ARANDA MALVAR PERALTA EBrgyRecord A Web Application Barangay Monitoring and Management System

Mindoro State University
College of Computer Studies
WEB-BASED RESIDENT RECORD MONITORING AND MANAGEMENT SYSTEM

WITH DATA ANALYTICS
A
Capstone Project
Presented to the Faculty of
Mindoro State University Bongabong Campus
Labasan, Bongabong
Oriental Mindoro
In Partial Fulfillment
of the Requirements for the Degree
Bachelor of Science in Information Technology
by:
Aranda, Karlo M.
Malvar, Bernie Jr. V.
Peralta, Ericka Clarisse S.
JUNE 2021
APPROVAL SHEET
ABSTRACT
Title:
Proponents:
Program:
Year:
Adviser:
ACKNOWLEDGEMENT
TABLE OF CONTENTS
Page
TITLE PAGE ………………………………………………………………………………… i
APPROVAL SHEET ……………………………………………………………………… ii
ABSTRACT ……………………………………………………………………………………… iii
ACKNOWLEDGEMENT …………………………………………………………………… iv
TABLE OF CONTENTS ……………………………………………………………… v
LIST OF FIGURES …………………………………………………………………… viii
LIST OF TABLES ……………………………………………………………………… ix
LIST OF APPENDICES …………………………………………………………… x
CHAPTER I. INTRODUCTION
Project Context …………………………………………………………………… 1
Objectives of the Study ……………………………………………… 4
Scope and Limitation of the Study …………………… 5
Significance of the Study ………………………………………… 7
Conceptual Framework ……………………………………………………… 8
Definition of Terms ………………………………………………………… 9
CHAPTER II. REVIEW OF RELATED LITERATURE AND
STUDIES/SYSTEM
Related Literature/Studies ……………………………………… 11
Related System ……………………………………………………………………… 17
Synthesis …………………………………………………………………………………… 24
CHAPTER III. METHODOLOGY
Development Method …………………………………………………………… 26
Gantt Chart ……………………………………………………………………………… 28
Requirements Specifications …………………………………… 29
Functional Requirements ………………………………… 29
User Interface ………………………………………………………… 30
Hardware Interface ……………………………………………… 31
Software Interface ……………………………………………… 32
Security Requirements ……………………………………… 33
Technical Background ……………………………………………………… 33
Hardware Specification …………………………………… 34
Software Specification …………………………………… 35
System Analysis and Design ……………………………………… 36
System Overview ……………………………………………………… 36
System Architecture …………………………………………… 37
Use-Case Diagram …………………………………………………… 37
Activity Diagram ………………………………………………………………… 39
Data Flow Diagram (DFD ………………………………………………… 40
Context Diagram ……………………………………………………… 40
Level 1 Data Flow Diagram …………………………… 40
Database Schema …………………………………………………………………… 41
Testing and Evaluation ………………………………………………… 42

Implementation Plan ………………………………………………………… 48
CHAPTER IV. RESULTS AND DISCUSSION ……………………………… 51
CHAPTER V. SUMMARY, CONCLUSION AND ……………………………… 52
RECOMMENDATION
BIBLIOGRAPHY ………………………………………………………………………………………… 53
APPENDICES ……………………………………………………………………………………………… 56
LIST OF FIGURES
FIGURE TITLE Page
1 Conceptual Framework 8
2 Development Method 26
3 User Interface 31
4 System Architecture 37
5 Use Case Diagram 38
6 Activity Diagram 39
7 Context Diagram 40
8 Level 1 Data Flow Diagram 41
9 Database Schema 42
10 UTAUT Testing 45
LIST OF TABLES
TABLE TITLE Page
1 Gantt Chart 28
2 Functional Requirements 29
3 Hardware Interface 31
4 Software Interface 32
5 Hardware Specifications 35
6 Software Specifications 35
8 ISO/IEC 25010 46
9 Work Plan 48
10 Budget and Resource 50

LIST OF APPENDICES
APPENDIX TITLE Page
A Project Team Assignments Form 56
B Letter to the Office 57

CHAPTER I
INTRODUCTION
This chapter presents different aspects of the Web-
Based Resident Record Monitoring and Management System with
Data Analytics, which includes its project context,
objectives, scope and limitation, the significance of the
study, conceptual framework as well as the definition of
terms used in the study.
Project Context
Computers have become part of our daily lives. It makes
our tasks easier and faster. As time passes, it continues to
develop more features and innovations to make it more
beneficial and effective. In most workplaces, computers
encode and store crucial information to refrain from the
manual process. It is true that tasks performed manually are
prone to errors and give a slower process. Therefore, the
accuracy and reliability of information might be
compromised.
Information Technology (IT) professionals keep developing
and introducing new software to help any workplace. One
example of software is a record management system. Most of

the government units are in need of an established record
management system. This system keeps and sorts all the
records in a particular unit, which is essential for every
organization.
Barangay is the smallest unit of government in the
Philippines that is responsible for many transactions. The
Philippine constitution grants LGU the local autonomy to
attain its most entire development as a self-reliant
community. Most of the time, barangay uses a manual file-
based system that contains various barangay information. As
the transaction is done manually, some barriers are met such
as difficulty in planning, tracking, and monitoring
transactions which hinder the barangay’s success in
providing better public services. (Bautista, 2015)
Furthermore, barangay personnel are highly dependent on
papers that are later stored in their cabinets once printed.
Barangay office holds essential records of their residents;
thus, the researchers believe that a systematic records
management system is a must-have to avoid problems from
manual document processes.

The researchers interviewed some barangay personnel in
Malitbog, Bongabong, Oriental Mindoro to determine the usual
process of gathering and handling data. These were the
results of the interview: 1) The manual way of recording
through notebooks and logbooks, which is prone to loss or
damage; 2) the population monitoring is not regular. This
practice results in several problems like when there is an
urgent need for this data, the Barangay personnel could not
provide accurate data. 3) Processing and releasing the
document will take one day or more, which is relatively
slow.
In connection to the identified problems, the
researchers are encouraged to develop a Web-Based Resident
Record Monitoring and Management System with Data Analytics.
With the barangay personnel as its primary user, the system
can store barangay and residents’ crucial information,
monitor the total number of barangay population, requested
documents, and submitted reports. The process is through
crowd-sourcing, which lets the residents fill in the
necessary information to hasten data gathering.

The study would benefit any barangay to provide a quick
and convenient transaction towards their residents.
Moreover, through descriptive analytics, the barangay
officials can achieve accurate data and figures such as the
number of populations, the number of registered residents,
the number of requested documents, and the number of
grievances.
Objectives of the Study
Generally, this study aims to develop a Web-Based
Resident Record Monitoring and Management System with Data
Analytics for barangay for more reliable and systematic
record management.
Specifically, it aims to:
1. Make an automated system to quickly find accurate,
complete, accessible, and usable records.
2. Regularly monitor the number of populations its
other aspects, and hasten the necessary analysis;
3. reduce the time and effort used the processing and
releasing of essential documents needed by the
residents;
4. Provides a backup database, fast and easy to locate
resident’s record.
The system provides a specific interface for the two
system roles: (1) the Administrator and (2) the households.
The end-user should input the correct username and password
to access the system. Once the login tab is accessed, a
dashboard will show and display the total number of
registered residents in each purok/sitio and the list of
barangay officials, the resident information, blotter
record, various certificates, permits and barangay-related
reports. These features are made possible because of
descriptive analytics. Moreover, this system can trace the
increasing/decreasing numbers of employed and unemployed
citizens Knowing numbers or figures in exact, barangay
officials will be able to make sound decision-making in
responding to the needs of their residents.
Certificate of Indigency, Certificate of Residency,
permits, clearances, and other documents online can be
requested through the system. The system administrator is
responsible for this process.

With its Quick Response (QR) code feature, residents
can quickly access their accounts. The system will provide
per household a QR code wherein the head of the household is
responsible for updating their information based on a
recently conducted barangay census. However, the system is
only accessible through a browser since it is web-based and
requires internet connectivity.
Significance of the Study
The design and development of a Web-Based Resident
Record Monitoring and Management System can help enhance and
improve barangay’s productivity in various transactions.
With the system, the barangay will add, edit, delete, update
and monitor all information.
The study will benefit the following:
Barangay Residents. Through the system, the transaction
of government will be more productive and transparent.
Crucial documents such as barangay clearance, barangay
permit, certificate of residency, certificate of
indulgences, business permit, and other documents can be
provided efficiently by the barangay personnel.
Barangay Personnel. The implementation of the system
will provide faster and accurate processing of barangay

transactions. Moreover, it gives up-to-date delivery of
various reports and issuances of different certificates.
LGU Management. The system could lead to effective use
of government resources.
Future Researchers. The study will also benefit
students of computer-related courses, researchers, or
academicians who are interested in conducting a study about
the said project.
Conceptual Framework
INPUT PROCESS OUTPUT
Programming
Skills Rapid
System Analysis Application
and Design Development eBrgyRecord: A
Hardware (RAD) Model Web Application
Requirements: Phases Barangay
Laptop Requirement Monitoring and
Android/IOS Analysis and Management
Device Planning System will be
Software System Design developed,
Requirements: Build tested,
Visual Studio Demonstrate evaluated and
Code Text Refine implemented.
Editor Testing
PHP & Bootstrap Implementation
XAMPP Server Maintenance
All Browser
Figure 1. Conceptual Framework of the eBrgyRecord: A

System

The figure above shows the conceptual framework of the
eBrgyRecord: A Web Application Barangay Monitoring and
Management System that represents the system’s input,
process, and output. Input shows the data gathering and
initial design necessary for the development. The process
includes the Analysis, Implementation, Testing, Deployment,
and Maintenance for building the system project that
produces an output of the system’s Web-Based Resident Record
Monitoring and Management System with Data Analytics.

Definition of Terms
The following terms are as a result of this defined
operationally for better understanding of the readers:
Administrator. It pertains to the end-user who will
manage or operate the system.
Dashboard. The type of graphical user interface used in
the system indicates the end-user data or processes.
Data Analytics. It provides figures or statistical
analysis on the encoded data, which will guide decision-
making.
Descriptive Analytics. It identifies the gaps and
issues at an earlier time before the problems arise.
End-user. It refers to the barangay official or staff,
residents, and other users who will use the system.
Information. It is the core and key resource for
organizations.
Management. It is a process of planning, planning
decision making, organizing, leading, motivating, and
information resources of an organization to reach its goals
efficiently and effectively.

Management system. It is how organizations ensure
things get done.
Hypertext Preprocessor (PHP). It provides a database on
the system that stores all data/information. It is that also
used in developing the website.
MySQL. MySQL refers to the back-end framework of the
records and management system that uses Structured Query
Language to organize the system’s information.
Quick-Response Code. Quick Response or QR Code is a
type of barcode that stores the residents’ information that
is encrypted. Also, it will use to track the access of the
system.
Records Management. It refers to an ongoing process of
managing the records of the residents in a barangay.
Reports. It pertains to all information from the
residents that are forward to the barangay officials or
staff.
Web-Based System. It refers to an application used in
the system running in a web browser to access the dashboard.

CHAPTER II
REVIEW OF RELATED LITERATURE/ STUDIES AND SYSTEMS
This chapter presents the related literature and
studies, related system, and synthesis, which refer to the
researchers developing the system.
Related Literature/Studies
Records Management System
Weller (2017) stated that records management requires
many governmental agencies, and other companies also have
systems. It provides a framework to organize piles of
paperwork and locate documents and ensures that needed
information is easily accessible and readily available.
According to PRISM, an organization’s active files grow at
an annual rate of approximately 25 percent, and paperwork is
a huge overhead expense. Proper records management can free
up precious office space. PRISM says that between three and
five percent of an organization’s files are lost or
misplaced at any given time. Proper organization can help

provide consistent service to clients and partners while
simultaneously increasing staff efficiency and productivity.
The records management system can be web-based or android-
based, depending on the system used.
Picincu (2018) defined a records management system as
software that allows you to store, find and use official
records as evidence of transactions, payments, and other
business operations. The latest document and records
management programs have advanced features like search
tools, scanning capabilities, retention and classification
tools, compliance tracking functions, and more. Records
management does not only make the files readily available
whenever need them but it can also improve workflow,
efficiency, and productivity within the organization.
The Importance of Record-Keeping
Baker (2015) emphasized that keeping your company’s
records organized and up-to-date is vital, and it can remain
completed through a records management system. In the same
way, having a record management system in a barangay can
provide a convenient and productive experience for barangay
officials for the benefit of the residents. It can hasten
barangay transactions and provide accurate information.

The Aid of Web-Based System
Kambala (2018) discussed that a web-based system is an
online application accessed via HyperText Transfer Protocol
(HTTP) – the network protocol used by the World Wide Web
that provides a pathway for you to communicate with a web
server. The term web-based is using to describe applications
that run in a web browser. However, it can also describe
applications with a minimal solution component loaded on the
client PC. The host server for a web-based system could be a
local server or accessed via the internet.
Moreover, Mundinger (2018) said that web-based
applications would run on the client’s browser, no matter
the operating system. This will makes web-based apps one of
the universal cross-platform solutions available today.
Data Analytics
Atanacio & Lacatan (2019) stated in their study
conducted that in the Municipality of Bay, Laguna was the
application of data analytics which would improve the
operational efficiency in the Rural Health Unit whereby the
data analytics will categorize and arrange the consultation

records of the patients and that it will show the number of
patients’ consultation records for every disease, barangay
and every month. Data Analytics refers to the set of
quantitative and qualitative approaches for deriving
valuable insights from data. (What is Data Analytics, 2017).
According to Frankenfield (2020), it involves many processes
that include extracting data and categorizing it to derive
various patterns, relations, connections, and other valuable
insights. It is the science of analyzing raw data in order
to make conclusions about that information.
Aldiabat et al. (2017) found out in their study that
big data analytics help organizations to use their data and
employ it to find new opportunities. Furthermore, it leads
to intelligent business moving ahead, more effective
operations, high profits, and satisfied customers.
Therefore, organizations should integrate big data analytics
to enhance and improve their services.
Harvey (2017) asserted that data analytics is not new.
It has been around for decades in the form of business
intelligence and data mining software. Over the years, that
software has improved to handle much larger data volumes,

run queries more quickly and perform more advanced
algorithms.
Descriptive Analytics
On the other hand, Valamis (2019) discussed that
descriptive analytics could determine how many students
participated in the discussion in an online learning
environment or how many times a particular student posted in
the discussion forum.
There are two techniques used in descriptive analytics
to discover historical data: data aggregation and data
mining. Data is first collected and sorted by data
aggregation to make datasets more manageable. On the other
hand, data mining involves a search of data to identify
patterns and meaning.
The Use of QR Codes
According to Bytescout (2019), the use of QR codes has
many advantages: (1) It can remain scanned using a
smartphone or any other phone with scanning capability. (2)
QR codes are versatile; they can encode almost all types of
data, e.g., numeric, alphabets, unique and binary. (3)

Extremely fast scanning. (4) Like other 2-d barcodes, the QR
code has good fault tolerance. Even if some part of the code
is damaged, information can remain decoded from the code.
(5) It stores a large amount of information, unlike 1-d
barcodes. (6) Can be used in deviations. (7) Reduce paper or
material consumption. (8) Easy to use.
QR codes have patterns that represent binary codes that
can remain interpreted to reveal the code’s data. The QR
reader then analyzes the QR code by breaking the whole thing
down to a grid. It looks at the individual grid squares and
assigns each one a value based on black or white. It then
groups grid squares to create larger patterns.
The stated literature and studies provide different
insights into how technology integration is helpful in
barangay for reliable and more systematic record management.
All information is relevant to the proposed study. The study
conducted by Atanacio & Lacatan (2019) shows that the system
helped the barangay improve the operational efficiency of
the Rural Health Unit through the application of data
analytics. In the same way, Valamis (2019) also expressed
the advantage of descriptive analytics in an online learning

environment. Findings show that data analytics has become a
big help to the existing system for sound decision-making.
PRISM (n.d.) stated that records management can either
be web-based or android-based. In this case, the researchers
selected web-based on their study that will run on any
browser for a better user experience than android-based.
In the proposed system, the Web-based Resident Record
Monitoring Management System with Data Analytics also shares
the same rationale of the existing studies – to provide an
automated system for the efficiency and innovation of record
management system to hasten the daily transactions in
barangay. The system can also determine how many residents
are registered, how many residents are in each sitio, and
how many requests of documents or reports remain received
through descriptive analytics.
Related System
Palumbarit et al. (2017) developed the Barangay Office
Management System where it enables the user to manage and
print barangay citizen’s requests and financial records and
reports such as Payroll for honoraria and allowance,

Disbursement voucher, Acceptance Report, Liquidation Report,
Accomplishment Report, Census, Barangay Cases, Barangay
Certificates, Barangay Clearance, Barangay Indigency,
Barangay Bonafede, Barangay Recommendation, Barangay
Permits, Occupancy Permit, Building Permit, Business Permit,
Billboard/Tarpaulin Permit, and Excavation Permit, and other
barangay documents needed.
Carpio (2020) developed a Barangay Management System or
e - barangay, a web-based management system that will
automate the barangay’s current manual process and
transactions. It aims to modernize existing processes in
requesting documents, filing complaints, and generating
accurate local statistics. Aside from effective recording
and monitoring of data, the said system can also process
online documentary requests and online complaint blotter and
support by SMS technology. It is open to all registered
residents of the target barangay.
Aparici et al. (2018) conducted a study in Malita, the
capital municipality of the Province of Davao Occidental,
Philippines. According to the 2015 Philippine Census, Malita
has a population of 117,746 people. The municipality is the

main economic center of Davao Occidental province,
agriculture and fishery are the primary industries of the
municipality. The Web-Based Barangay Information System for
Malita, Davao Occidental uses municipal personnel to collect
and store the data of households, population, and
commodities. It is the survey process in which they need to
transport in different barangays of Malita and then manually
evaluate. For this reason, the developers proposed a Web-
Based Barangay Information System that will automate the
management of barangay households, commodities, population
and establish geotagging of products and goods for
barangays.
In a system made by Martinez (2018), The Computerized
Barangay Information System is appropriate for the barangay
employees, who have access to profile information of
barangay residents for the direct reports. Moreover,
departmental organizational staff, which has a business need
for this information for their business unit, can also
benefit. This process is responsible for an effective and
efficient approach for barangay employees and residents. It
will help them accomplish tasks faster and would also

eliminate the need for a large staff. It will provide
profile-based information for residents.
Additionally, the proponents said that it would also
remain equipped with a module that will keep resident’s
information and a module that will make business permits
with ease. It can help the barangay speed up its process for
issuing ID, clearance, and permits. These modules will help
the barangay hasten the process and lessen human error in
recording information.
Magleo et al. (2018) explained in their proposed system
that Barangay Management Information System for San Carlos
City is an online and offline system to keep, process,
retrieve and update Barangay and City Hall information
through a secure network interface. It is deliberate to
handle a wide range of information relating to barangay
profile, constituents’ profile, barangay clearances,
barangay disputes/cases, barangay activities, and barangay
legislation, and City Hall’s required reports from the
barangay. It covers all the barangay’s functions,
activities, and transactions, providing complete and
accurate information for the barangay and city hall
management and stakeholders.

The purpose of their study is to address a solution to
the difficulty occurring in a barangay. The idea was to
introduce a management information system to help solve the
problem. This paper provides an efficient and effective way
to record and manage information that remains needed of
every barangay. The Barangay Management Information System
is a program that contains features that record and manages
information and at the same time can send documents from
barangay hall to the city hall. With the system created,
the researchers were able to create a system that not only
allowed them to provide relevant health services, but the
system created also acts as a platform to create, store, and
consolidate critical medical data, which acts as a data
backbone and have great use for future clinical purposes.
Estinar et al. (2018) said that Pampanga’s Barangay
Health Information System (PBHIS) made the RHU processes
faster, providing accurate reports and relevant and
actionable information. The researchers aimed to help the
RHU analyze the data from its patients, identify the
concerns, and make sound decisions. Such a system is a
decision support and health information system, which uses

visualization and prescriptive analytics. Information
visualization is translated into insights that allow for
improved decision-making and strategizing, while
prescriptive analytics executes the number crunching and
processing to recommend targets based on the data collected.
Visualizing the context and evidence while simultaneously
prescribing targets and strategies allows an effective
process to improve the overall health care delivery.
Jambari et al. (2018) stated that the Electronic
Document and Records Management System has improved the
records management services of the Malaysian public sector
and improves their efficiency and productivity in terms of
work processes. It has led to higher user satisfaction and
improved transparency. The researchers’ panel of experts has
shown their interest and has encouraged cooperation as they
see the essence of EDRMS to the public.
Bureau (n.d.) stated that computerization is a control
system that manages processes in the industrial workplace.
It reduces human errors and processing time, boosting
productivity and producing a high product quality. This

system can result in a well-integrated system that performs
much faster and more accurately than the manual system.
The United States Census Bureau is appropriate for
every citizen who can check the state information, and
everyone has access to the departmental organizations. The
United States Census Bureau is responsible for an effective
and efficient approach for state information. The interest
in investigating the research topic is an excellent example
of a computer-generated process, and this can lessen the
workload and provides information needed by a resident. As a
result, it will benefit not only the state employee but the
administrations as a whole.
The systems in this section are all about
record/information management systems that aim to innovate
the transactions in the community, particularly in the
smallest unit of government, barangay. The proponents of the
systems aim to computerize and organize the records of an
organization to hasten transactions and reduce human errors.
Similarly, the proponents of Web-based Resident Record
Monitoring and Management System with Data Analytics

proposed the system that will regularly monitor the number
of Barangay Malitbog and its other aspects, hasten the
necessary analysis of Barangay population speed the
processing and releasing of essential documents needed by
the residents.
Contrary to most existing systems, the researchers
employed descriptive analytics to analyze the gathered data.
The role of descriptive analytics in the proposed system is
to feed accurate data or records such as the number of
residents, received reports, and processed documents. The
only existing system that applied data analytics is
Pampanga’s Barangay Health Information System (PBHIS),
featuring prescriptive analytics. Moreover, the proposed
system also features a Quick Response (QR) code issued per
barangay household not present on the existing systems.
Synthesis
The use of records management systems in most
workplaces makes the task more accessible and more
convenient. According to Baker (2015) and Picincu (2018),
records management improves productivity, workflow, and

efficiency. On the other hand, Welter (2017) mentioned that
records management requires many government agencies.
In the mentioned conducted studies, Palumbarit et al.
(2017), Carpio (2020), Aparici et al. (2018), and Martinez
(2018) made a records management system that aims to
automate the manual process and transactions in a barangay.
However, Estinar et al. (2018) also applied a records
management system in the health sector. With Pampanga's
Barangay Health Information System (PBHIS), RHU can perform
processes faster. They were also able to make a better and
sound decision out of the inputted data of their barangay
residents.
The Web-Based Record Resident Monitoring and Management
System with Data Analytics is different from the existing
systems because it features QR codes and Descriptive
Analytics. It feeds accurate data about the number of
registered residents, received reports, and processed
documents on the dashboard.

CHAPTER III
METHODOLOGY
This chapter presents the development method,
requirements specifications, technical background, system
analysis and design, activity diagram, data flow diagram,
database schema, testing, and evaluation, as well as the
implementation plan of the system.
Development Method
The researcher used the Rapid Application Development
(RAD) Model to develop Web-Based Resident Record Monitoring
and Management System with Data Analytics.

This scheme is easy to understand and is being used to
implement the Web-Based Resident Record Monitoring and
Management System with Data Analytics. The model comprises
various phases, including requirements analysis, system
design, testing, implementation, and maintenance. When the
starting phase has remained done, each phase will operate.
Requirement Analysis. In this phase, the researcher made an
on- Figure 2. Rapid Application Development (RAD) Model
site visit to the target population to address the project’s
conditions, and one (1) month before the planned visit,
formal written permission has acquiesced. Barangay Malitbog
is one of the largest populations in Bongabong where the
researcher chose this community as the target barangay for
the system development. The researcher developed the matrix
of functions after conducting a personal interview with
barangay officials. This phase was the baseline for the
project modules to remain constructed.

System Design. At this point, the knowledge obtained in the
previous stage encourages the researcher to report about the
elements of the current and enhanced method. The input and
output record was ready during the design, forms laid out,
and file specifications printed. The structure of the
software’s user interface is a significant part of the
design process.
Testing. This step includes checking the software producer’s
performance, precision, durability, speed, and safety. Only
systems, applications, and hardware are reviewed during
installation to ensure design standards have complied with.
Implementation. With minimum standards, the framework was
functional. The customer should make good use of it. The
system’s use and implementation remained trained to all
users.
Maintenance. This phase is the endpoint of the loop, which
deals with the transition to a modern, better scheme. At
this time, the new system included the final updates and
improvements.
Gantt Chart
TABLE 1. GANTT CHART

Activities June July August September October
Week 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
Requirement
Analysis
System Design
System
Testing
System
Implementatio
System
Maintenance
Legend: - Complete- Incomplete
The table above shows the development time of the
system from the beginning of the requirement analysis with
data gathering through interviewing the target users of the
system to its submission period. With this instrument, the
developers supervise time and can give intervention to
improve the system.
Requirement Specification
A statement that describes what the system does and how
it performs. The following were the requirements
specifications that can remain included in this section.
Functional Requirements
The following are the functions of the Web-Based
Analytics:
TABLE 2. FUNCTIONAL REQUIREMENTS
FEATURES DESCRIPTION
User Authentication The system administrator, as well as
barangay residents, must require a
login.
Descriptive The system has descriptive analytics
Analytics and will provide an interpretation of
chronological data to understand
better changes that have occurred.
QR code-driven The QR codes will be applied to allow
access to the system and resident
accounts.
Online Complaint Submit complaint details and receive
Blotter/Reporting the status update through the system.
Online Document The system has features that

Request residents can submit the request form
for their needs.
Web Application It allows the system to remain
measured with any operating system.
User Interface
The system must be accessible, have strong security,
and be easy to control, which helps the barangay. The figure
below represents the system’s homepage that the user can
easily use and control the record management system.
Figure 3. Dashboard
Hardware Interface
The system project remained built on web platforms, and
it was running using a personal computer or laptop. Web-

Based Resident Record Monitoring and Management System with
Data Analytics remained established using a personal
computer that meets the requirements for web development.
Hardware Description
Personal Computer This device will remain used
to run the system provided.
TABLE 3. HARDWARE INTERFACE
Software Interface
The Web-Based Resident Record Monitoring and Management
System with Data Analytics was under the personal computer
operating system. The following was the software application
used in developing this system project.
TABLE 4. SOFTWARE INTERFACE

SOFTWARE DESCRIPTION
PHP Framework PHP is a server-side scripting
language, and it will remain
implemented on the server.
XAMPP Server It is a cross-platform web-
server solution stack package
that is platform-independent.
This server remained used to

develop and build the system.
Google Chrome/Browser Those are the system to test
the output and ensure that the
system is working correctly in
different browsers.
Security Requirements
The system creator will use Application-Level
Encryption; the application completed the process of
encrypting data used to generate or modify the data that is
to be encrypted—additionally, hashing encryption that the
process of converting an input of variable length to a fixed
size array of numbers and letters using a mathematical
function. Unauthorized users kept out of the scheme. This
process can remain accomplished by allowing each system user
to create their user name and password, which the
Administrator must accept. This information would remain
used to obtain access to the system. As a result, each user
will have a varying degree of access to the system,
determined by the roles allocated to them.
Only the barangay administrator has access to the
database’s data and records, which are kept confidential.

Residents of the barangay are only allowed to submit
complaints, collect responses to their complaints, and
request a barangay certificate online.
Technical Background
The Web-Based Resident Record Monitoring and Management
System with Data Analytics is an innovative version of the
most existing barangay records and management. The
proponents used Hypertext Pre-Processor (PHP) as a scripting
language that provides a pleasing dashboard interface for
creating all databases inside the system. PHP helps the
system to function correctly. Additionally, Bootstrap
remained comprised in the development of the system for the
webpage design. The system will operate with two users: The
Administrator and the residents. The Administrator is
responsible for the management or processes of the system
while another user (referring to the resident as the
secondary user) can only log in and access his account. The
web page supports any browser. Another feature of the system
is that it allows the residents to request certificates and
permits and file reports such as blotter reports.
The system also has a QR code that stores each
resident’s inputted data in the registration form. The QR

code allows the user to access the account instantly. The
security of the information is secure through encryption of
the password.
Hardware Specifications
Hardware specification refers to the system
requirements where mechanical components remain recommended
for the development of the system.
TABLE 5. HARDWARE SPECIFICATION
HARDWARE SPECIFICATION
Personal Computer Processor: Intel Core i5
(tenth-generation or newer)
or equivalent
Memory: Internal Storage
drive
Display: 1920x1080 resolution
or better
LAN/WLAN: Gigabit/802.11b/g/n
Software Specifications
Software Specification refers to the software used in
developing a Web-Based Resident Record Monitoring and

Management System with Data Analytics. It designs the
system’s functionality and includes the interaction of the
user that the software must provide.
Table 6 shows the list of specific software that will
remain used in the system and its
specification.
TABLE 6. SOFTWARE SPECIFICATION
SOFTWARE SPECIFICATION
Operating System Version: Windows 10
System type: 64-bit
operating system, x64-based
processor
Browser Google Chrome
Version 66.0.3359.139
64-bit
Web Server XAMPP
Code Editor Brackets
Version 1.14.2
System Analysis and Design
System Overview
The study aims to provide a Web-Based Resident Record
Monitoring and Management System with Data Analytics. The
system will collect, compile and sort the residents’ data
and secure it in a database because the researchers provide
a screen that requires a username and password. The system
requires a field filled out with residents’ crucial
information that will help barangay hasten the transaction,
such as issuing permits and document-processing. It features
descriptive analytics to analyze data and feed accurate
figures of retrieved data displayed on the dashboard. The
system will run and can remain accessed through any browser.
System Architecture
The figure below is the system architecture where it is
easy to track or know its process. It is also a user-
friendly system that users have reasonable satisfaction
with.
Figure 4. System Architecture

Use Case Diagram
The use-case diagram depicts how the resident record
system interacts with the two (2) actors: The
Administrator/Barangay Officials and Barangay Resident. The
Administrator manages the device users. He will approve the
registration of residents. When there are pending
transactions to be handled, a message will remain sent to
the barangay official’s account. They may also use the
framework to display and produce reports.
Receiving, processing, and duly tracking incoming
requests and grievances would be the responsibility of the
barangay secretary. She also has to keep residents updated
on the progress of their requests and concerns.
Residents of the barangay may file grievances and
demands online and create their profiles for better
tracking.
Barangay Barangay
Captain/Personnel Resident

Figure 5. Use-Case Diagram
Activity Diagram
The figure above is a context diagram of a Web-Based
Analytics representing processes within the developed
system. The resident can register, send complaints, and send
requests the requirement that they need. Furthermore, the
Administrator can have managed and monitored,
approved/disapproved the request, and handled the cased they
have received.
DATA FLOW DIAGRAM (DFD)
Context Flow Diagram
Figure 7 illustrates a context diagram defining the
system’s parameters, its structure, and interacting
elements. It displays the person who supplies the system
0
Barangay Resident
Requirements Information
Details Web Based
Administrator Resident Record Residents
Resident
Monitoring and Barangay
Information (New, Management Requirement
Updated) System with Data Details
Complaints/
Grievances
Analytics
Reports
Data Analysis
with data. Figure 7. Context Flow Diagram
Level 1 Data Flow Diagram
Figure 8 shows the data flow inside the system. This
graphic showed the databases within the system and the

information stored and collected throughout the system’s
runtime.
Figure 8. Level 1 Data Flow Diagram
Database Schema
This figure is a database schema used to show the
connection between various entities utilized and building

this system. Figure 9 shows that there are one too many
relations of the entity users.
Figure 9. Database Schema
Testing and Evaluation
Testing remains needed before a newly designed device
can be placed in an environment where end-users can use it.
Extensive checking remains carried out to ensure consistency
and reliability and spot vulnerabilities as soon as
possible. Three stages of testing remained carried out
during the development of the RMS: unit testing, integration
testing, and system testing.

Unit Testing
Unit testing involves testing the device partly and
individually, component by component, to ensure that each
portion or subsystem is functional. Each part was checked
separately during the records management system
implementation before being integrated into a single system.
The researcher used this measure to ensure that all data
input remained allotted to the correct tables and fields.
Since several of the components were identical, a
simple reusable testing method was needed. The system
administrator’s user accounts module, on the other hand, was
one of the RMS’s special modules that needed to remain
thoroughly checked.
System Testing
A system remains made up of all the parts that work
together to make the whole thing work. It is required to
ensure that the system runs smoothly, and it must operate as
planned and as required. Professional and practical tests
remain carried out here. Available research entailed
determining the device’s compliance with hardware, operating
system, database data integrity, and user authorization
control privileges. The machine was also put into functional

tests to see how it could do in its expected operating
environment.
User Acceptance Test
The researcher did not perform this portion of the
testing due to a few constraints; however, after the oral
presentation of the project work, the system creator plans
to check the system with the expected system users to assess
with Unified Theory of Acceptance and Use of Technology
(UTAUT) testing, in addition, to find areas that may need
modification before the system can remain commissioned
entirely for use. Identify the user acceptability of the
proposed system based on UTAUT constructs such as:
a. Performance Expectancy;
b. Effort Expectancy; and
c. Facilitating Conditions
The figure below shows the representation and process
of UTAUT testing:
Figure 10. Unified Theory of Acceptance

Evaluation
The evaluation uses the predefined functionalities,
goals, and objectives and analyzes those concerning the
expectations met by the system. The questionnaire was
composed of questions based on functional suitability,
performance efficiency, usability, reliability, and
maintainability of ISO/IEC 25010 Software Quality Product.
The product or component will prevent unauthorized access to
or modification of computer programs or data through
security. The researcher used the Likert scale to measure
the effectiveness and quality of this project the criteria
of the questionnaire.
TABLE 8. ISO/IEC 25010 SOFTWARE QUALITY PRODUCT
CRITERIA INDICATORS
The system covers all the specified tasks
and user objectives.
Functional The system provides the correct results
Suitability with the needed degree of precision.
The system facilitates the accomplishment
of specified tasks and objectives.
Performance The system’s response and processing
Efficiency times and throughput rates, when

performing its functions, meet
requirements.
The system’s amounts and types of
resources used when performing its
functions meet requirements.
The system’s maximum limits of parameters
meet requirements.
The system allows users to recognize if
it is appropriate for their needs.
Specified users can use the system to
achieve specified learning goals to use
Usability the application effectively, efficiently
and have freedom from risk and
satisfaction in a specified context.
The system has attributes that make it
easy to operate and control.
Reliability The system meets the needs for
reliability under regular operation
The system is operational and accessible
when required for use.
The system operates as intended despite
the presence of hardware or software

faults.
The system is dynamic and applicable to
the audience.
The system is maintainable and can be
Maintainability enhanced easily.
The system is easy to modify without a
significant effect on other components of
the system.
The results of the evaluation remained computed
accurately. The following will be the range and its
interpretation.
SCALE:
4.50 - 5.00 - Excellent
3.50 - 4.49 - Very Good
2.50 - 3.49 – Good
1.50 - 2.49 - Fair
1.00 - 1.49 – Poor
Implementation Plan
Implementation is a critical part of the growth of
every computerized system, and this is so for records
management systems as well. The table below presents the
work plan, resources, and budget of this project.
TABLE 9. WORK PLAN

PERSONS
STRATEGIES ACTIVITIES DURATION
INVOLVED
Having the letter Letter for the Researchers 1 hour
of approval from Barangay Chairman
the Barangay
Chairman
Assembly of all Preparing and Researchers 5 hours
system equipment testing equipment,
and software software installer
needs. workstation, and
establishing
office space.
System Installing system Researchers 1 day
Installation and and required
Maintenance software and
equipment.
1-day Training Hands-on Training Administrato 1 day
and Lecture r,
Officials,
and
Residents
ESTIMATED
PARTICULAR QUANTITY UNIT COST RESOURCES
AMOUNT
Internet ₱500.00 ₱2,500.00

5 months
Fees
Web Hosting 3 months ₱350.00 ₱1,050.00
Travel 10 trips ₱50.00 ₱500.00
Other ₱5,000.00 ₱5,00.00
Expenses
TOTAL ₱9,050.00
TABLE 10. BUDGET AND RESOURCE OF THE PROJECT
CHAPTER IV
RESULTS AND DISCUSSION

CHAPTER V
SUMMARY, CONCLUSION, AND RECOMMENDATION

BIBLIOGRAPHY
Reference
An Act Providing for a Local Government Code of 1991 (1991)
Retrieved from
https://www.lawphil.net/statutes/repacts/ra1991/ra_7160_
1991.html
Aparici M., & Ruelan J. (2018) Web-Based Barangay
Information System For Malita, Davao Occidental.
Retrieved from
https://www.ijcaonline.org/archives/volume180/number19/i
mus-2018-ijca-91644 1.pdf
Atanacio, M. & Lacatan, L. (2019) Development and
Evaluation of Rural Health Unit Record Management with
Data Analytics for Municipality of Bay, Laguna using ISO
25010. Retrieved from
https://www.researchgate.net/publication/336471816_Devel
opment_and_Evaluation_of_Rural_Health_Unit_Record_Manage
ment_with_Data_Analytics_for_Municipality_of_Bay_Laguna_
using_ISO_25010
Aziz, A., Jambari, D., Mokhtar, U. & Yusof, Z. (2018) A
Conceptual Model for Electronic Document and Records
Management System Adoption in Malaysian Public Sector.
Retrieved from
https://www.researchgate.net/publication/327198981_A_Con
ceptual_Model_for_Electronic_Document_and_Records_Manage
ment_System_Adoption_in_Malaysian_Public_Sector
Bowers, K. (2017) The Disadvantages of Manual Document
Filing Processes. Retrieved from https://www.blog-
mesltd-ca.cdn.ampproject.org
Bytescout Team (2021). QR Code Advantages and Limitations
https://bytescout.com/blog/2019/04/qr-code-advantages-
and-limitations.html
Carpio, C. (2020) Barangay Management System. Retrieved from
https://www.coursehero.com/file/80197474/IJMRAP-
V3N1P78Y20pdf/
Coronel, C., Morris, S., & Rob, P. (2011) Database System:
Design, Implementation, and management (9th Ed.).
Congage Learning.
Estinar, A., Grefiel, L., Libre, L., Lu, L., & Tangkeko, M.
(2018) Pampanga’s Barangay Health Information System
(PBHIS): A Decision Support & Health Information System

for Rural Health Unit 1. Retrieved from
https://www.dlsu.edu.ph
Frankenfield, J (2020). Data Analytics. Retrieved from
https://www.investopedia.com/terms/d/data-analytics.asp
Harvey, C. (2017) What is Big Data Analytics & What are the
Benefits? Retrieved from https://www.datamation.com/big-
data/what-is-big-data-analytics/
Kambala, C. (2018). The Benefits of Web-Based Application
for Business. Retrieved from
https://www.aezion.com/2018/10/13/web-based-
applicationbenefits/#:~:text=What%20is%20a%20Web
%20Based,loaded%20on%20the%20client%20PC.
Kaspersky (2021). What is QR Code? Is it safe to scan QR
codes? Retrieved from
https://www.kaspersky.co.uk/resource-center/definitions/
what-is-a-qr-code-how-to-scan
Martinez, K. (2018) Management Information System in
Barangay Calahan Cardona, Rizal. Retrieved from

https://www.scribd.com/document/422613871/BARANGAY-
MANAGEMENT-INFORMATION-SYSTEM-CHAPTER1
Palumbarit, J. & Suarez, J., (2017) Barangay Office
Management System. Retrieved from
https://www.manuscript.advancedjournals.org > PDF
Barangay Office Management System – Manuscript
Picincu, A (2018). Types of Records Management Systems.
Retrieved from https://bizfluent.com/info-7928109-types-
records-management-systems.html
What is Descriptive Analytics? Retrieved from
https://www.valamis.com/hub/descriptive-analytics
Web-Based Application: What It Is, and Why You Should Use
It. Retrieved from https://lvivity.com/web-based-
applications
Weller, J. (2017). Records Management: Maintaining Your
Organization’s Information. Retrieved from
https://www.smartsheet.com/record-management
What is Data Analytics? Retrieved from
https://intellipaat.com/blog/what-is-data-analytics/
APPENDICES
APPENDIX A
Project Team Assignments Form
EMAIL ADDRESS AND CONTACT

NAME PROJECT ROLE
NUMBER
Aranda, Karlo Project arandakarlo19@gmail.com
M. Manager 0945-344-7751
/system 0946-317-3546
Developer
Malvar, Bernie Technical berniemalvar25@gmail.com
Jr. V. Writer/Quality 0977-612-3543
Assurance
Peralta, Technical erickaclarisse.08@gmail.com
Ericka Writer 0936-308-7309
Clarisse S.
APPENDIX B
Letter to the Office

ARANDA MALVAR PERALTA EBrgyRecord A Web Application Barangay Monitoring and Management System

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

ARANDA MALVAR PERALTA EBrgyRecord A Web Application Barangay Monitoring and Management System

Uploaded by

Copyright:

Available Formats

Mindoro State University

College of Computer Studies

WEB-BASED RESIDENT RECORD MONITORING AND MANAGEMENT SYSTEM

TITLE PAGE ………………………………………………………………………………… i

APPROVAL SHEET ……………………………………………………………………… ii

ABSTRACT ……………………………………………………………………………………… iii

TABLE OF CONTENTS ……………………………………………………………… v

LIST OF FIGURES …………………………………………………………………… viii

LIST OF TABLES ……………………………………………………………………… ix

LIST OF APPENDICES …………………………………………………………… x

Project Context …………………………………………………………………… 1

Objectives of the Study ……………………………………………… 4

Scope and Limitation of the Study …………………… 5

Significance of the Study ………………………………………… 7

Conceptual Framework ……………………………………………………… 8

Definition of Terms ………………………………………………………… 9

CHAPTER II. REVIEW OF RELATED LITERATURE AND

Related Literature/Studies ……………………………………… 11

Related System ……………………………………………………………………… 17

Development Method …………………………………………………………… 26

Gantt Chart ……………………………………………………………………………… 28

Requirements Specifications …………………………………… 29

Functional Requirements ………………………………… 29

User Interface ………………………………………………………… 30

Hardware Interface ……………………………………………… 31

Software Interface ……………………………………………… 32

Security Requirements ……………………………………… 33

Technical Background ……………………………………………………… 33

Hardware Specification …………………………………… 34

Software Specification …………………………………… 35

System Analysis and Design ……………………………………… 36

System Overview ……………………………………………………… 36

System Architecture …………………………………………… 37

Use-Case Diagram …………………………………………………… 37

Activity Diagram ………………………………………………………………… 39

Data Flow Diagram (DFD ………………………………………………… 40

Context Diagram ……………………………………………………… 40

Level 1 Data Flow Diagram …………………………… 40

Database Schema …………………………………………………………………… 41

Testing and Evaluation ………………………………………………… 42

CHAPTER IV. RESULTS AND DISCUSSION ……………………………… 51

CHAPTER V. SUMMARY, CONCLUSION AND ……………………………… 52

FIGURE TITLE Page

5 Use Case Diagram 38

8 Level 1 Data Flow Diagram 41

TABLE TITLE Page

10 Budget and Resource 50

APPENDIX TITLE Page

A Project Team Assignments Form 56

B Letter to the Office 57

This chapter presents different aspects of the Web-

Based Resident Record Monitoring and Management System with

Data Analytics, which includes its project context,

objectives, scope and limitation, the significance of the

study, conceptual framework as well as the definition of

terms used in the study.

Computers have become part of our daily lives. It makes

our tasks easier and faster. As time passes, it continues to

develop more features and innovations to make it more

beneficial and effective. In most workplaces, computers

encode and store crucial information to refrain from the

manual process. It is true that tasks performed manually are

prone to errors and give a slower process. Therefore, the