooth performance;
b. 8gb RAM minimum for running multiple process simultaneously without lag;
c. MySQL for managing database, including vaccine, patients, guardian, admin
and account information;
d. Semaphore for SMS gateway integration; and
e. Microsoft Edges for system testing.
3. Test the system using the unit, integration and system testing;

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 4. Evaluate the system using ISO\IEC 25010 standards; and
5. Prepare an implementation plan for the deployment of the system.

Purpose and Description

Vaccination plays a crucial role in public health by preventing the spread of infectious diseases
and ensuring community-wide immunity. As immunization programs expand, the efficient
management of vaccination records becomes essential to maintain accurate data, track
immunization schedules, and ensure compliance with health policies. The City Health Office 1
(CHO1) of the City of Dasmariñas is responsible for overseeing these programs, but the
increasing volume of records presents challenges in data retrieval, accuracy, and security. This
study aims to address these concerns by developing a Vaccination Record Management
System that will streamline the process of tracking and managing immunization data.
The primary purpose of this study is to design and implement a secure, efficient, and user-
friendly digital system for managing vaccination records at CHO1. The system will automate
data entry, retrieval, and reporting, reducing the reliance on manual record-keeping methods
that are prone to errors and inefficiencies. By integrating digital solutions, the study seeks to
improve data accuracy, accessibility, and overall workflow efficiency, ensuring that healthcare
providers can easily track vaccination histories and schedule immunizations with precision.
This project will directly benefit CHO1 healthcare personnel, who will experience a more
organized and systematic approach to managing immunization data. Patients and the general
public will also benefit, as the system will help ensure timely vaccinations, reduce duplication
of records, and provide accurate immunization tracking. Additionally, local health officials and
policymakers can use the system-generated reports to make informed decisions regarding
vaccination coverage, health trends, and resource allocation.
For the researchers, this study serves as an opportunity to apply technical knowledge and
problem-solving skills in the field of health informatics. Developing the system will allow them
to enhance their expertise in software development, database management, and healthcare
technology, contributing to their academic and professional growth. Furthermore, their work
will play a vital role in modernizing public health services, demonstrating the practical
application of technology in improving healthcare management.
Future researchers can use this study as a foundation for further advancements in vaccination
record management and healthcare technology. They can explore additional features such as
mobile accessibility, integration with national health databases, and AIdriven predictive
analytics for vaccine distribution. Moreover, this research can serve as a reference for other
healthcare institutions seeking to digitize and enhance their record- keeping systems, ensuring
the continued evolution of efficient and reliable healthcare management solutions.

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Time and Place of the Study
This section outlines the timeframe and location for the capstone project conducted. It
details the duration of the research, highlighting key milestones and deadlines for various
project phases, including proposal submission, data collection, analysis, and final presentation.
Additionally, it includes the timeline for the study, from the preparation of the outline to the
completion of the manuscript. The section also describes the specific location where the
research was conducted, which may involve academic institutions, organizations, or particular
communities relevant to the study. This information offers essential context regarding the
research environment and any logistical considerations associated with the project.

Scope and Limitation of Study

The Vaccination Record Management System is designed to enhance the efficiency of
immunization data management at City Health Office 1 (CHO1) of the City of Dasmariñas. The
intended users of the system are the head nurses of each barangay under CHO1 and the
CHO1 administrator.
The head nurses will be responsible for recording, updating, and retrieving vaccination records
for their respective barangays and will have access to generate reports limited to their assigned
barangay. They are also assigned to manage sending of notification and reminders for the
patient or their guardian regarding of their vaccination schedule/s through SMS feature.
Meanwhile, the CHO1 administrator will have full access to oversee the entire system
operation, manage user accounts, and generate consolidated reports per barangay under
CHO1. By providing a centralized and automated approach, the system will improve record
accuracy, reduce manual workload, and ensure timely immunization tracking.
The system will consist of several key modules to optimize vaccination record management.
The patient registration module will store essential details such as personal information,
vaccination history, and scheduled immunizations. The record management module will enable
healthcare personnel to update, retrieve, and verify vaccination data efficiently. The report
generation module will allow head nurses to generate reports for their respective barangays,
while the administrator will have access to systemwide vaccination data for monitoring and
decision-making. The account management module will control user authentication and role-
based access, ensuring security and data integrity. Lastly, the alert and notification module will
send reminders and follow-up notifications via SMS to patients, ensuring they receive their
scheduled vaccinations on time, while also notifying healthcare personnel of upcoming
immunization tasks.
Despite its advantages, the system has certain technological limitations. As it is designed
exclusively for CHO1, integration with external health databases, such as national
immunization registries, may not be immediately available. The system will primarily function
within a cloud-based or local network environment, making its performance dependent on
internet connectivity and server stability. While the system will significantly reduce manual

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errors, it will still require human oversight to maintain data accuracy and prevent
inconsistencies in patient records. Additionally, data security measures must be continuously
enhanced to protect sensitive health information from cyber threats. Lastly, ongoing user
training and system maintenance will be necessary to ensure long-term usability and efficiency
of the system.

Framework

Figure 1. Vaccination Record Management System Conceptual Framework

Our study follows an Input-Process-Output (IPO) Conceptual Framework to guide the
development of a Vaccination Record Management System for the City Health Office 1 of the
City of Dasmariñas.
The input phase consists of three key components: knowledge, software, and hardware
requirements. Understanding the vaccination process, rollout procedures, and different
vaccine types is crucial to ensuring that the system aligns with healthcare protocols.
Additionally, various software tools such as XAMPP, Visual Studio Code, Semaphore (for SMS
notifications), and Microsoft Edge are necessary for development and implementation. The
system also requires a Windows 10/11 laptop or desktop with at least 8GB RAM and an i5
processor to ensure optimal performance.
In the process phase, we adopt an Agile Methodology to facilitate a flexible and iterative
development approach. This involves requirement analysis to determine the system's needs,
designing the system architecture, developing the core functionalities, testing for reliability and

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accuracy, and finally, deploying the system for real-world use. By following this methodology,
we ensure that the system can be continuously refined based on feedback and evolving
requirements.
The output of our study is the Vaccination Record Management System for the City Health
Office 1 of the City of Dasmariñas, which aims to improve the efficiency and accuracy of
vaccination record-keeping within the barangay scope by the city health office 1. This system
will streamline data management, minimize errors, and enhance accessibility for healthcare
professionals. Furthermore, an evaluation phase is incorporated to assess the system's
effectiveness, allowing us to identify areas for improvement and ensure its long-term success.
Through this conceptual framework, we aim to develop a robust and efficient system that will
contribute to the enhancement of public health services.

Definition of Terms
Account Management Module – A component of the system responsible for user
authentication, role-based access control, and management of healthcare personnel accounts.
Alert and Notification Module – A system feature designed to send reminders and notifications
via SMS to patients and healthcare workers regarding upcoming vaccinations and
immunization schedules.
Barangay Health Workers (BHWs) – Local healthcare personnel responsible for implementing
vaccination programs at the community level and assisting in data collection and record-
keeping.
City Health Office 1 (CHO1) – The primary healthcare institution in the City of Dasmariñas that
oversees vaccination programs and manages immunization records.
Cloud-Based System – A digital platform that stores vaccination records in an online database,
allowing authorized users to access, retrieve, and update data remotely.
Data Accuracy – The reliability and correctness of vaccination records stored in the system,
ensuring that all patient information and immunization details are up to date.
Data Security – Measures implemented in the system to protect vaccination records from
unauthorized access, breaches, and cyber threats.
Digital Record-Keeping – The practice of storing vaccination records electronically instead of
using paper-based logbooks, enhancing efficiency and accessibility.
Healthcare Personnel – Medical professionals, including doctors, nurses, and barangay health
workers, who are responsible for administering vaccinations and maintaining immunization
records.

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Immunization History – A record of all vaccines administered to a patient, including dates,
dosages, and types of vaccines received.
ISO/IEC 25010 Standards – A set of software evaluation criteria used to assess the quality,
performance, security, and usability of the Vaccination Record Management System.
MySQL – The database management system used in the project to store and organize
vaccination records, patient information, and healthcare data.
Patient Registration Module – A system feature that stores patient details, including personal
information and immunization history, for efficient tracking and record management.
Real-Time Data Access – The capability of the system to allow healthcare personnel to
instantly retrieve and update vaccination records as needed.
Report Generation Module – A system feature that enables the creation of automated reports
summarizing vaccination data, immunization trends, and patient records for decision-making.
SMS Gateway Integration (Semaphore) – A technology used in the system to send text
message notifications and alerts to patients and healthcare personnel.
System Administrator – The designated personnel responsible for overseeing the entire
Vaccination Record Management System, managing user accounts, and ensuring proper
system operation.
Vaccination Record Management System (VRMS) – The proposed digital platform developed
in this study to efficiently store, retrieve, and update immunization records for CHO1.
Vaccine Schedule Tracking – A system function that monitors and records upcoming and
missed vaccinations to ensure timely immunization.
Windows 10/11 Compatibility – The system's ability to operate efficiently on Windows 10 or 11
devices, ensuring optimal performance and usability.

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RELATED LITERATURE/STUDIES
Transitioning from paper to digital vaccination records: integration into clinic workflows, time
utilization following workflow modifications, and impact on the timeliness of vaccinations.
(2020). Dolan, S. B.

Abstract: The objective of the study was to explore how electronic immunization registries
(EIRs) could be effectively integrated into immunization clinic workflows in Kenya and
Tanzania. Through a combination of semi-structured interviews with healthcare workers, time-
and-motion observational studies, and analysis of digital health data, the researcher aimed to
assess how these systems affected service delivery. The findings revealed that while the
technology was generally accepted, it often did not align with the actual workflows in clinics.
This misalignment led to increased time spent on data management and reduced data quality,
ultimately limiting the system’s potential to support healthcare delivery at scale. The conclusion
emphasized the need for better integration of EIRs into real-world practice to fully realize their
benefits.
User Module: The user module refers to how healthcare workers interacted with the EIRs
during routine immunization services. It included interfaces for entering and retrieving patient
data, managing vaccine inventories, and scheduling or tracking immunization appointments.
While users were trained to operate the systems, actual usage patterns varied depending on
individual clinic processes and infrastructure limitations. In some settings, staff had to use both
paper and digital systems simultaneously, which created redundant work. The study
highlighted the importance of designing user interfaces and workflows that match the skills,
responsibilities, and environment of frontline health workers.
Result: The implementation of EIRs led to several observable impacts in clinic workflows. One
of the key findings was that data entry took longer due to the need to update both paper and
electronic records a situation that occurred in facilities where full digital transition hadn’t
happened. This redundancy led to increased workloads and sometimes delays in service
delivery. However, there were also improvements noted in vaccination timeliness, particularly
in facilities that had more fully embraced digital tools. Overall system usability and
effectiveness varied widely across different sites, depending largely on training, internet
connectivity, and how well the system matched local practices.
Discussion: In discussing the findings, the research emphasizes that successful
implementation of digital health tools like EIRs depends heavily on how well they are integrated
into existing workflows. It’s not enough to introduce new technology; the tools must be
practical, intuitive, and genuinely reduce the burden on healthcare workers. The study also
stresses that developers and policymakers need to take into account the local context including
available infrastructure and staff capacity when deploying such systems. When thoughtfully
implemented, EIRs have the potential to significantly improve immunization programs, but
without careful planning, they may do more harm than good.

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The design and development of Parent-Children Vaccination Alert System. Journal of
Information Systems and Informatics. (2023). Esiefarienrhe, B. M., & Makokoe, M. C. P.

Abstract: The study addresses high child mortality in developing countries due to preventable
diseases, despite vaccine availability. Many parents struggle to keep up with immunization
schedules. To solve this, the authors developed a digital vaccination booking and SMS
reminder system using the Design Science Research Process (DSRP) model and Agile
methodologies. This tool allows parents to schedule vaccinations online, reducing clinic
congestion and improving record management, ultimately enhancing child healthcare services.
User Module: The system includes a user-friendly interface enabling parents to create
accounts, schedule their children’s vaccinations, and receive SMS alerts before appointment
dates. This eliminates the need for in-person booking and allows parents more flexibility. It also
streamlines communication between parents and healthcare providers.

Result: Initial testing of the system’s prototype demonstrated increased parental awareness
and appointment adherence. The digital nature of the platform improved data accessibility and
reduced administrative burdens on health workers. Overall, the system shows promise in
reducing missed vaccinations and enhancing efficiency.
Discussion: The discussion emphasizes that the system can significantly contribute to public
health by ensuring timely immunizations and reducing overcrowding in healthcare facilities. It
highlights how mobile technology, when properly implemented, can address systemic
healthcare delivery challenges in resource-constrained environments like Botswana.
Digital vaccination Records: Exploring stakeholder perceptions in Gauteng, South Africa. The
African Journal of Information and Communication (AJIC). (2022). Moonsamy, W., & Singh, S.

Abstract: The article explores the perceptions of stakeholders such as healthcare

professionals, parents, and school administrators on a proposed digital vaccination records
system in Gauteng, South Africa. The researchers used a prototype called e-Vaccination, an
online, cloud-based vaccine record management platform, and evaluated its effectiveness
through surveys. The study aimed to understand how stakeholders view the system in terms
of usability and impact. Using a structured questionnaire based on the USE (Usefulness,
Satisfaction, and Ease of Use) framework, responses from 118 participants showed strong
support for adopting the system. The authors conclude that stakeholder feedback should be
prioritized in designing and implementing such digital health tools.
User Module: The user module involved an e-Vaccination prototype designed for digital
vaccine record management. The interface was cloud-based and allowed users including
healthcare workers and parents to access and manage child vaccination data. Features
included an intuitive layout, secure access to vaccination records, and capabilities for
uploading or viewing immunization status. The module emphasized user-friendliness and
visual clarity to support adoption among users with varying levels of technical literacy.

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Result: Survey responses showed that the majority of participants found the e-Vaccination
system to be practical, easy to learn, and visually well-designed. The graphical interface and
usability aspects scored particularly high. These findings suggest that the system could
improve access to vaccination records, reduce paperwork, and support more coordinated
immunization efforts. The research confirms that well-designed digital systems can be
accepted and effective if they align with users’ needs and expectations.
Discussion: The discussion highlights the importance of involving end-users in the
development of digital health solutions. By considering feedback on usability, design, and
system functionality, policymakers and developers can build platforms that are both functional
and widely accepted. The study underlines the need for collaborative system design and
careful attention to human-computer interaction principles, especially in public health contexts
where adoption is critical to success.
Data-Driven Management of vaccination and its consequences. Systems. (2023). Levina, A.,
Ilin, I., Trifonova, N., & Tick, A

Abstract: The study focuses on developing an IT system architecture to collect and analyze
data on vaccinated patients' health statuses. By employing an enterprise architecture
approach, the research aims to create a platform that enhances the monitoring and
management of vaccination outcomes. The proposed system is designed to identify potential
side effects and adverse reactions, thereby ensuring vaccine safety and bolstering public
confidence.
User Module: The user module involved an e-Vaccination prototype designed for digital
vaccine record management. The interface was cloud-based and allowed users including
healthcare workers and parents to access and manage child vaccination data. Features
included an intuitive layout, secure access to vaccination records, and capabilities for
uploading or viewing immunization status. The module emphasized user-friendliness and
visual clarity to support adoption among users with varying levels of technical literacy.
Result: The research culminated in a general model of the data collection and analysis
system's architecture. This model outlines the key components and their interconnections,
including data sources, input data, data processes, analysis tools, and data recipients. The
proposed architecture aims to streamline the collection and processing of vaccination data,
thereby enhancing the ability to monitor vaccine outcomes effectively.
Discussion: The study underscores the importance of integrating IT solutions into vaccination
management to improve the monitoring of vaccine efficacy and safety. By adopting an
enterprise architecture approach, the proposed system addresses the complexities of data
collection and analysis in vaccination programs. The research highlights that such a system
can play a crucial role in identifying adverse reactions, ensuring vaccine safety, and building
public trust in vaccination initiatives.

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Challenges of vaccination information system implementation: A systematic literature review.
Human Vaccines & Immunotherapeutics. (2023). Rahmadhan, M. a. W. P., & Handayani, P.
W.

Abstract: The study systematically reviews the challenges encountered during the
implementation of Vaccination Information Systems (VIS) as healthcare services transition
from paper-based to electronic vaccination records. Analyzing 32 selected publications, the
research identifies 14 key challenges: interoperability, data quality, security and privacy,
standardization, usability, internet connectivity, infrastructure, workflow, funding, government
regulations, awareness, skeptical response, computer literacy, and staffrelated issues. Among
these, interoperability and data quality are the most frequently discussed. The study also
proposes potential solutions for each challenge, aiming to inform and guide future VIS
implementations.
User Module: While the study does not detail a specific user module, it emphasizes the
importance of user-centric considerations in VIS implementation. Challenges such as usability,
computer literacy, and staff-related issues highlight the need for systems that are intuitive and
accessible to healthcare personnel with varying levels of technical expertise.
Addressing these factors is crucial to ensure effective adoption and utilization of VIS.
Result: The review identifies 14 critical challenges in VIS implementation, with interoperability
and data quality emerging as the most prevalent. These challenges underscore the
complexities involved in transitioning to electronic vaccination records and the necessity for
comprehensive strategies to address them. The study provides insights into the multifaceted
nature of VIS implementation and the importance of addressing both technical and human
factors.

Discussion: The discussion emphasizes the need for a holistic approach to VIS
implementation, considering both technological and organizational factors. It highlights that
successful deployment requires addressing interoperability issues, ensuring data quality,
safeguarding security and privacy, and providing adequate training to enhance computer
literacy among staff. The study advocates for proactive measures to anticipate and mitigate
these challenges, facilitating smoother transitions to electronic vaccination records.
Optimizing registry of inhabitants’ record management: the development of municipal
consolidation system for local. (2024). Manun-og, M.B., Flores, J.B.

Abstract: The study explores the persistent challenges faced by local government units (LGUs)
in managing the registry of inhabitants and presents a solution through the development of a
Municipal Consolidation System. By employing the Iterative Waterfall Model under the System
Development Life Cycle (SDLC), the authors created a crossplatform system that operates on
both Windows and Android environments. The system was evaluated using the System
Usability Scale (SUS) and ISO 9126-1 software quality standards. Results from these
evaluations reflected a high level of user satisfaction, indicating that the system effectively

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addressed the record management needs of its intended users. The authors concluded that
the system holds strong potential for broader application among other LGUs and can be
instrumental in improving governance through efficient digital record management.
User Module: The user module of the Municipal Consolidation System was carefully designed
to cater to the operational needs of both municipal and barangay officials. The module enables
users to perform key tasks such as data entry, updating, synchronization, and secure access
to inhabitants’ records. Through its synchronization feature, data from barangay levels can be
reliably updated into the central municipal database, enhancing the consistency and reliability
of records. The system was designed to be user-friendly and accessible across different
platforms, including Android devices and desktop computers, ensuring flexibility in deployment
and use. Security is maintained through role-based permissions, allowing only authorized
personnel to access or modify sensitive data. The module prioritizes usability and accessibility,
acknowledging the technological diversity and varying proficiency levels among local
government staff.
Result: Upon evaluation, the system demonstrated considerable improvements in the
efficiency and accuracy of record-keeping. Users reported high satisfaction based on feedback
from the System Usability Scale, suggesting that the interface and functionality met or
exceeded expectations. Transitioning from manual, paper-based processes to a digital
platform led to enhanced data accuracy, faster retrieval of information, and overall improved
workflow within the LGUs. The consolidation process, which previously required significant
manual effort, became streamlined and automated, allowing barangay-level reports to be
efficiently compiled at the municipal level. These findings affirmed the viability and usefulness
of the Municipal Consolidation System in optimizing record management and enhancing public
service delivery.
Discussion: The discussion highlights the importance of digital solutions in addressing
operational inefficiencies within local governance. The authors stress that the success of the
Municipal Consolidation System illustrates the value of context-driven, user-focused system
development. While the system shows strong potential for replication in other municipalities,
its success is contingent on certain conditions particularly the provision of adequate training
for users and the availability of infrastructure, such as internet connectivity and compatible
devices. Moreover, the study supports the ongoing efforts of digital transformation in
government by presenting a working model that aligns with national policies on e-governance.
By demonstrating its effectiveness in real-world applications, the system encourages a wider
adoption of similar digital tools in enhancing administrative efficiency and transparency in local
governance.
Development and Evaluation of a Child Vaccination Chatbot Real-Time Consultation
Messenger Service during the COVID-19 Pandemic. Applied Sciences. (2021). Hong, Y.

Abstract: The study investigates the effectiveness of a chatbot-based real-time consultation

messenger service designed to enhance child vaccination rates during the COVID-19
pandemic. The chatbot provided vaccination-related information and motivational support to

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parents, aiming to increase their knowledge, motivation, self-efficacy, and behavioral intention
regarding child immunization. The experimental group, which interacted with the chatbot,
demonstrated significant improvements in these areas compared to the control group that
received information via brochures. The findings suggest that chatbots can serve as effective
tools in promoting immunization by delivering timely information and support.
User Module: The user module of the chatbot was designed to engage parents through
realtime consultations, providing personalized vaccination information and motivational
messages. Accessible via common messaging platforms, the chatbot aimed to be userfriendly
and responsive, addressing parents' queries and concerns promptly. This interactive approach
sought to enhance user engagement and trust, facilitating better understanding and decision-
making regarding child vaccinations
Result: The study's results indicated that parents who utilized the chatbot exhibited higher
levels of vaccination-related knowledge, motivation, self-efficacy, and behavioral intention
compared to those who received information through traditional brochures. These findings
underscore the chatbot's potential to positively influence parental attitudes and intentions
toward child immunization, suggesting its effectiveness as a digital intervention tool in public
health campaigns
Discussion: The discussion highlights the importance of leveraging digital technologies, such
as chatbots, to address challenges in public health communication, especially during crises
like the COVID-19 pandemic. The authors emphasize that real-time, personalized interactions
can significantly enhance the dissemination of health information and motivate behavioral
change. They also acknowledge the need for further research to explore the longterm impact
and scalability of such interventions in diverse populations
Vaccination in the Philippines: experiences from history and lessons for the future. Human
Vaccines & Immunotherapeutics. (2020). Reyes, M. S. G. L.

Abstract: The article reflects on the historical trajectory of vaccination efforts in the Philippines,
highlighting the nation's journey through both triumphs and setbacks in public immunization. It
provides a contextual understanding of the societal, political, and logistical factors that have
shaped vaccination programs. The authors argue that these historical insights are critical in
addressing current and future vaccination efforts, particularly as the country faces new
challenges brought about by emerging diseases like COVID-19
User Module: The study identifies various stakeholders in the Philippine vaccination
ecosystem, including public health workers, community leaders, local government units, and
national health agencies. These stakeholders play crucial roles in public education,
implementation, and advocacy. The authors highlight how public confidence in vaccines can
be influenced by health worker communication, past controversies, and grassroots
trustbuilding. Although the study doesn't present a digital user module, it emphasizes the
importance of community engagement and information delivery as key elements in vaccination
efforts.

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Result: The Philippines has experienced both public health victories and crises. Historic
programs successfully eradicated diseases like polio and reduced incidences of measles and
neonatal tetanus. However, the Dengvaxia controversy severely undermined public confidence
in vaccination programs. As a result, vaccine hesitancy rose, leading to outbreaks of
preventable diseases such as measles. The article provides empirical and narrative evidence
showing how misinformation, politicization, and lack of transparent communication have
contributed to the decline in vaccine uptake in certain regions.
Discussion: The discussion section stresses the importance of regaining public trust through
transparent, culturally sensitive, and community-based communication strategies. The authors
recommend re-establishing partnerships among national and local health systems, using local
champions, and applying lessons from both successes and failures. They point out that social
media and digital platforms must be used responsibly to counter misinformation and foster
informed decision-making. Ultimately, the piece advocates for systemic reform and
preparedness to ensure the success of upcoming vaccination programs, particularly COVID-
19 vaccination rollouts
Scared, powerless, insulted and embarrassed: hesitancy towards vaccines among caregivers
in Cavite Province, the Philippines. BMJ Global Health. (2021). McMahon, S. A.

Abstract: This study explores the emotional and psychological dimensions of vaccine hesitancy
among caregivers in Cavite, Philippines. Drawing on interviews and focus groups, the
researchers found that past controversies, feelings of powerlessness, and a lack of trust in
institutions have contributed to hesitancy. The study highlights the need for culturally aware,
emotionally sensitive public health messaging and meaningful engagement with caregivers to
rebuild vaccine confidence.
User Module: The key user module in the study centers on caregiver mainly mothers and
grandmothers as primary decision-makers for children’s vaccinations. Their experiences and
emotional states shaped how they engaged with health systems. Community health workers
served as the main interface between caregivers and vaccine services. However, their
effectiveness varied based on their communication approach, empathy, and relationship with
the community. The study emphasizes that emotional trust, respectful interaction, and locally
grounded messaging are essential components in the vaccine uptake process.
Result: The study identified several core emotional reactions to vaccination efforts: fear,
powerlessness, shame, and mistrust. Many caregivers expressed feeling ignored or
disrespected during previous health campaigns. These emotional scars, intensified by the
Dengvaxia issue, created a long-term barrier to vaccine acceptance. The researchers
emphasize that rebuilding trust requires more than facts it necessitates emotional repair and
empathetic communication.
Discussion: The authors advocate for a shift in public health approaches, suggesting that future
vaccine campaigns in similar contexts should prioritize emotional intelligence and relational
trust. They recommend using inclusive communication strategies, empowering caregivers

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through active participation, and equipping health workers to handle emotional and cultural
sensitivities. The findings underscore that trust-building must be continuous and context-
driven, especially in low- and middle-income countries recovering from vaccine-related crises.
An assessment of the expanded program on immunization (EPI) in the Philippines: Challenges
and ways forward. (2021). Ulep, V. G.

Abstract: Key users in the EPI framework include public health officials, vaccine providers, and
families particularly caregivers responsible for ensuring child immunization. The study
emphasizes the role of local government units and national agencies in vaccine distribution
and program oversight. However, system-wide inefficiencies, especially in health logistics and
local implementation, have hindered effective service delivery.
User Module: Despite prior successes, immunization coverage has dropped significantly in
recent years. This decline is attributed to recurring stock-outs, weak leadership, and
underdeveloped systems for planning and monitoring. Even when vaccine confidence was not
the primary issue, poor delivery mechanisms limited access and uptake. The paper also
highlights the fragmentation of responsibilities between national and local governments as a
barrier.
Result: Despite prior successes, immunization coverage has dropped significantly in recent
years. This decline is attributed to recurring stock-outs, weak leadership, and underdeveloped
systems for planning and monitoring. Even when vaccine confidence was not the primary
issue, poor delivery mechanisms limited access and uptake. The paper also highlights the
fragmentation of responsibilities between national and local governments as a barrier.
Discussion: The authors argue for a systemic overhaul of the EPI, particularly in supply chain
management, accountability, and health leadership. Recommendations include strengthening
local implementation capacity, investing in information systems, improving national-local
coordination, and addressing both supply-side and demand-side bottlenecks to raise coverage
levels and public trust.
Establishing a health information technology for the vaccination of national institutes of health
staff. Applied Biosafety. (2022). McCormick-Ell, J.
Abstract: This article explores the establishment of a Health Information Technology system
for the vaccination of National Institutes of Health (NIH) staff. It details the challenges faced in
developing an efficient vaccine management system during the COVID-19 pandemic, the
importance of leadership commitment, and how an interdisciplinary approach was crucial for
success. The study emphasizes the use of agile development processes to create a
responsive system that could adapt to shifting requirements while maintaining safety standards
for healthcare workers and patients.
User Module: The key stakeholders in the process included health workers, technology
developers, NIH leadership, and staff members. The discussion emphasizes how clear
communication and collaboration across these groups were essential to the smooth

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implementation of the vaccination system. The paper also touches on the importance of
establishing Key Performance Indicators (KPIs) to measure progress and ensure continuous
improvement throughout the vaccine.
Result: The study found that the use of an agile, flexible development model allowed for quick
adaptation to new challenges as the vaccine rollout progressed. The system developed was
crucial in efficiently tracking vaccinations and ensuring compliance with safety protocols. It also
found that leadership commitment and clear guidance were essential for maintaining the trust
and cooperation of all involved parties.
Discussion: The article suggests that future vaccination campaigns can benefit from similar
adaptable, user-focused technologies that can be rapidly developed and scaled. It advocates
for an ongoing evaluation of technological tools to ensure they continue to meet the needs of
healthcare workers and the public. Additionally, it highlights the importance of a coordinated,
cross-disciplinary approach to solving complex public health challenges, particularly in
response to a rapidly changing health crisis.
Scalable and Cost-Efficient POA Consensus-Based blockchain solution for vaccination record
management. Wireless Personal Communications. (2024). Sharma, N., & Rohilla, R.

Abstract: This research introduces a scalable and cost-effective Proof of Authority (PoA)
consensus-based blockchain solution for managing vaccination records. By leveraging
blockchain's immutability and transparency, the system ensures trustworthy and easily
accessible vaccination data. It addresses challenges such as scalability, high execution costs,
and resource consumption found in current blockchain-based vaccination systems. The
proposed solution utilizes Ethereum for verifying vaccination certificate hashes and the
InterPlanetary File System (IPFS) for off-chain storage, optimizing data availability and storage
costs. The PoA consensus mechanism is chosen for its energy efficiency compared to Proof
of Work (PoW). Smart contracts with enhanced features and access controls are implemented
using Remix IDE, with performance evaluated based on transaction sizes and security
analyzed using the Mythril tool.
User Module: The study involves stakeholders including health organizations, patients, and
technology developers. It highlights the importance of trust and collaboration among these
groups for effective vaccination record management. The paper emphasizes that public
engagement, transparent communication, and community participation are essential to
increase the adoption of blockchain-based vaccination systems. It also acknowledges the role
of social media and information dissemination in shaping public perception and trust in
vaccination initiatives.
Result: The implementation of the PoA consensus-based blockchain system demonstrated
improved scalability and reduced execution costs compared to traditional PoW-based systems.
Utilizing IPFS for off-chain storage addressed data availability and storage cost challenges.
Smart contracts facilitated efficient management of vaccination records, and security analyses
confirmed the system's robustness against potential vulnerabilities. The findings underscore

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the feasibility of integrating blockchain technology into vaccination record management to
enhance data integrity and accessibility.
Discussion: The article recommends adopting blockchain technology in vaccination record
management to ensure data integrity, transparency, and accessibility. It suggests that future
implementations should focus on optimizing scalability and cost-efficiency, particularly in low-
resource settings. The study also highlights the need for continuous evaluation of security
measures to protect against emerging threats. For low- and middle-income countries, a
coordinated approach that includes government accountability, trusted local health leaders,
and inclusive policy-making is necessary to overcome resistance and misinformation.
Advance: Towards near real-time monitoring of vaccination coverage, benefits and risks using
European electronic health record databases. Vaccine. (2020). Bollaerts, K., De Smedt, T.,
McGee, C., Emborg, H., Villa, M., Alexandridou, M., Duarte-Salles, T., Gini, R., Bartolini, C.,
De Lusignan, S., Htar, M. T. T., Titievsky, L., Sturkenboom, M., & Bauchau, V.
Abstract: This proof-of-concept study aimed to test the feasibility of near real-time (NRT)
monitoring of vaccination coverage, benefits, and risks based on multiple European electronic
health record (eHR) databases. The study involved data from Denmark, Italy, Spain, and the
UK, focusing on vaccinations administered between 2011 and 2017. The findings suggest that
NRT monitoring is feasible with short data latencies, providing valuable insights for vaccine
safety surveillance.
User Module: Stakeholders in this study included public health authorities, healthcare
providers, and patients. The research highlights the importance of collaboration among these
groups to effectively monitor vaccination programs. Engaging the public and ensuring
transparent communication are essential to maintain trust and promote vaccine uptake.
Result: The study demonstrated that three European eHR databases could successfully
provide data for weekly NRT monitoring, with data latencies of 1-2 weeks for most events. This
rapid data processing enables timely assessment of vaccination coverage and the detection
of potential vaccine-related adverse events.
Discussion: The authors recommend that future vaccination monitoring systems adopt NRT
approaches to enhance vaccine safety surveillance. They emphasize the need for
standardized data collection and analysis methods across countries to improve the
comparability of results. Additionally, integrating NRT monitoring with other surveillance
systems could strengthen the overall effectiveness of vaccination programs.
Vaccination System Using Blockchain Technology: A Prototype Development. (2021).
Fiquaro, M. A., Zahilah, R., Othman, S. H., Arshad, M. M., & Saad, S. M. S.

Abstract: This study proposes a prototype system that leverages blockchain technology to
manage vaccination records securely and transparently. The system aims to connect
healthcare providers' vaccination records, ensuring data integrity and accessibility. By

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implementing a permissioned blockchain, the system restricts unauthorized access, protecting
patient data while maintaining a decentralized and immutable ledger.
User Module: The primary stakeholders include healthcare providers, patients, and system
administrators. The system emphasizes the importance of trust and collaboration among these
groups to ensure the authenticity and security of vaccination records. Engaging patients
through transparent communication about data usage and security measures is crucial to
foster trust and encourage system adoption.
Result: The prototype successfully demonstrates the feasibility of using blockchain for
vaccination record management. It addresses challenges such as data falsification and
unauthorized access by providing a secure, immutable, and decentralized platform for record-
keeping. The system's design ensures that only authorized entities can validate and add data,
maintaining the integrity and confidentiality of vaccination records.
Discussion: The study highlights the potential of blockchain technology to revolutionize
vaccination record management by offering a secure and transparent system. Future
enhancements could focus on scalability, user-friendly interfaces, and integration with existing
healthcare systems. Addressing challenges such as network latency and consensus
mechanism efficiency will be essential for broader adoption. Overall, the research underscores
the importance of innovative solutions like blockchain in enhancing the security and reliability
of vaccination data management.
Validity of vaccination information in the COVID-19 surveillance system in Japan: Implications
for developing efficient and highly valid data collection systems in future pandemics. (2024).
Horie, Y., Ishiguro, C., Mimura, W., Maeda, M., Murata, F., & Fukuda, H.

Abstract: This study evaluates the accuracy of vaccination data within Japan's Health Center
Real-time Information-sharing System on COVID-19 (HER-SYS). By cross-referencing HER-
SYS data with municipal Vaccination Record Systems (VRS), the research assesses the
sensitivity and positive predictive value of vaccination information. It highlights the implications
for enhancing data collection systems, ensuring more efficient and valid data management for
future pandemics. The study finds significant discrepancies between reported and actual
vaccination status, underscoring the need for improved reporting mechanisms to support
pandemic response efforts.
User Module: In this study it includes government health agencies, medical professionals, and
the general population. The study underscores the necessity for accurate data reporting and
collection to inform public health decisions and maintain public trust during vaccination
campaigns. Engaging the public and maintaining clear communication regarding data usage
and security measures are essential for ensuring broad system adoption.
Result: Analysis revealed that only 37.2% of COVID-19 cases in HER-SYS had documented
vaccination histories, with a positive predictive value of 95%. This discrepancy suggests
significant underreporting of vaccination status, which could impact the effectiveness of

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surveillance and response strategies. Furthermore, discrepancies in data reporting were found
to be a potential risk factor for delayed or ineffective public health responses.
Discussion: The findings highlight the need for improved data collection methods to ensure
comprehensive and accurate vaccination reporting. To enhance the reliability of vaccination
data, the study recommends that future systems incorporate stronger verification processes
and standardized data collection practices across all health reporting platforms. This would
allow for more accurate pandemic response strategies and help inform vaccine distribution
decisions. Ensuring that data is collected and shared efficiently is crucial for effective pandemic
management and public health policies.
Strengthening public child healthcare: Development of an immunization management
information system for a local community in southern Mindanao, Philippines. Journal of Health
Research and Society. (2025). Catedrilla, J. M., Castillon, R., Jr, Alonzo, Z. E., & Vesorio, G.
B.

Abstract: This study addresses the challenges faced by public health centers in Southern
Mindanao, Philippines, in managing children's immunization records using outdated manual
methods. The researchers developed an Immunization Management Information System
(IMIS) employing the Evolutionary Prototyping Software Development Model, allowing iterative
improvements and customization. The system features a centralized database, a web-based
interface, and Short Message Service (SMS) notifications to automate immunization
management tasks, aiming to enhance service efficiency and timeliness.
User Module: It includes healthcare professionals, parents, and local health authorities. The
system emphasizes accurate data reporting and collection to inform public health decisions
and maintain trust during vaccination campaigns. Engaging the public and maintaining clear
communication regarding data usage and security measures are essential for ensuring broad
system adoption.
Result: The IMIS streamlines immunization record management, vaccine inventory tracking,
and report generation, significantly improving the efficiency of immunization programs. The
system automates routine tasks, reducing human error and ensuring real-time access to
vaccination data. Furthermore, the IMIS integrates an SMS notification feature that alerts
parents about upcoming immunization appointments, thus enhancing timely service delivery
and reducing missed vaccinations. By incorporating these automated tools, the system also
helps local health workers maintain accurate records, track vaccine stock levels, and generate
necessary reports for regulatory compliance. This integration ensures better monitoring of
vaccination coverage, contributing to improved public health outcomes.
Discussion: The study highlights the potential of information technology in strengthening public
child healthcare. It discusses the system's technological features and suggests future research
directions to further enhance immunization management. The authors encourage Information
System scholars to contribute to impactful research and development in this field.

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Assessment of Online Maternal and Newborn Immunization Schedule Records Management
System. (2023). Reyna, A.C.

Abstract: This study evaluates the effectiveness of an Online Maternal and Newborn
Immunization Schedule Records Management System (OMNISRMS) in a healthcare setting.
The system aims to improve the accuracy and completeness of immunization records,
enhance tracking of immunization schedules, and facilitate communication between healthcare
providers and patients. The findings indicate that the system successfully achieved these
objectives, though challenges such as inadequate internet connectivity and resistance to
change were noted.
User Module: Healthcare providers, patients, and system administrators. The system
emphasizes accurate data reporting and collection to inform public health decisions and
maintain trust during vaccination campaigns. Engaging users and maintaining clear
communication regarding data usage and security measures are essential for ensuring broad
system adoption.
Result: The OMNISRMS demonstrated improvements in the accuracy and completeness of
immunization records, enhanced tracking of immunization schedules, and facilitated
communication between healthcare providers and patients. Healthcare providers found the
system user-friendly and easy to navigate. However, challenges such as inadequate internet
connectivity, technical issues, and resistance to change were identified.
Discussion: It discusses the system's strengths, and the challenges encountered during its
implementation. Recommendations for improving system implementation and sustainability in
healthcare settings are provided, emphasizing the need to address technical and user-related
challenges to maximize the system's effectiveness.
Based Vaccine e-VaccIMS: A Web-Based Vaccine Inventory Management In The Health
Office Entrenching Forecasting Algorithm. (2020). objectives, with future plans to integrate a
vaccine demand forecasting algorithm. Rebortera, A.M.

Abstract: This study addresses the challenges faced by the City Health Office of Panabo City,
Davao del Norte, Philippines, in managing vaccine inventories using manual methods. The
researchers developed e-VaccIMS, a web-based vaccine inventory management system
incorporating a forecasting algorithm to predict vaccine demand accurately. The system aims
to streamline vaccine inventory processes, reduce errors, and enhance immunization planning.
User Module: It includes health office staff, immunization program managers, and IT personnel.
The system emphasizes accurate data reporting and collection to inform public health
decisions and maintain trust during vaccination campaigns. Engaging users and maintaining
clear communication regarding data usage and security measures are essential for ensuring
broad system adoption
Result: The implementation of e-VaccIMS resulted in significant improvements in vaccine
inventory management. The system automated the recording of incoming stocks and vaccine

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dispensing, reducing manual errors and saving time. It ensured accurate forecasting of vaccine
demand, leading to optimal stock levels and timely immunization services. User feedback
indicated high satisfaction with the system's performance, particularly in monitoring vaccine
supplies and generating reports for planning and control.
Discussion: The study highlights the effectiveness of integrating web-based systems with
forecasting algorithms in enhancing vaccine inventory management. It discusses the system's
strengths, such as improved accuracy and efficiency, and addresses challenges like
inadequate internet connectivity and resistance to change. Recommendations for future
enhancements include embedding the system with advanced vaccine demand forecasting
algorithms to further improve planning and control.
PHax Track: An Android-based Immunization Tracker Mobile Application for Makati City
Health Institutions. (2021). Gonda, N. J.

Abstract: This study addresses the limitations of manual vaccine documentation in Makati City,
Philippines, which often leads to errors in reporting. In response to the COVID-19 pandemic's
emphasis on effective immunization data management, the researchers developed PHax
Track, an Android-based mobile application. The application aims to enhance the
documentation of immunization activities and facilitate Adverse Drug Reaction
(ADR) reporting. It features a Patient Record Page for tracking vaccination histories and an
ADR Reporting Page for patients to report any adverse events post-immunization. The study
evaluated the application's acceptability, usability, and effectiveness among vaccinated
patients and healthcare professionals in Makati Health Institutions.
User Module: Vaccinated patients, healthcare professionals, and health administrators. PHax
Track emphasizes accurate data reporting and collection to inform public health decisions and
maintain trust during vaccination campaigns. Engaging users and maintaining clear
communication regarding data usage and security measures are essential for ensuring broad
system adoption.
Result: The implementation of PHax Track yielded high acceptability and usability, with mean
scores of 3.64 and 3.81, respectively. Respondents found the application userfriendly, effective
in achieving its intended purpose, and visually appealing. However, minor technical issues
were reported, and the necessity for internet connectivity was noted as a limitation.
Discussion: The study highlights the potential of mobile applications in enhancing immunization
record management and ADR reporting. It discusses the strengths of PHax Track, such as
improved documentation accuracy and user engagement, while also addressing challenges
like technical errors and internet dependency. Recommendations for future enhancements
include adding interactive features and optimizing offline functionality to broaden accessibility
and user satisfaction.

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Electronic Document Management System (EDMS) Implementation: Implications for the future
of Digital Transformation in Philippine healthcare. Journal of Computer Science and
Technology Studies. (2021). Almacen, A. M. B., & Cabaluna, A. Y.

Abstract: The COVID-19 pandemic has heightened global concerns, leading to significant loss
of life and widespread distress. In response, various sectors, including healthcare, are
embracing digital solutions to enhance service delivery. This study examines the potential of
implementing an Electronic Document Management System (EDMS) in the Philippines a
developing nation with a challenged healthcare infrastructure to improve medical
recordkeeping and overall healthcare quality. The research explores the historical context of
electronic health records, evaluates the benefits and limitations of paper-based systems, and
discusses the implications of adopting EDMS for digital transformation in Philippine healthcare.
User Module: Key stakeholders identified in this study include healthcare providers, patients,
and health information management professionals. The adoption of EDMS emphasizes the
importance of accurate data reporting and collection to inform public health decisions and
maintain trust during healthcare delivery. Engaging stakeholders and ensuring transparent
communication regarding data usage and security measures are essential for the successful
implementation and acceptance of EDMS in healthcare settings.
Result: The study highlights several advantages of implementing the Electronic Document
Management System (EDMS) in the Philippine healthcare sector. One of the key benefits is
enhanced data management, as EDMS facilitates efficient storage, retrieval, and management
of patient records, significantly reducing the reliance on paper-based systems that are prone
to degradation and loss. In addition, digitized records enable healthcare providers to access
accurate and up-to-date patient information, leading to better-informed decision-making and
more personalized care. Furthermore, the automation of recordkeeping processes minimizes
administrative burdens, allowing healthcare professionals to focus more on patient care. EDMS
also improves data security by offering robust security features that protect sensitive patient
information, addressing the concerns associated with manual record-keeping.
Discussion: The implementation of EDMS in Philippine healthcare presents both opportunities
and challenges. The transition to digital records aligns with global trends towards healthcare
modernization, offering the potential to improve service quality, enhance patient satisfaction,
and streamline operational workflows. However, there are significant challenges to overcome.
These include infrastructure limitations, resistance to change among healthcare staff, and the
need for substantial initial investments in technology and training. Addressing these barriers is
crucial to ensuring the successful adoption and implementation of EDMS within the healthcare
sector.

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System Technical Background
The software requirements listed in the conceptual framework are essential tools used in the
development and deployment of the Vaccination Record Management System. XAMPP serves as a
local web server solution that includes Apache, MySQL, and PHP, allowing developers to build and test
the web application in a local environment. Visual Studio Code is the chosen code editor for writing,
organizing, and debugging the system’s codebase, offering flexibility and support for various
programming languages and extensions. Semaphore, an SMS gateway API, enables the integration of
SMS functionalities within the system, allowing for features such as sending vaccination reminders and
notifications to users. Lastly, Microsoft Edge is utilized as the primary web browser for testing and
viewing the system's user interface, ensuring compatibility and usability during development.
Collectively, these software tools play a critical role in supporting the efficient creation and
implementation of the system.

Synthesis
The reviewed foreign and local studies reveal a converging emphasis on leveraging digital
technologies to enhance vaccination management, data accuracy, and public trust in immunization
programs. Across various geographic and socioeconomic contexts, the integration of health information
systems, blockchain, and mobile technologies consistently emerges as a pivotal solution to long-
standing challenges in vaccine recordkeeping, inventory management, and health communication.

A recurring theme among the foreign studies is the advancement of blockchain and realtime data
systems to address scalability, security, and transparency in vaccination records. Sharma and Rohilla
(2024) and Fiquaro et al. (2021) both underscore blockchain’s potential to ensure data integrity and
user trust, suggesting its adaptability even in resource-constrained settings when properly configured.
Similarly, McCormickEll (2022) highlights the importance of agile development and cross-sector
collaboration in building responsive vaccine systems, particularly during crisis periods like the COVID19
pandemic. Bollaerts et al. (2020) reinforce the value of near real-time (NRT) monitoring through
integrated electronic health records, a concept echoed by Horie et al. (2024), who emphasize the
necessity of valid, consistent data for pandemic response effectiveness.

The local studies parallel these insights but contextualize them within the constraints and
opportunities of the Philippine healthcare system. Initiatives such as PHax Track (Gonda, 2021) and e-
VaccIMS (Rebortera, 2020) showcase how mobile and web-based platforms improve vaccine tracking
and inventory management at the local level. Catedrilla et al. (2025) and Reyna (2023) demonstrate
the relevance of tailored information systems like IMIS and OMNISRMS in supporting maternal and
child healthcare, especially through features like SMS alerts and online scheduling. Meanwhile,
Almacen and Cabaluna (2021) reflect on the broader implications of electronic document management
systems (EDMS), positioning digitalization as a pathway to systemic healthcare transformation in the
Philippines.

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 Across both groups of studies, several key patterns emerge:

1. Technological innovation particularly through centralized databases is crucial for enhancing

vaccination record integrity and operational efficiency.

2. User-centered design and stakeholder collaboration significantly influence system adoption,

sustainability, and public trust.

3. Real-time or near-real-time data monitoring enables timely decision-making and strengthens

surveillance and response capabilities.

4. Barriers such as limited infrastructure, data inaccuracies, internet dependency, and resistance
to technological change persist, particularly in low- and middle-income countries.

Despite the promising developments, gaps in the literature remain. Few studies deeply explore the
long-term sustainability of these systems, particularly post-pandemic. There is also limited examination
of how vaccine confidence is directly impacted by these technological innovations beyond operational
improvements. Additionally, the interoperability between local systems and national health information
infrastructures is under-explored in both foreign and local contexts.

In synthesizing these findings, it becomes evident that an effective vaccination system in the
Philippines must not only integrate robust digital technologies but also prioritize data validity, public
trust, and cross-sector collaboration. These insights form a critical foundation for developing strategic
interventions that bridge operational efficiencies with culturally attuned public health communication
strategies, ultimately supporting the goals of improved vaccine coverage and confidence.

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MATERIALS AND METHODS

Requirement Analysis

Figure 2. Current Flow Diagram

The Current Flow Diagram illustrates the manual process followed by the City Health Office 1
in managing vaccination activities. The flow begins by identifying the patient category—Infant,
Child, or Senior—and then checking the immunization status. If a patient is new, they proceed
to registration. Afterward, the vaccination is administered, and a follow-up appointment is
scheduled if needed. The status is marked as either "Complete" or "Incomplete," guiding the
subsequent action steps. This diagram highlights the linear, paper-based system prone to
delays, redundancies, and human error, thereby emphasizing the need for automation and
centralized digital management.

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Requirement Documentation

Materials
The development of the Vaccination Record Management System for the City Health Office 1
of the City of Dasmariñas utilizes both hardware and software resources to ensure effective
functionality and deployment.
Hardware requirements include a Windows 10/11 laptop or desktop with at least an Intel Core
i5 processor and 8GB RAM to support smooth system development and testing.
Software tools include:
• XAMPP – for local server setup and database management (MySQL, Apache)
• Visual Studio Code – as the primary development environment
• Semaphore – for SMS notification integration
• Microsoft Edge/Chrome – for system interface testing and deployment These
materials provide the foundation needed to build, test, and deploy a secure, responsive,
and user-friendly web-based system.

Product and Process Design

Proposed System Flow
The proposed system flow automates the end-to-end vaccination management process. It
begins with user login for the Head Nurse or City Health Office Admin, followed by patient
registration or search of existing records. Once registered, the system automatically updates
the patient’s vaccine record, schedules appointments, and triggers SMS notifications for follow-
ups. The Head Nurse manages daily vaccination records, while the Admin oversees the
system dashboard.
The system flow is based on several key modules:
• Account Management for login credentials and access control
• Patient Registration for adding and updating patient profiles
• Vaccination Tracking for monitoring immunization status
• Alert and Notification Module for appointment reminders
• Report Management for printing and exporting vaccination summaries
All modules are interconnected through a centralized database, enabling real-time data
access, streamlined workflows, and accurate reporting within a secure digital
environment.

Project Design
Software and System Design
The Vaccination Record Management System is designed as a web-based platform
accessible to authorized personnel from City Health Office 1. The System Architecture
Diagram illustrates the interaction between users (Admin and Head Nurse) and the system
through a web interface. Actions such as adding patient records, generating reports, and
sending SMS reminders are processed through a centralized server and stored in a secure
database.
The Entity-Relationship Diagram (ERD) outlines the database structure, comprising key
entities such as accounts, patients, barangays, vaccines, and SMS. These tables are
interlinked to ensure that patient data is accurately recorded and easily retrievable.

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From a software perspective, the design incorporates:
• User Roles and Access Levels to control functionality per user type
• Form Validation and Error Handling to minimize data entry mistakes
• Send SMS to reduce missed appointments
• Data Reporting Tools for exporting vaccination summaries

Figure 3. Context Diagram

The Context Diagram presents a high-level overview of the interactions between the system
and external entities. It outlines how the City Health Office Admin 1 and Head Nurse access
the system to log in, view, or update records, while the Patient/Guardian receives notifications.
Key functionalities include adding new records, updating patient information, viewing reports,
and managing accounts. By focusing on external communication and data exchange, this
diagram underscores the importance of user roles and the system’s boundaries in providing a
secure and efficient user experience.

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 Figure 4. System Architecture Diagram Interpretation
The System Architecture Diagram provides a structural overview of the digital Vaccination
Record Management System. It shows how users—Head Nurse and System Administrator—
interact with the web-based interface to perform tasks such as adding records, scheduling
appointments, and generating reports. All user actions are processed through a centralized
server and stored in a secured database. The architecture supports real-time data access,
improves coordination between roles, and ensures streamlined record management.

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 Figure 5. User Data Flow Diagram Interpretation
The User Data Flow Diagram details the specific data interactions of the Head Nurse with the
system. It shows how user credentials are authenticated, and how patient records and SMS
notifications are managed. The diagram illustrates interactions with various database tables
(tbl_account, tbl_patient, tbl_sms, tbl_vaccine) for tasks such as updating patient details,
sending appointment reminders, and printing reports. This diagram emphasizes how the head
nurse’s role is central to operational continuity and communication within the health office.

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 Figure 6. Admin Data Flow Diagram Interpretation
The Admin Data Flow Diagram outlines how the system administrator accesses the database
to perform tasks such as logging in, verifying account information, accessing dashboards, and
viewing barangay-specific records. This process includes interactions with tables like
tbl_account and tbl_brgy, supporting user authentication and localized data visibility. The
diagram is key in demonstrating how the administrative role ensures smooth system operation
and data integrity across different geographic areas within the city.

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 Figure 7. Entity-Relationship Diagram (ERD) Interpretation
The Entity-Relationship Diagram defines the system’s database structure, including its key
entities: Accounts, Barangays, Patients, SMS, and Vaccines. Relationships are mapped to
reflect real-world connections—patients belong to barangays, vaccination data links to specific
patients, and messages are tied to appointment reminders. This diagram establishes a clear
data model for how information is stored, accessed, and related within the system, serving as
the foundation for database design and integrity.

Figure 8. Theoretical Framework Diagram

The Theoretical Framework serves as a structural guide for how different system modules and
user roles interact within the proposed Vaccination Record Management System. The
framework includes key stakeholders such as the Head Nurse, City Health Office Admin, and
Patients/Guardians. It organizes modules into Account Management, Patient Registration,
Alerts and Notifications, Record Management, and Report Management, all of which interact
with a centralized database. The framework supports system goals such as streamlined
workflows, secured data management, timely notifications, and robust reporting capabilities.
This forms the backbone of the system’s design and functional logic.

Project Development Procedure

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The development of the Vaccination Record Management System for the City Health Office 1 of the
City of Dasmariñas will follow the Agile Software Development Life Cycle (SDLC). Agile methodology
promotes adaptive planning, iterative development, early delivery, and continuous improvement, all of
which are essential for building a responsive and user-centered system.

Here is a brief description of each phase and what the researchers will do:
1. Requirement Gathering and Analysis
Researchers will coordinate with key stakeholders such as the Head Nurse, City Health
Office Admin, and representatives from the patient/guardian side to identify system
requirements. These include functionalities for account management, patient
registration, vaccination tracking, notification alerts, and report generation—based on
the diagrams provided (DFDs, context diagram, ERD).
2. Planning and Sprint Creation
Tasks will be broken down into sprints, each with specific deliverables. The team will
prioritize modules such as login, registration, vaccination records, and notifications.
Timelines and roles will be assigned for each sprint.
3. System Design
Using the system architecture and entity-relationship diagrams, the team will design the
database structure and system interfaces. Diagrams will guide the layout of the modules
and how users interact with the system through the web interface.
4. Development and Coding
The system will be built in iterative cycles. Features such as patient record updates,
SMS reminders, report generation, and dashboard access will be developed
incrementally. Real data interactions will be based on the previously defined database
schema.
5. Testing and Refinement
Each sprint will include unit and integration testing to ensure all components work as
intended. Feedback from stakeholders will be used to refine functionality, user
experience, and data accuracy.
6. Deployment
After thorough testing, the system will be initially deployed in a single barangay under
the jurisdiction of City Health Office 1. This controlled rollout will allow the team to
monitor system performance and gather user feedback. Training sessions will be
conducted for healthcare personnel to ensure proper usage and smooth adoption of the
system.
7. Evaluation and Feedback Loop
Continuous feedback will be gathered from users to improve future iterations. Issues
identified post-deployment will be addressed through updates.

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Project Testing Procedure
To ensure the reliability and effectiveness of the Vaccination Record Management System, a
structured testing process will be conducted using the following testing procedures:
1. Unit Testing
Each individual module—such as login, registration, and vaccination record entry—will
be tested in isolation. This ensures that each function performs as expected according
to the defined specifications. Developers will conduct unit testing after each sprint to
catch bugs early.
2. Integration Testing
Once modules are verified individually, they will be tested in combination to ensure
seamless data flow and module interaction. For example, when the Head Nurse
registers a patient, the system should automatically update the corresponding
vaccination record.
3. System Testing
The complete system will be tested in a simulated environment that reflects real-world
operations within a selected barangay under the jurisdiction of City Health Office 1. This
controlled setup will allow the development team to evaluate how core features—such
as record management, notification alerts, and report generation—function together in
practice. By limiting the initial testing to one barangay, the team can closely monitor
system performance, identify potential issues, and gather meaningful feedback from
healthcare personnel before broader implementation.
4. User Acceptance Testing (UAT)
Following system testing, User Acceptance Testing will be conducted within a selected
barangay under City Health Office 1. This stage involves end users operating the
system in real-world scenarios to validate its readiness for broader deployment.
Testers will include:
• The Head Nurse, who will perform critical tasks such as registering patients, updating
vaccination records, and verifying appointment notifications.
• The City Health Office Admin, who will assess system functionalities related to report
generation, account management, and administrative oversight.
• Healthcare workers or trained staff from the selected barangay who are familiar with
the existing manual process. Their input will be vital in evaluating the system's usability,
accuracy, and efficiency.
5. These professionals are qualified due to their firsthand knowledge of the existing system
and their practical experience in handling vaccination records. Their feedback will be used to
make final adjustments before full deployment.

Standard Numerical Scale for System Evaluation

Table 1. Descriptive interpretation of the mean
NUMERICAL SCALE INTERPRETATION

4.21 – 5.00 Excellent

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 3.41 – 4.20 Very Good

2.61 – 3.40 Good

1.81 – 2.60 Fair

1.00 – 1.80 Poor

Project Implementation Plan

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APPENDICES

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