Taguig City University
Chapter I
1. Introduction
Spending time on storing and organizing paper documents is increasingly seen
as bad idea. Not only is there a risk of physical copies getting lost and damaged,
but we’re also responsible for keeping them on file. Every year in Taguig City, the
city records such as ordinance, resolution, memorandum of agreement & others,
are just stored or placed in a physical storage like cabinet that were prone to
damage and being misplace. Eventually, the large increasing numbers of city
records may cause different problems like the uncontrolled growth of city records
that will make the employee of Taguig city record section encounter difficulty in
finding a specific document in a large storage.
The development of Records Office Application Solution intends to show
how the system work, the technology, organizations, and the relationships
among them. The system method contributes a lot mostly for an individual who
are working at a certain company, with in volute searching of file.
Company Background
The Taguig City Record Section is located at Tuktukan Taguig City,
headed by Mrs. Erlinda R. Cabagay. The Office mission is to be an effective
keeper of the following documents like City Ordinance, City Resolution, Barangay
Communication, Transportation Concern and Committee Chairmanships.
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Chapter II
Hierarchical Order Function
2. Organizational Chart
2.2 Organizational Function
Chief Record Section
The one who are responsible for managing those records as part of
accomplishing the Department's mission and ensuring compliance with laws and
regulations.
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Administrative Assistant II
Assistant of the Chief Record Section who are also responsible for
managing those records as part of accomplishing the Department's mission and
ensuring compliance with laws and regulations.
Administrative Aide I
The employees who encodes, log, search and receive documents like City
ordinance, resolution, etc.
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Chapter III
Requirement Analysis
3.1 Problem Definition
Manual document filing is very time consuming. Not only do you have to
organize and store the files, hunting down the information when it is need can
take time. It can take anywhere from minutes to hours to hunt down a file,
depending on how well your organization is.
3.1.1 General Problem
The Record Section is currently keeping the city records in a physical
storage like cabinets, were all of the city records are kept from past years and to
the present. Due to the massive growth of the documents, the employees of
Taguig city record section encounters the difficulty in retrieving a specific
document, which takes too much time in retrieving the document. And lastly, it
needs bigger physical storage like cabinet were the city records were stored.
3.1.2 Specific Problem
Time consuming in retrieving the files
Requires more physical storage for the documents
Manual sorting of documents
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3.2 Objectives
In order to become more competitive many businesses could improve the
effectiveness of their innovation process and as a result of this strategy improve
the deployment of scare resources in an effort to provide greater customer
satisfaction.
3.2.1 General Objectives
The proponents intend to upgrade the record’s office information and
releasing process that the client would like to innovate into a computer based
system that will make the searching, storing and sorting of every records in the
city of Taguig.
3.2.2 Specific Objectives
To provide search box/search engine to look for a specific file
To store document in a secured database in a digital format to minimize
the numbers of physical storage
To have an archiving function where old data and files will be stored.
To develop a system which will fit even in mobile devices.
To develop a system with an audit trail to monitor all transactions and
modification in the records.
To sort files in alphabetical display, date etc.
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3.3 Scope and Limitations
3.3.1 Scope
The system has a search box/search engine for retrieving of specific record
The system provides a secured database where all the records of the city
ordinance, resolution etc. are stored
The system has a record archiving function
The system has a record update function
The system is responsive for smartphones and tablets.
The system has an audit trail
3.3.2 Limitation
No decision making feature
The system does not support cache auto saving
The system will not work in the absence of electrical power.
3.4 User Beneficiaries
Records Office
The system will help the office by means of securing the records and
fasten the transaction of storing, searching and sorting of all of the city ordinance,
resolution, barangay communication, committee concerns, and the transportation
concern.
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Records Requestor Personnel
The system will help the requestor personnel by means of faster process
in searching for their specific record request.
3.5 Nature of System
The proponents conducted an interview to find a possible client for the
System Analysis and Design II. The purpose of the system is to help them use their
computer resources to the fullest. An initial interview was conducted to Taguig City
Hall Records Section. The objective is to gather information and comprehend the
company’s problem. The proponents come up to the idea and a helpful solution that
will be proposed. The development of Records Office Application Solution is
introduced. A documentation and a System is being developed for the client.
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Chapter IV
Structured Analysis
Understanding the System
This chapter will discuss the manual process of Taguig City Hall Record
Section. All the records such as ordinance, resolution, incoming barangay,
committee chairmanship, sponsorship and different committee concerns will be
save in a digital format. If they have to release a record, or requestor personnel
will request a record such as ordinance, and resolution, the office staff will fill-up
every single information of the records with only limited time. It will take a couple
of hours to release the requested document. After releasing the request, the
documents must be store nicely again.
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Context Diagram
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Existing DFD
Record Info
Record Info
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Existing Flowchart
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Process Description
The process starts if there is a record requested or to be store, the admin
or staff will ask the requestor personnel on which process they must perform.
The admin or staff will supply the needed information of the requestor personnel,
all the data that needs to be filled-up is done one at a time. After filling the
needed information, the admin or staff must log the information in a log book.
Therefore, the request document will be released.
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Chapter V
Proposed Alternative
Understanding the System
The Records Office Application Solution is aiming to help the record
section office to lessen and lighten the hassle works and change the old way of
recording and releasing records of the city ordinance, resolution etc. into more
developed computer based system. It is capable in terms of holding large
numbers of records together with their information and records alphabetically and
sorted in via users sorting type. The admin, or staff’s job is just simply type the
keyword of the specific record and the system takes the rest of the job.
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Context Diagram
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Proposed DFD
LOGIN
REGISTRATION
UPDATE ACCOUNT
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UPLOADING ORDINANCE DOCUMENT
ADDING INCOMING BRGY. COMMUNICATION RECORD
ADDING DIFFERENT COMMITTEE CONCERN RECORD
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ADDING SPONSORSHIP PER COUNCILOR RECORD
ADDING COMMITTEE CHAIRMANSHIP RECORD
ADDING PENDING ORDINANCE RECORD
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ADDING MISSING ORDINANCE RECORD
ADDING APPROVED ORDINANCE RECORD
ADDING TRANSPO CONCERN RECORD
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SEARCH KEY
ADDING APPROVED RESOLUTION RECORD
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ADDING PENDING RESOLUTION RECORD
ADDING MISSING RESOLUTION RECORD
ADDING MEMORANDUM OF AGREEMENT RECORD
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ADDING MINUTES OF THE MEETING RECORD
ARCHIVING RECORD
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Proposed Flowchart
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Process Description
The program will start by clicking the application, the next is to log in if the
admin or staff wants to continue click log in button or exit button if the staff or
admin wants to close / stop the program.
When the admin or staff successfully logged into the system, the main
form contains all the necessary menus and buttons needed to navigate the
system, if the admin or staff wants to store, search, view ordinance records they
will just simply select the ordinance tab and same process as other records. All of
the records were displayed in a table which displays accurately. All of the
transaction will be saved in the database including updates, etc. The program
can be terminated after the admin or staff uses it.
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Chapter VI
Implementation
After having the user acceptance of the new system developed, the
Records Office Application Solution implementation phase begins.
Implementation is the stage of a project during which theory is turned into
practice. The major steps involved in this phases are:
Acquisition and Installation of Hardware and Software
Conversion
User Training
Documentation
The hardware and the relevant software required for running the system
must be made fully operational before implementation. The conversion is also
one of the most critical and expensive activities in the system development cycle.
The data from the old system needs to be converted to operate in the new format
of the new system.
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The database needs to be setup with security and recovery produces fully
defined. During this phase, all the programs of the system are loaded onto the
user’s computer. After loading the system, training of the user starts. Main topics
of such type of training are:
How to execute the system file
How to access the data
How to process the data (processing details)
How to retrieve the data
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Chapter VII
Summary of the Study
Summary
After implementing the system software entitled Records Office
Application Solution, the processes in Taguig city record section such as
retrieving were in their old process takes too much time in finding a certain
record, and now by simply inputting the records keyword in the textfield, the
record will automatically display. And lastly the storing process. Before, the city
records were just being stored in a physical storage like cabinet, were it is prone
to be misfiled and requires bigger storage due to the numbers of city records, but
now by just inputting all of the data of the city record it will be store in a digitalized
format and also the system itself will sort the record by its date, title, time etc.
Conclusion
Records Office Application Solution provides many benefits that are hard
to obtain using paper methods. This system software is replacing more
inexpensive, traditional methods of doing things with a more efficient solution.
Through this means, we are able to reduce physical storage, misfiled records,
and the time-consuming when retrieving a certain record.
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APENDIX A
Software Requirement Specification
Table of Contents
1.0 Introduction
1.1 Purpose ……………………………………………………….……42
1.2 Scope ……………………………...……………………………….43
1.3 Glossary ………………………………………….………….…43-44
1.4 Overview …………………………………..……………………….44
2.0 Overall Description
2.1 System Environment ……………………………………………..45
2.2 Functional Requirement Specification ………………….……..46
2.2.1 Admin Use Case ………………………….………………..46
2.3 Database Internal Schema …………………….……….……47-49
2.4 Security……………………………………..………………………50
2.5 Approval Sheet…………………………………………………….51
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1.0 Introduction
The development of Taguig City Hall Records Office Application Solution
intends to lessen and lighten the hassle works and change the old way of
processing files into digitalized based system. The system’s goal is to help the
Records Office Application Solution employee’s to use technology as their new
systematic computerized way of storing, and retrieving like city ordinance
records, all the files can be sorted by alphabetical order and separated regarding
to the admin or staff’s changes. The admin or staff’s job is just simply to type the
keyword of each type of records and the system takes the rest of the job.
1.1 Purpose
The main purpose of this SRS document is to provide a detailed explanation
about the problem, solution step by step creation of the said system. This document
describes the projects target and it user interface, hardware and software
requirements. It defines how our client, team and user see the system and its
functionality. The proponents intend to upgrade the Taguig City Hall Record Section
current process that the client would like to innovate into a computer based system
that will fasten the searching, adding and sorting every records.
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1.2 Scope
The proponent’s goal is to resolve issues on the record of Taguig City Hall
Record Section, making adding and storing of data and more efficient, the
necessary details will be stored in a database. Displaying the needed information
for the benefit of the system user, it provides search box for viewing a specific
file. The system sort files by the means of the users. The system intends to
innovate the office record process into a computer based system that will fasten
the searching, and adding of every records.
1.3 Glossary
Admin is a person who is responsible for the upkeep and reliable operation of
ROAS records
Staff is a person who are also responsible for the upkeep and reliable operation
of ROAS records
Tab Pane container that consist of several sub-containers called pages and
allows admin / staff to switch between these pages using set of tabs.
Forms Logically structured document with a fixed arrangement of caption spaces,
designed for entering, extracting, or communicating the required information.
Ordinance a law or regulation made by city or town government
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Resolution also a law or regulation made by city or town government
Status is the condition of specific records when compared to other record
1.1 Overview
The succeeding sections of this document provide a general description,
including characteristics of the users of this project, software and hardware, and
the functional and data requirement of the system. Overall description of the
system will be discussed in the next chapter of this document, the functional
requirements, and data requirements while designing the Records Office
Application Solution. It also gives the user viewpoint of system and the specific
requirements of the project, also discusses the external interface requirements
and detailed Database Schema and supporting Information. Reference:
Google.com
Merriam Webster Dictionary
Wikipedia.org
Businessdictionary.com
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2.0 Overall Description
Describe the general factors that affect the system and its requirements.
This section does not state specific requirements. Instead it provides a background
for those requirements, which are defined in section3, and make them easier to
understand.
2.1 System Environment
ADMIN
RECORDS OFFICE
APPLICATION
SOLUTION
STAFF
The Records Office Application Solution has two active users, the Admin
who can access the entire system and staff who can release, search, and add
records.
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ADMIN / STAFF USE CASE
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2.3 Database Internal Schema
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3.3 Security
The system contains Admin Account in able to Log-in in the system to
prevent the unauthorized access. Only the admin and Staff is allowed to input
information. Admin and Staff can also update or release needed record(s) of the
requestor personnel.
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Approval Sheet
In Partial Fulfillment of the Requirements for the Degree of
Bachelor of Science in Computer Science, this project entitled
“Records Section Application Solution of City Government of Taguig”
Prepared and had been submitted and is here recommended for the
System Analysis and Design II
Aron J. Alojado, MSIT
Subject Instructor/Adviser
Approved and accepted has partial fulfillment of the
Requirement for the Degree of Bachelor of Science in
Computer Science by distinguished panel
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ENDORSEMENT LETTER
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CERTIFICATE OF ACCEPTANCE
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RESUME
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CERTIFICATE OF ENROLLMENT OF THE STUDENTS
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