EasyDocs: A Barangay Document Request System

Francis Nathaniel J. Arcega Luis M. Jabonalla Matthew Jay G. Perlada

Department of Computing and Department of Computing and Department of Computing and
Information Technology Information Technology Information Technology
NU Dasmariñas NU Dasmariñas NU Dasmariñas
Tel. +63 9670173056 Tel. +63 9196475555 Tel. +63 9380438956
[email protected] [email protected] [email protected]

Jems Manuel R. Malonda Trisha Mae Q. Santiago

Department of Computing and Department of Computing and
Information Technology Information Technology
NU Dasmariñas NU Dasmariñas
Tel. +63 9202110058 Tel. +63 9561672228
[email protected] [email protected]

ABSTRACT forms, and patiently wait for their requests to be processed.

EasyDocs is a barangay document request system that offers a However, with the advent of technology and the increasing demand
digital transformation in document retrieval processes, simplifying for efficient public services, many barangays have embraced the use
the experience for residents and enhancing operational efficiency of digital solutions, such as the Barangay Document Request
for barangays. This paper was conducted as the developers made an System.
interview with the barangay captain of barangay Sampaloc 1 to
assess the problem with their community. The issue surfaced when Through EasyDocs, the residents can now request various
the barangay captain states that Sampaloc 1 still uses manual barangay documents easily. The system allows them to provide
transactions. Manually managing barangay documentation and necessary information, upload required documents, and specify their
requests may result in errors and slow processing time. The preferred method of payment for their needed document.
barangay can still utilize the traditional method of transaction; Furthermore, the system also benefits barangay officials and
However, modern technology would be significantly beneficial. It employees by automating and organizing the document management
would not only eliminate manual transaction, but it would also save process. It helps reduce paperwork, minimize errors, and enhance
time and reduce the span of the overall process. As a result, the data security, ensuring that confidential information is handled
research came up with the Document Request System as the appropriately and protected from unauthorized access.
objective of accelerating the process, specifically requesting of
barangay documents. This system design to eliminates manual 1.1 Objectives of the study
labor while also making transactions more manageable, making The general objective of the study is to develop a barangay
operations and processes more efficient. information management system in barangay Sampaloc 1.
Specifically, the study is aimed to:
Keywords 1. Design a Barangay Document Request System with the
following features:
Barangay document request system, digital transformation,
barangay Sampaloc 1. a. An application form was necessary to be filled out.
b. Choose document type (Cedula, Barangay clearance,
1. INTRODUCTION and Barangay ID)
Barangays are the main local authority in the active communities c. Payment record
of the Philippines. They have an important role in meeting the 2. Create an application using various tools:
needs of their citizens and providing basic services. One important a. Java (Programming Language)
aspect of barangay administration is the management of documents b. XAMPP (Database)
and records, which are necessary for various purposes such as legal
transactions, certifications, and proof of residency. The
1.2 Manageability
management of documents and records, which are essential for
The document request system facilitates citizen requests for
several purposes such as barangay clearance, certificate, IDs, proof
specific personal documents, streamlining the application process
of residency, and other barangay documents.
by assisting users in filling out forms, selecting documents, and
making payments. The system enables barangay officials to
Traditionally, obtaining these documents from the barangay office
confirm, validate, cancel, and review past transactions.
required residents to personally visit the barangay hall, fill out
 However, there is still a limitation on the developed system. effective. The objectives of this research study involve designing a
Users can only submit requests and make payments for the system using Visual Code and Android Studio for Android/IOS
documents they need, without additional functionalities beyond cross-platform Nodes and developing a system that assists
this basic scope. barangay personnel in easily determining household profiles using
Node.js/php language cross-platform for Android/IOS via Firebase
SDK (realtime-database) and CSS scripts for the front end. The
2. REVIEW OF RELATED LITERATURE research design employed for this development study was of a
developmental nature. [1]
A. Implementing Document Management System (DMS)
Technology in Barangay Paligui, Apalit, Pampanga
This study is about a proposed solution called the "Document 3. EASE OF USE
Management System" is intended to address these issues, with 3.1 User Website Features
Barangay Paligui in Apalit, Pampanga selected as the model. Users will encounter four navigation menus in the header,
Through the utilization of the Kanban Agile Methodology and including options such as home, about, contact, and request. Upon
extensive literature reviews, an open source system called DMS entering the website, their initial navigation will lead them to the
was conceptualized. Its primary objective is to provide a home page. As they scroll down, they will discover instructions on
centralized document management system that can be accessed by how to utilize the barangay documents request system, along with
any barangay officials using their office desktop computers and buttons to initiate their document requests and a section dedicated to
mobile phones. To accomplish this, OwnCloud is employed as the frequently asked questions. The second menu option is labeled
infrastructure for secure storage and file sharing, while a "about," where users can access information about barangay
customized user interface is developed using HTML, CSS, Sampaloc 1, including their mission and vision. The third menu,
JavaScript, and PHP. The system underwent evaluation by the users labeled "contact," offers users the ability to reach out to the
who found it to be useful and accepted for regular use. The barangay administration, visit barangay Sampaloc 1's Facebook
objective of the project is to introduce a Document Management page, and obtain the location details. Finally, the last menu item,
System (DMS) in a selected barangay, specifically Barangay "request," enables users to request specific barangay documents.
Paligui in Apalit, Pampanga. This implementation aims to provide This section involves completing necessary details, selecting a
the management with a secure storage system for documents, preferred payment option, and subsequently visiting the barangay to
ensuring fast retrieval, maintaining reliability and accuracy, and collect the requested documents.
adopting a modern approach that reduces the reliance on paper and
minimizes work slowdowns by utilizing computers as the primary 3.2 Admin System Features
medium for managing records. [3] The admin system of the Barangay Document System is designed
to be user-friendly and easy to use. It provides a clear and organized
B. BALANGAY: A Web-Based Document Request and Home Dashboard that gives an overview of the system's functions.
Incident Reporting System with Decision Support for The admin can easily access user information, see pending and
Barangay Program Development approved requests, and check request statistics. The system allows
The advent of E-Government systems has brought about the admin to view and manage pending requests, as well as see a list
significant transformations in the delivery of public services, of requests that have been approved. A detailed record of all
making them easily accessible. Inspired by this innovation, the requests is available, showing user details, types of documents
researchers aimed to contribute to this advancement by creating a requested, submission dates, and request statuses. The admin can
system called "BALANGAY," which aims to enhance generate reports to track the income from transactions made through
accessibility to barangay services for constituents. The study's the system. Finally, there is a log-out option to ensure the admin's
primary objectives revolved around establishing a centralized account is secure. These features make it simple for the admin to
database for barangays and designing modules to streamline manage requests, access information, and generate reports in the
barangay processes. Additionally, a crucial aspect was the Barangay Document System.
development of an incident heatmap to aid barangay officials in
formulating improved programs and project developments. The
study employed a combination of qualitative and quantitative 4 METHODOLOGY
research methods, incorporating interviews and survey
questionnaires. The development process was guided by an 4.1 Software Development Life Cycle (SDLC)
iterative waterfall methodology. [2] Agile SDLC Model was selected as the preferred Software
Development Life Cycle (SDLC) methodology for the project.
C. Mobile-based Household Profiling System for a Barangay in This decision was driven by several factors, including its inherent
Quezon, Philippines flexibility, iterative nature, and proven ability to effectively
The Barangay Profiling System represents a modern accommodate and respond to evolving project requirements. The
technological advancement that simplifies the search for each
project aims to foster a more responsive and efficient
resident's profile. The Mobile-Based Household Profiling System,
development process, and ultimately, successful project
specifically designed for Barangay Guinhawa in Quezon, Quezon,
aims to establish the profiles of every household within the outcomes.
research area. Implementing this system would bring numerous
benefits to the local government unit by providing easy access,
storage, and updates to the information through the developed 4.2 Activities and Timeliness
system. Compared to the manual processes previously employed The project activities and timelines were structured as follows:
by the barangay, this system is considerably more efficient and
  Months 1 and 2 were dedicated to planning and evaluation encompassed various crucial aspects of the system,
requirement gathering. including security, maintainability, functional suitability,
 Months 3 and 4 focused on analysis and design. performance efficiency, compatibility, usability, reliability, and
 Months 5 and 6 were allocated for implementation and portability. Each of these areas was meticulously examined to gauge
testing. the system's effectiveness and identify any areas that required
 Throughout the entire duration of the project, from improvement or optimization. By conducting this evaluation, the
Month 1 to Month 6, documentation was consistently development team could ensure that the Document request system
carried out. met the necessary standards and requirements of Barangay
Sampaloc 1, ultimately resulting in a robust and reliable system that
4.3 Resource Requirements effectively serves its purpose in the community.
The reading resources for this project include an internet article,
while the software utilized comprises Android Studio (IDE), Java TABLE 1: Security
(Programming Language), and XAMPP (Database). Additionally, Variable Respon N Mean Interpretatio
a complete desktop system and an android application was dents n
employed as the hardware for the project. Confidentialy End 25 4.36 Highly
User Acceptable
4.4 Expected Output Integrity IT 25 4.4 Highly
The expected result includes the effective implementation of the Experts Acceptable
Barangay Sampaloc 1 document request system, ensuring the Non Reputation Subject 25 4.32 Highly
quick and easy processing of document requests, as well as the Matter Acceptable
delivery of complete project documentation that contains relevant Expert
information and details regarding the project's development, Accountability 25 4.24 Highly
planning, and execution. Acceptable
Security 25 4.33 Highly
(Overall) Acceptable
5 RESULTS AND DISCUSSION
The implementation of the Barangay Document Request System TABLE 2: Maintainability
has gained positive results and significant improvements in the Variable Responden N Mean Interpretatio
efficiency and effectiveness of document processing within the ts n
barangay. This section presents the key findings and discussions Modularity End User 25 4.36 Highly
based on the evaluation of the system's performance. Acceptable
Improved Accessibility and Convenience Reusability IT Experts 25 4.4 Acceptable
The Barangay Document Request System has greatly enhanced Analysability Subject 25 4.32 Acceptable
accessibility for constituents seeking various documents from the Matter
barangay office. Through the system, residents can now submit Expert
document requests online and reduce waiting times in physical visit Modifiability 25 4.24 Acceptable
in the barangay. The system provides a user-friendly interface, Testibality 25 4.33 Highly
allowing residents to easily navigate through the process and Acceptable
submit their requests conveniently from anywhere with an internet Maintability 25 4.184 Acceptable
connection. (Overall)
Enhanced Transparency and Accountability
TABLE 3: Functional Suitability
EasyDocs promotes transparency and accountability in
Variable Responden N Mean Interpretatio
document processing. Residents can track the status of their
ts n
requests in real-time, providing them with visibility into the
progress and estimated completion times. This increased Function End User 25 4.28 Highly
transparency builds trust between the barangay and its residents. Completeness Acceptable
Additionally, the system can recording all activities and actions Function IT Experts 25 4.28 Highly
taken during the document processing, which can be reviewed by Correctness Acceptable
the admin in website for admin panel. Function Subject 25 4.32 Highly
Appropriateness Matter Acceptable
Efficient Record-Keeping and Reporting Expert
The Barangay Document Request System facilitates efficient Functional 25 4.293 Highly
record-keeping and reporting. All document requests and their Suitability Acceptable
corresponding actions are stored electronically, creating a (Overall)
comprehensive database for future reference. The system enables
the generation of reports on request statistics, processing times, and TABLE 4: Perfomance Efficiency
document types, assisting barangay officials in monitoring Variable Responden N Mean Interpretatio
performance and identifying areas for further improvement. ts n
Project Evaluation Time Behavior End User 25 4.08 Acceptable
In the development of the Document request system for Barangay Resource IT Experts 25 4.12 Acceptable
Sampaloc 1, a comprehensive project evaluation was conducted to Utilization
thoroughly assess the system's performance and suitability. The Capacity Subject 25 4.12 Acceptable
 Matter
Expert The research findings evaluate the Document Request
Perfomance 25 4.107 Acceptable System for Barangay Sampaloc 1 across various aspects. The
Efficiency system performs well in terms of security, maintainability,
(Overall) functional suitability, performance efficiency, compatibility,
usability, reliability, and portability.In terms of security, the system
TABLE 5: Compatibility ensures the confidentiality, integrity, non-reputation, and
Variable Responden N Mean Interpretatio accountability of sensitive information
ts n .Maintainability ratings indicate that the system is highly
Co Existence End User 25 4.4 Highly acceptable in terms of modularity and testability, but there is room
Acceptable for improvement in reusability and modifiability.Functional
Interoperability IT Experts 25 4.36 Highly suitability ratings highlight that the system effectively meets
Acceptable functional requirements and expectations.Performance efficiency
Compatibility Subject 25 4.38 Highly ratings indicate that the system performs adequately in terms of
(Overall) Matter Acceptable response time, resource utilization, and capacity.Compatibility
Expert ratings demonstrate that the system can seamlessly operate and
interact with other systems or components.Usability ratings reflect
TABLE 6: Usability that the system is user-friendly, intuitive, and accessible.Reliability
ratings demonstrate that the system is reliable, available, and has
Variable Responden N Mean Interpretatio
fault tolerance and recoverability capabilities.Portability ratings
ts n
indicate that the system is adaptable, installable, and replaceable in
Appropriate End User 25 4.44 Highly
different environments or platforms.
Recognizability Acceptable
Overall, the evaluation findings emphasize the system's
Learnability IT Experts 25 4.52 Highly
strengths in security, functional suitability, usability, reliability, and
Acceptable
portability. Areas for improvement include maintainability and
Operabilty Subject 25 4.32 Highly performance efficiency. These insights will guide further
Matter Acceptable enhancements to meet user needs and expectations.
Expert
User Error 25 4.4 Highly
Protection Acceptable User Feedback and Satisfaction
Accessibility 25 4.36 Highly Feedback from users indicates a high level of satisfaction with
Acceptable the Barangay Document Request System. Residents appreciate the
Usability 25 4.376 Highly convenience, speed, and transparency provided by the system. The
(Overall) Acceptable user-friendly interface and clear instructions have contributed to a
positive user experience. The system's effectiveness in meeting
residents' needs and improving document processing efficiency has
been well-received and has garnered positive feedback from the
TABLE 7: Reliability community.

Variable Responden N Mean Interpretatio

ts n
6 CONCLUSION
In conclusion, the research indicates that the implementation of an
Maturity End User 25 4.52 Highly
online document request system yields significant advantages and
Acceptable
benefits. The findings reveal that the system greatly enhances
Availability IT Experts 25 4.32 Highly
accessibility and convenience by allowing individuals to submit
Acceptable
requests remotely through an internet connection, resulting in
Fault Tolerance Subject 25 4.2 Highly substantial time and effort savings. Moreover, the research
Matter Acceptable
demonstrates that the system effectively streamlines processes by
Expert reducing manual paperwork and automating various tasks, leading
Recoverability 25 4.28 Highly to improved efficiency and speed.
Acceptable
Reliability 25 4.33 Highly The 24/7 availability of online platforms has been found to be
(Overall) Acceptable particularly advantageous, as it enables individuals to submit
requests at their convenience, without being limited by traditional
TABLE 8: Portability office hours.
Variable Responden N Mean Interpretatio The inclusion of tracking features in online systems has also been
ts n shown to positively impact user experience, enabling applicants to
Adaptibility End User 25 4.4 Highly monitor the progress of their requests and engage in direct
Acceptable communication with relevant authorities. Furthermore, the research
Installability IT Experts 25 4.44 Highly highlights the environmental benefits of transitioning to online
Acceptable document requests, as it significantly reduces paper usage and
Replaceability Subject 25 4.44 Highly contributes to sustainability efforts. Overall, based on the research
Matter Acceptable findings, the implementation of an online document request system
Expert
Portability 25 4.427 Highly
(Overall) Acceptable
is recommended as it offers a more efficient, accessible, and
environmentally friendly solution that benefits both individuals and
organizations.
 7 REFERENCES

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