Web Based Application For The Request Management System of Barangay Papers With Email Notification For Barangay Sto. Cristo Pulilan Bulacan

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BALIWAG POLYTECHNIC COLLEGE
Web-based Application for the Barangay Management System Using Email

Notification for Barangay Sto. Cristo, Pulilan, Bulacan
A Project Presented to the Faculty of

Institute of Information Technology and Innovation
Baliwag Polytechnic College
In Partial Fulfillment of the Requirements for the Degree of

Bachelor of Science in Information and Technology
By
Irwin P. Batoy
Allen Marc G. Bautista
Shania Stephanie T. Bona
Lyzel Iris B. Caguntas
Dean Jerick C. Igaya
Ariel G. Labuson
Kristine Joy V. Larin,
INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

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November 2022
APPROVAL SHEET
The system entitled Web-based Application for the Barangay Management

System Using Email Notification for Barangay Sto. Cristo, Pulilan, Bulacan ,
prepared and submitted by Juan C. Dela Cruz in partial fulfillment of the requirements
for the degree of Bachelor of Science in Information Technology, has been examined and
is recommended for acceptance and approval for oral examination.
JUANA C. DELA CRUZ, PhD JUAN C. DELA CRUZ, PhD

Project Adviser Project Coordinator
Approved and accepted by the Committee on Oral Examination on May 15, 2022
with a grade of ____.
JUAN D. CRUZ, PhD Chairperson
JUAN D. CRUZ, EdD JUAN D. CRUZ, EdD

Member Member
JUAN D. CRUZ, PhD Member
Accepted and approved in partial fulfillment of the requirements for the degree of
Bachelor of Science in Information Technology.
MARIA C. DELA CRUZ, PhD

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Dean, Institute of
Information Technology
and Innovation
ACKNOWLEDGEMENT
The acknowledgements should be in the third person.
Mr. John Erwin B. Dinlasan, Dean of the Institute of Information Technology
and Innovation, for giving endless support and insightful suggestions in improving the
manuscript;
-Juan C. Dela Cruz

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DEDICATION
The dedication should be in the third person.

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ABSTRACT
The maximum length of the abstract is two pages using 12-point Times New Roman and
double space. An abstract should not contain figures, references, or equations unless
necessary.
Key Words:

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CERTIFICATE OF ORIGINALITY
I hereby declare that this submission is my own work and that, to the best of my
knowledge and belief, it contains no material previously published or written by another
person nor material to which to a substantial extent has been accepted for award of any
other degree or diploma of a university or other institute of higher learning, except where
due acknowledgement is made in the text.
I also declare that the intellectual content of this capstone project is the product of
my work, even though I may have received assistance from others on style, presentation,
and language expression.
_________________________________ ________________ signature of advisee

over printed name Date
_________________________________ __________________
signature of advisor over printed name Date CERTIFICATION FORM FOR
LANGUAGE EDITING (APA FORMAT)
This is to certify that the undersigned has viewed and went through all the pages
of the Project entitled “_______________________________________________”
written by _______________________________________________________________
aligned with the set of structural rules that govern the composition of sentences, phrases
and words in the English Language. And have found it complete and satisfactory with

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respect to grammar, organization, and APA format and style as prescribed by the Baliwag
Polytechnic College.
Certified by:
Juan Dela Cruz

Grammarian
Email Contact
Number:
TABLE OF CONTENTS
Page
Title Page …………………………………………………………………………. i

Approval Sheet …………………………………………………………………… ii
Acknowledgement ………………………………………………………………... iii
Dedication ………………………………………………………………………… iv
Abstract …………………………………………………………………………… v

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Certificate of Originality…………………………………………………………. vi
Certification Form for Language Editing ……………………………………….vii
Table of Contents ………………………………………………………………… viii
List of Figures ……………………………………………………………………. ix
List of Tables ……………………………………………………………………... x
Chapter
1 THE PROBLEM AND ITS SETTING
1.1 Introduction ……………………………………………………………….. 1

1.2 Background of the Study …………………………………………………. 2
1.3 Project Context …………………………………………………………… 3
1.4 Statement of the Problem …………………………………………………. 4
1.5 Objectives of the Study …………………………………………………… 5
1.6 Significance of the Study………………………………………………….. 6
1.7 Scope and Limitations ……………………………………………………. 7
1.8 Definition of Terms ………………………………………………………. 8
2 REVIEW OF RELATED LITERATURE AND STUDIES
2.1 Conceptual Framework …………………………………………………… 9

2.2 Related Literature …………………………………………………………. 10
2.3 Related Studies and/or Systems…………………………………………… 12
2.4 Synthesis ………………………………………………………………….. 14
3 TECHNICAL BACKGROUND
3.1 Procedures of Business Activities …………….………………………... 16
3.2 Context Diagram………………………………………………………... 18
3.2.1 Current System ………………………………………………… 20
3.2.2 Proposed System ………………………………………………. 22
3.3 Current System Flowchart

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3.4 Entity Relationship Diagram
4 METHODOLOGY OF THE STUDY

4.1 Software Development Methodology………………………………….. 26
4.2 Technical Feasibility……. ………………………………………………. 44
4.3 Operational Feasibility ……..……………………………………………. 48
4.4 Schedule Feasibility ……………………………………………………… 54
4.5 Economic Feasibility ……………………………………………………… 66
4.6 User Interface Design
4.7 System Architecture
5 RESULTS AND DISCUSSION

5.1 Software Test Cases Results
6 IMPLEMENTATION PLAN
6.1 Hardware Requirements ………………………………………………… 72
6.2 Software Requirements …………………………………………………. 74
6.4 Manpower Requirements ……………………………………………….. 78
7 CONCLUSIONS AND RECOMMENDATIONS

7.1 Conclusion ……………………………………………………………… 85
7.2 Recommendation ……………………………………………………….. 86
REFERENCES
APPENDICES Appendix A Transcript of Interview Appendix B Questionnaire for
Respondents Appendix C Organizational Chart Appendix D Company’s Acceptance
Letter Appendix E Relevant Source Code Appendix F Turnitin Result USER’S
MANUAL GUIDE INDIVIDUAL RESUME

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LIST OF FIGURES
Figure Page
1 Theoretical Framework 7
2 Conceptual Framework 8

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LIST OF TABLES
Table Page
1 Gender 7
2 Age Group 8

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CHAPTER 1
THE PROBLEM AND ITS SETTING
1.1 Introduction (dadagdagan ng about sa incident recording saka yung buong

barangay management system)
Innovation is crucial for maintaining the established practices we are accustomed
to. It's time to adjust and speed up the processes, one of which is getting documentation
from the barangay offices. The majority of barangays were still requesting barangay
documents the way they used to. Since some of them didn't know how to use technology
to streamline and speed up their work. Residents used to often visit the barangay to
request and get their barangay documents or records up to this point. Due to the fact that
they attest to the individual's legal barangay residency, barangay documents are required
for usage in business, education, and personal data.
Caubang (2017), asserts that the Barangay Resident Record Management and
Certificate Issuance System of the aforementioned Barangay should provide effective,
reliable, quick, accurate information to provide a high-quality service to secure the
client's file and to ensure that the services and information are given at the right time to
fulfill the client's needs, to provide user efficient working environments, and to generate
more output. This system has a user-friendly interface that makes it easy to understand all
of the system's usability characteristics. The barangay is also permitted to perform more
related tasks through this system. The barangay permits and certifications, such as the
community tax certificate and barangay clearance, should be prepared and printed by it.
By employing this system, which includes ready-made permits and certificates.

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Each request made by a resident might generally take a couple of minutes on an
ordinary day, however there may be a chance that it could take longer because of the
verification of residency and the long queuing of individuals who also need their
documents or have an agenda at the barangay, which does not achieve a best service. All
of the information is recorded to a logbook. The system for requesting barangay
documents and maintaining records would be added by the developers in a modernized
approach, with computers serving as the primary media. Additionally, users will receive
an email update from the admin regarding the status of their requests, including whether
they have been approved or denied. The use of this technology will simplify things for
those who need barangay papers. The barangay's paper request procedures would be bent
and somewhat altered. Some system features include the ability to upload an image for
their identity document photo and email notice. With the aid of technology, barangay
inhabitants can seek to rapidly acquire their documents through an online application.
The concept idea of the developers is to create an online application form that
would enable users to easily pick up their required documents when they visited the
barangay. A database of everyone who asks a paper will also be part of this system,
making it simpler for the barangay to keep track of requests and to confirm without
repeatedly asking residents if they are from Barangay Sto. Cristo.

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1.2 Background of the Study
Up until now, most of the barangays continue to request barangay documents in
the same way they had in the past. That is why the proponents want to develop a Web-
based Application for the Request Management System to support the operations at the
barangay. Programmers will develop a high-quality system that will help the personnel to
speed up the process of requesting a necessary document. This system will record each
person who requests for a paper, making it simpler for the barangay to manage the
requests of residents. In consideration with the foregoing challenges on the ground, the
proponent of this study decided to come up with a relevant project that would not only
streamline local processes through online services but shall also ensure data accuracy and
reliability. A management system for barangays can potentially aid in achieving effective
and efficient public service delivery. The proponents conducted an interview at Barangay
Sto. Cristo Pulilan, Bulacan. The proponents observed that the barangay employees were
having difficulties in processing the necessary requested documents. Additionally, the
information of those requesting the paper was not recorded in the logbook because
sometimes they forget to write their information on it. Also, the personnel or facilitator
are having a difficulty understanding the residents' handwriting in the log book because it
was unreadable. With that, they usually record false information, causing them to have
trouble tracking the data of certain residents. There could be a possibility that it will take
a long time before they can manage and verify the residence requested paper. Due to a

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heavy workload, seminars, and other urgent matters, the barangay is unable to offer the
best assistance. As a result, the resident's paperwork was not handled right away.
1.3 Project Context

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The researcher’s initial idea for this project is to assist the barangay of Sto. Cristo
with document processing; after speaking with the barangay staff, it became clear that
there were numerous issues that needed to be resolved. Most of the time barangay
employees are having a difficulty on processing the documents due to overloaded work
that caused them to lose the other information or other important documents of the
residents. The aim was to implement a system that can make the personnel to process the
documents two-times faster than they usually do. This system web-based application is
easy to use both for the receiver and sender of the information, it allows the user to have
control over what kind of document that they requested. As with every process of
requesting documents, there were certain issues that needs to resolved.
The primary issues that need to be address is having difficulties on understanding
the residents hand writing in the log book. With that, usually the personnel recording a
false information that caused them having a trouble on tracking the data of certain
residents. Using our web-based application, it can help the personnel to easily track those
personal records, address, or any other information that is usually required at the
barangay. The developers made a web-based application to reduce the difficulties into
easiest way to resolve the other issues at the barangay. Once the web-based application is
implemented, it can make the process of requesting a document two-times faster than the
way they used to. The developers think that creating this kind of web-based application
can decrease the time limit of processing the documents. The secondary issues that we
observed was the part of residents', wherein they have to reprocess everything they do if

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their requirements are incomplete or there is a mistake with the document they have.
Web-based application are reliable on reprocessing their requirements. The developers
find it difficult for the residents since they have to spend a little time only to accomplish
some requirements, but with the system of web-based application, the researchers can
assist them in checking the requirements they must accomplish by making a note in the
application after they filled out all the information that needed on the system. And lastly,
for the benefits of the barangay personnel as well as the residents, the developers are
aware that the office is only open until 4 p.m. the barangay's documents are no longer
allowed to be requested, and barangay officials frequently have to leave early to attend
meetings or occasionally have a busy schedule. By having a system, the developers can
help them to have a reservation for documents that they needed.
These are just parts of the functionalities
Functionality of the system web-based application
Unauthorized resident/ user is able to:
Register into the application – either after receiving an invitation link to email
Log in to the web-based application
Resident/User is able to:
Edit their profile, including their contact information separately for the requesting
of either the documents or requirements.

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1.4 Statement of the Problem
The proponents would like to solve the following:
• Difficulty in maintaining, updating, tracking, and retrieving resident records
because some of the residents who request papers are not recorded at the logbook.

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• In case of wrong or incomplete requirements, the resident will repeat the queuing
process. (babaguhin)
• Residents frequently return to the barangay because sometimes their papers
cannot be processed due to the busy schedule of barangay officials. (babaguhin about sa
pagsasara ng barangay closing)
1.5 Objectives of the Study
The main objective of the study is to develop a Web-based Application for the
Barangay Management System with Email Notification for Brgy. Sto Cristo, Pulilan,
Bulacan. Specifically, the study aims to create and design an online application form that

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would make it simple for people to pick up their necessary paperwork when they visit the
barangay.
• To create a system that would assist in maintaining, updating, tracking, and
retrieving the information of the residents.
• To build a system that would assist both residents and barangay officials to
process barangay documents faster than the current system.
• To develop a system that will allow residents to submit online requests for
barangay papers.
1.6 Significance of the Study
This research will benefit the whole community by reducing the processing time of
getting papers at the barangay.

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Specifically, this research will be beneficial to the following individuals and
organizations.
The Barangay Officials. This study will assist the barangay in processing all the
documents needed by residents, also for the tracking, monitoring, and retrieving the
information of the residents of the barangay Sto. Cristo.
The Residents. This study will benefit the residents of Barangay Santo Cristo, such as
people with disabilities, senior citizens, and pregnant women. They will experience the
speed and convenience of requesting barangay papers.
The Community. The study will benefit the community since technology will be
incorporated with the traditional process, which will speed up the process and showcase
the innovation within the community.
Future researcher. This study will be beneficial to the future researchers since they can
utilize this study to serve as a reference for their future studies.
1.7 Scope and Limitations

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This system will allow users to upload an image of their identity documentation
for the purpose of confirming the resident's identity. Additionally, it will have a feature
that allows admin to check residents' records in a database. The resident will also receive
an email notification from this system informing them of the approval or denial of the
requested paper. This system will not handle any other processes outside Barangay Sto.
Cristo. Additionally, because the system is online-based, it is limited for residents without
an internet connection. Future researchers are advised by the system's proponents to
expand it so that it can be used across the Municipal of Pulilan, not just for barangay Sto.
Cristo.

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1.8 Definition of Terms Text begins
as a new paragraph
CHAPTER 2

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REVIEW OF RELATED LITERATURE AND STUDIES
2.1 Conceptual Framework
Figure 2.1
Conceptual Framework
INPUT PROCESS OUTPUT OUTCOME
Requirements
Hardware Benefits of the
Requirements Output
-Mobile Phone - A system that
and Laptop would assist
in
System maintaining,
Software Development updating,
Life Cycle tracking, and
Requirements
retrieving the
-Internet -Planning/ Web-based information
Browsers, Requirements Application for of the
HTML, CSS, Gathering the Barangay residents.
Javascript, Management - A system that
-Design
would assist
PHP, and System of
-Development both
MySQL Barangay residents and
-Testing Papers with barangay
-Deployment Email officials to
Data Gathered Notification for process
-Review
-Observations Barangay Sto. barangay
and Interviews - Cristo, Pulilan, documents
Documentatio Bulacan faster than
n the current
Development system.
Knowledge - To develop a
system that
will allow
Review of residents to
submit online
Related
requests for
Literatures.
2.2 Related Literature barangay
papers.

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Martinez (2017) emphasized that "digital technology platforms that support citizen
participation can increase transparency and accountability in local governance systems."
It opens a new way for constituents to engage with local government units, specifically in
the barangay. Therefore, it is recommended that such institutions be established with
software systems that could manage records and services. However, in her article, she
discussed some limitations of using these platforms, such as internet connectivity and the
uncertainty about target users of the system.
Sosa (2017) mentioned that information systems are important and relevant in the
current, competitive world for people who believe that "with the help of this technology,
most organizations can make their operational, tactical, and strategic processes more
productive, effective and efficient." Therefore, it is considered a necessity for a business
organization to sustain and improve its overall operations.
As stated by Magee (2014), “records management has a vital and specific role in
government, particularly local government.” It helps employees as well as residents
record legal documents for future reference. In this modern world, technological
integrations have given a large significance in processing and storing of data. Therefore,
systems that manage records would be very helpful in handling information in fast and
reliable manner.

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As mentioned by Pulumbarit & Suarez (2017), barangay is the smallest unit of the
government in our country. The Barangay Management System is very essential for
managing all the important documents, such as reports, and records. As the day goes by,
more people are seeking the service of the barangay. According to them, the barangay
management system is the answer for the easiest way of providing good services.
As claimed by Young (2020), a good information management system should integrate
all company databases, as well as assimilate into the company's Web site. In other words,
an employee should be able to access all information relevant to a transaction, even if he
is not in the office. It is relatively easy to make Internet-based systems accessible to
multiple people, in various offices worldwide. This means that armed with a browser and
a reasonably fast Internet connection, company personnel can access a centralized, well
organized, comprehensive company database from anywhere.
According to Talent Magnifier (2017) Management Information system is crucial for
making decisions in both personal and professional life. Organizational decision-making
is crucial to its operation. There is fierce rivalry today, thus it is crucial to make wise
decisions since a management requires reliable information to win. The better flow of
information is made possible via MIS. At every level of the company, MIS is used. The

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MIS applications handle data collection, information processing, and information control.
MIS is required for the functioning, performance, and support roles.
Medel (2015) mentioned that a manual information system is one that does not rely on
any computerized systems and a computer-based information system does. A manual-
based system will see information recorded and kept in different ways such as files in
paper form. Whereas a computer-based information system will see data stored on
various computer programs including on databases, Word documents, Excel etc.
Mirasol (2015) stated that Barangay Management Information System is an advance and
automated process of managing a barangay to let go the manual process in the usual
barangay hall such as hand written documents, keeping records inside the drawer that
tends to lose some records. It is automated in such way that all records and transactions
that the barangay is needed will be totally organized, easy to process and fast.
Uthman (2017) specified that a queue management system attends to customers' needs
from the moment they arrive at the branch until their service request is satisfied at the
appropriate counter. Customers can use their phone or another electronic device to
choose the service they need with its assistance. When the consumer receives a ticket
with a number on it, they can move about with ease while keeping their place in line. An
organization's service efficiency can be significantly increased with the help of a queue

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control system that works. Less personnel are needed when consumers queue, which
allows for quicker and more efficient customer service and frees up staff time for other
important tasks. Systems for managing queues aid in real-time performance monitoring
and provide reports for strategic management.
Perdiguerra and Guillo (2019) specified that storing data on a computer makes
maintaining records and presenting documents in barangay hall offices simpler and more
space-efficient. Fast and simple transactions will result from barangay officials having
access to a sufficient number of computers for use in dealing with constituents, especially
if the officials are proficient in basic computer functions. These basic computer abilities
can be learned through workshops, training, and constant practice.
2.3 Related Studies and/or Systems

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As said by Soriano et al., (2018), “a Barangay Management Information System for San
Carlos City is an online and offline system to keep, process, retrieve and update
Barangay and City Hall information through a secure network interface. It is design to
handle a wide range of information relating to barangay functions, activities and
transactions such as profile, clearance, disputes or cases, activities, legislation and City
Hall’s required reports from the barangay which was a solution to the stated problems
and to enhance quality of service a barangay office to its clients”. As stated, it is not just
offline but also a web-based service where the Management Information System
becomes more effective on communicating to the City Hall and the residents of the
barangay. These features were applicable to Barangay Gulod’s existing system to
improve their communication to their resident’s concerns not just on face-to-face
transactions on their system but also on the internet transactions through the use of
websites.
Based on the study of Bautista (2015), The barangay, serves as the foundation from
which the country’s success emanates. More than forty-two thousand barangays' all over
the country are the primary implementers of the different vision, projects and
undertakings of the government for the community. The advent of modern technology
opens wider opportunities for barangays to serve its constituents better through
computerization of the documents such as barangay clearance, certificate of indigency,
letter of recommendation and others. The developed system was designed to be accessed
only by the authorized users to ensure the integrity of all transactions. The study

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determined the significant features, and the most appropriate method of system
development used in the development of an effective and reliable barangay management
system.
As specified by Lacasandile et al., (2020), The need to address societal issues of every
community is a salient aspect that demands attention from the people in authority.
Profiling each household in the community using information and communication
technology could achieve good governance through E-government as its core. Once
profile data is aggregated, essential This paper intends to aid barangay official in budget
allocation and decision making in their respective governed area with the use of
Barangay Information Profiling System (BIPS). Building an Information-Based
Dashboard was initiated last 2016 and assessed by IT expert, was given readiness for beta
launch to its target users. The functionality criteria were given a mean score of 4.47,
which means that the respondents agreed that the system sequence of operation is easy to
understand, and the result of their queries is correct and accurate. The system testing had
a favorable result with a mean of 4.50 which means that the system passed the standard
of completing, processing of a request, response time and the usage of computer
resources for all of its function.
Carpio (2020) stated that barangay is where the initial planning and implementation of
projects and undertakings in the community take place but ironically it has the least

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amount of available information that serves as baseline for planning and policy
implementation. The Barangay Management System or e-barangay is a web-based
management system which shall reinvent barangay management from a traditional and
centrally dependent unit towards a more inclusive and citizens-oriented scheme. It
essentially aims to streamline existing administrative processes in terms of requesting
documents, filing complaints and generating apt and accurate local statistics. The
researcher has likewise utilized the available data from the target local government unit
to conceptualize the entirety of the system. And lastly, the researcher recommends for the
integration of fiscal processes into the system as well as the transliteration of system
contents to local dialects for extensive user conception.
Villones (2021) explained that as the global environment ages, the emerging trend for
Information Technology has risen above the development initiatives' surface. The
Barangay currently used a manual process in issuing Barangay Certificates, Business
Permit, Summon Letter, etc. This caused a lengthy procedure in accessing the records
and files, which sometimes cause record redundancy. The study's objective was to design
and develop a Barangay Constituents Information and Services Management System to
improve record retrieval in the Barangay. It uses developmental research since this study
involves creating a database system that could use for the Barangay descriptive analysis.
Interview approach was used in collecting information to know the manual process in the
Barangay. Respondents of the study were the Punong Barangay, Barangay Kagawad, and
Barangay Secretary.

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Caubang (2017) explained that in order to deliver a high-quality service and protect the
client's file, the Barangay Resident Record Management and Certificate Issuance System
of the aforementioned barangay should provide efficient, dependable, rapid, and correct
information. Ensuring that services and information are delivered at the right time to
meet residents' needs; creating user-friendly working environments; and producing more
output. The user-friendly interface of this system makes it simple to comprehend all of its
usability features. Through this system, the barangay is also allowed to carry out
additional relevant tasks. It should develop and print the barangay permits and
certifications, such as the community tax certificate and barangay clearance. The use of
this system will provide the residents with the necessary ready-made permits and
certifications, enabling the authorities to respond to them immediately.
As reported by Lado (2017), who conducted research on the Barangay Poblacion in
Damao City, the staff had trouble accessing information and had to go through prolonged
processing, computing, and handling. The major objective is to create a system that can
automate record-keeping in order to generate accurate and efficient reports and
implement effective file management. It has modules that carry out system functions,
particularly the Files module, which holds information about certificates, permits, and
other barangay issuance that is being recorded; the Print module, which duplicates text
and images using a master form or template and enables printing; and the Purok module,
which shows the number of purok leaders and residents in the barangay. The last module

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is the organizational chart and list of employees, which lists the names of the present
barangay authorities along with their corresponding positions. The system will also be
able to safeguard residents' private information and offer backup databases. The citizens,
the barangay personnel who will oversee the system, as well as the barangay itself, will
all be significantly impacted by the planned system.
Cainong et al., (2015) mentioned in their study on Barangay 1-A Incident Recording,
Document Request, Profiling, and Project/Program Monitoring System, the barangay
staff reportedly heavily relies on paper and uses the spreadsheet application for encoding
barangay accounts, project/program monitoring of the barangay, as well as other
information through office software. Their physical file cabinets contain the majority of
their records and papers. Each client request would take a few minutes to process, but
there is a chance that there would be a prolonged waiting period due to the tedious search
for documents in their filing cabinets, which affects customer service. By implementing
this system, they hope to eliminate the need for paper by producing forms for each
request, organizing barangay records, requests, and projects for searchable lookup, and
inputting resident profiles electronically. This will help them save time on client requests,
validate client requests more quickly, and look up records with ease.
According to study of Njeri et al., (2022), in Record Management Technology and
Information Service Delivery at the Land Registry in Nyandarua County, Kenya.

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Previous research has shown that the majority of land registries are unable to provide
effective consumer information services. The goal of this study was to ascertain the
degree to which institutional elements improve the provision of information services
during land registration in Nyandarua County. It largely concentrated on using record
management technologies to enhance the delivery of information services. The analysis
discovered that the Nyandarua land registration still used manual processes for its
operations. Due to this, services were delivered slowly, inaccurately, ineffectively, and
inefficiently, which led to unhappy customers and prevented them from accessing
services remotely. To enhance information service performance, the Land Registrar
should work with the County administration to purchase and implement the necessary
records management systems at the Nyandarua land registry. The study emphasized the
significance of adopting records management technology in order to improve the
provision of information services in land registries.
Maneja et al., (2012) states that information is crucial for the legislative and executive
duties of municipal government. The study identified the institutional and individual
aspects that supported a barangay management information system (BMIS). To identify
factors that would affect the barangay's decision to continue using BMIS, a logistic
regression analysis was also carried out. The system's user-friendly features, convenience
of controlling the BMIS software, and utility of the data generated in carrying out the
duties of the local government officials were highlighted as the important individual

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elements that affected the barangays' decision to maintain BMIS. The active participation
of Barangay Council members in data management; the availability of budget and
equipment; the presence of municipal and technical support from municipalities and state
universities and colleges; and the use of data in the submission of administrative reports,
situational analysis for the preparation of plans, monitoring and tagging were the
significant institutional factors that contributed to the sustainability of a Local
Information System (LIS).
The study of Saito et al., (2012) focused on the improvement of comprehensive citizen
monitoring and management system of Barangay Puntod. The suggested system, which is
LAN-based, will efficiently enable monitoring and management of the data produced by
Puntod Barangay Hall. This would accelerate the monitoring and management of citizen
status, enabling them to obtain results quickly and precisely.
2.4 Synthesis

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Bautista (2015) indicate that the barangay, serves as the foundation from which
the country’s success emanates. More than forty-two thousand barangays’ all over the
country are the primary implementers of the different vision, projects and undertakings of
the government for the community. The combined assertion of Soriano et. Al, 2018 &
Teresita Villiones (2021) “Barangay Management Information System is an online and
offline system to keep, process, retrieve and update Barangay and City Hall information
through a secure network interface. The Barangay currently used a manual process in
issuing Barangay Certificates, Business Permit, Summon Letter, etc. This caused a
lengthy procedure in accessing the records and files, which sometimes cause record
redundancy. Caubang (2017), interfere that the Barangay Resident Record Management
and Certificate Issuance System of the aforementioned barangay should provide efficient,
dependable, rapid, and correct information. As per Lado (2017), the staff had trouble
accessing information and had to go through prolonged processing, computing, and
handling. While Lacasandile (2020), declared that the need to address societal issues of
every community is a salient aspect that demands attention from the people in authority.
Profiling each household in the community using information and communication
technology could achieve good governance through E-government as its core.
The major objective is to create a system that can automate record-keeping in
order to generate accurate and efficient reports and implement effective file management.
It has modules that carry out system functions (particularly the files module) which holds
information about certificates, permits, and other barangay insurance that is being
recorded; (the print module) which duplicates text and images using a master form or

37
template and enables printing; and (the purok module) which shows the number of purok
leaders and residents in the barangay. Through this system, the barangay is also allowed
to carry out additional relevant tasks ensuring that the user-friendly interface of this
system makes it simple to comprehend all of its usability features. The services and
information are delivered at the right time to meet residents’ needs; and producing more
output. The study’s intent was to design and develop a Barangay Constituents
Information and Services Management System to improve record retrieval in the
Barangay. It is design to handle a wide range of information relating to barangay
functions, activities and transactions such as profile, clearance, disputes or cases,
activities, legislation and city hall’s required reports from the barangay which was a
solution to stated problems and to enhance a high quality of service to a barangay office
to its clients”. As stated, it is not just offline but also a web-based service where the
Management Information System becomes more effective on communicating to the City
Hall and the residents of the barangay. The advent of modern technology opens wider
opportunities for barangays to serve its constituents better through computerization of the
documents such as barangay clearance, certificate of indigency, letter of recommendation
and others. The developed system was designed to be accessed only by the authorized
users to ensure the integrity of all transactions. Once profile data is aggregated, essential
this paper intends to aid barangay official in budget allocation and decision making in
their respective governed area with the use of Barangay Information Profiling System
(BIPS). Building an Information-Based Dashboard was initiated last 2016 and assessed
by IT expert, was given readiness for beta launch to its target users. The functionality

38
criteria were given a mean score of 4.47, which means that the respondents agreed that
the system sequence of operation is easy to understand, and the result of their queries is
correct and accurate.
In conclusion, these features were applicable to Barangays’ existing system to
improve their communication to their resident’s concerns not just on face-to-face
transactions on their system but also on the internet transactions through the use of
websites. It uses developmental research since this study involves creating a database
system that could use for the Barangay descriptive analysis. The use of this system will
provide the residents with the necessary ready-made permits and certifications, enabling
the authorities to respond to them immediately. It should develop and print the barangay
permits and certifications, such as the community tax certificate and barangay clearance.
The developed system was designed to be accessed only by the authorized users to ensure
the integrity of all transactions. The system will also be able to safeguard residents’
private information and offer backup databases. The citizens, barangay personnel who
will oversee the system, as well as the barangay itself, will all be significantly impacted
by the planned system. The study determined the significant features, and the most
appropriate method of system development used in the development of an effective and
reliable barangay management system. The system testing had a favorable result with a
mean of 4.50 that the system passed the standard of completing, processing of a request,
response time and the usage of computer resources for all of its function. The barangay
is the smallest unit of the government in our country. The Barangay Management System
is very essential for managing all the important documents, such as reports, and records.

39
As the day goes by, more people are seeking the service of the barangay council as the
unit of local government close to people. An increasing number of people mean
increasing works for the barangay council members and staff. According to them, the
barangay management system is the answer for the easiest and more efficient way of
providing good services in the community (J. Palumbarit 2017).
CHAPTER 3
TECHNICAL BACKGROUND

40
3.1 Procedures of Business Activities
This system is a web-based tool that offers the quickest and convenient way to
request documents, with the goal of providing quality service to both Barangay
employees and residents. The process is easy and simple to perform. The system would
assist the barangay staff in handling various data and keeping track of each resident's
records.
The objectives of a policy are as follows:
Admin side
1. Admin can view and monitor the history record of every resident.
2. Admin can view the dashboard.
3. Admin can verify the residents if their request has been approved or refused.
4. Admin can send an email notification to the residents if they are already verified.
5. Admin can view the database.
6. Admin can edit and update the documents.
Resident side
1. Residents can view request form.
2. Residents will fill out the form providing their name, age, address, email address,
contact number and purpose of request.

41
3. Residents can upload or capture image (ID) to verify their identity.
4. Residents can view and can choose what document they need.
5. Residents will be informed through confirmation email if their request has been
approved or denied.
3.2 Context Diagram
Figure 3.1

42
Context Diagram Level 0
0.0
Residents Info Residents Info
Barangay Request Barangay
Resident Management Admin
Receiving Releasing
Documents System Documents
Figure 3.2
Resident Information 1.1 List Information

Manage
Request
1.2
Barangay Manage Barangay

Residency List of Residents
Resident Resident Admin
Details
Information
1.3
Releasing
Barangay
Receiving Document
Figure 3.3 Document Document Update
2.1
Resident Information List of Information
INSTITUTE OF INFORMATIONManage Request AND INNOVATION

TECHNOLOGY
43
2.2
Barangay Barangay
Resident Manage Resident Admin
Residency Details Information List of Residents
List of Residents
Document
Details
2.3
Information
Releasing Database
Receiving Document Barangay Document
Document Update
3.2.1 Current System
Text begins as a new paragraph

44
3.2.2 Proposed System
Text begins as a new paragraph

45
3.3 Current System Flowchart
Figure 3.4
Current System Flowchart
Start

46
The resident Present the

must queue Full name,
for the valid ID’s and
request the request
transactions papers that
needed
A
Store the The
information requirements
into log book are complete A
No
and valid
Yes
Print the requested

papers

47
Signature of
Barangay Issuance of
officials documents
Check if
No there’s no Yes
B End
error on the
paper

48
3.4 Entity Relationship Diagram
Figure 3.5
Entity Relationship Diagram

49
CHAPTER 4
METHODOLOGY OF THE STUDY
4.1 Software Development Methodology
The researchers decided to use the Agile Methodology to describe the stages of
the product life cycle that the software is developed through. The assignment of specific
roles through which software production in a development team is carried out is referred
to as roles and responsibilities. Practices are specific tasks and deliverables that are
defined by a method and employed in the process. Agile requires full transparency of
work and real-time communication capacity of the team. To Do, In Progress, and Done.
The workflow can be meet the process of any particular team. Researchers have planned
what can be done to create a solution. The researchers went to Barangay Sto. Cristo
Pulilan in Bulacan, conducted an interview, and discovered the potential development
system in the barangay. Then created a system where they fill out their information and
what their request. Quicker problem discovery and resolution are provided by agile also
increased interaction between employees and clients which results in goods with
enhanced functionality and a better fit for customer needs. Before work may begin,
clearly defined goals and methods do not need to be finalized.

50
4.2 Technical Feasibility
The proponents employed the following hardware tools. To begin with,
programmers used personal computer to install a text editor and to program fast and
easily. Additionally, proponents used cellphone to edit images. The researcher innovates
a web development system for the residents of Barangay Santo Cristo, Pulilan, Bulacan.
The developers created the system using Cascading Style Sheet and HyperText Markup
Language. and to make the system more intelligent, the developers implemented
Javascript and PHP. The developer also used MySQL Database for security, storing,
maintaining, and accessing the user data.
Device Specification:
Device Name: Dell Latitude E5420 Laptop
Processor: Intel Core i5 2nd Generation Processor
Installed RAM: 4GB RAM
Device ID: 7RFX4S1
Pen and touch: No
Windows Specification:
Version: 64-bit
Installed on: Windows 10
Experience: Windows 10 version 21H2
4.3 Operational Feasibility

51
4.4 Schedule Feasibility

52
4.5 Economic Feasibility

53
4.6 User Interface Design

54
4.7 System Architecture

55
4.8 Software Architecture

56

57
CHAPTER 5
RESULTS AND DISCUSSION
5.1 Software Test Cases Results

58
CHAPTER 6
IMPLEMENTATION PLAN
(Each chapter should begin in a new page.)
6.1 Hardware Requirements
6.2 Software Requirements
6.3 Manpower Requirements

59
CHAPTER 7
CONCLUSIONS AND RECOMMENDATIONS
(Each chapter should begin in a new page.)
7.1 Conclusion
7.2 Recommendation

60
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APPENDICES

64
Appendix A
Transcript of Interview

65
Appendix B Questionnaire for
Respondents

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1

BALIWAG POLYTECHNIC COLLEGE

Web-based Application for the Barangay Management System Using Email

A Project Presented to the Faculty of

In Partial Fulfillment of the Requirements for the Degree of

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

The system entitled Web-based Application for the Barangay Management

JUANA C. DELA CRUZ, PhD JUAN C. DELA CRUZ, PhD

JUAN D. CRUZ, PhD Chairperson

JUAN D. CRUZ, EdD JUAN D. CRUZ, EdD

JUAN D. CRUZ, PhD Member

MARIA C. DELA CRUZ, PhD

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

The acknowledgements should be in the third person.

Mr. John Erwin B. Dinlasan, Dean of the Institute of Information Technology

-Juan C. Dela Cruz

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

The dedication should be in the third person.

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

knowledge and belief, it contains no material previously published or written by another

due acknowledgement is made in the text.

and language expression.

_________________________________ ________________ signature of advisee

of the Project entitled “_______________________________________________”

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

Juan Dela Cruz

Title Page …………………………………………………………………………. i

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

1 THE PROBLEM AND ITS SETTING

1.1 Introduction ……………………………………………………………….. 1

2.1 Conceptual Framework …………………………………………………… 9

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

3.4 Entity Relationship Diagram

4 METHODOLOGY OF THE STUDY

5 RESULTS AND DISCUSSION

7 CONCLUSIONS AND RECOMMENDATIONS

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

BALIWAG POLYTECHNIC COLLEGE

THE PROBLEM AND ITS SETTING

1.1 Introduction (dadagdagan ng about sa incident recording saka yung buong

Innovation is crucial for maintaining the established practices we are accustomed

for usage in business, education, and personal data.

Certificate Issuance System of the aforementioned Barangay should provide effective,

reliable, quick, accurate information to provide a high-quality service to secure the

By employing this system, which includes ready-made permits and certificates.

INSTITUTE OF INFORMATION TECHNOLOGY AND INNOVATION

_________________ signature of advisee