CHAPTER I

INTRODUCTION

This chapter presents the statement of the problem,

the significance of the study, the scope and limitation

and the objectives of the study.

Among the necessary requirement of a government to

possess is the population within the area of its

responsibility whether it is a barangay, municipality and

provincial governments. In less than a generation,

Computer Technology has revolutionized business all over

the world. This has brought many changes in the area of

business, finances, industry, government, agriculture,

education, health care, sports and even unto our lives.

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.

These results to perform much faster and more accurate

than the manual system

Barangay Management Information System for Barangay

Lourdes of Dangcagan hope to enhance the way of managing,

creating reports, issuing certificates and clearances,

keeping all the resident confidential records. This

system facilitates barangay management by enabling the

staff to maintain residents record as complete and up-to-

date as possible and as easily accessible for

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verification, monitoring and reference purposes based on

the available residents’ census data kept by the

Barangay. Data provided by this system in the form of

comprehensive reports are invaluable for planning,

program implementation and related purposes.

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STATEMENT OF THE PROBLEM

1. What is the level of performance of a manual

barangay record keeping system in terms of:

1.1 Speed

1.2 Accuracy

1.3 Security

1.4 Usability

2. What is the level of need to develop a

computerized barangay record keeping system?

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OBJECTIVE OF THE STUDY

This study aims to develop an efficient and useful

Computerized Barangay Record Keeping System.

Specifically, the implementation of the Barangay

Management Information System will be able:

1. To automate the manually maintained existing

system of the office particularly to the every

transaction related to barangay.

2. To save time, money and effort.

3. The idea of developing the Barangay

Computerized Barangay Record Keeping System for

barangay was helpful to provide an easy process of

transactions in a convenient way.

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SIGNIFICANCE OF THE STUDY

A Computer Information Service represents a giant

leap in computerized system of barangay transactions and

records handling. They can provide up-to-date information

with relatively little effort on the part of the user and

put a huge amount of information within easy, convenient

and comfortable reach. Not mentioning the security and

integrity of the transactions and of the documents it

also provides.

This study aims to present possible solution to the

problems stated and to enhance the quality of service a

barangay office offers to its clients. Furthermore, this

serves as an awakening factor for all government offices,

from highest to lowest levels, to be in line with the

government’s view of globalization and competitiveness in

today’s Information Age.

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.

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Residents

It will be easy for them to access their records if

there are some changes to be done on their part. It will

be 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 nor 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 this order, the research increases the personal

knowledge of the Researchers from problem solving and to

contribute to all humanity by developing skills and

interest in programming.

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SCOPE AND LIMITATIONS

The study only deals with the information the

Barangay secretary record and keep. This includes all the

essential information of all the residents of the

Barangay. This information includes personal information

and character reference of the person. The proposed

system can generate reports as the Barangay usually done.

The information stored can be edited if there are changes

to be done and saves the changes being done. It can also

delete information that is no longer needed to keep.

With the Barangay Record Keeping System, it will be a

great help for them to lessen their work specifically

with transactions that the citizen of the said community

will might need. For instances, in getting the barangay

clearance, they issue a transcript form to the resident

requesting the clearance. Same through with the storing

of the files, they used folders to store the files. The

Barangay will only update the data quarterly.

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 CHAPTER II
REVIEW RELATED LITERATURE / SYSTEM

ELECTRONIC RECORD

Most businesses use accounting software programs to

simplify electronic record keeping, and produce

meaningful reports. There are many other advantages to

using electronic record keeping, as listed below.

Advantages

 Helps you record your business transactions,

including income and expenses, payments to workers, and

stock and asset details.

 Efficient way to keep financial records and

requires less storage space.

 Provides the option of recording a sale when

you raise an invoice, not when you receive a cash

payment from a client.

 Easy to generate orders, invoices, debtor

reports, financial statements, employee pay records,

inventory reports.

 Automatically tallies amounts and provides

reporting functions.

 Keeps up with the latest tax rates, tax laws

and rulings.

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 Many accounting programs have facilities to

email invoices to clients, orders to suppliers, or BAS

returns to the Australian Taxation Office.

 Allows you to back up records and keep them

in a safe place in case of fire or theft.

http://www.business.qld.gov.au/business/starting/starting

-a-business/record-keeping-business/electronic-manual-

record-keeping, November 24, 2012.

RECORD KEEPING SYSTEM

Record Keeping System (RKS) Systematic procedure by

which the records of an organization are created,

captured, maintained, and disposed of. This system also

ensures their preservation for evidential purposes,

accurate and efficient updating, timely availability, and

control of access to them only by authorized

personnel. http://www.businessdictionary.com/definition/r

ecordkeeping-system.html#ixzz2DLZX664b

DESIGNING THE SYSTEM IN TERMS OF THE RECORDKEEPING

METADATA SPECIFICATIONS

The goal is to define the type of “evidence”

required to document the records outlined in step 1. In

determining how the system should be documenting records,

the analyst will be guided by the specifications for

recordkeeping listed in the Metadata Specifications

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statement. Records within business events and even

business sub-functions often will include the same types

of metadata. This is particularly true for so-called

“management” metadata that document why and how records

will be accessed and used, disposed of, and preserved.

In most cases, the type of metadata collected to document

these activities will be the same for many, many records

within a business process. Even audit trail metadata

documenting activities performed on individual records is

predictable because so much of this type documentation is

collected automatically by the system and applied to many

records within a business process. Finally even types of

metadata that are unique to a specific record, such as

the unique identifier, can be analyzed at the aggregate

level by asking the question: for records of this class

or function, does the system assign a unique identifier.

Again, it is important to remember that what we are

analyzing is whether the system collects or creates this

category of metadata and not whether the metadata value

is correct or not.

Accordingly, as with the functional requirements,

the analyst will begin by reviewing and analyzing how the

metadata specification should be met at the highest-level

sub-function for the business function under review. If

during the analysis it becomes clear that the records

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produced in the course of completing lower-level sub-

functions should be documented differently than the

records of related sub-functions, the analyst will then

proceed to analyze the records at the next lower level.

For example, in reviewing the system for “Disposition”

metadata, the analyst discovers that retention periods

for records within the sub-function “Enrollment

Certification” are different than for records in the

related sub-function “Degree Certification.” Once this

difference is discovered, the analyst would immediately

adopt a strategy of reviewing separately the products of

business processes for each of the lower-level sub-

functions. Similarly, if types of metadata collected at

the level of the business transaction should be

different, then the analyst will begin the analysis of

the system for that specification at the level of the

business event or record level.

It is also important to recommend a strategy related

to the logical relationship between the record content

and the metadata. Should the metadata be part of the

record? Should it be a electronically linked to the

record? Can the metadata be a paper record whose

location is electronically linked to the record? The

Indiana University Electronic Records Project (2002).

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COMPUTERIZED RECORDKEEPING

Frederick W. Daily (1997), Record keeping on a

computer works on the same principles as a manual system,

only the computer automates the process so it's faster

and more accurate

A simple-to-use software program like Quicken Home

and Business eliminates the need for a handwritten set of

books. I started using Quicken in my law practice ten

years ago, and now it is unthinkable to ever keep my

business records by hand. It works particularly well for

any type of service-providing business. This program

looks like only a checkbook register, but it is in

reality, the backbone of the records for my business.

Each transaction—an item of expense or income—is input

into Quicken as either going out of, or into, my checking

account. Each item is categorized as to type of expense

or income using either a number or name—such as

"advertising" or "201." I also enter "cash" and "credit

card" payments in the same way. The best time saving

feature of Quicken for me is being able to print out a

set of records in a few minutes, and at any time of the

year. Those easy to make, but hard to find, math errors

no longer are a worry.

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ELECTRONIC RECORD KEEPING SYSTEM

An electronic system in which records are collected,

organized, and categorized to facilitate their

preservation, retrieval, use, and disposition may be

either (1) a distinct system designed specifically to

provide recordkeeping functionality or (2) part of

another system. A distinct electronic recordkeeping

system will comprise an application program which

provides recordkeeping functionality, data and metadata

needed for management of the records controlled by the

system, and any electronic records managed by the system.

An electronic recordkeeping system may be part of another

system, such as an application system or an electronic

document management system, when the design of that

system includes recordkeeping functionality.

http://oma.od.nih.gov/ms/records/rkeeping.html

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 CHAPTER III
RESEARCH METHODOLOGY

This chapter presents the research design, research

locale and population and sample research instrument,

research respondents, developments and validation of the

research instrument, data gathering procedure and

statistical method.

A. PLANNING AND REQUIREMENT ANALYSIS

RESEARCH DESIGN

The descriptive method of research will utilize in

this study. The descriptive research design will enables

the researchers to describe or present the picture of a

phenomenon or phenomena under investigation.

Data gathering is very important in the study

because it serves as a basis and pattern in making the

system. The researchers will conduct a research in the

Barangay of Lourdes. Search related studies and reference

such as journals and written documents that will be given

by the Barangay Lourdes. Interviews will also be

conducted from persons who are involved in creating this

study.

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RESEARCH LOCALE

Lourdes is a barangay in the municipality of

Dangcagan, in the province of Bukidnon. Its population as

determined by the 2015 Census was 636. This represented

2.68% of the total population of Dangcagan. Lourdes is

situated at approximately 7.6125, 125.0046, in the island

of Mindanao. Elevation at these coordinates is estimated

at 347.7 meters or 1,140.7 feet above mean sea level.

Figure 1. Location of the Study (Barangay Lourdes)

RESEARCH PROCEDURE

The study will use survey questionnaires as the main

tool in evaluating the study. The primary aim of the

questionnaire is to determine the performance of a manual

record keeping of barangay in Barangay Lourdes and will

serve as basis for development of the Barangay Management

Information System for Barangay Lourdes of Dangcagan.

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 Below is a three page sample survey questionnaire

that is distributed to the respondents:

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STATISTICAL TREATMENT OF DATA

After all the survey questionnaires will be

collected. The researchers will tabulate and analyze the

data that will be gathered. To determine the level of

performance of manual record keeping of barangay, level

of need to develop a computerized barangay record keeping

system, the researchers will use the weighted arithmetic

mean. Weighted arithmetic mean is used when there is some

variation in the relative contribution of individual data

values to the mean. http://www.childrens-meray.org

The “mean” is the “average” used to, where all

numbers add all up and then divide by the number of

numbers.https://www.purplemath.com/modules/meanmode.htm

The formula we used is in finding mean in each

number of questions is this,

( Add all number of data responses)

Mean¿
Total Number of Respondents

SYSTEM DEVELOPMENT METHODOLOGY

A system development methodology refers to the

framework that is used to structure, plan, and control

the process of developing an information system. The

Software Development Life Cycle (SDLC) for the system

development will be used. The SDLC is defined as the step

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by step process that many researchers or organization

follow during system analysis and design the five phases

are the Planning Phase, Analysis Phase, Design Phase,

Development Phase and Evaluation Phase.

Figure 2. System Development Life Cycle (SDLC)

B. SYSTEM OVERVIEW

This system facilitates Barangay management by

enabling the client Barangay to maintain their resident

records as complete and up-to-date as possible and as

easily accessible for verification, monitoring and

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reference purposes based on the available residents’

census data kept by the client Barangay. Data provided by

this system in the form of comprehensive reports are

invaluable for planning, program implementation and

related purposes

C. EXPECTED OUTPUT

Structure of the System

1. File Menu – Backup Database, Change Password,

Restore Database, Log-out and Exit menu

2. Records Menu – Client Records, List of Purok, List

of Purok President, Brgy Officials, SK Officials,

Blotter, Activities, Budget

3. Reports Menu – List of Residents, List of Purok,

List of Purok President,  List of Brgy Officials,

List of SK Officials, Blotter Report, Issue

Certificate, Activities, Collection, Budget,

Population Report

Below are one of the samples of printed output

report and certificate:

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 Figure 3.Printed Output of a Report

Figure 4.Sample Printed Output of a Certificate

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D. TARGET BENIFECIARIES

The Staff, Officials and the Residents of Barangay

Lourdes will be the definite beneficiary of the system.

Population by Age Group Details

According to the 2015 Census, the age group with the

highest population in Lourdes is 5 to 9, with 81

individuals. Conversely, the age group with the lowest

population is 80 and over, with 5 individuals. Combining

age groups together, those aged 14 and below, consisting

of the young dependent population which include

infants/babies, children and young adolescents/teenagers,

make up an aggregate of 33.81% (215). Those aged 15 up to

64, roughly, the economically active population and

actual or potential members of the work force, constitute

a total of 60.85% (387). Finally, old dependent

population consisting of the senior citizens, those aged

65 and over, total 5.35% (34) in all. The computed Age

Dependency Ratios mean that among the population of

Lourdes, there are 56

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 Age group ▾ Population (2015) Age group percentage
Under 1 10 1.57%
1 to 4 55 8.65%
5 to 9 81 12.74%
10 to 14 69 10.85%
15 to 19 64 10.06%
20 to 24 58 9.12%
25 to 29 38 5.97%
30 to 34 50 7.86%
35 to 39 39 6.13%
40 to 44 29 4.56%
45 to 49 38 5.97%
50 to 54 22 3.46%
55 to 59 35 5.50%
60 to 64 14 2.20%
65 to 69 14 2.20%
70 to 74 6 0.94%
75 to 79 9 1.42%
80 and over 5 0.79%
Total 636 100.00%
Youth Dependency Ratio: 55.56
Old Age Dependency Ratio: 8.79
Total Dependency Ratio: 64.34
Median Age: 23.36

Table 1.Population by Age Group

youth dependents to every 100 of the working age

population; there are 9 aged/senior citizens to every 100

of the working population; and overall, there are 64

dependents (young and old-age) to every 100 of the

working population.

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 The median age of 23 indicates that half of the

entire population of Lourdes is aged less than 23 and

other half are over the age of 23.

https://www.philatlas.com/mindanao/r10/bukidnon/dangcagan

/lourdes.html

E. PERSONNEL REQUIREMENTS

Researchers have reviewed the many different

categories of individuals who make up the people

component of information systems. The world of

information technology is changing so fast that new roles

are being created all the time, and roles that existed

for decades are being phased out. That said, this chapter

should have given you a good idea of the importance of

the people component of information systems. Researchers

recommended users to adapt skills in Microsoft office or

when rolling out a new system, IT may want to identify

the innovators and early adopters within the

organization and work with them first, then leverage

their adoption to drive the rest of the implementation.

F. SOFTWARE REQUIREMENTS

In order for the system to work, user must install

the following programs:

Microsoft Access any Edition

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 It is a database management system (DBMS) from

Microsoft that combines the relational Microsoft Jet

database engine with a graphical user interface and

software development tools. Microsoft Access works in the

same manner any database does, by storing related

information together and letting you create connections

(commonly called relationships) between different

things.  Data is stored in Microsoft Access tables (think

of them as mini-spreadsheets that store only one type of

thing). 

Windows Installation Package for Visual Basic 6.0

This installer database contains the logic and data

required to install Visual Basic 6.0. First released in

1991, Microsoft Visual Basic was a programming

environment where one could build an application by

visually creating the user interface first, and then

adding code. Microsoft Visual Basic 6.0, now part of

Visual Studio, was the last version of the true "Visual

Basic" product. It was extremely popular, and is still

used in many businesses

Windows Operating System

It is a computer operating system (OS) developed by

Microsoft Corporation to run personal computers (PCs). It

features the first graphical user interface for IBM-

compatible PCs, the Windows OS soon dominated the PC

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market. Estimated 90 percent of PCs run some version of

Windows.

G. HARDWARE REQUIREMENTS

To run the proposed system, the following hardware is

required. The end user may choose either computer desktop

or computer laptop.

Desktop monitor

The monitor is the piece of computer hardware that

displays the video and graphics information generated by

the computer through the video card. Monitors are very

similar to televisions but usually display information at

a much higher resolution. Also unlike televisions,

monitors are not usually mounted on a wall but instead

sit atop a desk.

Desktop keyboard

The keyboard is the piece of computer hardware used

to input text, characters, and other commands into a

computer or similar device. Even though the keyboard is

an external peripheral device in a desktop system (it

sits outside the main computer housing), or is "virtual"

in a tablet PC, it is an essential part of the complete

computer system.

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Desktop System Unit

The computer system unit is the enclosure for all the

other main interior components of a computer. It is also

called the computer case, computer chassis, or computer

tower. Cases are typically made of steel or aluminum, but

plastic can also be used. While most computer cases are

rather dull, black, metal boxes, some manufacturers try

to give the unit some flair with color and special design

elements.

Automatic Voltage Regulator

A voltage regulator is a system designed to

automatically maintain a constant voltage level. A

voltage regulator may use a simple feed-forward design or

may include negative feedback. It may use an

electromechanical mechanism, or electronic components.

Desktop Mouse

The mouse, sometimes called a pointer, is a hand-

operated input device used to manipulate objects on a

computer screen. Whether the mice uses a laser or ball,

or is wired or wireless, a movement detected from the

mouse sends instructions to the computer to move the

cursor on the screen in order to interact with files,

windows, and other software elements.

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Laptop

Laptop computer (also shortened to just laptop; or

called a notebook computer) is a small, portable personal

computer (PC) with a "clamshell" form factor, typically

having a thin LCD or LED computer screen mounted on the

inside of the upper lid of the clamshell and an

alphanumeric keyboard on the inside of the lower lid. The

clamshell is opened up to use the computer. Laptops are

folded shut for transportation, and thus are suitable for

mobile use.

Printer

A printer is a peripheral device which makes a

persistent representation of graphics or text on paper.

While most output is human-readable, bar code printers

are an example of an expanded use for printers.

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H. GANTT CHART

TARGET June July August September October November

TASK NAME
DATE
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
                                                 
Title
6/23                                                
Introduction
6/30                                                
Research
Related Lit. &
System 7/4                                                
System
Requirements
and Design 7/7                                                
Research
Methodology 7/14                                                
Initial Draft
Revision 7/21                                                
System Design
Planning 7/21                                                
System Analysis
7/21                                                
System
Implementation 8/1                                                
Approval of
Research Title 8/18                                                
Initial Testing
& Simulation 8/21                                                
Interview &
Survey in
Barangay
Lourdes; 8/23                                                
Summary 8/24
Conclusion &
Recommendation                                                
System Demo
8/25                                                
Results &
Discussion 8/31                                                
Creating Oral
PowerPoint
Presentation 9/1                                                
Practice of
Oral
Presentation 9/8                                                
Testing and
Simulation 9/15                                                
Pre-Defense
(Capstone) 9/8                                                
Complete Draft
10/7                                                
Final Practice
of Oral
Presentation 10/14                                                
Final Testing &
Simulation 10/21                                                
Final Defense 3rd Wk
of Oct
to Nov                                                

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 CHAPTER IV
COMPARATIVE STUDY

A. MANUAL SYSTEM

The barangay is in charge of keeping track of the

records of each and everyone living in the place. These

records are important for different purposes that the

barangay is being used. The system that the barangay is

being used is the manual based process for all the

services it gives to its constituents. They manually

handle files and information they get. For instances, in

getting the barangay clearance, they issue a receipt form

to the resident requesting the clearance. Same through

with the storing of the files, they used folders to store

the files. The organization experienced hard and long

procedure in accessing the records they have when it is

needed and the redundancy of the records.

Advantages of a manual system:

1. Easier to set up

2. Can be more flexible than a computerized accounting

system

3. More secure

4. Does not need electricity or batteries

5. Cheaper

6. Greater “impression” of control

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 Disadvantages of a manual system:

1. Prone to human error

2. Longer to generate reports

3. More suited to smaller businesses or organization

4. Records susceptible to perils such as fire and water

5. Disaster recovery plans harder to implement

6. Can take longer

7. Not particularly suited to environments where there

are a large volume of transactions

B. PROPOSED SYSTEM

The proposed system will reduced the hard and long

time procedure of accessing files and records they keep

and store. The system will also be the census like system

of the barangay for all of its constituents and new

people to live in the place. The system will be effective

in maintaining, searching and storing of records of all

resident in the barangay. This will help the worker for

having an easy time on accessing files and records they

need.Information systems contribute to the efficient

running of organizations. Information systems are showing

the exponential growth in each decade. Today’s

information technology has tremendously improved quality

of life. By understanding and learning what advantages

and disadvantages it can bring, we have to try, believe

and put an effort with our best to make that existing

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advantage much better and navigate the disadvantages to

have a less impact on organizations and society. The

proponents proposed a computerized barangay record

keeping system that will help the barangay as well as the

workers and the people of the place.

Advantages of the Proposed System

1. Availability. Information systems have made it

possible for barangay to be open 24×7 making

issuances and transactions easier and more

convenient. It also means that you can have your

goods delivered right to your footstep with having

to move a single muscle.

2. Creation of new types of jobs. One of the best

advantages of information systems is the creation of

new and interesting jobs. Computer programmers,

Systems analyzers, Hardware and Software developers

and Web designers are just some of the many new

employment opportunities created with the help of

IT.

3. Accuracy. The main purposes of information systems

are provide the right information to the right

people at the right time.

4. Accessibility. It is used to track, store,

manipulate and distribute the information from

gathered data to appropriate persons when necessary.

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Disadvantages of the Proposed System

1. Implementation expenses – to integrate the

information system it require pretty good amount of

cost in a case of software, hardware and people.

Software, hardware and some other services should be

rented, bought and supported. Employees need to be

trained with unfamiliar information technology and

software.

2. Unemployment and lack of job security – implementing

the information systems can save a great deal of

time during the completion of tasks and some labor

mechanic works. Most paperwork’s can be processed

immediately; financial transactions are

automatically calculated, etc. As technology

improves, tasks that were formerly performed by

human employees are now carried out by computer

systems. For example, automated telephone answering

systems have replaced live receptionists in many

organizations or online and personal assistants can

be good example also. Industry experts believe that

the internet has made job security a big issue as

since technology keeps on changing with each day.

This means that one has to be in a constant learning

mode, if the employee wishes for their job to be

secure.

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 CHAPTER V
RESULTS AND DISCUSSION

This part presents the data gathered out of the

instruments used in the study in relation to the problems

stated in statement of the problem. The data shown on

table that follows were subjected to analysis and

interpretation.

The researchers sought information through research

instruments use and gathered some of the data. Below are

the following questions with their corresponding

responses, divided into two parts and it was presented in

tables, analyzed and interpreted.

A. THE LEVEL OF PERFORMANCE OF A MANUAL RECORD KEEPING

SYSTEM OF BARANGAY AS TO SPEED, ACCURACY, SECURITY AND
USABILITY

The level of preference of a manually-assisted

barangay system of Barangay Lourdes is outlined in the

following tables.

Table 2.1 Mean of responses on the Level of Performance of a

Manual Record Keeping System of Barangay as to Security
Mean Interpretatio
n

1. The records are kept in a 3.2 Good

filing cabinet.

2. The current system rechecks 3.5 Fair

the data effectively.

3. Access to the records is 3.5 Fair

limited to the staff of the
barangay.

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4. The current system provides 3 Good
proper maintenance of records.

5. The current system protects 3.4 Good

the data from loss.

Grand mean is 3.3 Good

A mean score of 3.2 which is interpreted as good

shows that the records are kept in a filing cabinet. A

3.5 mean score and interpreted as good revealed that the

current system rechecks the data effectively. Access to

the records is limited to the staff of the barangay got a

mean score of 3.5 which is interpreted as fair. In

providing proper maintenance, the current system obtained

a mean score of 3.00 which is interpreted as good. In

protecting from lose the current system got a mean score

of 3.4, interpreted as good. A grand mean of 3.3 revealed

that the security of the current system is good.

Table 2.2 Mean of responses on the Level of Performance of a

Manual Record Peeping System of Barangay as to Speed
Mean Interpretatio
n

1. The current system provides 3.4 good

fast services to the clientele.

2. The current system retrieves 3.3 good

record in a short period of
time.

3.The current system provides 3.8 fair

error-free records

4.The records are organized 3.5 fair

based in the user’s needs

5.The manual system provides 3.1 Good

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accurate reports

Grand mean is 3.4 Good

Shows that in determining the speed, the current

system has obtained a mean score of 3.4 which is as good

in terms of its fast services. In retrieving the records,

the current system retrieves record in a short period of

time and got a mean score of 3.3 and interpreted as good.

In providing error-free records of current system obtains

a mean score of 3.8. Organizing of records based on users

need got a mean score of 3.5 which is interpreted as

fair. A grand mean of 3.4 revealed that the level of

performance of manual record keeping system of barangay

as to Speed is interpreted as Good.

Table 2.3 Mean of responses on the Level of Performance of a

Manual Record Peeping System of Barangay as to Accuracy
Mean Interpretatio
n

1. The manual system provides 3.7 fair

precise information.

2. The records of manual system 4.3 fair

are updated.

3. The current system provides 3.7 fair

error-free records.

4. The records are organized 3.8 fair

based on the user's needs.

5. The manual system provides 4.4 Fair

accurate reports.

Grand mean is 4.0 Fair

Table 2.4 Mean of responses on the Level of Performance of a

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Manual Record Peeping System of Barangay as to Usability
Mean Interpretatio
n

1. The current system is user - 3.3 Good

friendly.

2. The management of barangay 3.4 Good

responds to the needs of its
clientele.

3. The current system makes 3.4 Good

barangay transaction easier.

4. The current system provides 3.5 Fair

ease to manage records.

5. The current system lessens 3.5 Fair

the burden of staff of the
barangay.

Grand Mean is 3.42 Good

In accuracy, the manual system has provided precise

information which has a mean score of 3.7 and interpreted

as fair. Updating of records got a mean score of 4.3,

interpreted as fair. In providing error-free records, the

current system obtained as mean score of 3.7 and it is

interpreted as fair. Organization of records based on the

user’s needs got a mean score of 3.8 which is interpreted

as fair. In proving accurate reports, the manual system

has obtained a mean score of 4.4 and likewise interpreted

as fair. The grand mean in accuracy is 4.0 and

interpreted as fair.

38 | P a g e
A mean score of 3.3 shows that the current system is

user-friendly interpreted as good. The management of

barangay responds to the need of its clientele obtained a

mean score of 3.4 and interpreted as good. A 3.4 mean

score revealed that the current system makes the

transaction easier and interpreted as good. A mean score

of 3.5 shows that current system provide ease to manage

records and interpreted as fair. The current system

lessens the burden of barangay staff obtained a mean

score of 3.19 which is interpreted as likewise as fair.

Usability of the current system obtained a grand mean

score of 3.42 which is interpreted as good.

Number of responses on the Level of Performance of a

Manual Record Keeping System of Barangay as to Speed,
Accuracy, Security and Usability

Table 3.1 Number of responses on the Level of Performance

of a Manual Record Keeping System of Barangay as to
Speed

Frequency 5 4 3 2 1
Poor Fai Goo Very Excellen
r d Good t
1. The current system 0 8 3 2 0
provides fast services to
the clientele.

2. The current system 0 7 4 2 0

retrieves record in a short
period of time.

3.The current system 2 8 2 1 0

provides error-free records

4.The records are organized 0 5 6 2 0

based in the user’s needs

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5.The manual system 0 5 6 1 1
provides accurate reports

Table 3.2 Number of responses on the Level of Performance of a

Manual Record Keeping System of Barangay as to Accuracy
Frequency 5 4 3 2 1
Poor Fair Good Very Excellen
Good t
1. The manual system 1 8 4 0 0
provides precise
information.

2. The records of manual 9 1 2 1 0

system are updated.

3. The current system 2 7 3 1 0

provides error-free records.

4. The records are organized 3 7 1 2 0

based on the user's needs.

5. The manual system provides 8 2 3 0 0

accurate reports.

Table 3.3 Number of responses on the Level of

Performance of a Manual Record Keeping System of
Barangay as to Security
Frequency 5 4 3 2 1
Poor Fair Good Very Excellen
Good t
1. The records are kept 3 0 8 1 1
in a filing cabinet.

2. The current system 1 6 4 2 0

rechecks the data
effectively.

3. Access to the records 0 8 4 1 0

is limited to the staff
of the barangay.

4. The current system 1 3 7 1 1

provides proper
maintenance of records.

5. The current system 0 7 5 0 1

protects the data from
loss.

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Table 3.4 Number of responses on the Level of Performance of a
Manual Record Keeping System of Barangay as to Usability
Frequency 5 4 3 2 1
Poor Fair Good Very Excellen
Good t
1. The current system is 0 5 7 1 0
user - friendly.

2. The management of 1 4 8 0 0
barangay responds to the
needs of its clientele.

3. The current system makes 0 6 6 1 0

barangay transaction
easier.

4. The current system 7 6 0 0

provides ease to manage
records.

5. The current system 0 7 5 1 0

lessens the burden of staff
of the barangay.

B. THE LEVEL OF NEED TO DEVELOP A COMPUTERIZED BARANGAY

RECORD KEEPING SYSTEM
Table 4.0 shows that computerized barangay system

will provide efficient result for the clients and staff

in the barangay.

Table 4.0
Mean on the Level of Need to develop an Automated
Barangay System

Table 4.0. Level of need to develop

Interpretati
a computerized barangay record Mean
on
keeping system 
1. The need for Computerized
Barangay Record Keeping System. 1.61 Agree
2. Willingness to use Computerized
Barangay Record Keeping System. 1.46 Agree
3. Computerized Barangay Record
Keeping System maximizes the
utilization of barangay services. 2.0 Agree
4. Computerized Barangay Record
Keeping System would give ease and
comfort to the clientele. 1.36 Agree

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 5. Computerized Barangay Record
Keeping System would be an effective
book instruction provider. 2.15 Agree
6. Computerized Barangay Record
Keeping System will help improve the
Barangay's status. 1.76 Agree
Grand mean 1.88 Agree

As presented in Table 3.0 a mean score of 1.61 which

states that the respondents agree that there is a need

to develop an automated barangay system; in terms of

willingness to use an automated barangay system the

respondents answered a mean score of 1.46 which means

that they are willing to use automated barangay system; a

mean score of 2.0 in which the respondents agree that

the automated barangay system will maximize the

utilization of barangay services; respondents answered a

mean score of 4.0 in which they agree that the automated

barangay system will give ease and comfort to them; a

mean score of 1.76 which means that the respondents

agree that the automated barangay system would be an

effective book instruction provider; the respondents also

agree and give a mean score of 1.88 which states that

automated barangay system will help improve the

barangay’s status.

Based on the responses, the level of need to develop

an automated barangay system as perceived by clients,

majority said that there is a need to develop an

automated barangay system.

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 Table 5.0
Number of responses on the Level of Need to develop an
Automated Barangay System

Table 5.0 Number of 5 4 3 2 1

Strong Disagr No Agree Strong
responses on the level of ly
ly ee Opinion
need to develop a disagr Agree
computerized barangay ee
record keeping system
1. The need for 0 0 1 6 6
Computerized Barangay
Record Keeping System.
2. Willingness to use 0 0 2 2 9
Computerized Barangay
Record Keeping System.
3. Computerized Barangay 1 0 1 7 4
Record Keeping System
maximizes the utilization
of barangay services.
4. Computerized Barangay 1 1 0 8 3
Record Keeping System would
give ease and comfort to
the clientele.
5. Computerized Barangay 1 0 0 6 6
Record Keeping System would
be an effective book
instruction provider.

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C. DATAFLOW DIAGRAM OF THE PROPOSED SYSTEM

Start

Log In

Log –In
NO Success ? B
Account

A
YES Back-up

A Menu

Restore B

View Bgy View Purok Sk Officials Reports

View View View
Blotter Residents Officials Purok Presidentss

Add Update
Print

Database
B
A

Log NO
Out? A

YES

End

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D.SYSTEM MODULES AND USER INTERFACE

1. Barangay System Login Form - The system is a LAN

Based project; it can be accessed by 2 or more

users simultaneously. The login form is one way of

securing the records from unauthorized users. This

below shows the login form of the system.

2. Barangay System Encoding of Purok and Zone Form-

List of purok are encoded in this module of the

system. The image below shows the encoding form of

Purok/Zone.

3. Barangay System Resident Personal Record Encoding

Form- The Resident Personal Record module is

important in record keeping of the client

barangay. It enables easy searching of records to

locate and identify legitimate residents in the

area including individual profile such as: name,

contact information, educational attainment and

others.

4. Barangay System Encoding of Purok President Form -

Purok president is the leader for every zone

within the barangay. The purok president must be a

resident of the barangay. Name and contact are the

information that are being encoded in this module.

5. Barangay System Encoding Form for Barangay

Officials- Barangay officials of the barangay are

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 the following positions: brgy captain, brgy

secretary, treasurer, clerk, and the barangay

kagawads. The image below shows the encoding form

for the barangay officials.

6. Barangay System Encoding Form for SK Officials-

The SK chairman and the SK kagawads are encoded in

this module.

7. Barangay System Encoding Form for Blotter Report-

Any incident that occurs in the vicinity of the

barangay is being recorded in the blotter module

of the system.

8. Barangay System Encoding Form for Barangay

Activities- Year round activities of the barangay

is also part of the record keeping, thus the

encoding form will store the records of the

different activities in the barangay.

9. Barangay System Encoding Form for Budget Plan and

Preparation- Every activities of the barangay

entails monetary expenses, budget record keeping

module is where the users encode the list of

budget plan and preparation.

10. Barangay System Barangay Certification Form/

Barangay System Barangay Certification Printable

Format- One of the core functions of the barangay

system is to produce a computer generated barangay

certification for the residents. The images below

46 | P a g e
 show the form and the printable format of the

barangay certification.

11. Barangay System Barangay Clearance Printable

Format- Clearances for businesses are also part of

the function of the barangay. The system can also

produce a computer generated format of the

clearance permit.

12. Barangay System Barangay Collection Report

Form/ Barangay System Barangay Collection Report

Printable Format- Any amount collected from the

payment of clearances is being stored in the

system, with that the system can print out a

summary of collection.

13. Barangay System List of Residents Report

Form/ Barangay System List of Residents Report

Printable Format- The list of residents per purok

and in general can also be printed out in this

system. The images below show the form and the

printable format of the list of residents.

14. Barangay System Population Report Form/

Barangay System Population Report Printable

Format- The system can also produce a report as to

the number of male and female per purok and in

general. The images below show the form and the

printable format of the population report.

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 SUMMARY, CONCLUSION & RECOMMENDATION

This section presents the summary of the study. It

also includes the conclusion and recommendation based on

the findings of the study.

SUMMARY

The study was conducted to assess the performance of

manual barangay record keeping system in terms of speed,

accuracy, security and usability, the level of need to

develop a computerized barangay record keeping system

were also checked.

The study would be beneficial to the management of

the barangay as well to all the residents of the

barangay. This study would be a great help for Barangay

Lourdes to determine the performance of their manual

record keeping system and the advantages of using a

computerized record keeping system.

The total respondents of the study were twelve (12)

barangay staff/officials from Brgy Lourdes.

The researchers used the descriptive survey method

of research and questionnaires were prepared for data

gathering. The questionnaire prepared by the researchers

were validated and checked by some experts who were

knowledgeable on how to prepare a good questionnaire. The

survey questionnaires were distributed to the

respondents. After which, the survey questionnaire were

48 | P a g e
retrieved and the results were treated using the

appropriate statistical tools.

The researchers used the Weighted Arithmetic Mean

to determine the level of performance of manual record

keeping system, level of need to develop a computerized

record keeping system

The findings of the investigation in the level of

performance of manual record keeping system in terms of

speed is 3.0, which was interpreted as Good; in terms of

accuracy a grand mean of 2.98 which were also interpreted

as Good; in terms of security, the grand mean is 2.99

which is interpreted as Good; in terms of usability,

interpretation was also Good with its grand mean of 2.93.

In the level of need to develop computerized record

keeping system the grand mean is 1.88 which means that

there is a need to develop a Barangay Management

Information System for Barangay Lourdes of Dangcagan.

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CONCLUSION

The following conclusions were made after

conducting a thorough investigation and gathering of

data:

1. In the level of performance of manual record

keeping system, majority of the respondents claimed

that the current system is good in terms of speed,

accuracy, security and usability. The researchers

concluded that their current system is in the average

level.

2. In the level of need to develop a computerized

barangay record keeping system, most of the respondents

prefer to replace the current system into a

computerized record keeping system for it would be a

great help to improve the performance of Brgy Lourdes.

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RECOMMENDATIONS

The following are the researcher’s recommendation

based on the findings and conclusion of the study.

1. Manual system should be replaced by computerized record

keeping system for the improvement of the barangay

services.

2. The management and other staff should undergo seminar’s

and training regarding to the use of the automated

system and when new additional options is being develop

in the system.

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