A WEB-BASED DOCUMENT REQUESTING AND TRACKING

SYSTEM FOR THE MUNICIPALITY OF CANDABA

A Capstone

Presented to the Faculty of

College of Computing Studies

Don Honorio Ventura State University

In Partial Fulfillment

of the Requirements for the Degree

Bachelor of Science in Information Technology

by:

Hernandez, Bradley G.

Bajado, Marck Rainier G.

Ocampo, Shane S.

Mendoza, Jamel Leisler L.

Abad, Daryl D.

March 2024
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DON HONORIO VENTURA STATE UNIVERSITY

CHAPTER I

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS

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INTRODUCTION

In the present day, document requests in most municipalities have been a

struggle for many since they're still using traditional methods for making requests and

tracking documents. The traditional procedure involves regular visits to Municipal Hall

to seek and track the status and progress of their documents. This wastes energy and time,

causes file misplacement, and, in certain cases, leads to file loss.

A web-based system is a computer application or platform accessed

through a web browser that uses the Internet or intranet for communication. This

architecture eliminates the need to install previous systems, allowing users to interact

with the system from any device with an Internet connection. These systems follow

a client-client model where the server hosts the application logic and data storage while

the client (web browser) provides the user interface. It offers platform independence,

customization, and centralized management, making it ideal for a variety of applications

such as enterprise software, e-commerce platforms, and content management systems.

Security measures such as encryption and authentication

are essential to ensure data privacy and integrity. Built-in features enable seamless

interaction with other systems, increasing performance,

and collaboration. In general, web-based systems provide flexibility, accessibility, and

efficiency, making them an important part of the modern computing ecosystem

A tracking system is an essential component in many industries, including

logistics, supply chain management, healthcare, and others. It enables real-time

monitoring and management of assets, processes, or activities through the use of web-

based interfaces, resulting in seamless tracking and analytics. Tracking systems allow

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS

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organizations to precisely monitor the status, location, and performance of assets by

collecting data from a variety of sources, such as sensors or user inputs. These systems

include features such as alerts, reporting, and integration capabilities, allowing users to

make informed decisions quickly. Furthermore, the accessibility of web-based tracking

systems ensures that stakeholders can access critical information from anywhere,

increasing operational efficiency and allowing for proactive interventions. With security

measures in place to safeguard data integrity and confidentiality, tracking systems serve

as indispensable tools for process optimization.

The document-requesting and tracking system faces several significant

challenges that hinder its effectiveness and efficiency. Firstly, relying on manual

processes often leads to delays in document retrieval and processing. This delay can

occur due to the time it takes to physically locate and retrieve the requested document

from filing systems or archives. Additionally, the reliance on manual methods such as

email or paper-based tracking systems introduces inefficiencies and increases the

likelihood of human errors, further impeding the timely processing of document requests.

Moreover, security concerns arise due to the potential loss or unauthorized access to

sensitive documents during transit or storage. These challenges collectively contribute to

a disjointed and unreliable document requesting and tracking process, highlighting the

need for a robust and integrated solution to streamline operations, improve transparency,

and enhance data security.

This web-based system for requesting and tracking documents in the

municipality of Candaba is intended to simplify the management of document requests by

giving users a centralized location to submit, handle, and keep track of their requests. In a

variety of settings, including government offices, businesses, and education, this method

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS

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can greatly improve productivity, transparency, and user satisfaction. They need to

register and authenticate the user to secure login mechanisms for different user roles. It

includes requesters, administrators, and processing staff to ensure data privacy and

integrity. This system is a user-friendly interface for submitting document requests,

allowing users to specify the type of document needed, the purpose, and any other

relevant details.

The purpose of this system is multifaceted, aiming to address several critical

needs and objectives within organizations that handle a high volume of document

requests and processing tasks. By digitizing and automating the document request and

tracking process, the system significantly reduces manual handling, leading to faster

processing times and a decreased workload for staff. This web-based system can be

scaled more easily to accommodate growing numbers of users or an increasing volume of

requests without a proportional increase in resources or costs.

In conclusion, the purpose of this system is to modernize and improve the

document request and management process through automation, digitalization, and user-

centric design. It aims to enhance efficiency, reduce costs, ensure data security, and

provide a better experience for both the users who request documents and the staff who

process them.

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DON HONORIO VENTURA STATE UNIVERSITY

PURPOSE OF THE DESCRIPTION

The purpose of a web-based document request and tracking system developed

specifically for the municipal government employees of Candaba. Utilizing Visual Studio

Code as the development environment, the system is built using a combination of HTML,

JavaScript, CSS, and PHP for database management. Government staff members will

utilize the system to manage incoming document requests, monitor their progress, and

ensure timely completion. This centralized approach eliminates the need for manual

paperwork and promotes efficiency in handling administrative tasks. Users or customers

can submit their document requests through the system, eliminating the need for physical

visits to government offices. Additionally, users can track the status of their requests in

real-time using any internet-connected device, providing convenience and transparency

throughout the process.

SIGNIFICANCE OF THE STUDY

This study is conducted to benefit the following:

For the User (constituents of candaba) – The study is beneficial to the users by providing

a convenient, transparent, and efficient platform for managing document requests and

tracking their progress, ultimately enhancing the delivery of government services to the

residents of Candaba.

For the Government (government staffs) – The system empowers government employees

by streamlining processes, improving efficiency, enhancing communication, and

increasing accountability in document management within the Municipality of Candaba.

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For the Future Researchers – Future researchers can benefit from the web-based

document requesting and tracking system for the Municipality of Candaba as it provides

a rich source of data and insights into the efficacy of digital solutions in government

document management.

OBJECTIVES OF THE STUDY

GENERAL OBJECTIVES

The main objective of the web-based document requesting and tracking system

for the Municipality of Candaba is to modernize and optimize document management

processes within the municipal government. This system aims to improve efficiency,

transparency, and accessibility when processing document requests and tracking their

progress. The system aims to provide a centralized platform that is accessible to both

government employees and constituents.

SPECIFIC OBJECTIVES

1. To enable constituents to submit document requests online from any internet-

connected device

2. To create a system that reduce the time and effort required for document

processing by automating document requesting, tracking, and retrieval processes,

thereby improving overall efficiency in municipal operations.

3. To design a system that enhances efficiency, transparency, and accessibility in

document handling operations.

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS

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4. To create a system that reduces manual paperwork and minimizing processing

times.

SCOPE

The web-based document requesting and tracking system for the municipality of

Candaba manages requests only for the constituents of Candaba. The system only covers

the request and progress of the requested documents. This is to utilize numerous requests,

reduce the cause of file misplacement, and, in certain cases, lead to file loss.

1. The system is accessible in the internet.

2. The system can be accessed in any device.

3. The system has user side where user can select documents that they

want to and monitor their request.

4. The system includes an admin side where the administrator can

monitor and manage criminal data in the database, as well as accept

requests.

LIMITATIONS

The web-based document requesting and tracking system for the municipality of

Candaba offers numerous benefits and advantages, it also has limitations that limits the

system from:

1. Only an internet-connected device can be used to access the system.

2. Only citizens of Candaba are eligible to submit document requests

through the system.

3. Users can only access the system to request and monitor their

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS

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documents.

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS

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DON HONORIO VENTURA STATE UNIVERSITY

DEFINITION OF TERMS

WEB-BASED SYSTEM - an application that is accessed via HTTP. The term web-

based is usually used to describe applications that run in a web browser.

DATABASE - database is an organized collection of structured information, or data,

typically stored electronically in a computer system. A database is usually controlled by a

database management system (DBMS).

INTERNET - a global computer network providing a variety of information and

communication facilities, consisting of interconnected networks using standardized

communication protocols.

SYSTEM - A system is a group of interacting or interrelated elements that act according

to a set of rules to form a unified whole. A system, surrounded and influenced by its

environment, is described by its boundaries, structure and purpose and is expressed in its

functioning.

PHP - is a general-purpose scripting language and interpreter that is freely available and

widely used for web development.

JAVASCRIPT - JavaScript, often abbreviated as JS, is a programming language and

core technology of the World Wide Web, alongside HTML and CSS. As of 2024, 98.8%

of websites use JavaScript on the client side for webpage behavior, often incorporating

third-party libraries.

COLLEGE OF COMPUTING STUDIES CANDABA CAMPUS