PWU-CDCEC CALAMBA

ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Chapter 1

The Problem and It’s Background

1.0 Introduction

Information is a must in our modern world era. In a world ruled by

technology, even the private sectors should use technology for their own odds.

Information is a thing that people must keep at all cost. It holds all possible things

about a person thing or even events that may be valuable to us for specific

moment. With a lot of information that every person has, retrieving information is

not an easy thing to do especially if you are keeping all of the information in a

traditional way. Information is an essential thing that must be accessible specially

for the company or work conditions. Information is the one that makes a person

who he/she is, what he/she is and how he/she becomes the person the is today.

Agency is a place or institution responsible for the allocation of a person

who applies for a job, the job may differ from different classification moreover it is

related to security, manpower etc. A business which provides specific service on

behalf of other business (Publisher, n.d.). It is a place where an employer conducts

business, duties, or functions of an agent, action, power, an intercession or

mediation or one of the administrative organizations of a government.

VHRMS: VISMAN SAC HR Record Management System Page 1- 1

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Transition of a computerized system is not an easy thing to do but in able

for the client to work confidently and serve with the true essence of service, they

must adopt to give more efficient service to their fellow employees.

A management system is how an organization ensure tasks to achieve its

objectives with the sets of policies or procedure (wikipedia, 2015). These

objectives cover many aspects of the organization's operations (including financial

success, safe operation, product quality, client relationships, legislative and

regulatory conformance and worker management).

VISMAN SAC HR Record Management System is not a new thing to the

society especially in the field of agencies. Some of agencies in the private sectors

have their own system that helps them to manage their task and records. This

helps them to work fast yet efficient. This is the kind of thing that is need to consider

if they want to get the respect and the trust of the employee around them.

1.1 Project Background

A major reason for the growing recognition of private security’s importance

is the prevalence of crime in our society today. And in the lights of your need of

honest and goodness security services, the Visman Security Agency Corporation

Main Office is at Brgy. San Jose, Calamba City. It offers its integrated security

services and capabilities to serve and give security services.

VHRMS: VISMAN SAC HR Record Management System Page 1- 2

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

The Visman Security Agency Corporation is being managed by a retired

Brigadier General of the Philippine National Police. Its Security Operations are

being supervised by a team of retired military officers and civilian security

professionals with unquestioned integrity and dedication to the Security Service

Profession, and having vast experiences in leadership and effective supervision

and handling men.

The Visman Security Agency Corporation has a standing policy to pay the

salaries and allowances of our security personnel in time, to have them always in

high morale and perform their duties and responsibilities with sincerity and remain

loyal to the Agency and to our Clients where they are supposed to serve and

protect to the best of their abilities.

The Visman Security Agency Corporation has the security resources and

capabilities comparable to the best in the industry. All of their Security Personnel

that are on duties have firearms and with complete white or blue uniforms.

Base or portable two way radios linked to their Headquarters /Main Office

are provided to all their valued Clients having five (5) or more contract guards.

Vehicles are also available to service the security needs of their clients. They are

also maintaining a reserve and striking force headed by their duty officers, ready

VHRMS: VISMAN SAC HR Record Management System Page 1- 3

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

anytime twenty-four (24) hours a day to augment and respond to any emergency

calls from Clients and security forces in the field.

1.2 Overview of the Current State of Technology

The Visman Security Agency is currently using the traditional manual

system management. Which includes an everyday set of recording the different

data. It is unreliable because if someone forgets to save the file it can affect the

outcome of the records. Considering that it is a small line of business, technically

speaking there is a less need of those requirements. The problem arises when one

of the staff of admin department misplaced the records of the employees. The

client and the proponents noticed that the current manual system they’re using is

not that reliable and efficient. To have a reliable and hassle free way of managing,

comfiling and recording the employees and their requirements.

The Admin Clerk use Microsoft Excel or spreadsheet for updating

employee's requirement and encounter some problem by using of excel. Admin

Clerk can make errors and accidentally removed or unsaved the new data. Many

employees asked for their requirements because they don't get their salary on time

due to un-updated file records. Sometimes many employees are blaming the

admin office because of their neglecting attitude. For this cause employees go to

the Agency every Monday to update their requirements. Using the agency’s

VHRMS: VISMAN SAC HR Record Management System Page 1- 4

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Information System they can trace and track the information needed by

employees.

And if there are some delayed requirements the Admin Clerk can easily

input the updated information by using of their Information System. Using of this

Information System the admin can view or search transaction management,

employee's information, add, update, and delete information for employee's

requirements and also filter information included Requirements Information, cases

Info., duties details, salaries Info., firearms information in an effective way.

Because the folders of employees are literally in a cabinet which is more hassle to

find, sometimes the files of employees get unsorted.

1.2.1 Description of the Current State Technology

The Admin Department of Visman Agency is using Microsoft Excel

to input and save some information for recording purposes. This is a

disadvantage for using Microsoft Excel. Virus can be attached to an Excel

file through macros which are mini programs that are written into an Excel

spread sheet. The Visman current process like insurance of forms,

completion of requirements, and other processes or transactions included

VHRMS: VISMAN SAC HR Record Management System Page 1- 5

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

the meetings, firearms, and the records about gasoline for vehicles are

recorded in excel that can be harm by a virus.

Using only one file can make the file size huge and the program run

slowly, so it must be broken into smaller files that increase the risk of file

lost. Entering the data into Excel manually can take a very long time

especially if you have a lot of data to enter.

With further Analysis an Information System works well with this kind

of need. Information within the grasp of a hand without any hustle and

consume less time as possible.

1.2.2 Current Hardware and Software and Application Being Used

1.2.2.1 Hardware and Equipment set up

The Agency is currently using computers and file cabinet to

seperate and collect the important papers of their agents. This Computer is

equipped with gigabytes of memory, quad-core processor, LCD monitor

and hard disk. The specification of the computer is considered enough to

perform the task to deal with.

VHRMS: VISMAN SAC HR Record Management System Page 1- 6

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

1.2.2.2 Software and Application being used

Visman Security Agency which resides in Barangay San Jose

Calamba, Laguna uses particular software to manage other kind of office

works. Microsoft Excel has the basic features of all spreadsheets, using a

grid of cells arranged in numbered rows and letter-named columns to

organize data manipulations like arithmetic operations. It has a battery of

supplied functions to answer statistical, engineering and financial needs. It

also uses Microsoft word to list the names of the employees to a particular

reason which happens to be important to the company business.

1.3 Personnel Involved in the Current System

 Office Administration

Group of people who work for financial planning, records keeping

& billing, personnel, physical distribution and logistics, within an

organization.

 Security Personnel

A security personnel or security guard is a person employed by a

public or private party to protect the employing party’s assets from a

variety of hazards by enforcing preventative measures.

VHRMS: VISMAN SAC HR Record Management System Page 1- 7

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

 General Manager

Is an executive who has overall responsibility for managing both

the revenue and cost elements of a company's income statement,

known as profit & loss (P&L) responsibility.

1.4 Statement of the Problem

1.4.1 General Problem

Visman Security Agency is currently using a fully manual system, file

cabinet and excel in collecting data and handling their work. Based on the

interview the proponents conducted. It takes time to search a certain

person’s record specially if it was conducted for a very long time. In addition

to this the employees are not receiving any information about the company’s

policies. That leads to committing an obstruction of the company rules and

regulations. Agency use a manual records keeping that cause a problem

like missing the file record.

Because of this scenario, it affects the availability and the credibility

of the information. With the same instance, the management considered the

more innovative way in keeping every details and information and made it

more available and accessible in any time being.

VHRMS: VISMAN SAC HR Record Management System Page 1- 8

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

1.4.2 Specific Problem

The proponents actually wants to deal with the following problems of the

Visman Security Agency System (Admin Department):

 Difficulty of tracking and monitoring the information of

security employees

Due to large number of employees. Visman Agency conflict is

handling many files of employees, sometimes the folders or files are

missed place. This may result to negative effects to the employees and

to the personnel. Numbers of employees are approximately 1400.

Double checking the files into dividers is a direct waste of time for the

staff. Having 1400 employees in a company is a hard task to monitor

and tracking their information in a manual way that really takes time.

This requires a lot of jobs for the management to keep them at hand all

at once.

 Failure to update the employees information

Many employees have a rough attitude not following the rules and

regulation of Visman security agency. So due to large number of

employees the personnel of Visman Admin Department may take more

VHRMS: VISMAN SAC HR Record Management System Page 1- 9

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

time to check and update the employees requirements and employee’s

salaries are not given in the right time for lack of new requirements. This

may results on confusion on records or lost track to manage the files of

the employees. The result of this is that the personal information of the

employee would be lost.

 Having no security in the office for Record Management

With a file cabinet system that the Admin Office has, it is obvious

that the Files have no security feature to protect the data. Aside from file

Cabinet, the Admin office has been using a simple office application for

some data but still no security. With this kind of scenario, any person is

eligable in tampering the data that the admin office is handling.

 Difficulty with management to identify the employed and

those who are applying

The Records of the Person who wants to apply are being

seperated to the records of the person who are already employed but

for some reason the records between the two files are being mixed that

cause difficulty in finding the data or most losing it.

VHRMS: VISMAN SAC HR Record Management System Page 1- 10

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

1.5 Objectives of the Study

1.5.1 General Objective

The Main Objective of the proponents is to make the Visman

Security Agency to be more competetive. Designing and developing a

record management system for Visman Security Agency that would enable

faster and more efficient storage, retrieval and updating of Admin

Department records.

1.5.2 Specific Objective

 To develop a system that allows the admin department

to monitor the whereabouts and the current status of

the employees

Upon the establishment of the company they are using logbooks

and writing notes to monitor the action of their employee specialy

those who are in a far places. This cause the inevitable loss of file

which affects the current situation of the employee and it also affects

the relation of the agency to the employer.

VHRMS: VISMAN SAC HR Record Management System Page 1- 11

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

 To develop a system that aids the admin department

to easily update the records of the employee.

If the employee wants to be employed in a particular site, he or

she must have an updated requirements and records. If ever the

person doesn’t or didnt update all of his/her requirements or

information, he or she might not be able to tranfer to other employer

or be hired in other workplace.

 To develop a system with proper security to protect

the Data and Records

With the proper security of who is only allowed to manage the

data. The Admin Department secures the data from unauthorized

personnel from tampering the information/data. A system that will

identify the hierachy of personnel to manage the right task for the

right person.

VHRMS: VISMAN SAC HR Record Management System Page 1- 12

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

 To develop a system that helps the admin department

to organized the file/records of the employed and

those who are applying

If the person is already employed it is much easy to place his

data to the records of the person who are already employed which

helps the department head or the attendant to organized and analyze

the data or the record even he or she is not eloquent or new to the

department’s procedures.

1.6 Significance of the Study

The proponents deems that the following would benefit from the

current study.

1. To the Researcher

The study would help them to show their skills on

programming and documentation, it would also gain more

knowledge about systems.

VHRMS: VISMAN SAC HR Record Management System Page 1- 13

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

2. To the Admin Department of Visman Security

Agency

The System would help the agency to make the service faster

and make their work a lot easier through a better storage,

compiling , managing and monitoring of information.

3. To the Staff

It would make their work a lot easier and less hustle for the

user can retrieve the request information of their agents or

securities with less time and accurate.

4. To the Future Researchers

The system would serve as a basis for their future studies

and serve a lecture to make their future system.

1.7 Scope of the Study

The Study primarily deals with the Security Agency and its people.It would

help the work of the employees more efficient and fast. “From the old and

slow manual system that security agency are using to it computerized

system which would elevate the agency service to the situation they won’t
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 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

imagine”.The Agency Management System includes an overall system for

the admin department only which includes data recording and management

for the employee in printing reports.

1.7.1 Modules and Functions

 Record Modules

The module is consist of the primary data of the employees such as

name, birthday, address, list of his/her requirement and the specific

date of its expiration, sss, pag-ibig, philhealth number as well as the

specific place where the agency demployed the person of interest.

 Borrowed file/ Requirement Module.

The module is the responsible for the monitoring of the borrowed

requirement. The module is primarily consist of the requirement being

borrowed, the name of the borrower, the reason why the requirement is

borrowed and the date of the acquisition of the borrowed requirement.

VHRMS: VISMAN SAC HR Record Management System Page 1- 15

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

 Resign Module

The resign module is the list of the personnels or the employee who

resigned and applied for resignation. This primarily consist of the name

of the employee, date where he or she applied the resignation, the

requirements that is needed for his or her application to be approved

such as cash bond form, letter of resignation and company ID.

 RTW ( Return to Work) Module

The RTW or return to work module allow the user to organized the

personnels or the employee who wishes to have a leave, it may be

vacation, sick or emergency leave with a particular amount of time being

alloted. It also manages the Form necessary for him or her to go back

to work prior to his or her leave. The module primarily consist of name

of the employee, date of the leave range, kind of leave, reason as well

as the destination where he or she resides. The module also consist of

the date of the return and the name of the reurning employee.

VHRMS: VISMAN SAC HR Record Management System Page 1- 16

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

 Print Module

The print module is the module that basically prints report for the

admin’s department. It may print reports such as the list of the employee

from all sectors, the list of resigned employees and the other cases that

needs reports.

 About Module

The “about modules” is the module for the proponents and the client

of the project. This module makes the user of the system to be more

aware of whom he or she is working with as well as the developers who

developed the system.

1.8 Limitation of the Study

The Limitations of the study are the following:

 The Study deals with security agency indeed but it doesn’t handle

the payroll of the staffs and the officials.

 The proposed System can’t deploy as an online system. The

proposed system only works within Windows OS because VHRMS

requires a certain type of .NET version in able for the system to work

which can only be found within Windows OS.

VHRMS: VISMAN SAC HR Record Management System Page 1- 17

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

1.9 Definition Of Terms

To avoid confusion on the terms that were used in this study, the proponents

conceptually and operationally define the significant terms used.

1. Agency Management System - An Agency management system is a set

of policies, processes and procedures used by an organization to ensure

that it can fulfill the tasks required to achieve its objectives.

2. Admin - Office administration is a set of day-to-day activities that are

related to financial planning, record keeping & billing, personnel, physical

distribution and logistics, within an organization.

3. P&L - Profit and Loss; statement is a financial statement that summarizes

the revenues, costs, and expenses incurred during a specified period

usually a fiscal quarter or year.

4. RAD – Rapid Application Development; is a software development

methodology that uses minimal planning in favour of rapid prototyping.

5. JAD- Joint Application Development; is a process used in the life cycle area

of the dynamic systems development method to collect business

requirements while developing new information systems for a company.

6. Gui – Graphical User Interface; is a form of user interface that allows users

to interact with electronic devices through graphical icons and audio

VHRMS: VISMAN SAC HR Record Management System Page 1- 18

 PWU-CDCEC CALAMBA
ALVA CENTER ROSAL ST. BRGY. UNO, CROSSING CALAMBA CITY, LAGUNA
Contact No.: 0922-821-6938/0939-904-3185/0917-527-5465 Tel. No: (049) 508-1963/ (02)420-8209

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

indicator such as primary notation, instead of text-based user interfaces,

typed command labels or text navigation.

7. Visual Basic - is derived from BASIC, a user-friendly programming

language designed for beginners. Visual Basics serves as the main

software of the system.

8. SQL Server - is a relational database management system developed

by Microsoft. As a database server, it is a software product with the primary

function of storing and retrieving data as requested by other software

applications.

9. VISMAN SECURITY – the agency which the client resides.

10. SAC - stands for Security Agency Corporation. Its a business corporation

which provides armed and unarmed security services and expertise to

private and public clients.

11. VB.NET – is a multi-paradigm, object-oriented programming language,

implemented on the .NET Framework. Microsoft launched VB.NET in 2002

as the successor to its original Visual Basic language.

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