ONLINE BARANGAY SERVICES MANAGEMENT SYSTEM

A Capstone Project

Presented to

The Faculty of Information Technology Department

St. Cecilia’s College-Cebu, Inc.

Minglanilla, Cebu

In Partial Fulfillment

of the Requirements Leading to the Degree in

Bachelor of Science in Information Technology

By

Lapiz, Maria Fe A.

Lopez, Kyruss

Albina, Vincent Xyron A.

Evangelista, Vincent

Dela Cerna, Jimwell R.

Ansali, Khyl C.

July 2021
 CHAPTER 1

INTRODUCTION

Rationale of the Study

Online Barangay Services Management System is necessary for

barangay that residents can access online for their queries and barangay

updates without a physical barrier. Barangay staff can communicate to the

residents through SMS or email and can post announcements through the

system. It's easy to use as it developed to make the lives of people easier and

time constraints. It can be used through mobile phones and is accessible

anywhere throughout the time residents of the barangay are away from their

home they can update from time to time.

Online Barangay Management Services System is software that is

applicable for the usage of a barangay. In this project barangay captain, staff,

purok leaders, and residents can access it. It stores information of each resident

to be verified as one who lives in a town. Nowadays, online services are

significant to avoid diseases in public areas. With the help of a system, it will be a

great beneficiary for the barangay to lessen their paper works on how it worked

traditionally and change for a computerized type of work. In addition, it helps

during this time of the pandemic.

To guarantee the community in a barangay, the barangay captain and

staff will communicate on what their plans to make an effective strategy.

Throughout this system will help residents to request there: barangay residence,
clearance, certificate, and other documents related to the barangay. When the

request is approved the barangay staff will send an SMS or email for the release.

In addition, purok leaders can give activities to the residents to have effective

communication with the people who live in a sitio.

When this project will be applied the workloads will be at ease since the

system it created make works less time-consuming. As it is online, residents will

be directly catch up with the new announcements posted by the barangay staff.

In this case, people are aware of every action made by the barangay as well

fewer people will behind from declaration.

Online Barangay Management Services System for the Barangay

Tagjaguimit City of Naga, Cebu is a great interface it created to interact with

barangay staff and residents online. This study describes the development of an

online barangay services system for barangay use.

1.2 Project Context/Background of the Study

Today, we are in a world where everything changes so fast and all we

need to do is to adapt especially in technology. Technology had been a very big

help to us in the advancement of our works in our daily lives. But as we have

observed and noticed in the barangay, the process of their works is still in
traditional process. Citizens visit personally to barangay halls to inquire and

request something where it takes more time and effort which resulted to

inconvenience. Sometimes barangay hall personnel entertain clients, asking

them the same inquiries and request all over again. Such as asking for some

announcements or activities in the barangay, requesting for some certificate of

residency, barangay clearance, certificate of indigency, and etc. These requests

take a huge time and efforts due to the fact the citizens need to wait for their own

turns to be able to entertained and get their requests done.

In addition, population in every barangay is rapidly increasing which will

result in the near future that there will be greater amount of time and effort that

will be wasted in waiting for their requests to be fulfilled. By this, we, Information

Technology Students of St, Cecilia’s College- Inc. Cebu came up to the idea of

creating a Barangay Management System which will lessen the time and effort of

the citizens and also to the barangay with their processes.

The Barangay Management System will serve a new medium to have

faster operation in fulfilling the requests of every citizen of the barangay. With

this, citizens and barangay personnel will be able to spend lesser time and exert

effort with the old process of work. Also, by having this system, the barangay will

be well-known for this kind of management system where it creates so much

convenience and time efficient to other barangays. Through this system, we

firmly believe that this will be very much helpful and effective to everyone in the

near future.
1.2 Project Context/Background of the Study

Today, we are in a world where everything changes so fast and all we

need to do is to adapt especially to technology. Technology had been a very big

help to us in the advancement of our works in our daily lives. But as we have

observed and noticed in the barangay, the process of their works is still in the

traditional process. Citizens visit personally to barangay halls to inquire and

request something where it takes more time and effort which resulted in

inconvenience. Sometimes barangay hall personnel entertain clients, asking

them the same inquiries and requests all over again. Such as asking for some

announcements or activities in the barangay, requesting for some certificate of

residency, barangay clearance, certificate of indigency, etc. These requests take

a huge time and effort due to the fact the citizens need to wait for their turns to be

able to entertain and get their requests done.

In addition, the population in every barangay is rapidly increasing which

will result in a greater amount of time and effort that will be wasted in waiting for

their requests to be fulfilled. By this, we, Information Technology Students of St,

Cecilia’s College- Inc. Cebu came up with the idea of creating a Barangay

Management System which will lessen the time and effort of the citizens and also

to the barangay with their processes.

The Barangay Management System will serve as a new medium to have a

faster operation in fulfilling the requests of every citizen of the barangay. With
this, citizens and barangay personnel will be able to spend lesser time and exert

effort with the old process of work. Also, by having this system, the barangay will

be well-known for this kind of management system where it creates so much

convenience and time-efficient to other barangays. Through this system, we

firmly believe that this will be very much helpful and effective to everyone soon.

1.3 Statement of the Problem

This research study designs and develops an Online Barangay Services

Management System for Barangay Tagjaguimit. The conducted study will help

them answer their current problems in their organization.

Specifically, the study sought to answer the following questions:

1. How do barangay staff handle people during this pandemic when it

inquires documents?

2. What do residents do when they want to seek updates from the

barangay?

3. How do barangay staff handle details and the number of each resident?
1.4 Objectives of the Study 

1.4.1 General Objectives 

The principal objective of the project is to provide a system for the

members of the barangay to comfortably seek and received their documentary

request online without the hassle of waiting for their needed documents to be

hand over like that in a face to face basis. This also helps lessen the contact from

one person to another especially during this pandemic.

1.4.2 Specific Objectives 

• To minimize the people on that barangay in going to barangay

hall.

• To provide barangay personnel the capability to give any kind of

barangay certificate online. 

• To let barangay member, view their details on this community. 

• To let the barangay personnel handle the documents.

1.5. Scope and Limitations of the Study

1.5.1 Scope
 Our goal is to reach all residents of Barangay Tagjaguimit that they can

easily apply to request their issuances, get authorizations and permits from

Barangay Tagjaguimit officials. Residents can use this system by using mobile

phones, computers, and tablets to access their needs. Residents can easily

access to get the know details, information, announcements, available services,

and other services that barangay can meet the needs of residents. Registered

residents will be aware of all Barangay Tagjaguimit announcements. The system

will also display the activity schedule of Barangay Tagjaguimit. The system also

provides printing and authorization records. With this system, it is simply a matter

of how records are stored. This system is only available for Barangay

Tagjaguimit.

1.5.2 Limitation

The system is designed for Barangay Tagjaguimit. It does not add

personal charges for payment of many resident's bills. For instance, utility

charges for residents are not covered. The system does not include third-party

announcements such as job fairs and does not have the access to online

services. This system is also not intended for renters or tenants of Barangay

Tagjaguimit or any worker of all tenants of Barangay that are not residents of the

said barangay. Payment charges are not connected to this system or other

transactions related to the accounting process.

1.6 Significance of the Study

 Due to the increasing of COVID-19 variants, only a limited person is

allowed to visit. This project is helping the barangay to keep update with

residents. The Online Barangay Services Management System aims to develop

each member of the barangay who will have the capability of seeking documents

online. This study is the following can benefit the following people about the

study of the proposed Online Barangay Services Management System;

Barangay Captain. Be able to post announcements in this system.

Barangay Staff. The system would provide convenience and less hassle in

organized and improve their system byways of encoding data population in a

computerized type.

Purok Leaders. It helps to give activities to the residence to keep people active

in a barangay.

Residents. It is important where they can interact and request their queries

online.

Readers. This study helps them how the barangay system works online for all

people who live in the same barangay.

Researchers. Can broaden their knowledge about ordering systems and gain

ideas on how to start their system, and also improve their proficiency for future

purposes. It also serves as their reference and guidance for their work.
Future Researchers. Be able to understand the current system to Online

Barangay Services Management System by reading our documentation to solve

future problems more quickly and manage them.

DEFINITION OF TERMS

OBSMS - Online Barangay Services Management System.

Data Dictionary - Is a collection of names, definitions, and attributes about

data elements that are being used or captured in a database.

Flowchart - A diagram that represents an algorithm or workflow of the

system.

Methodology - Is the philosophical framework within which the research is

conducted or the foundation upon which the research is based.

HTML – Hypertext Markup Language.

JS - JavaScript.

CSS - Cascading Style Sheet

PHP - Hypertext Pre-processor.

SQL - Structured Query Language.

Design - It is designing the technical architecture requirements supporting the

system.

Use Case Diagram - It is used to define the core elements and processes that

make up the system.

User Interface (UI) - It is the system by which people (users) interact with a

machine. It includes hardware (physical) and software (logical)

component.

System - A procedure or process for obtaining an objective.

 CHAPTER 2

REVIEW OF RELATED SYSTEM

2.1 REVIEW OF RELATED CONCEPT

2.1.1 Foreign Studies

Securing Information Systems

When firms develop more technologically oriented, they must become

more conscious of security and control issues close to their information systems

and safeguard the resources more strictly than ever before. As our civilization

and the domain it comes to be contingent on computers and information systems

more and more, firms must put out a better determination in making their
systems not vulnerable and more reliable. Software is a relatively new industry,

less than fifty years old, and it has spent much of that time trying to figure out

how to create reliable software applications with minimum errors.

(Stickyminds.com) While much wonderful work has been done in a relatively

short time, software remains the weakest link in our advanced technological

society. (Stickyminds.com)

Envision what might occur if you somehow happened to connection to the

Internet that didn't have a firewall or antivirus programming. What might be the

result? To answer that question your PC would become handicapped surprisingly

fast, and can take as long as a couple of days to recuperate (Laudon and Laudon

2010). In Chapter 8 it examined why systems today are defenseless. At the point

when colossal measures of information are put away in electronic form, they

become more defenseless against various types of pressing factors than when

they were existed in manual structure. Data frameworks are defenseless against

specialized, organizational, and natural dangers from interior and outer sources.

The most vulnerable connection in the chain is denied framework the board. On

the off chance that administrators at all levels don't make security and

dependability their main need, then, at that point the dangers to a data

framework can easily become genuine.

2.1.2 FOREIGN LITERATURE

Records Management
 Capacity of records has consistently been an essential target of

information systems. Anyway in the previous decade overseeing touchy data all

through its lifecycle, from creation to annihilation (or recorded), has happened to

significant importance. The expanding attention to the effect of innovation on

protection has added force to the need to have better authorization of records

maintenance policies. Organizations today need to follow guidelines, yet in

addition need to maintain balance between functional record keeping

prerequisites, limiting obligation of storing private data, and client security

inclinations. This work won't endeavor to characterize the expression "record" in

the expansive setting. Rather the term will be treated in all its generality and

afterward applied to the universe of social information bases. Without

endeavoring to differentiate terms like information, information, data and record,

it is recommended that the peruse keep a basic however predictable meaning of

a record all through this study.

2.1.3 LOCAL LITERATURE

Local Studies

The self-operating records the executive’s framework is the arms that will

hold the business in its objective to a paperless office climate. From the actual

abbreviation, the ARMS is that administration interaction that will secure data and

information to guarantee that all the records and the documents in the framework

data set of the business association is protected and handily got to by clients in
the system. In the briefest definition of the robotized records the executive’s

framework, it is basically that cycle that is employed by the association in the

support of records and documents from the exact second that they show up to

the business or were made by the undertaking up to the period when they will be

considered prepared for destruction and erasure from the chronicled or active

databases. The records took care of by the mechanized records the executives

framework may come in unmistakable structures that will be meant computerized

designs with the utilization of the latest technologies on the lookout.

2.2 Review of Related Concept

Foreign Studies

Barangay Management System

Concurrency Management System Florida (CMSF)

Adopted Level of Services Standards and Maximum Services Volumes for

Country and State Road Segments under the Country's control are part of the

Bay Country Concurrency Management System. They also plan daily trips, which

could have an impact on the amount of service supplied by road segments. The

Communications Office is responsible for publishing a variety of documents,

maintaining media relations, and coordinating a number of special projects. They

also wish to improve community access to Bay Country. This single-person

officer is in charge of community and media relations. This one-person officer is

in charge of public relations and community relations. The Community Director

also oversees public information, which includes news media and other sources.

This one-person officer is in charge of public relations and community relations.

The Community Director is also in charge of public information, news media, and

other government institutions. The Board of County Commissioners has a variety

of job openings with great benefits and advancement opportunities.

Local Studies

Barangay Management Information System

SMS (Short Message Services) capability for the Barangay Management

Information System. This allows users to search and see records while also

keeping track of and changing information. It is for a Barangay's benefit, but this

time the suggested system includes SMS support. To send messages to

constituents, SMS Support requires a broadband connection. The SMS service is

unable to send to all of the Barangay's residents. Computer-based information

retrieval works by utilizing software that can provide an institution with

information services (Kazuya, 2015).

Barangay Management System (BMS)

This system aids barangay administration by allowing client barangays to keep

their resident records up to date and easily accessible for verification, monitoring,

and reference. It uses an automated business procedure to process barangay

clearances and other barangay revenue streams such as levies. Other

Barangay-related operations are also available, such as blotter reports and other

services. Forms and reports are used to create and print Barangay Permits and

Certifications. Standard-based follows Section 394 of the Local Government

Code, which requires each barangay to keep an up-to-date record of residents

for easy identification on the Local Barangay Statistics. (Mirasol, 2015).

Computerized Information System

The goal of this study is to maintain a complete and up-to-date database that is

easily accessible for verification, monitoring, and reference. They can also

automate the record-keeping process, resulting in efficient and accurate reports

as well as appropriate automated file management. The system ensures that the

file is secure and protected, and it also requires authorization before it can be
used by anyone. This ensures that the file is securely stored in the system and

that the data contained within the file is backed up in the event of a technical

failure. It can also provide the municipality with a report on the state of the

Barangay. Residents of the Barangay, as well as Barangay employees who run

the system. The proposal will have a significant impact on the Barangay itself.

The implementation's goal is to change the way the Barangay keeps its files. This

also ensures that all records are complete and up to date (Lado, Maloloy-on,

Perez, Rizaldo, Tacocong, 2017).

2.3 Technical Background

The Online Barangay Services Management System is compatible to run on

web-based system since it developed for web browsers. Above all the supported

browser used with this system is Google Chrome because it has the features and

performance to run through the system. In addition, use the cascading style

sheet framework, namely Bootstrap 4 and the JavaScript plug-in jQuery

compatible with Google Chrome. The back-end process is done using PHP.

There is a secure connection in PHP, the PDO we implement, because it

protects the system from any SQL injection that may cause system function

errors and destroy its database. Regarding the database used, XAMPP is easy

to utilize and provides a graphical SQL interface (phpMyAdmin), which makes it

simple to maintain data in a relational database. To edit, debug, and compile

code, we use Visual Studio Code.

Chapter III

METHODOLOGY
3.1 Research Approach

This study is both quantitative and qualitative in design. The quantitative

factor involved the use of Barangay Services. The qualitative portion has

involved the description of efficacy about the use of investigation and interview in

the selected barangay. This research design is important to catch up to create a

further explanation. Qualitative methodology is essential to respond to the actual

matter.

A case study is an appropriate methodology as the prime purpose for this

study is to investigate the experience of the Barangay Tagjaguimit City of Naga,

Cebu barangay captain, staff, and residents. The study collects information by

using a researcher-made interview guide to witness the response of the

interviewee.

The research design was right in collecting the required data that was

addressed through the interest of analysis. The outline shows the flow of this

study:
 INPUT PROCESS OUTPUT

 Barangay staff  Barangay Staff, The actual impact of

collects purok leaders, and utilizing Online
information; residents Barangay Services
 and can post registration Management System
announcements  Online Inquiry is for the use of
through the  Purok Activities Barangay process.
system  Schedule of
 All residents can Announcements
access the  Gathering of data of
system to notify
residents
every
announcement

Figure 1. Flow of the Study

3.2 System Development Methodology

 This chapter presents the method used and activities done by the

researchers in the development of Online Barangay Services Management

System.

Figure 2. Waterfall Model

This chapter consider investigation strategies and procedures regarding

how the system flows and its phrases. Proponents follow the standard System

Development Life Cycle (SDLC) and use a modified waterfall model to define and

propose solutions to the problems identified in this research. In this model, there

is a certain connection between phases, which means that there are many tasks

happening at the same time. This model has many advantages, it can flexibly
correct errors, and you can spend less energy and time on the project to make

changes. The system development process model is divided into different

stages. The basic stages of the system development process are as follows:

requirements gathering, system analysis, design, testing, implementation,

operation and maintenance.

3.2.1 Requirements           

At this stage, system requirements should require paper documents or research,

as well as blueprint use case diagrams or programmers/developers' guidelines

for creating effective systems.

3.2.2 Planning phase

The researchers gather data at the Barangay office to reach Barangay’s

needs. Introduce Barangay Staff with a questionnaire who are responsible for the

manual process of conducting surveys and explicate the system. 

3.2.3 Analysis phase

The researcher collects information from the barangay staff. By collecting

information, researcher found a solution to the current manual process ho help

barangay cope to the issue.

3.2.4 Design phase           

At this stage, show the system appearance and system interface layout. System

function, system behavior and database design.

3.2.5 Coding phase

In this stage, the programmer make the system by understanding the required

system and follows coding needs.

3.2.6 Testing phase

At this stage, investigators will test the input and output of the system to

determine whether the system provided by the system is working properly. The

researchers invited several people from the Barangay office to test and rate the

system.

3.2.7 Implementing phase

At this stage, the system has been developed and tested. It will be implemented

in Barangay to continue observing if it is effective and efficient.

3.2.8 Maintenance Phase

The system requires maintenance and optimization every four months. It is to

track the function of the system and provide good services for that client. The

concept behind the corrected waterfall model is that it includes validation and

verification between the phases. Therefore, it is necessary to have fewer

documentation and revisions to allow the superposition of the phases. Therefore,

the proponent has found something suitable for presenting the project in a simple

way to understand how.

3.3 Software/Systems Requirements Specification

3.3.1 Functional Requirement

Barangay Personnel’s Side

• Shall be able to view their information inputted upon

registration.

• Shall be able to handle all the information in barangay.

• Barangay personnel shall able to give any kind of certificate

about barangay.

User’s Side
 • The system shall allow resident to request forms such as

barangay clearance, residency and etc.

• The system shall allow the resident view and edit his/her

personal information’s.

• The system shall allow residents to view the barangay

updates.

3.3.2 Input Requirements

• The system shall allow resident to login using the credentials

used upon registration.

• The system shall provide forms in which necessary

information will be inserted.

• The system shall provide prompt message in case unwanted

or wrong clicked.

3.3.3 Output Requirements

• The system shall redirect users to dashboard when

successfully registered or logged in.

• The system shall be able to display information inputted by

residence.

• The system shall send a confirmation message when

successfully requested a form.

 3.3.4 Software Requirements

The system requires Windows 10 Operating System,

and has internet connection and can run Google Chrome

browsers using latest version.

3.3.5 Hardware Requirements

Minimal Requirements Recommended

Requirements

Processor 1.6 GHz CPU 2 x 1.6 GHz CPU

RAM 1.75 GB RAM 4 GB RAM

HDD 50 GB 100 + GB

The system requires the following to perform well on a Web

Servers.

Table 1: Hardware Requirements

3.4 System Analysis

 System analysis is a technique for acquiring and evaluating data,

identifying issues, and dismantling a system into its component elements. It's

done with the objective of examining a system or its components in order to

figure out what it's all about. It is a solution strategy that enhances the system

and ensures that all of its components work together to achieve its objectives.

I essentially instruct the system what to do. The most common types of

System Analysis are as follows:

 System Requirements — defining the project's in-scope criteria for

producing a set of plans. It also focuses on gathering and creating

relevant data.

 Project Planning — during the planning phase, project plans are

organized, project deliverables and objectives are determined, and a

work plan is created.

 Data Analysis — by analyzing data regarding users' tasks, evaluating

data quality, and visualizing the results, data analytics establishes how

users interact with training content and processes with one another.

Analytics will provide real-time feedback and ideas to users to help

them improve their tasks.

 Design Phase — at this stage, researchers will construct a design to

catch and meet the requirements phase.

 System Coding — creating a prototype and seeing it through to

 completion necessitates clearing up any potential misunderstandings.

3.5 Data Dictionary

Residents

Key Field Data Type Field Constraint Description

Name Length

PK id INT 11 Primary Key User id, auto generated

lname VARCHAR 255 Null User’s last name

fname VARCHAR 255 Null User’s first name

mname VARCHAR 255 Null User’s middle name

bdate TEXT Null User’s birthdate

bplace TEXT Null User’s birthplace

age INT 11 Null User Age

zone VARCHAR 255 Null User’s Purok

maritalstat VARCHAR 255 Null User’s marital status

us

bloodtype VARCHAR 255 Null User’s blood type

occupation VARCHAR 255 Null User’s occupation

household INT 11 Null User’s household number

num
 lengthofst INT 20 Null The number of days a

ay person’s stay in the barangay

religion VARCHAR 255 Null The person’s religion

nationality VARCHAR 255 Null User’s Nationality

gender VARCHAR 255 Null User’s gender

philhealth TEXT Null User’s Phil Health Number

No

highestEd VARCHAR 255 Null What’s the person highest

ucationAtt Education Attainment

ainment

formerAdd VARCHAR 255 Null Person’s former Address

ress

email VARCHAR 255 Null User’s Email

image TEXT Null Image

contact INT 15 Null User Contact No.

username VARCHAR 255 Null Username for login

password VARCHAR 255 Null Password for login

Table 2: Data Dictionary, Residents

Officials
Key Field Data Type Field Constraint Description

Name Length

PK id INT 11 Primary Key Official/Staff id, auto generated

sPosition VARCHAR 100 Null Official/Staff Position

completeN VARCHAR 100 Null Official/Staff Complete Name

ame

pcontact VARCHAR 100 Null Official/Staff Contact

paddress VARCHAR 500 Null Official/Staff Address

termStart TEXT 100 Null Official/Staff Terminal Start

termEnd TEXT 100 Null Official/Staff Terminal End

status VARCHAR 20 Null Status of the Official/Staff

Table 3: Data Dictionary, Officials

Zone Leader

Key Field Name Data Type Field Constraint Description

Length

PK id INT 11 Primary Key Purok Leader id, auto

generated

zone TEXT 100 Not Full Purok Place

username VARCHAR 255 Not Null Purok Leader username

password VARCHAR 255 Not Null Purok Leader Password

Table 4: Data Dictionary, Zone Leader / Purok Leader

userType

Key Field Name Data Type Field Constraint Description

Length

PK id INT 11 Primary User type id, auto

Key generated

fullname VARCHAR 255 Not Null User type full name

username VARCHAR 255 Not Null User type username

password VARCHAR 255 Not Null User type password

type VARCHAR 255 Not Null To identify what type

of user to login

Table 5: Data Dictionary, User Type

3.6 Design

3.6.1 Flowchart

Login Flowchart

Shows the flow when logging in. System check if the credentials inserted

by users matched from the data inside the database. If the data matched the

system allows the user to enter the dashboard otherwise will not.
 User Type Authentication

After logging in, the system will check the user-type of the user. Each user

has user-type, the Administrator, Barangay Staff, Purok Leader, and Residents.

Each user’s accessibilities and activities depend on their type.

Administrator’s Flowchart

Illustrates the entire flow of the administrator’s activity in the system.

Barangay Staff’s Flowchart

Illustrates the entire flow of the barangay staff activity in the system.
Purok Leader’s Flowchart

Illustrates the entire flow of the purok leader activity in the system.
Resident Flowchart

Illustrates the entire flow of the resident flowchart activity in the

system.
3.6.2 Use Case

Below are the diagrams that can be done the users of Barangay

Tagjaguimit City of Naga, Cebu

– Online Barangay Services Management System.

3.6.3 Context Level Diagram
3.6.4 Explosion Flow Diagram
 The explosion flow diagram shows of how the admin’s flow of data works.

The explosion flow diagram shows of how the barangay staff’s flow of data

works.
3.6.5 Second Explosion Data Flow Diagram
3.6.6 Entity Relationship Diagram

(CONVERT THIS ONE INTO CROW’s FOOT)