Web-Based Management System with SMS and e-mail Notification for Binan Tricycle Franchising

and Regulatory Board

Alfred J. Paldez*1, Ryan R. Pintucan2, Erica S. Sere3

*1College of Computer Studies, Trimex Colleges, Biñan Laguna, Philippines

[email protected]
2
College of Computer Studies, Trimex Colleges, Biñan Laguna, Philippines
[email protected]
3
College of Computer Studies, Trimex Colleges, Biñan Laguna, Philippines
[email protected]

Abstract: Binan Tricycle Franchising and Regulatory Board (BTFRB) is an agency of the City Government of Binan
under the City Community Affairs Office which is responsible for circulating, overseeing, executing and managing
compliance of policies, laws, and regulations of tricycle services. The office is situated at POSO office, BC3
Building, Brgy. Zapote, Binan City, Laguna. The management is under the supervision of Mr. Ronaldo Roscain.
There are 4,450 registered tricycle franchises which are members of 45 TODA and with an average client of 30
tricycle operators and drivers in a day. The most frequent violation that is being violated for the past five years were
Invalid or No Franchise and Illegal Parking at Poblacion and San Antonio respectively.

Keywords: Process management; Integrity checking; Information systems applications

1. INTRODUCTION serve the citizens of Biñan by developing a system which

will be beneficial both for the BTFRB staff and the tricycle
operators and drivers in our project titled "Web-Based
Since tricycle operations are often the source of income Management System with SMS and e-mail Notification for
for many of the locals, the BTFRB is doing their best to Biñan Tricycle Franchising and Regulatory Board."
accommodate all the transactions in their department, but
despite their hard work, there are still factors that need to be
improved. BTFRB still uses a manual process in recording
their transactions thru a logbook. For a renewal of a 1.1 Existing BTFRB transaction process
franchise, all approved franchises were filed on the
Franchising Logbook, and all approved application for
Dropping the Franchise were recorded on the Dropping
logbook. With this kind of record keeping, the Franchising
Manager has difficulty in monitoring the status of all the
registered tricycle franchise such as: expired, renewed,
canceled and transferred franchises. For the list of
violations, all tickets that were issued on that day will be
recorded on the Violation logbook including the monitoring
of payment.

The Violation manager has difficulty in monitoring

records especially in checking the status of the payment thus
sometimes resulted to the processing and approval of the
renewal of a tricycle franchise even if the applicant has a
pending violation that needs to be settled. BTFRB staff also
experienced unreadable data, and some of the pages were
already deteriorated due to a long period of being used. This
manual process resulted in long queuing due to the retrieval
of records. Renewal of franchise is time-consuming for the
applicants since they need at least two working days for the
processing for the renewal of their tricycle franchise because
it requires actual inspection of the tricycle. The first day is
the submission and checking of the requirements and the
second day is the inspection of the tricycle. With these Fig. 1. Existing BTFRB Process
problems, the proponents would like to help the BTFRB to
Figure 1. Shows the current process flow of BTFRB. All
transactions are manual and recording and keeping of record
is thru logbook only.

Fig 4. Violation Logbook

Fig 4. Is where all the violations are recorded.

Payment is also recorded in this logbook.

Fig 2. Franchising Logbook 2. DESIGN OF THE STUDY

Fig 2. Is used in recording the approved tricycle

Franchise. It includes the name of the franchise, TODA
membership, date of approval, assigned body number of the
tricycle and ticket number. Once the certificate is issued, it
will be received by the tricycle operator.

Fig 5. System Architecture

Fig 5. Shows the different components of the Web-Based

Management System for BTFRB. There will be users like
Fig 3. Dropping Logbook the Administrator, who administer users account, can access
all the module in the system. Franchising Manager who
The Dropping Logbook is used in recording the
handles the application, renewal, and updating of a franchise
approved dropping such as transfer of TODA, Change from
and print the certificate once an application is approved.
Hire to Private, Change of Ownership and transfer.
Requirement Checker who checks the requirements
submitted and manage the sending of e-mail or SMS once
all the requirement is correct and complete. Violation
manager who administers the updating of violations and
payment. The Enforcer Module handles violators that are
apprehended. Client Module, it handles client applications
and inquiries.
 spreadsheet site involves at least one computer(s) having
somewhere around one PC processor, memory, information
stockpiling and a system specialized gadget (e.g. a system
connector). The web-server is designed to transmit a
spreadsheet web application to a client figuring gadget (e.g.
a PC, cell phone, and so on.) having an internet browser
through the web. The spreadsheet web application is
arranged to program the internet browser of the registering
gadget to show and execute a spreadsheet web application
having different highlights and usefulness, including at least
one of a different structure segment and review board, a test
information include, line by line working of a spreadsheet
without a beginning framework of lines and segments, an
installed spreadsheet include, an implanted worksheet show
inside a line highlight, or any blend of these highlights.

Fox and Tye (2016), said that Web-based are

accessible to one or more clients using the internet. For
Fig 6. Network Design Infrastructure
instance, client frameworks may utilize an internet browser
Fig 6. Shows the network design infrastructure of to get to at least one electronic applications that are running
Web-Based Management System for Biñan Tricycle and on a server framework. The Connection between the
Franchising Regulatory Board. There is only one server that program and an electronic application might be viewed as a
caters all the system of the BTFRB. The server provides the session, for example, a hypertext exchange convention
proposed system in which the client will be using for (HTTP) session. Data about the session, which can be
tricycle franchise and the violations monitoring. Most of the alluded to as session state data, might be put away at the
borrower is using Google Chrome and Mozilla Firefox as server framework. Every application on the server
their internet browser running in Windows 10. Most of the framework with which the program communicates might be
hardware components used are i3 models. related with its own unmistakable session (i.e., between that
application and the program) with its very own session state
data. A first web application with which the program is
associating and for which a session is set up may exchange
control of the program communication to a second web
application. This exchange may happen for any number of
reasons. Notwithstanding, it might be troublesome or
unimaginable for the primary web application to share the
session state data with the second web application.

Fong, Ng and et.all (2017) said that present

creation gives a framework that encourages intelligence and
web-based access. Amid activity, the framework executes a
content which naturally gets to at least one sites. While
executing the content, the framework recovers client
particular information related with a client. The framework
at that point utilizes the client particular information to get
to an objective site. While getting to the objective site, the
framework gets an intelligence in which the framework
presents to the client. The framework at that point gets a
reaction to the intuitiveness for the client, and advances the
reaction to the site.

According to c (2018) web-based information gives

Fig 7. Database Schema a lot of benefits to technology. Since we can use broadband
connections anywhere we can access the computer
2. LITERATURE AND STUDIES
everywhere. This is one of the advantages that people can
Web-Based Management Systems receive information in their most convenient way. The main
objective is to maintain and publish data by using HTTP.
According to Thomas (2015) Strategies,
frameworks and articles of fabricating of making an Short Message Service (SMS)
electronic spreadsheet utilizing an online spreadsheet
application. A web-server facilitating an electronic
 According to Clarke et. All (2014) one especially passed the email innovates fast and most of the phones that
helpful way in sending a message of e-mail is through short people use have access on the internet which has an email
message (SMS) messages. SMS is a framework that is on it and was called smartphones. Because smartphones is
utilized for sending short instant messages (i.e., 160 capable of receiving and sending email wherever we are.
characters or less) over remote systems. Numerous cell
gadgets and cell organize bearers supports SMS. However, According to Asghar (2014), there are an average
such providers normally charge clients for SMS messages. of 109 billion business-related emails last 2014 and this
In addition, such, SMS warning messages may not be shown 2018 there are 140 billion emails. He mentioned that many
by remote specialized gadgets like a customary SMS instant professionals have no time in reading their email, therefore,
message, since the gadget naturally responds to such the email should be short and key points should be put on
messages (i.e., surveys for the new email messages) without the top.
including the client. Clients might be especially Starr et.all (2015), sending questionnaire through
disappointed with being charged for SMS messages they email is more efficient compared to sending it through
didn't know they were accepting. postal because the reply on their survey is faster and at a low
Barker (2015) said that 31 years ago since text cost.
message has been part of the modern age. E-mail has a big Vdovin (2017) said that email is commonly used as
role on how SMS evolved. The first text message was sent a way of communication in the workplace. The advantages
by a PC on 1992 and later SMS enabled phone was of email are it is free and no additional payment is required
introduced by Nokia. 9000i Communicator a phone with a in sending and receiving a message. Sending email is simple
full keyboard was produced by Finnish company on 1997. and quick. You can archive your email for reference, it is
On 1999 exchanging of SMS across networks become also paperless. You can access files and information and can
possible. access it anywhere. However, for the disadvantage, email
Middleton (2016), said that today, SMS is the most has no personal touch. It can cause misunderstanding and
widely-used data application in the world, with 81% of may contain viruses. Some emails might be disregard and it
mobile phone subscribers using it. Moreover, SMS has needs maintenance because more messages will enter your
become more than just a way to text with friends — it also mailbox.
lets us receive updates and alerts, keep track of our finances, Tshabitscher (2018), said that electronic mail is one
send email, and much more. Sierra Middleton, (Feb.17, of the modern ways of communication. It replaced telephone
2016) calls in offices and other agencies. It is a digital message
According to Osman and et.all (2018), A Web- and instead of using a pen a paper you used your computer
based System with SMS notifications was developed to or phone in composing your message.
inform information of their reservations to the customer. 3. THE BTFRB WEBSITE
The purpose of developing an SMS notification is to reduce
the cost and time consumed, which is beneficial for the
client and their customer.

Lee (2018) said that the present innovation

identifies with a framework for recognizing interruption
ahead of time by utilizing an SMS notification which will be
beneficial in transmitting information during emergency
situations and sending the rescue signal.

According to Fendelman (2018), Short text

messages allows a message to be sent from one cellphone to
another or from the internet to a cell phone. Sending text
messages does not require a lot of money however if you
Fig 8. Home Page of the System
don’t have a cell service you cannot send a message. There
is no notification if the text messages being sent was The figure above shows the home page of the
received or read. There is also a limitation on the characters system once access in the internet.
about 70 to 160.

Electronic Mail

Carson (2014) said that in 1993 the human’s way

of communicating has been changed because of the email.
The traditional way of sending letters is through postal
carriers but the introduction of email give as the fastest way
of sending letters by just clicking the send button. As time
Fig 9. Log-in Page Fig 12. Application for New Franchise
The figure above shows the log-in page of the
member.
The figure above shows the application form for
new registration of franchise. Once submitted, this will be
automatically sent to the Requirements Checker for
verification.

Fig 10. Sign-up Page

The figure above shows the Sign-up Page for those who Fig 13. Application for Renewal or Updating of franchise
doesn’t have existing account. Here the e-mail address will
be verified.
The figure above shows the application form for
the renewal and updating of franchise. Once submitted, this
will be automatically sent to the Requirements Checker for
verification.

b) Approval of Applied Franchise

Fig 11. E-mail verification

The figure above shows that e-mail should be

verified upon registration on the system.

Fig 14. Approval of Applied Franchise

The second objective of the study is to design a
module that will manage franchise such as.
The figure above shows wherein all pending for
a) Application for new, renewal and updating of
approval is listed. Requirement Checker can verify the
franchise.
application, by clicking on the items.
 The third objective of the study is to design a
module that can Manage Violations such as.

a. Can add, update and delete violations and violators.

Fig 18. Add Violations

The figure above shows wherein the Violation

Manager add violations.
Figure 15. Manage Penalties

The figure above shows wherein all violators is

listed and the status of their violations.

Fig 19. Delete and Update Violations

The figure above shows wherein the Violation

Manager delete violations if no longer existing and can
Fig 16. Add Penalties update violation for any changes in coverage or in penalty
The figure above shows wherein the Violation fee.
Manager can input the penalties occurred by referring to the b. Check Violations
issued ticket of the enforcer.

Fig 20. Check Violations

Fig 17. Delete, Update Payment and Update Penalty

The figure above shows wherein the operators can
view their committed violation including the penalties that
they need to pay.
The figure above shows wherein the Violation
Manager delete the violators, update payment by in-putting The fourth objective of the study is to design a module
the amount paid by referring on the OR as proof of payment, that will not allow tricycle operators to renew or update
and can also update the penalty. their franchise if they have existing violation.
 The figure above shows the auto e-mail notification
received by the client. It informs the schedule for
inspections.

The sixth objective of the study is to design a

module that will generate reports such as.

a. Penalty Reference

Fig 21. - Message Box for Unsettled Violation

The figure above shows that the tricycle operator

cannot proceed with the updating or renewal of his account
since he has a unsettled violation.

The fifth objective of the study is to design a

module that will automatically sends SMS and e-mail
notification once the request is approved.

a. SMS Notification’ Fig 23. Penalty Reference

The figure above shows that it can generate List of

Issued Tickets.

4. SUMMARY AND CONCLUSIONS

Summary

Web-Based Management System with SMS and e-mail

notification for Biñan Tricycle Franchising and Regulatory
Board is a website that gives tricycle operators of Biñan a
convenience in renewing and updating their franchise. It
Fig 22. SMS Notification also helps them to know the amount of violation they
incurred. For the management side, it will help them to
The figure above shows the auto SMS notification efficiently manage and monitor the applications and the
received by the client. It informs the schedule for breaches of the tricycle operators.
inspections.
Based on the survey conducted, the website is the best way
b. E-mail Notification to help the BTFRB on the problems they are encountering.
The website provides services such as; management page
and a client page which allows them to manage the daily
transactions of this government agency efficiently.

Conclusion

Based on the aims of the study and the results of the

evaluation of the following outcomes were drawn;

1) Web-Based Management System with SMS and e-mail

Notification of Biñan Tricycle Franchising and Regulatory
Board is now accessible using the internet browser, both for
the BTFRB and its clients.
Fig 23. E-mail Notification
2) The website allows their clients to apply for the renewal
and updating of their franchise. The implementation of this [8] Lee, Hyung Gin. "System for detecting intrusion in
website allows their clients to save time during the advance using sms notification service and system
application of their franchise. and method for notifying rescue signal." U.S.
Patent Application No. 15/553,010.
3) The system helps the management to monitor the
violators easily; thus it will help them to save time and [9] Fendelman, Adam. “SMS Texting: What Is It and
process the application quickly. What Are Its Limits?” Lifewire, Dotdash, 21 May
4) The system helps the management to check those with 2018, www.lifewire.com/definition-of-sms-text-
unsettled violations easily and will not be allowed to renew messaging-578676
their franchise.
[10] Carson, Lindsay Patton. “6 Advantages of Email.”
5) The system automatically sends SMS and e-mail Udemy Blog, Udemy, 21 May 2018,
notification to the applicant once their application is blog.udemy.com/advantages-of-email/.
approved.
[11] Asghar, Rob. “The Art of The Effective Business
6) Generating reports with the help of internet browsers is
Email.” Forbes, Forbes Magazine, 13 June 2014,
convenient and flexible for printing Violations, Certificates,
www.forbes.com/sites/robasghar/2014/06/12/the-
Audit Trail and other related reports.
art-of-the-effective-business-email/
#3846034b7875.

REFERENCES [12] Starr, Kathryn, et al. "SMS text pre-notification and

delivery of reminder e-mails to increase response
[1] Fox, Gregory A., and Timothy T. Tye.
rates to postal questionnaires in the SUSPEND
"Transferring session state information between
trial: a factorial design, randomized controlled
two or more web-based applications of a server
trial." Trials 16.1 (2015): 295.
system." U.S. Patent No. 9,497,247. 15 Nov. 2016.
[13] Vdovin, Anton. “The Advantages and
[2] Thomas, Peter. "Systems, methods and articles for
Disadvantages of Email.” DeskAlerts: Alerting
a web-based spreadsheet application." U.S. Patent
Software, Alert Software, 21 Sept. 2017,
No. 9,910,843. 6 Mar. 2018.
www.alert-software.com/blog/the-advantages-and-
disadvantages-of-email.
[3] Fong, Spencer W., et al. "Using interactive scripts
to facilitate web-based aggregation." U.S. Patent
[14] Tschabitscher, Heinz. “Email Means 'Electronic
No. 9,563,718. 7 Feb. 2017.
Mail,' and Is Widely Used All Over the World.”
Lifewire, Lifewire Blogs, 24 Aug. 2018,
[4] Clarke, David James, Harshad N. Kamat, and
www.lifewire.com/electronic-mail-overview-
David Jaray Hanson. "Email SMS notification
1164107.
system providing selective server message retrieval
features and related methods." U.S. Patent No.
8,655,319. 18 Feb. 2014.

[5] Barker, Ian. A Short History of Text Messaging.”

BetaNews, 16 July 2015,
betanews.com/2015/07/16/a-short-history-of-text-
messaging/.

[6] Middleton, Sierra. “Driving While Intexticated.”

Sierramiddleton, 17 Feb. 2016,
sierramiddleton.wordpress.com/2016/02/17/driving
-while-intexticated/

[7] Osman, Mohd Nizam, et al. “Online Car Rental

System Using Web-Based and SMS Technology.”
Journal of Computing Research and Innovation,
Journal of Computing Research and Innovation, 29
Jan. 2018,
crinn.conferencehunter.com/index.php/jcrinn/articl
e/view/51.