TAGUIG CITY UNIVERSITY 0

INTEGRATION OF BARANGAY CENTRAL BICUTAN E-CENSUS AND ONLINE

DOCUMENT REQUISITION WITH CHATBOT

A Thesis Presented to the Faculty of the Computer Science

Taguig City University, General Santos Avenue

Central Bicutan, Taguig City

In Partial Fulfillment of the Requirements for the Degree of

Bachelor of Science in Computer Science

By:

Ormita, Raven L.

Magno, Anne Marie R.

Delgado, Justine Harold D.

Navoa, Mike Oliver A.

2023
Chapter I
 TAGUIG CITY UNIVERSITY 1

Project Context

The focus of this study is to integrate the Barangay Central Bicutan E-Census and

Online Document Requisition system with a chatbot that uses the binary search

algorithm. The integration aims to provide residents with a more convenient, efficient,

and accessible system for accomplishing their census requirements and requesting

documents. By incorporating the chatbot technology, residents can easily access the

services without having to visit the barangay office in person.

The binary search algorithm will be used in the chatbot to guide residents through

the process of accomplishing their tasks. This algorithm is a fast and efficient way to

search for and retrieve data from large datasets, ensuring that residents receive

accurate and timely responses to their queries. The chatbot will serve as the primary

interface for residents, allowing them to accomplish their tasks quickly and easily, with

the support of barangay personnel when needed.

The integration of the chatbot using the binary search algorithm is expected to

greatly improve the efficiency and accuracy of the E-Census and Online Document

Requisition system. The chatbot will be equipped with decision trees that will help

residents provide the correct information and ensure that their requests are properly

documented. This will help reduce errors and omissions in the data and minimize the

need for corrections and follow-up actions.

The study will analyze the impact of the integration of the chatbot with the binary

search algorithm on the efficiency, accuracy, and accessibility of the services. The
 TAGUIG CITY UNIVERSITY 2

results of this study will provide valuable insights for barangays and local government

units who are considering implementing similar systems and technologies in their own

communities. Ultimately, this research will contribute to the overall improvement of

government services and the promotion of e-governance in the Philippines.

The system created through this study will enable residents to provide necessary

information such as name, address, contact number, and other requirements, which will

be used to generate the required documents. Residents will receive a text message on

when they can get their needed documents from the barangay, eliminating the need for

them to visit the barangay office in person.

Overall, this study aims to make the census and document requisition process in

Barangay Central Bicutan more convenient, efficient, and accessible through the

integration of a chatbot with the binary search algorithm.

Purpose and Description

The E-Census system includes features for managing surveys, managing human

resources, conducting Internet surveys, accessing housing registration data, conducting

post-enumeration surveys, and processing field data on the web.

It offers a database on which population and workforce predictions can be formed.

It offers the database required to research particular social issues to offer fundamental

information to the nation's sectors such as education, health, population, etc. By

adopting chatbots, residents can enhance their experience by relieving staff of the

burden of responding to routine inquiries, allowing them to concentrate on more complex

 TAGUIG CITY UNIVERSITY 3

problems and offer superior customer service. Chatbots are capable of automating

routine and scheduled tasks. Residents won't have to wait for responses because of this,

which provides staff members more time to concentrate on higher priority work. Lastly, a

chatbot helps a community avoid significant amounts of data pollution by assisting in the

resolution of duplicate inquiries and directing users to the appropriate forums

A chatbot-enabled online document request form that enables residents to

schedule an appointment before visiting the barangay office to obtain the documentation

they require, such as barangay clearance, barangay identification, cedula, and other

associated documents. With the aid of this proposed application, interactions between

barangay residents and officials will be reduced, enabling citizens to complete

transactions more quickly. Both parties will gain from this because it will increase their

productivity, allowing them to focus on other tasks.

Objectives of the Study

General Objective

The general goal of the study is to design and develop E-Census and Online

Document Requisition with Chatbot in order to control and secure the information that

comes in and out, particularly in the various branches of government especially in

barangay. This is also one to expand knowledge, as the official inventory of people who

live in this specific barangay.

This research has to follow these specific objectives:

 TAGUIG CITY UNIVERSITY 4

1. To develop a system that will facilitate information retrieval between residents and

staff of the Barangay

2. To develop a system that keeps the information safe and reliable for quickly

getting information and the number of people in your area.

3. To implement an online document requisition system and faster transaction to

process document request.

4. To integrate E-Census with the online document requisition with Chatbot

5. To evaluate the effectiveness of using e-census and online document requisition

with chatbot to the residents of Barangay Central Bicutan using ISO / IEC 25010 in terms

of:

6.1 Functional Suitability

6.2 Performance Efficiency

6.3 Usability

6.4 Reliability

6.5 Portability
 TAGUIG CITY UNIVERSITY 5

Conceptual Paradigm

INPUT PROCESS OUTPUT

Hardware
Requirements
Planning “Integration of
Browser Barangay Central
Analysis
Bicutan E-Census
Laptop / Personal and Online
Design
Computer Document
Implementation Requisition with
Software
Requirements Chatbot”
Maintenance

.Python .MySQL

Feedback

Figure 1. Research Paradigm

Scope and Limitations

The study aims to develop and evaluate the feasibility and effectiveness of

integrating a newly developed E-Census and online document requisition system with a

chatbot in Barangay Central Bicutan. Specifically, the study will involve the development

of an E-Census and online document requisition system that can be integrated with a

chatbot to handle user requests, and the evaluation of the system's performance, user

satisfaction, and usability. The study will be conducted among the residents of Barangay

Central Bicutan who will be registered users of the new system.

The study has several limitations that should be considered when interpreting the

results. First, the development of the E-Census and online document requisition system
 TAGUIG CITY UNIVERSITY 6

may face technical and resource constraints, which may affect the quality and

functionality of the system.

Second, the study will only be conducted in Barangay Central Bicutan, which

limits the generalizability of the findings to other barangays or cities.

Third, the study will not include a comparison group, which makes it difficult to

determine whether the new system is more effective than existing systems or

processes.

Fourth, the study relies on self-reported measures of user satisfaction and

usability, which may be subject to social desirability bias or other forms of response bias.

Finally, the study will only evaluate the system's performance and user satisfaction in the

short-term, which does not provide insights into the long-term sustainability or scalability

of the system.

Significance of the Study

This research will provide excellent service to the residents of Barangay Central

Bicutan. Each citizen who uses this application will benefit from it because it will be

simple for everyone to access the information they need and to ask questions that need

an immediate response. This research will offer excellent services to the residents of

Barangay Central Bicutan.

With this study, the community will become more aware of the benefits of using

this application as a substitute for reducing the number of walk-in residents who will

receive the services they require. This chatbot will also assist in providing general
 TAGUIG CITY UNIVERSITY 7

information. Barangay officials may also think about rolling out this application to all of

the purok in this barangay as an alternative to walk-in

Also, the analysis offered in this study will provide important data for future studies

that examine the advantages of using online document requests with chatbots.

Definition of Terms

 Database - is a collection of data that has been set up to be easily accessed,

controlled, and updated.

 Residents - a person who resides in a specific location.

 Barangay Officers - The person in charge of the barangay's files and information

will ensure that they have quick access to the information they require.

 Technology - is the practical application of scientific knowledge to human life's

goals, and it makes life easier for us

 Requisition - is a written request that must be approved by the appropriate party in

order to obtain something that has been allowed but is not immediately available.

 Chatbot - is a conversational application that improves customer service,

engagement, and support by substituting or enhancing human support workers

with artificial intelligence (AI) and other automation technologies that can speak

via chat with end customers.

 TAGUIG CITY UNIVERSITY 8

CHAPTER II

REVIEW OF RELATED LITERATURE

This chapter shows the relevant literature and studies on the topic at hand from

many authors that could aid in the development of the suggested research.

Foreign Study

According to Ghosh et al. (2020) that E-government services have become the

next stage in the evolution of e-business for governments. The functionality of e-services

is crucial, regardless of the technology used to develop them. One aspect of e-services

that has gained popularity is the use of chatbots. Standards for chatbots are still

evolving, and there are technical challenges that need to be addressed in order to

facilitate their adoption.

Existing standards for e-service development tend to focus on providing solutions

from a bottom-up approach, without addressing the hurdles and limitations that must be

overcome to achieve mass adoption. To ensure that e-services are universally accepted,

it is important that all initiatives cooperate in the development of standards. This is

because Internet standards focus on protocols rather than implementations.

According to Shehu and Xhina (2020) highlighted the evolving nature of online

government services and the process involved in designing and developing such

services. They noted that in Albania, there is a demand for studies that support the

translation of life events into public services and continuously adapt to innovations in

governmental structures and legislation. The authors explained the successful

development of a search tool based on the ontology OntoAL that enables citizens to
 TAGUIG CITY UNIVERSITY 9

easily search for electronic public services using natural language. The tool also includes

a separate interface for employees to modify the ontology automatically. Shehu and

Xhina emphasized the use of ontology vocabulary to translate public services into life

events for easy citizen use. They also suggested further studies using unsupervised or

supervised learning algorithms to enhance the accuracy of the tool.

According to Dewi et al. (2018) In order to mitigate the impact of global population

growth on the economy and environment, accurate population records must be

maintained. As a major decision maker for the public, governments have a responsibility

to collect information about people's lives in order to make informed policies. Naikoten

II's government is seeking to modernize their public services by digitizing the village, and

currently uses the canvasser method with paper forms to collect census data, which

carries the risk of data loss. The primary objective of this study was to provide an

efficient solution for census officers to collect and manage population data using a web-

based application. The application was designed, implemented, and tested with a small

group of stakeholders who volunteered to provide feedback for possible improvements.

According to Porreca et al. (2018) the author’s paper suggests using chatbots as

a way for people to access open data published by organizations, specifically in public

administrations. Currently, people have difficulty accessing open data due to the lack of

user-friendly methods. However, people are familiar with chatting through social media

platforms, and by utilizing cognitive technologies, a chatbot was developed as a

prototype for the OpenCantieri dataset published by the Italian Ministero delle
 TAGUIG CITY UNIVERSITY 10

Infrastrutture e Trasporti. The authors believe that this chatbot model can be expanded

to serve as an accessible way for people to access open data.

According to Sonurlekar er al. (2022) The current method of conducting censuses

requires physical surveys which involve a lot of manpower and paperwork. Even mobile

applications for conducting surveys have limitations as not all individuals can use them

and there is a lack of internet coverage in some remote areas. To address this issue, this

paper proposes an automated survey system that is faster and more authentic than the

traditional pen-and-paper method. The system collects data digitally and stores it in

datasets, making data storage and retrieval easier. Biometric sensors are used to

provide authenticity to the collected data.

Local Study

According to Lacasandile et al. (2020) BIPS or Barangay Information Profiling

System utilized to benefit from the application of technology for the barangay's budget

allocation and decision-making. By developing an aggregate form that can be seen on

the system dashboard, BIPS can assist barangay officials in using the information from

household profiling. The information may be used by the barangay authorities as the

foundation for budgeting and supporting documentation to develop further strategies for

improving the community-governed community's quality of life and wellness.

This paper's direction is supported by a survey of relevant literature and studies,

which also demonstrates the existence of concepts with a similar meaning and the

applicability of such technology. The IT experts advise citywide implementation of the

system to assess its acceptability and determine the constraints related to its
 TAGUIG CITY UNIVERSITY 11

implementation in a city, eyeing for a bigger impact could be the nay. Since the system is

on its way for beta launching inputs from its target users can help to improve and

enhanced the initial version released and other areas, criteria and method for testing can

be explored as the system and this concept progress in the future. As we deal with

sensitive information about a home in the neighborhood, data analytics enhancement

and system security after a year of deployment are also necessary.

According to Bringula et al. (2022) Although community-level e-governance is

important, previous e-government frameworks concentrated on the municipal or national

levels. Due to the lack of a community-level e-government framework, it is impossible to

determine if proper community-based e-governance is being implemented. This mixed-

method study developed the e-barangay framework, which is a framework for

community-based online services software, to fill this gap. Based on this foundation, a

web-based system was created. The system's usefulness was also assessed. Thematic

analysis of the transcripts of the interviews with three local authorities revealed that the

primary components of the e-barangay framework were submitting complaints, seeking

documents, giving ideas, and publishing announcements. Prior e-government

frameworks prioritized the municipal or national levels despite the significance of

community-level e-governance. Using this framework as a basis, a web-based system

was created. Additionally assessed was the system's usability. The main components of

the e-barangay framework, according to a thematic analysis of the transcripts of

interviews with three local authorities, were submitting complaints, seeking documents,

giving ideas, and publishing notices. The findings of the subjective and objective usability

tests were encouraging. The design-related parameters were connected to the e-

 TAGUIG CITY UNIVERSITY 12

barangay's usage frequency, according to Spearman Rank correlation. It has been

determined that the software met the demands of the stakeholders. Discussions are had

on the theoretical and practical ramifications.

According to Solivio et al. (2021) Throughout history, queues have been a

common problem for sectors dealing with products and services, causing negative

effects such as declining demand and low consumer satisfaction. The Philippine

Statistics Authority's birth certificate queueing system was evaluated by researchers and

found to be inefficient, with clients spending an average of 5.29 hours using the full

system to complete the procedure and waiting 5.21 hours to get their birth certificates.

To address this issue, the researchers employed the DMADV approach to pinpoint

bottlenecks and suggest modifications or alternative queuing systems. Two systems

were proposed, with the first option not being effective enough in reducing waiting times.

The second option, a hybrid queuing system integrating online processing and the

existing queuing system, was found to be the most efficient, reducing the number of

procedures from 19 to 8 and cutting lead and waiting times by 58.51% and 58.58%,

respectively. Using the hybrid queuing system was found to be the most effective and

efficient method for requesting birth certificates.

According to Pastoril (2023) A platform called the Unified Barangay E-Services

System was created to offer online services to the residents of Barangay Batasan Hills.

The system was created with the intention of increasing the community's access to

efficient government services. A user-friendly website had to be developed, multiple

government services had to be integrated, and people had to be trained to facilitate the
 TAGUIG CITY UNIVERSITY 13

platform's use. The system's main feature is the usage of augmented analytics for data

analysis and presentation from the platform. With the aid of this technology, the

government is able to decide how to enhance and broaden the services provided

through the platform. For instance, it can pinpoint which services are most commonly

utilized by locals or pinpoint any locations that could require extra assistance or

resources.

Additionally, depending on their usage patterns, it may make tailored suggestions

to residents, enhancing their platform experience. The technology cut down on the time

and effort needed to obtain government services, according to a study of citizens who

used it. It is advised that other municipalities develop comparable platforms and use

augmented analytics to improve the accessibility and efficacy of government services.

The system can serve as a model for other communities wanting to improve the delivery

of government services to its inhabitants. To guarantee the efficiency of the Unified

Barangay E-Services System, it is also advised that these activities be continued.

Foreign Literature

According to Caldarini et al. (2022) reviewed the state of chatbot technology and

identified challenges despite advancements. Chatbots struggle to simulate human

speech due to flawed dialogue modeling and lack of open access domain-specific data.

For information retrieval chatbots, there is a lack of a learned AI model. Chatbot

applications have a gap between industry models and current advancements, and there

is no universal evaluation framework. The paper proposes smaller, more flexible models,

improved language models, and improved evaluation frameworks as steps forward in the
 TAGUIG CITY UNIVERSITY 14

field. According to Sarangan (2023) The rapid growth of internet and information

technology has led governments worldwide to shift from traditional services to e-

government services, which offer faster and more convenient access to services and

information. However, some governments have not paid enough attention to the

effectiveness of these services and the needs of citizens. To address this, a study was

conducted to determine the relationship between e-government service quality and

effectiveness. The study used structured questionnaires to collect data from citizens who

accessed e-government services in 14 divisional secretariats in Batticaloa District. The

results show a positive relationship between e-government service quality and

effectiveness. The study suggests that governments should focus on developing and

implementing quality e-government services to provide better services to citizens. Future

research could explore local e-government projects on a national level.

According to Kayest and Jain (2019) state that document retrieval methods aim to

minimize the time it takes for a user to locate and analyze a document based on their

research goals. However, reducing the amount of space used through the exploitation of

repetitiveness is a challenging task. To address this, the authors propose a document

retrieval mechanism called Monarch Butterfly optimization-based FireFly (MB-FF), which

combines Monarch Butterfly Optimization (MBO) and Firefly Algorithm (FA). The

mechanism identifies keywords from pre-processed documents using stemming and stop

word removal, and uses Term Frequency-Inverse Document Frequency (TF-IDF) for

keyword extraction and holoentropy for selecting significant keywords. The selected

keywords assure the retrieval of relevant documents, which are processed through

cluster-based indexing using MB-FF and a two-level mod-Bhattacharya distance match.

 TAGUIG CITY UNIVERSITY 15

Finally, the authors evaluate the performance of the MB-FF algorithm in document

retrieval mechanism using Precision, Recall, and F-measure.

According to Dutta et al. (2019) The proposed UIDOCS system automates the

collection and utilization of census data for e-governance applications. It is efficient,

effective, and cost-effective, with benefits such as reduced process time and improved

support for disaster recovery. However, the system must be verified using security rules

from the Open Web Application Security Project (OWASP) to address the risk of

cybercrime. To enhance decision-making functionality, the system can incorporate

techniques like cluster analysis and regression analysis, and can be integrated with

other departments such as health, food supply, and youth welfare. Additionally, linking

census information with citizen socioeconomic information like bank accounts, vehicles,

and property can provide integrated access to such data. Finally, an Enumerator

Management system can be designed to monitor enumerator performance.

According to Porogo & Kalusopa (2021) This study aimed to evaluate the

readiness of Botswana's Public Service for digital preservation, particularly in the context

of e-government, and to develop a strategic framework to ensure digital continuity. The

study was conducted using a pragmatic approach and a case study method, with six

selected ministries as the unit of analysis. The study involved distributing 79

questionnaires to 102 purposively sampled respondents from the six ministries,

conducting interviews with 21 staff members, and conducting formal participatory

observations of documents. The findings revealed that the Botswana public service

lacked a unified national information system for managing public sector records, leading
 TAGUIG CITY UNIVERSITY 16

to some ministries adopting their own electronic records management systems. Only a

few ministries had implemented electronic records management systems, and most

digital records were not preserved due to the lack of preservation guidelines and

strategies. As a result, the study proposed a strategic framework to ensure digital

continuity and sustain e-government for the benefit of open government and increased

citizen participation.

Local Literature

According to Data Privacy Philippines (2022). The ability of chatbots or learning

computers to adapt to both easy and challenging tasks may determine the direction of

customer care in the future. Stakeholders and politicians should finally be able to identify

ethical and legal issues, solve them, and come up with solutions in order to assure the

security of using chatbots.

According to Imus et al. (2018) Therefore, the supporters conclude that the

Barangay Information Management System for Cities and Municipalities in the

Philippines have a crucial influence in deciding efficient work. The data collected,

including stakeholders, rules, necessary IT equipment, necessary barangay forms, and

Reports are crucial to the conduct of the study because They act as a check to make

sure the results of the study are accurate. At the municipal building and in the barrio, the

ensuing regulations are in effect: an essential component in proving its authenticity and

dependability. The advocate also mentioned the legislation in force in the to make it

possible for the barangay and city hall to carry out the prepared plan system.
 TAGUIG CITY UNIVERSITY 17

According to Manhit (2020) that the bureaucratic obstacles preventing us from

taking use of the advantages of the digital economy must be firmly removed by the

government. Only by cooperation and a steadfast dedication to responsiveness and

openness can we move forward. We would be able to efficiently and effectively address

the genuine needs of residents, particularly the impoverished and underrepresented in

the COVID-19 crisis, through responsive and collaborative government.

According to Maines et al. (2021) Their research of the first year of BOB contacts

has demonstrated the chatbot's potential for prompt and efficient customer redress while

also identifying opportunities to enhance user interactions and broaden BOB's scope.

The scripts of BOB are currently being updated by BSP to improve its efficacy. By

converting individual conversations into data, IPA and BSP will increase the use of

natural language processing to track customer experiences and risks in financial

services. BOB has the potential to be used by the BSP to carry out its mandate under

Republic Act No. 11765, generally known as the Financial Consumer Protection Act,

which grants it the authority to oversee consumer protection compliance and market

behavior.

According to Espey (2018) The article discusses the benefits brought by the

Philippine Statistics Authority, a well-resourced entity that coordinates statistics

production across government, promotes innovation, and ensures timeliness. Despite

the challenges encountered during the initial process of merging four agencies into one

and staff recruitment delays, the executive branch of government's trust in the PSA is

demonstrated by its responsibility in overseeing the new national ID program. The high-
 TAGUIG CITY UNIVERSITY 18

quality financial information used to guide national accounts and tax reform highlights the

importance of an independent statistical office that can effectively coordinate across

government to meet increasing data demands associated with the SDGs.

Synthesis

The integration of Barangay Central Bicutan E-Census and Online Document

Requisition with Chatbot aims to improve the delivery of e-government services to

citizens. Foreign studies have shown that chatbots are gaining popularity in e-services,

but technical challenges and evolving standards must be addressed to facilitate their

adoption. Furthermore, studies suggest the importance of developing standards,

utilizing technology, and modernizing public services to better serve citizens. Local

studies have shown the success of the Barangay Information Profiling System (BIPS)

to assist barangay officials in using household profiling data for budgeting and

developing strategies for improving the community's quality of life and wellness. The e-

barangay framework, a community-based online services software, was also

developed to address the lack of a community-level e-government framework.

Additionally, the Unified Barangay E-Services System was created to improve the

accessibility and efficacy of government services using augmented analytics for data

analysis and presentation.

Foreign literature suggests steps forward in the field of chatbots, such as

developing smaller, more flexible models, improved language models, and improved

evaluation frameworks. Governments should also focus on developing and

implementing quality e-government services to provide better services to citizens.

 TAGUIG CITY UNIVERSITY 19

Other proposed solutions include a document retrieval mechanism called Monarch

Butterfly optimization-based FireFly (MB-FF) to reduce the amount of space used

through the exploitation of repetitiveness in document retrieval and a proposed

UIDOCS system for automating the collection and utilization of census data for e-

governance applications.

Local literature emphasizes the need for ethical and legal solutions to assure

the security of using chatbots for customer care. The Barangay Information

Management System for Cities and Municipalities in the Philippines is crucial for

efficient work, but there is a need for necessary IT equipment, barangay forms, and

reports. The government must also remove bureaucratic obstacles to taking advantage

of the benefits of the digital economy to efficiently address the genuine needs of

residents. The BOB chatbot shows potential for efficient customer redress, and the

Philippine Statistics Authority brings benefits by coordinating statistics production,

promoting innovation, and ensuring timeliness.

To integrate Barangay Central Bicutan E-Census and Online Document

Requisition with chatbot, we propose using the binary search algorithm to efficiently

search and retrieve data from the census database. The algorithm can significantly

reduce search time and improve citizen satisfaction with e-services. Additionally, we

recommend the use of NLP to improve the accessibility and usability of the online

document requisition system.

In conclusion, this chapter provides a comprehensive review of the literature

related to e-government services, chatbots, document retrieval, and census data

 TAGUIG CITY UNIVERSITY 20

collection. The chapter also proposes a solution for integrating Barangay Central

Bicutan E-Census and Online Document Requisition with chatbot using the binary

search algorithm to improve citizen accessibility and engagement with e-services.

CHAPTER III

Research Methodology

This chapter presents a description of the method to be used by the researcher

in this study. The presentation includes the research design, sampling scheme,

description of the respondents, instrumentation, validation of the instrument, data

gathering procedure, and statistical treatment of data.

Research Method Used

To conduct this study, the researchers will use a descriptive and developmental

strategy. In order to be more precise, the researchers will use a descriptive survey

approach to determine the perception of the Integration of Barangay Central Bicutan E-

Census and Online Document Requisition with Chatbot. Simple random sampling is

used to determine frequency and percentage distributions. Mean will be used to

establish a system in accordance with ISO/IEC 25010, evaluate it, and seek suggestions

from barangay staff. Additionally, the researcher will create the system prototype using a

methodical process. The System Development Life Cycle (SDLC) model will be used as

a guide during the process of system analysis and design, and the researcher will use

the project development technique to help them. Prototyping Model is the SDLC

methodology that will be used. Because it allows for active participation, makes it easier
 TAGUIG CITY UNIVERSITY 21

to identify skills that are deficient, offers quick feedback, is flexible, and is cost-effective,

this strategy will be used.

Population Frame and Sampling Scheme

Residents and officials from Barangay Central Bicutan in Taguig City make up

the population for this study.

In order to select participants from among the barangay staff and inhabitants, a

simple random procedure will be used. It means that each person in a bigger population

has a fair and equal probability of being chosen for a smaller sample. This kind of

sampling is the easiest sample selection technique.

To determine the sample size for the respondents, the researchers will use

Slovin's formula, which is a simple random sampling technique that calculates the

minimum sample size needed for a given population.

N
n= 2
1+ N e

Where: n = sample size

N = study population

e = Margin of error
 TAGUIG CITY UNIVERSITY 22

Table 2 shows the percentage distribution of respondents.

Table 2
Percentage Distribution of the Respondents
Respondents Frequency Percentage
(f) (%)

Barangay Staff 10 2.0%

Residents 30 6.0%

IT Practitioners 10 2.0%

Total 50 100%

It can be seen that majority (30) or 6.0% of the respondents are Residents while

Barangay Staff and IT Practitioners each only obtained 10 or 2.0% percentage

distribution.

Research Instruments

The researchers used a questionnaire as the data collection instrument for this

study. Measuring Usability with the use of questionnaire in regard to the overall

evaluation of the application in this research. This will be used to assess the barangay

personnel perception of their workload and the medium was through online means

where the people of the Barangay Central Bicutan is easy to assess.

The survey questionnaires divided into two sections. The first section includes

YES/NO questions for evaluating user requirements and the impact of the developed
 TAGUIG CITY UNIVERSITY 23

online document requisition. Second, the respondents rate the produced system's

degree of acceptability based on its functional appropriateness, performance

effectiveness, usability, portability, security, dependability, and maintainability. The

researcher evaluated the system using the Likert scale in the surveys.

Data Gathering Procedure

In preparation, the researchers will write a letter request written to the Barangay

Central Bicutan Personnel to obtain permission to conduct preliminary interviews,

demonstrate and perform a survey, and evaluate the constructed system.

The survey questionnaire and assessment form will serve as the primary data

sources for this research. The researcher will gather preliminary data using the current

contact-tracing technique. The researcher will either give a presentation and

demonstrate the developed system or create a video demonstrating how the system

functions. After the system demonstration, the researcher will personally distribute

questionnaires. If time restrictions prevent the researcher from personally collecting data,

he or she may think about utilizing Google forms. An assessment form will be completed

and submitted by each respondent. It will then be combined, tabulated, and sorted

before statistical evaluation.

To determine whether all of the data acquired will be pertinent for the research,

the proponents must first compile the study's findings. To assess the information

gathered, identify the applicability of the responses, and assess their impact on the

system, the researcher will make use of statistical methods. In order for the researcher to
 TAGUIG CITY UNIVERSITY 24

provide acceptable and reliable data using frequency and percentage distributions as

well as weighted mean, scaling procedures and formulas will be applied appropriately.

Statistical Treatment of Data

In assessing the outcomes of the information gathered, the researcher will make

use of various statistical tools, including Simple Random Sampling Technique. These

statistical methods are used to evaluate how well the response's description and

appraisal of the proposed system correspond. We employed the following statistical

tools:

1. Simple Random Sampling Technique

A simple random sample is a randomly selected subset of a population. In

this sampling method, each member of the population has an exactly equal

chance of being selected.

This method is the most straightforward of all the probability sampling

methods, since it only involves a single random selection and requires little

advance knowledge about the population. Because it uses randomization, any

research performed on this sample should have high internal and external validity,

and be at a lower risk for research biases like sampling bias and selection bias.

Formula:

Σ fx
Simple Random Sampling=
n

where:

 = Summation Symbol
 TAGUIG CITY UNIVERSITY 25

f = frequency

x = unit weight

n = total number of respondents

1. Four-Point Rating Scale

Table 2 shows the verbal interpretations of the four-point rating scale.

Table 2
Four-Point Rating Scale
Weight Mean Value Verbal Interpretation

1 1.00 – 1.50 Highly Not Acceptable

2 1.51 – 2.50 Not acceptable

3 2.51 – 3.50 Acceptable

4 3.51 – 4.00 Highly Acceptable

2. The Percentage Formula will be used to determine the percentage of how many

respondents agreed with an answer in the questionnaire.

P= ( ab ) x 100
Where:
P = Percentage

A = Amount

B = Total unit
 TAGUIG CITY UNIVERSITY 26

Technical Requirements

A. Hardware Requirements

Laptop or Personal Computer (PC)

A programmable electronic device that receives data, rapidly conducts specified

mathematical and logical processes, and displays the results. Mainframes, desktop

and laptop computers, tablets, and cellphones are all examples of computers in

various shapes and sizes. Analog and digital computers are contrasted.

Software Requirements

Figure 2 – Visual Studio Code

Visual Studio Code, sometimes known as VS Code, is a source-code editor

developed by Microsoft using the Electron Framework for Windows, Linux, and macOS.

Support for debugging, syntax highlighting, intelligent code completion, snippets, code

refactoring, and embedded Git are among the features.

 TAGUIG CITY UNIVERSITY 27

Figure 3 - MySQL

MySQL is an open-source relational database management system (RDBMS) that

is widely used in web development and other applications requiring efficient data storage

and retrieval. It is a powerful tool for managing large volumes of structured data and can

be easily integrated with a variety of programming languages such as Python, Java, and

PHP. MySQL supports various storage engines, including InnoDB, MyISAM, and

Memory, each with its own set of features and performance characteristics. With its

speed, scalability, and reliability, MySQL is a popular choice for building web

applications, e-commerce systems, and other data-intensive solutions.

Figure 4 - Python
 TAGUIG CITY UNIVERSITY 28

Python is a high-level programming language that is easy to learn and widely

used in various fields such as web development, data science, and artificial intelligence.

It emphasizes code readability and simplicity, making it a popular choice for beginners

and experienced programmers alike. Python has a large standard library and a vast

collection of third-party packages that can be easily installed, making it a versatile

language for developing complex applications.

Figure 5 - HTML and CSS

HTML is a markup language that is used to generate static web pages and web

apps. CSS is a style sheet language that is in charge of the display of texts authored in a

markup language.

Figure 6 – JavaScript
 TAGUIG CITY UNIVERSITY 29

Javascript is an interpreted programming language that is lightweight. The web

browser receives the JavaScript code in its original text format and executes it.

JavaScript can be used to add interactive functionality to web pages, such as zooming in

and out or playing audio/video. developing online and mobile applications.

Network Requirements

The system needs to require this network speed below to be accessible and to

use online:

- Broadband or 4G/LTE with a minimum speed of 5 Mbps

API Specifications

REST API – An application is referred to as a REST API (or RESTful API).

Programming interface (API or online API) compliant with REST’s restrictions

interaction with RESTful web services and an architectural style.

B. Project Design

Figure 7 – Chatbot Page

 TAGUIG CITY UNIVERSITY 30

Figure 7.1 – Login Page

Figure 7.2 – Admin

Dashboard
 TAGUIG CITY UNIVERSITY 31

Figure 7.3 – Staff Dashboard

In Figure 7 HTML and CSS are used to create the front-end part of the web

application. It contains a Chatbot Page where the user / resident will chat the chatbot for

requesting documents and a Login Page where the barangay staff and admin can

manage the E-Census database and online document requests. The code for the

Barangay E-Census and Online Document Requisition is contained within Visual Studio

Code.

Diagrams
 TAGUIG CITY UNIVERSITY 32

A. System Architecture

Figure 8 – System Architecture

Figure 8 shows the system architecture of the system, it shows that the user can

request online documents to the chatbot and it notifies the barangay staff and admin as it

searches the user’s name in the E-Census database and the staff can approve or reject

the said document request sent by the chatbot and it will notify the user if their document

request is approved or rejected

B. Data Flow Diagram

B.1. Context Level 0

 TAGUIG CITY UNIVERSITY 33

Figure 9 – Data Flow Diagram of the System (Context Level 0)

Figure 9 shows the basic concept of the system of how the user, staff and admin

interacts with the system. The barangay staff and admin will receive the information

provided by the user that wants to get the documents needed.

B.2 Data Flow Diagram (Level 1)

 TAGUIG CITY UNIVERSITY 34

Figure 10 – Data Flow Diagram of the System (Context Level 1)

Figure 10 shows the data flow diagram of the system that shows how information

flows through the system process. It also presents how the user can request public

documents to the chatbot and how the staff can respond to the document request of the

user depending on what public document the user requested.

C. Proposed Flowchart
 TAGUIG CITY UNIVERSITY 35

Figure 11 – Chatbot Flowchart

Figure 11.1 – E-Census and Online Document Requisition Flowchart

Figure 11 and 11.1 shows the process on how to use the Chatbot for the User

and how to use E-census and Online Document Requisition for the Barangay staff and

admin.
 TAGUIG CITY UNIVERSITY 36

D. Unified Modeling Language (Use-Case)

Figure 12 - Unified Modeling Language (Use-Case Diagram)

 TAGUIG CITY UNIVERSITY 37

Figure 12 shows the unified modeling language diagram of the Barangay E-

Census and online document requisition with chatbot system., in which the data

gathered will be stored in the database, and the overview of the data types and values

received from both residents, staff, and admin.

E. Database Structure (E-R Diagram)

Figure 13 - Database Structure

Figure 13 shows the relationship of the tables used in the system and how they

are connected to each other as datatypes. It displays if what is the status of the

requested document by the user.

 TAGUIG CITY UNIVERSITY 38

F. System Development

Figure 14 – Agile

Development

Planning, When the team decides on the requirements, the work begins. Designers

and developers start working on the project, which aims to produce a useful product.

Requirements, it is crucial to outline the project's commercial potential as well as the

time and materials needed to achieve it. You can evaluate the technical and economic

viability based on these statistics.

Design, once the project has been selected, collaborate with stakeholders to define

needs. You can use a user flow diagram or a high-level UML diagram to show how new

features will operate and relate to your existing system.

Development, the product will undergo numerous phases of improvement, thus its

functionality is simple and modest.

Testing & Deployment, the quality assurance team evaluates the product's

functionality and looks for problems. During this stage, a team is released to work on a

product for the user's workplace.

 TAGUIG CITY UNIVERSITY 39

Maintenance, after the item has been made available. The group gathers and analyzes

feedback on the product in this way.

Algorithm Discussion

G. Comparison of the Algorithm (Strength and Weakness)

Table 2. (Different Algo with Literature Strength and Weakness)

Algorithm Strengths Weaknesses

 Can quickly search  It requires sorted

large datasets data which can be

Binary Search
time consuming and
 Is easy to
resource-intensive
understand and

implement  Is not efficient for

small datasets
 Requires minimal

memory compared  Unsuitable for

to other search searching

algorithms multidimensional

data structures.
 If a target value is

present in the

dataset, it is

guaranteed to find it

APPENDIX A
 TAGUIG CITY UNIVERSITY 40

SURVEY QUESTIONNAIRES

Dear Respondents,
The undersigned is conducting a study entitled “INTEGRATION OF
BARANGAY CENTRAL BICUTAN E-CENSUS AND ONLINE DOCUMENT
REQUISITION WITH CHATBOT”. You are the part of this endeavor by answering the
questions that follow based on your perception and opinion. The confidentiality of your
responses is assured by the researchers

Very truly yours,

Ormita, Raven L.
Magno, Anne Marie R.
Delgado, Justine Harold D.
Navoa, Mike Oliver A.
Researchers

Name (Optional):___________________
IT Practitioners
Local Barangay Officials and Staff
Residents of Barangay Central Bicutan

PART II. Evaluation of Barangay Central Bicutan E-Census and Online Document
Requisition with Chatbot
 TAGUIG CITY UNIVERSITY 41

Instruction: Using scale below, please put a check () to indicate your answer on the
following. Only one check is allowed per item.

Legend:
1 – Highly Not Acceptable
2 – Not Acceptable
3 - Acceptable
4 – Highly Acceptable

Questions Rating Scale

1. Is a barangay information system an 4 3 2 1
effective way to organize barangay
records and documents?
2. Is the requisition of documents 4 3 2 1
through a barangay information system
faster than traditional methods?
3. Can a barangay information system 4 3 2 1
ensure the security and privacy of
requisitioned documents?
4. Does a barangay information system 4 3 2 1
provide a record of all requisitioned
documents and their status?
5. Is a barangay information system 4 3 2 1
capable of handling a large volume of
document requisitions?
6. Can a barangay information system 4 3 2 1
automatically generate notifications for
approved or denied document
requisitions?
7. Does a barangay information system 4 3 2 1
allow for remote requisition of
documents?
8. Is a barangay information system 4 3 2 1
able to track the movement of
requisitioned documents within the
barangay office?
9. Can a barangay information system 4 3 2 1
 TAGUIG CITY UNIVERSITY 42

restrict access to sensitive documents

based on user roles and permissions?
10. Does a barangay information system 4 3 2 1
provide a search function to easily
locate requisitioned documents?
11. Is a barangay information system 4 3 2 1
capable of integrating with other
document management systems used
by the barangay office?
12. The chatbot provides accurate 4 3 2 1
information to the user?
13. A good explanation is explicitly 4 3 2 1
shown in the system?
14. Provides a strong security when 4 3 2 1
accessing the system?
15. The Barangay Officers is familiar 4 3 2 1
with the new online document
requisition?
16. The Barangay Officers understands 4 3 2 1
the benefit of the system to the
residents of the community?
17. Does the organization has the ability 4 3 2 1
to keep the records of the residents
safe?

References

Foreign Study
 TAGUIG CITY UNIVERSITY 43

Ghosh, Shomitro & Bhuiyan, Md & Chowdhury, Raihan & Jabiullah, Md. Ismail. (2020). A
Chatbot-based e-Services for e-Government.
https://www.researchgate.net/publication/342747448_A_Chatbot-based_e-
Services_for_e-Government

Shehu, Jonida & Xhina, Endri. (2020). A semantic search tool for E-government public
services in Albania. International Journal of Computer Science and Information Security,.
18. 123-130.

https://www.researchgate.net/publication/340779426_A_semantic_search_tool_for_E-
government_public_services_in_Albania

Dewi, Lily & Wibowo, Adi & Immanuel, Ngakan. (2018). E-census Implementation: A
Case study in Naikoten II, Kupang, Indonesia. MATEC Web of Conferences. 248. 05003.
10.1051/matecconf/201824805003.

https://www.matec-conferences.org/articles/matecconf/pdf/2018/107/
matecconf_estic2018_05003.pdf

Porreca, Simone & Leotta, Francesco & Mecella, Massimo & Vassos, Stavros & Catarci,
Tiziana. (2018). Accessing Government Open Data Through Chatbots. 10.1007/978-3-
319-74433-9_14.

https://link.springer.com/chapter/10.1007/978-3-319-74433-9_14

Sonurlekar, Anushree & Kerkar, Arpita & Sharma, Anukeerti & Pires, Joel & Dessai,
Amita. (2022). Automated Electronic System for Census Process. international journal of
engineering technology and management sciences. 48-52.
10.46647/ijetms.2022.v06i05.007.

https://www.researchgate.net/publication/
363915770_Automated_Electronic_System_for_Census_Process

Local Study

Lacasandile, Angelique & Abisado, Mideth & Labanan, Rogel & Abad, Lalaine. (2020).
Development of an Information-Based Dashboard: Automation of Barangay Information
Profiling System (BIPS) for Decision Support towards e-Governance. 68-75.
10.1145/3421682.3421691.

https://www.researchgate.net/publication/346794234_Development_of_an_Information-
Based_Dashboard_Automation_of_Barangay_Information_Profiling_System_BIPS_for_
Decision_Support_towards_e-Governance
 TAGUIG CITY UNIVERSITY 44

Bringula, Rex & Vale, Mark & Napolis, Jenard & Oliva, Franklin & Serna, Daniel. (2022).
E-Barangay: A Framework for a Web-Based System for Local Communities and Its
Usability. International Journal of Electronic Government Research. 18.
10.4018/IJEGR.288071.

https://www.researchgate.net/publication/357334023_E-
Barangay_A_Framework_for_a_Web-
Based_System_for_Local_Communities_and_Its_Usability

Solivio, Bare, Castro, Robas & Estember. (2021). An Adaptation of Industry 4.0:
Modifying the Implemented Queuing System in Philippine Statistics Authority Applying
Monte Carlo Simulation.

https://ieomsociety.org/proceedings/2021monterrey/459.pdf

Jr, Rogelio. (2021). Design and Implementation of a Hybrid Barangay Information

Management System. International Journal of Computer Science and Mobile Computing.
10. 24-48. 10.47760/ijcsmc.2021.v10i05.004.

https://ijcsmc.com/docs/papers/May2021/V10I5202111.pdf

Pastoril, Jerico. (2023). Unified Barangay E-Services System with Augmented Analytics.
10.5281/zenodo.7796703.

https://www.researchgate.net/publication/369762287_Unified_Barangay_E-
Services_System_with_Augmented_Analytics

Foreign Literature

Caldarini, Guendalina & Jaf, Sardar & McGarry, Kenneth. (2022). A Literature Survey of
Recent Advances in Chatbots. 13. 41. 10.3390/info13010041.

https://www.researchgate.net/publication/
357839467_A_Literature_Survey_of_Recent_Advances_in_Chatbots

Sarangan, Balachandran & Sarangan, Rishaana. (2023). A Study on E-government

Service Quality and Effectiveness of E-government Services in Selected Divisional
Secretariats. Journal of Economics, Management and Trade. 35-51.
10.9734/jemt/2023/v29i31082.
https://www.researchgate.net/publication/368583285_A_Study_on_E-
government_Service_Quality_and_Effectiveness_of_E-
government_Services_in_Selected_Divisional_Secretariats
 TAGUIG CITY UNIVERSITY 45

Kayest, Mamta & Jain, Sanjay. (2019). Optimization driven cluster based Indexing and
matching for the document retrieval. Journal of King Saud University - Computer and
Information Sciences. 34. 10.1016/j.jksuci.2019.02.012.

https://www.sciencedirect.com/science/article/pii/S1319157818310930

Dutta, Ajay & Devi, Mandalika & Arora, Manish. (2019). Design of UID based Online
Census System for Electronic Governance Applications. 10.13140/RG.2.2.35363.91682.

https://www.researchgate.net/publication/
333507050_Design_of_UID_based_Online_Census_System_for_Electronic_Governanc
e_Applications

Porogo, Keneilwe & Kalusopa, Trywell. (2021). A strategic framework for digital
preservation in the context of e-government in Botswana public service. Journal of the
South African Society of Archivists. 54. 83-101. 10.4314/jsasa.v54i1.7.

https://www.researchgate.net/publication/
355991911_A_strategic_framework_for_digital_preservation_in_the_context_of_e-
government_in_Botswana_public_service

Local Literature

Data Privacy Philippines. (2022). The Future of Customer Service: On Chatbots and
Data Privacy

https://www.privacy.com.ph/the-future-of-customer-service-on-chatbots-and-data-
privacy/

Kevin, John & D., Elmer & Angelica, Mary & L., Romulo. (2018). Barangay Management
Information System (BMIS) for Cities and Municipalities in the Philippines. International
Journal of Computer Applications. 180. 33-36. 10.5120/ijca2018916441.

https://www.ijcaonline.org/archives/volume180/number19/imus-2018-ijca-916441.pdf

Manhit, D., (2020). Need: digital infrastructure, e-governance. Philippine Daily Inquirer

https://opinion.inquirer.net/131157/need-digital-infrastructure-e-governance

Liang, Y., Maines, M., Mazer, R. (2022). In the Philippines, Chatbots Help Consumer
Voices Be Heard by Financial Institutions. Innovations for Poverty Action.

https://poverty-action.org/blog/philippines-chatbots-help-consumer-voices-be-heard-
financial-institutions
 TAGUIG CITY UNIVERSITY 46

Espey, J., Bersales, L., Sojo, E., Neuner, J. (2018) Improved data governance leads to
better economic outcomes for Philippine citizens. TReNDS.

https://www.sdsntrends.org/research/2018/11/5/case-study-philippines-statistics-
authority