Chapter I PROJECT SCOPE AND OBJECTIVE Introduction The rapid growth of technology

has contributed a lot to the continuous progress of all classes of industry. However, some sectors
today seem to be left behind in adapting the use of different methods to allow progress on their
part. Nowadays, business people define the applications and problems to be solved by the
computer. Unfortunately this potential has not been fully recognized or even adequately realized
in some business. It is because users may not fully understand the capabilities and limitations of
modern computer technology. Computerization is a control system that manages processes in the
industrial workplace. It reduces human errors and processing time, thus it can boost productivity
and result in a high quality of production. This can result in a system well integrated process that
can perform much faster and more accurate than the manual system. The Computerized
Barangay Information System is appropriate for use of barangay employees, who have access to
profile information of barangay residents for the direct reports. Moreover, departmental
organizational staffs which have a business need for this information for their business unit can
also benefit. This is responsible for an effective and efficient approach for barangay employees
and residents. It will help them accomplish tasks faster and would

10. 2 also eliminate the need of a large staff. It will provide profile-based information for
residents. Thus, the researchers proposed Computerized Barangay Information System for
Barangay Poblacion, Danao City that will give safer storage, fast retrieval of files, maintains
reliability and accuracy, and faster tracking of the files. Proposing software for the records is
very useful to the staff, from hand written records and manual issuing of barangay clearance,
certificates and other barangay issuance. Situational Analysis The system used by the officials
from Barangay Poblacion in Danao City is a manual-based process for all services to its
constituent. The staff encountered difficulties and long procedure in retrieving, recording,
computing and processing. Thus, this proposed Computerized Barangay Information System
maintains residents records as complete and up-to-date as possible and as easily accessible for
verification, monitoring and reference purposes based on the available residents‟ census data
kept by the client Barangay. A great help for them to lessen their work and a secured keeping of
all data. Computerized Barangay Information System Records hope to enhance the way of
managing, issuing certificates and keeping all the residents confidential records.
11. 3 Location of the Study Brief History Barangay Poblacion is located at Beatriz Village and
has a population of 9,090 residents as per record in the year 2016 and 8,710 in the year 2010.
Poblacion has a land measurement of 131 in hectares and 324 in acre. Figure 1. Location of the
Study

12. 4 System Overview Objective The main goal of the study is to develop a Computerized
Barangay Information System that can automate the record-keeping process in order to produce
efficient and accurate reports and proper automated files management. Furthermore, the system
will be able to secure residents confidential records, to easily update resident‟s profile, provides
backup database of all records and to issue certificates/permits and other related records. In
addition, the software product is compiled using Windows XP operating system and is written in
visual basic 6.0; a member of Microsoft Integrated Development Environment applications. The
software product supports Windows XP, Vista, 7, 8 and 10. Features Below are the main features
of the proposed system. Login is the procedure used to get access to an application and this
would ask for the username and password. Files Button contains the data that are being recorded
especially for official purposes. E.g. Certificates, Permits and other Barangay Issuance. Backup
and Restore Button, backup refers to the copying of files or databases to a secondary site for
preservation in case of equipment failure or other

13. 5 catastrophe; restore refers to bring back the files and to put back into a former or in an
original state. Quick Search Button is a search engine that operates on material stored in a digital
database and it allows to search the recorded data in the database. User Account Button is a
location in a database used to store a username, password, and other information, that can be
used in logging in the system. Temporary Lock Button will allow the end user to be temporarily
locked from his/her current work without logging-out. To resume from his/her current work, end
user must enter his/her password. Print is a process for reproducing text and images using a
master form or template; this allows printing files like certificates, permits and other barangay
issuance. Saved Button is to copy data from a temporary area to a more permanent storage.
Furthermore, all the data will be stored in a single string which will be put back into the
database. Purok Button displays how many purok are there in the barangay and displays also the
registered residents in every purok. Organizational chart and list of employees displays the
current names of the barangay officials and it contains their specified position.
14. 6 Load Event is the part of an application that is responsible for loading preferences and also
responsible for preparing the database to connect to the application. Limitations The system will
only cover records like certificates, permits and other barangay issuances. Product
Characteristics The barangay information system consist of the following characteristics:
Maintainability The software can be easily maintained. End users may run an antivirus for the
computer where the software product is running. Furthermore, the software product requires a
running and updated OS. In addition, trained personnel who can handle the software product is
highly recommended. Thus, the program has the ability to maintain security of the database.
Dependability It will help the user in making their job easier and can lessen their time. The end
users can secure the files by putting credentials where only the authorized personnel can access.

15. 7 Efficiency The software is designed by the researchers that it can achieve the required
needs of the end users. It can save time in record retrieval, filing and other processes. It is faster
and dependable than doing the manual recording. User - Friendly The software is designed for
the end users to be able to understand easily, effectively and efficiently without deep
instructions. Significance of the Study The significance of the study is very timely for wherein
technology is getting bigger and in demand. The proposed system will have a significant effect
on both the residents of the barangay and barangay employees who manage the system as well as
the barangay itself. The implementation of the system will change the methods and process that
the barangay is accustomed to for keeping their files. This will also ensure that all the records
will be intact and updated. The system will also create a census-based environment to monitor
the population of the locale. The barangay will also be assured that the file will be protected and
safe for it will require authorization before someone can access the system.

16. 8 Barangay Officials The one who manages the files and information of the barangay for it
will bring easy access to the data they need. This will also eliminate tons of papers they usually
keep and allow the system to store it in such a manner that can be easily accessed. Residents It
will be easy for them to access their records if there are some changes to be done on their part. It
will also be easier for them to request some information and services because of the information
that barangay have about them. This will also assure the residents that their information is
properly secured and maintained through the use of the proposed system. Future Researchers The
ideas presented may be used as a reference data in conducting new research. The outcome of the
study will serve beneficial to the neither present researchers or the future researchers for their
cross-reference that will give them a background or an overview. This study may be one of the
bases where a new theory in learning will arise. Researchers In order to increase the personal
knowledge of problem solving and contributing to that of humanity, developing skills and
interests in programming.

PROJECT ORGANIZATION

On smaller projects, more than one function can be managed by one person. On larger projects,
large teams may be needed to accomplish the work within the function.

Project Sponsor
The project sponsor is outside the day-to-day operations of the project and has the organizational
authority to provide resources and overcome barriers for the project. The project sponsor is
typically a leader in the parent organization with an interest in the outcome of the project. As a
leader in the parent organization, the project sponsor can provide input into the project scope and
other documents that define project success. The guidance and support from the project sponsor
enhances the ability of the project to successfully meet the parent organization’s objectives.

Southern Training Center Organization

A training organization in South Carolina assigned a project sponsor to every project. For
smaller projects, the regional manager fulfilled the role of project sponsor. On larger, more
complex projects, the operations manager was the project sponsor. The vice president was the
project sponsor of the three or four most complex projects, and the president was the project
sponsor only on projects with a high degree of political risk. This approach to assigning project
sponsors assured that each project had an organizational advocate that could address barriers and
provide direction and resources. The project sponsor, in this organization, developed a
relationship with a senior representative of the client organization, reviewed monthly reports, and
conducted thorough quarterly reviews.

Project Manager

Project managers often have the breadth of responsibility associated with corporate chief
executive officers (CEOs). The project manager facilitates the start-up of a project and develops
the staff, resources, and work processes to accomplish the work of the project. He or she
manages the project effectively and efficiently and oversees the closeout phase. Some projects
are larger than major divisions of some organizations, with the project manager responsible for a
larger budget and managing more risk than most of the organizational leaders. A mining
company that builds a new mine in South Africa, an automobile manufacturer that creates a new
truck design, and a pharmaceutical company that moves a new drug from testing to production
are examples of projects that may consume more resources in a given year than any of the
organization’s operating divisions.

The function of the project manager can vary depending on the complexity profile and the
organizational structure. Defining and managing client expectations and start-up activities,
developing the scope, and managing change are functions of the project manager. On some
projects, the project manager may provide direction to the technical team on the project. On
other projects, the technical leadership might come from the technical division of the parent
organization.

Although the functional responsibilities of the project manager may vary, the primary role is
consistent on every project. The primary role of the project manager is to lead, to provide a
vision of success, to connect everyone involved in the project to that vision, and to provide the
means and methods to achieve success. The project manager creates a goal-directed and time-
focused project culture. The project manager provides leadership.

Project Control

In general, project controls is both the planning function and the function that tracks progress
against the plan. Project control provides critical information to all the other functions of the
project and works closely with the project manager to evaluate the cost and scheduling impact of
various options during the life of a project.

Sometimes accounting functions such as payroll, budgeting, and cash management are included
within project controls. On larger projects, accounting functions are typically separate because
the accounting culture tracks expenses to the nearest penny, and cost estimating and tracking by
project controls can often be off by hundreds and sometimes thousands of dollars. The lack of
definitive information necessitates the development of cost estimates within ranges that are often
inconsistent with accounting practices. Separating these two functions allows each to operate
within their own accuracy comfort zone. The following are typical activities included within the
project controls function:

Estimating

Tracking costs

Analyzing trends and making projections

Planning and scheduling

Managing change

Tracking progress against schedule

The project controls team gathers this information from all the functions on the project and
develops reports that enable each functional manager to understand the project plan and progress
against the plan at both the project level and the functional level. On large complex projects,
some project managers will assign project controls professionals to work within the major
functions as well as the project management office. This approach allows each function to plan
and track the function’s work in more detail. The project controls manager then coordinates
activities across functions.

Project Procurement

The approach to purchasing the supplies and equipment needed by the project is related to the
complexity profile of the project. A small project with a low complexity level may be able to use
the procurement services of the parent organization. In an organization where project resources
reside in various departments, the departments may provide the supplies and equipment each
team member of the project may need.
EXTERNAL INTERFACE

Purpose

To identify and document the interfaces to other systems and external

entities within the project scope. These types of interfaces are classed as
subsystem interfaces.

For interfaces to systems that are internal to the organization, plan for the
following:

 Simple -- 8 hours per interface,

 Medium -- 16 hours per interface,

 Complex – 24 hours per interface.

For interfaces to systems that are outside the organization, plan for the
following:

 Simple -- 16 hours per interface,

 Medium -- 32 hours per interface,

 Complex – 48 hours per interface.

This is used to estimate the effort required to identify and document the
interfaces to other systems and external entities within the project scope. The
effort to identify and document the external interface requirements includes
defining business elements for each external interface.

Define External Entities

Prepare a Business Context Diagram showing the primary relationships which

exist between the area under study and the external entities it deals
with. Prepare a narrative description for each interface. For each interface
determine the:
 media,

 format,

 timing and/or frequency,

 size.

Make notes of any interfaces that cross technology environments or have

special technical features, unusually high transaction rates or volumes, or
other unusual characteristics. Also note any technology standards that must
be met, such as X.500.

Consider characteristics of systems under development and future

systems. Identify any interdependencies or constraints associated with the
interface, such as communications protocols, special devices, standards, or
fixed formats.

Estimate Communications Traffic

For each external interface, develop an initial estimate of the communications

traffic across the interface.

Source

Project experience.

Assumptions

This assumes that a simple interface involves 10 or fewer business elements,

a medium interface involves 11 to 20 business elements, and a complex
interface involves more than 20 business elements. A business element is
defined as a grouping of items made up of attributes. An example of a
business element is “address,” which includes the attributes of “street
number,” “street,” “city,” “state,” and “zip code.”
The level of complexity to define the external interfaces may be impacted by
the following:

 similarity of technology environments,

 organizational politics,

 special technical features or unusual characteristics,

 future development plans,

 complex interdependencies or constraints.

If an interface is inside an organization, normally it is simpler because

communication is easier. However, if there is little communication in the
organization, it would be treated as an interface to a system outside of the
organization.

ROLES AND RESPONSIBILITIES

Successful projects are usually the result of careful planning and the talent and
collaboration of a project’s team members. Projects can’t move forward
without each of its key team members, but it’s not always clear who those
members are, or what roles they play. Here, we’ll describe five roles – project
manager, project team member, project sponsor, executive sponsor and
business analyst – and describe their associated duties.

Project Manager
The project manager plays a primary role in the project, and is responsible for
its successful completion. The manager’s job is to ensure that the project
proceeds within the specified time frame and under the established budget,
while achieving its objectives. Project managers make sure that projects are
given sufficient resources, while managing relationships with contributors and
stakeholders.
Project manager duties:

 Develop a project plan

 Manage deliverables according to the plan
 Recruit project staff
 Lead and manage the project team
 Determine the methodology used on the project
 Establish a project schedule and determine each phase
 Assign tasks to project team members
 Provide regular updates to upper management

Project Team Member

Project team members are the individuals who actively work on one or more
phases of the project. They may be in-house staff or external consultants,
working on the project on a full-time or part-time basis. Team member roles
can vary according to each project.

Project team member duties may include:

 Contributing to overall project objectives

 Completing individual deliverables
 Providing expertise
 Working with users to establish and meet business needs
 Documenting the process

Project Sponsor
The project sponsor is the driver and in-house champion of the project. They
are typically members of senior management – those with a stake in the
project’s outcome. Project sponsors work closely with the project manager.
They legitimize the project’s objectives and participate in high-level project
planning. In addition, they often help resolve conflicts and remove obstacles
that occur throughout the project, and they sign off on approvals needed to
advance each phase.

Project sponsor duties:

  Make key business decisions for the project
 Approve the project budget
 Ensure availability of resources
 Communicate the project’s goals througout the organization

Executive Sponsor
The executive sponsor is ideally a high-ranking member of management. He
or she is the visible champion of the project with the management team and is
the ultimate decision-maker, with final approval on all phases, deliverables and
scope changes.

Executive sponsor duties typically include:

 Carry ultimate responsibility for the project

 Approve all changes to the project scope
 Provide additional funds for scope changes
 Approve project deliverables

Business Analyst
The business analyst defines needs and recommends solutions to make an
organization better. When part of a project team, they ensure that the
project’s objectives solve existing problems or enhance performance, and add
value to the organization. They can also help maximize the value of the project
deliverables.

Business analyst duties:

 Assist in defining the project

 Gather requirements from business units or users
 Document technical and business requirements
 Verify that project deliverables meet the requirements
 Test solutions to validate objectives