Republic of the Philippines

NUEVA ECIJA UNIVERSITY OF SCIENCE AND TECHNOLOGY

Main Campus, Sumacab Este, Cabanatuan City
College Of Information and Technology

Barangay Information
Management System

Submitted by:
Arquero, Angel Jean B,
Bondad, Tyrine Jade A.
Garcia, Lovely
Table of Contents

Chapter 1:

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2

Statement of the Problem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2

Conceptual Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3

Significant of the studies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Definition of Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Review of Related Literature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-6

Chapter 2:

Agile Methodology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Chapter 3:

Requirements Analysis. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . 8

Designing

I. Use case
Diagram. . . .. . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . .. . . . . . . .9
II. Context
Diagram. . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .. .10
III. DFD level
1. . . . . . .. . . . . . . . . . . .. . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . .11
IV. DFD level 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
12
V. Normalization.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13-
15
VI. ERD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
VII. Data Dictionary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . 17-
19

Coding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . .

Testing and Debugging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

QA Tester

I. White Box. . . . . . .. . . . . . . . . . . . . .. . . . . . . . . . . . . . . .. . . . . .. . . .. . . . . . . . .. . . . .. . . . .

1
 II. Gray Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . .
III. Black Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 4

Summary and Conclusion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Recommendation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . . .

Introduction:

Nowadays, where the computer and the technology are very critical and online
communication is part of daily life, the people who are using it all over the world are different.
Most of the Barangays that we worked with were on paper, but they all knew that day by day the
population of their barangay was increasing. In the past it was easy to use paper because there
were fewer residents and it was easier to manage them.

The barangay of Guisad had fewer residents in the previous years, making it easier to
manage all of the residents’ paper work. However, as time passed, the population of Barangay
Guisad grew, and the Barangay was unable to keep up with the residents record and data. This
made the management challenging due to the larger population. But with the aid of computers, it
would greatly improve the time and result you will get compared to manual labor or work done
by hand. Researchers will be proposing an information system that will change all their existing
manual system into a more accurate and competent Barangay information Management System.
With this proposed System, it will help them save time while also ensuring that the data’s that
are being input were accurate.

The purpose of this system Is to help the Barangay Guisad in making their work faster
and easier. due to the manual nature of the process, the researchers develop a Barangay
Information Management System to meet the need of the barangay in storing and maintaining its
records. It will be in charge of keeping the data, prevent redundancy of work, and takes less time
and effort to make the master list and search specific data for some important purposes.

Statement of the problem:

Currently, Barangay Guisad uses a manual System. The barangay typically keeps its data
on paper, handwritten list of each person’s name who resides in a barangay household. Secretary
will locate each record individually while tracking it down requires lots of time. This document
needs to be stored safely because it is crucial for several reasons. The Information Management

2
System of the aforementioned barangay is the main topic of this study. The barangay clearance is
carried out by the barangay secretary. Until now, they have relied on a manual process to provide
all the services to their constituents. They handle transactions manually every day. Before
completing the task, constituents who request it must go through a lengthy process. For storing
files, updating and accessing data. They use folders and a log of papers. In retrieving, recording
and processing data,

the staff encountered difficulties and a lengthy procedure. As a result, the researchers proposed
the Barangay Information Management System, which will provide safer storage of financial
records, faster file retrieval, reliability and accuracy, and faster file tracking.

Conceptual framework:

The Barangay Information Management System is a system that can be accessed by

multiple users. The user may register, learn schedule of events, access allowable demographic
information. It allows any authorize person to view all the personal data and the request of the
barangay residents in the system. It will guide the first user on how to access the system.

INPUT PROCES OUTPUT

User data
Sreservatoin of Barangay
clearance file barangay Information
records of data clearance Management
data recidents requesition System
materials

Significance or the study:

This study is intended to various set of people who could benefit in the system. The result of this
study will be beneficial to the following

Barangay Chairman/administrator- can check easily all of the information and records of
his/her barangay residence.

Secretary/co-admin- can help to facilitates barangay work and to provide more services to all
residents.

3
Residents- the main advantage of the Barangay Information Management System is time saving.
Residents will only make one trip to the barangay officers to finalize and make sure that the data
that they have input in the system are all correct and accurate. Thus, if residents require services
the process would be easier as their data is already stored in the system.

Researcher- will learn which documentation requirements are necessary from the local
government agency

Future researcher- can get an idea and find related studies and compare it to their own word

Definition of Terms:

Users – refers to persons who will used the system they are the administrator, municipal
personnel and barangay personnel

Data- is information that has been translated into a format that is efficient for transmission or
processing

Database- is information configured for easy access, management, and updating. Computer

databases typically store data aggregation records or files that contain information such as sales
transactions, customer data, financial and product information.

System- is a combination of software, hardware and telecommunication networks for

collecting useful data, especially in an organization

Administrator- Review the proposed system and the work of the students conducting the
research. The administrator is the one who reviews the work of each group or student.
Operator, a person responsible for running a business, organization, etc.

4
Review of Related Literature

GIS Application for Local Government Revenue

Fiscal decentralization – the devolution of revenue mobilization and spending powers to lower
levels of government – has become a main theme of local governance in recent years (Fjeldstad
2005). Local revenue mobilization has the potential to foster political and administrative
accountability by empowering communities (Shah 1998). Many local government areas are
financially weak and rely on financial transfers and assistance from the central government
(Brosio 2000). Moreover, the revenue collection administrations are often inefficient and large
amounts of revenues are left uncollected whiles that collected are sometimes inappropriately
managed (Fjeldstad 2005). If the local governments are able to generate a lot of revenue
internally some of the funds can be used to undertake development projects in their respective
assemblies instead of relying solely on the Central Government. There is therefore the need to
improve the Internal Revenue Mobilization in order to meet targets set.

Geographic Information System (GIS) and Information Technologies (IT) have become effective
tools for the administration of a decentralized government and for the mobilization and
management of resources all over the world. They provide the framework for all forms of spatial
data storage, data retrieval, and analysis, display, reporting and modeling (Jensen 2002).

survey of Information Technology Use for Municipal Infrastructure Management

As municipalities increasingly rely on computer-based systems and data management,
information that was traditionally exchanged through human communications can now be
exchanged electronically through computer-to-computer data exchange. This requires much
more formal specifications and agreements to govern these data exchanges (Zeb et al., 2012).
Computer-based information retrieval operates through the use of software that can offer
information services for an institution or organization. It is powerful and convenient builder for
simultaneous growth in society and industries. An information service provides a way to
electronically access, retrieve, and transmit that information (Imus et al., 2018).

 
Integration of Municipal Infrastructure Asset Management Processes: Challenges and
Solutions

Interesting and creative uses of IT in municipalities has been under-reported as there has been a
major emphasis on for-profit entities. System integration, GIS, and other applications of IT

5
create challenges and opportunities that seem unique to local governments. With the new GASB
34 that mandates state and local government information reporting, smart and creative IT
application in critical. We discuss these points and our observations from interviewing the IT
managers from some local governments (Olsen et al., 2010). As in business, leaders and
management in government recognize that investment in IT for the sake of technology is not
wise. Rather, they are concerned about acquiring systems that work well with one another.
Particularly in areas like law enforcement and emergency services, integration of current stand-
alone systems is a top priority (Black 2008).

Management Information system for local government

Communication activities are mainly described as delivering, deploying and improving relevant
information presented to public. Information submitted by information provider needs to be
understood by the public so that what information provider means can be accepted and
implemented. Recommended media is providing digital media communication that is public
information boards combined with web-based applications as a means of announcing
information managed by the administrator, as well as the SMS gateway as a means of receiving
feedback and information requests from the public. The information can be delivered in the form
of information about education, health, agriculture, religious activities (Salim 2013).

Ashiagbor, B.(n.d..) GIS Application for Local Government Revenue.[Link]

Froese, T. Vanier, D. Zeb, J.(2012,January). survey of Information Technology Use for

Municipal Infrastructure Management. [Link]
Survey_of_information_technology_use_for_municipal_infrastructure_management

Biere, A. Sjo,J.(n.d).Management information System for Local Government.

[Link]

Halfawy,M.(n.d). Integration of Municipal Infrastructure Asset Management Processes:

Challenges and Solutions.
[Link]
nt_Processes_Challenges_and_Solutions

6
Agile methodology

7
Requirements Analysis:

8
 Barangay information
Management System

Manages system
Barangay
Chairman
Register/login

Approve registration

Residents

Manage residents account

Update/edit user
information

Secretary

Use case Diagram:

Use Case diagram shows how the three (3) actors to include Barangay Chairman, Barangay
Secretary, Barangay residents interact with the Barangay Information Management System. The
Barangay Chairman at the same time the administrator manages the system users. He will
provide residents registration. He can also view and generates reports through the system.

The Barangay Secretary will be in charge of the receiving, process and properly organizing
of resident’s data and information.

9
 Barangay residents can register their own profile for proper recording and send request

Context diagram:

Barangay
Chairman

Username
password
Reports
Request

Residents Secretary

Resident’s personal
profile Updates
report
Requests
Request
Details
Barangay
information
Managemen
t system

context diagram defines the boundary of the system, its setting and objects that interact with it. It
shows the individual that provides data into the system. The Barangay information Management
System will process and verify the username and password entered by the user. Request made by the
user will be directed on the system admin, which will be accepted and processed by the Barangay
Chairman or the Secretary.

10
DFD LEVEL1

List of
information Information
Information
Manage Details
Details New info List of
Barangay
Update information information
details

Residents
Barangay
Captain

Manage
Residents
information

Generate
Barangay
Certificatio
n

Barangay
Secretary

11
DFD LEVEL 2

Barangay
Captain

Information
Database Barangay
Barangay
Secretary
Residents

List of
New info
information

Manage
Barangay Manage
Information Residents
Information

12
 Normalization:

Barangay Government System

Barangay Bondad Has a New Barangay Captain Ms. Lovely Garcia. The New appointed Captain
of the Barangay ordered to fill out their Names, House number, Age, Contact, place of birth,
Zone, type of Residence, educational attainment, IP,4ps, Occupation, Date of birth As we live in
the modern age technology, Captain lovely issued to use internet to make a website that can
stored their information and easy to register.

Brgy Ad Name Ho A Conta Place Dat Typ occu Zone( Educ IP 4ps
admin min use g ct of e of e of patio purok ationa
posit nu e birth birt resi n ) l
ion mb h denc
attain
er e
ment
Lovel Syst Arquero 320 2 09559 Manil 10/2 Resi Stud 1 Unde N/ N/
yGarci em , Angel 1 2 98707 a, ph 2/00 dent ent rgrad A A
a B. 4
Ad
min
Tyrine Bara Reeves, 330 3 09067 New 1/23 Gun Selle 2 Colle n/a n/a
Bonda ngay Keanu 5 2 57523 York, /89 shop r ge
d Sec. 2 US own Grad
er uate
Jones, 301 5 09097 Renfre 6/2/ Dor Busi 3 Maste n/a n/a
Idiana 2 6 83212 w, 90 m ness ral
3 Canad own degre
Man
a er e
Marites, 331 3 09548 Bonda 3/3/ Resi Hous 4 High Ig Ne
Marie 0 0 36229 d, 80 dent ewife Scho or 23-
C. 7 Bagui ol ot 782
o Grad 304
Torres, 331 2 09235 Sta 10/1 Resi Stud 4 under n/a n/a
Chino 0 2 84475 rosa, /01 dent ent grad
C. 2 N.E
Tiglao, 403 2 09543 Caban 04/2 Resi Bake 4 Unde n/a Sf2
Arvee 4 5 93932 atuan, 5/02 dent r rgrad 3-
B. 3 N.E 232
132
Iskipipa 503 1 09773 Bonda 02/1 Brot Man 5 Colle n/a n/a
y,Batute 2 8 54852 d, 4/99 hel ager ge
D. 2 Batan Ow grad
gas ner
Shelby, 350 2 09327 Birmi 08/2 MA Hitm 2 Elem gy N/
Thomas 5 7 19675 ngham 8/88 FIA an entar ps A
9 , UK y y
grad

13
 We can see the table is being unnormalized form. It can cause the data to redundancy or
repetitive so as a Data administrator we should Normalize the table and give it a simple work.

1ST NF
admin_I pos_ID Position NameId lastname Middlename firstname age houseid housenum DoB pobID PoB ResidenceID residence occupat
D
admin ZoneID Zone Contact_ Education_I Educ_attain IP_ID IP 4ps_id 4ps
id D

Identify the Partial and Transitive

PARTIAL

admin_ID, admin

Pos_ID, Position

NameId,lastname,middlename,firstname,age,Dob,Contact_ID(Transitive)

ResidenceId, Residence, occupation(transitive)

ZoneID, Zone

HouseId, Housenum

PobID, Pob

2ND NF

IDENTIFY THE PARTIAL DEPENDENCY

Adminstrator- admin_ID, admin

Positions, pos_ID,Position

Name- NameId, lastname,middlename,firstname,age

Residence-ResidenceId,Residence

Zone-ZoneID,Zone

House-HouseId, Housenum

Place of Birth – PobID, Pob

Education- Educatio_ID, educ_attain

14
IP- IP_ID,IP

4P’s – 4ps_id, 4Ps

3RD NF

IDENTIFY THE TRANSITIVE DEPENDENCY

Birth– DoB_ID, DateofBirth

Residence – Occupation_ID, Occupation

Name- Contact_ID,Contact

Administrator- admin_ID, admin

Positions, pos_ID,Position

Name- NameId, lastname,middlename,firstname,age

Residence-ResidenceId,Residence

Zone-ZoneID,Zone

House-HouseId, Housenum

Place of Birth – PobID, Pob

Education- Educatio_ID, educ_attain

IP- IP_ID, IP_num

4P’s – 4ps_id, 4Ps

3.5 NF

YOU CAN INPUT THE OTHER ENTITY THAT WILL LINKED

OFFICIALS- Admin_ID, admin, ZoneID, NameId,4P’s_ID

NAME- Namedi, lastname, middlename, firstname, age, HouseId, ResidenceId, PoB_ID,

Contact, IP_ID, Education_ID

15
 NOTATION

As we identify the partial and transitive dependency and give them their own table, now we use
Notation to understand if there’s a table partial dependency.

IP

4ps POSITION

PLACE OF BIRTH DATE OF BIRTH

ADMINISTRATOR
HOUSE

ZONE

NAME

EDUCATION OCCUPATION
ATTAINMENT

CONTACT

RECIDENSE

16
DATA DICTIONARY:
tblBirth
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
DoB_ID Int(11) PK AUTO The primary key
INCREMENT
DateOfBirth DATE Representing the
users date of
birth

tblOccupatio
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
Occupation_ID Int(11) PK AUTO The primary key
INCREMENT
Occupation Varchar(255) Representing the
occupation of the
user

tblContact
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
Contact_ID Int(11) PK AUTO The primary key
INCREMENT
contact Int(11) Representing the
contact number
of the user

tbladministrator

FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION

AND SIZE
Admin_ID Int(11) PK AUTO The primary key
INCREMENT
Admin Varchar(255) Representing the
system admin
ZoneID Int(11) FK Linked to the
table zone
NameId Int(11) FK Linked to the
table name
4P’s_ID Itn(11) FK Linked to the
table 4P’s

tblpositon
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE

17
 Pos_ID Int(11) PK AUTO The primary key
INCREMENT
Position Varchar(255) Representing the
position of the
user

tblName
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
NameId Int(11) PK AUTO The primary key
INCREMENT
Firstname Varchar(255) Representing the
first name of the
user
Middlename Varchar(255) Representing the
middle name of
the user
Lastname Varchar(255) Representing the
last name of the
user
Age Int(11) Representing the
age of the user
HouseId Int(11) FK Linked to the
table house
ResidenceId Int(11) FK linked to the
table residence
PoB_ID Int(11) FK Linked to the PoB
Contact Int(11) Representing the
contuct number of
the user
IP_ID Int(11) FK Linked to the table
IP
Education_ID Int(11) FK linked to the table
education

tblResidece
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
ResidenceId Int(11) PK AUTO The primary key
INCREMENT
Residence Varchar(255) Representing the
residence

tblZone
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
ZoneId Int(11) PK AUTO The primary key
INCREMENT
Zone Varchar(255) Representing the
zone

tblHouse
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
HouseId Int(11) PK AUTO The primary key
INCREMENT
Housenum Varchar(255) Representing the

18
 house number of
the user

tblPOB
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
PobID Int(11) PK AUTO The primary key
INCREMENT
Pob Varchar(255) Representing the
user’s place of
birth

tblEducation
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
Education_ID Int(11) PK AUTO The primary key
INCREMENT
Educ_attain Varchar(255) Representing the
educational
attainment of the
user

tblIP
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
IP_ID Int(11) PK AUTO The primary key
INCREMENT
IP Varchar(255) Representing the
to which tribe
the user belong

tbl4P’s
FIELD DATA TYPE KEY CONSTRAINTS DESCRIPTION
AND SIZE
4ps_id Int(11) PK AUTO The primary key
INCREMENT
4ps Varchar(255) Representing the
control number
of the user’s 4ps
card

19