West Visayas State University

JANIUAY CAMPUS
School of Information and Communications Technology

Barangay Cabalabaguan Electronic Record Management System

A Thesis Paper
Presented to the Faculty of the
School of Information and Communications Technology
West Visayas State University – Janiuay Campus
Janiuay, Iloilo

In Partial Fulfilment
Of the Requirements for the Degree of
Bachelor of Science in Information Technology

SUBMITTED BY:

GULMATICO, KATHRINA MAE

LOREGA, LY ANN
SACLOLO, LOURDES
 West Visayas State University
JANIUAY CAMPUS
School of Information and Communications Technology

Chapter I
INTRODUCTION

Background of the Study

Barangay, as the smallest administrative units in the

Philippines, hold a vital role in governance and public
service delivery, and among them, Barangay Cabalabaguan in
the town of Mina, Iloilo, is no exception. They are the
linchpin in delivering essential services and managing
community affairs. Effective management of resident
information, businesses, and administrative records is
essential for the efficient functioning of these local
government units (Gallera & Salvador, 2023).

However, like many barangays, Barangay Cabalabuan

relies primarily on antiquated, manual, and paper-based
systems for record-keeping and data management. These
traditional methods are often time-consuming, error-prone,
and inefficient in the current digital age.

In today's era, where information is the cornerstone of

effective governance, there is an urgent need for a modern,
integrated, and dependable Electronic Barangay Record
Management System. Such a system should excel in organizing,
managing, and swiftly retrieving resident information,
thereby enhancing the overall service quality for barangay
residents of Cabalabaguan in Mina, Iloilo. Additionally, it
should streamline barangay business management, simplify
receipt issuance, and automate the generation of essential
documents.

The proposed system seeks to address these challenges

by presenting a comprehensive solution for barangay
administration, specifically targeting the needs of Barangay
Cabalabuan. It leverages modern technology to establish an
efficient information management system, catering to both
the administrative requirements of barangay officials and
the service needs of residents in Cabalabuan, Mina, Iloilo.

The development of this Electronic Barangay Record

Management System goes beyond convenience; it is a pivotal
step towards augmenting transparency, accountability, and
service quality in the barangay. The system's ability to
generate accurate statistical reports, manage business
registrations, issue receipts, and produce various
certificates and clearances within seconds will
significantly enhance the administrative capabilities of
barangay authorities in Cabalabuan.

In an era where data security and privacy are

paramount, the system prioritizes the protection of personal
information, ensuring that sensitive data in Cabalabuan,
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Mina, Iloilo is handled with the utmost care and in

compliance with data protection regulations.

This study aims to contribute to the broader discourse

on e-governance and local government operations, emphasizing
the importance of technology in modernizing administrative
processes, particularly for Barangay Cabalabuan in Mina,
Iloilo. It seeks to provide a practical and user-friendly
solution that is adaptable to the unique characteristics and
needs of this specific barangay, enhancing its
administrative capabilities.

Through the implementation of this Electronic Barangay

Record Management System, it is expected that Barangay
Cabalabuan in Mina, Iloilo, will be better prepared to
fulfill its role as a provider of essential public services
and as an agile institution in the dynamically evolving
landscape of local governance.

Statement of the problem

The management of personal information, business

records, and administrative data within barangays across the
Philippines remains predominantly manual and paper-based.
This outdated system is susceptible to errors, delays, and
inefficiencies, compromising the quality of services
provided to residents. In light of these challenges, this
study aims to address the following issues:

1. Inefficient Data Management- the existing semi-manual

system for managing resident information and administrative
records leads to inefficiencies in data organization and
retrieval.

2. Time-Consuming Barangay Council Tasks- the manual process

of document issuance, such as business clearances, is time-
consuming and prone to errors, leading to delays in
processing.

3. Cannot generate report- the absence of an automated

system for data analysis and reporting, coupled with
dependence on local government survey results, hinders the
barangay's ability to make informed decisions and generate
accurate statistical reports.

Objectives of the Study

To address the above-mentioned problems, this study

aims to achieve the following objectives:

1. Develop an Electronic Barangay Record Management System:

Create a digital system capable of efficiently organizing,
 West Visayas State University
JANIUAY CAMPUS
School of Information and Communications Technology

managing, and updating resident information and

administrative data.

2. Automate Document Issuance: Develop a document issuance

system that automates the generation of business clearances,
and other essential documents, reducing processing time and
minimizing errors.

3. Generate Reports: Create functionalities for data

analysis and reporting, allowing barangay officials to
generate reliable and accurate statistical reports based on
the electronic system's data.

Significance of the Study

This study holds considerable significance for multiple

stakeholders within Barangay Cabalabaguan, Mina, Iloilo, as
well as broader community development efforts. The specific
individuals and groups who stand to benefit from this
research are as follows:

1. Barangay Captain and Officials - The Barangay Captain and

other officials of Cabalabaguan are the primary
beneficiaries of this study. They can expect improved
administrative processes, streamlined record-keeping, and
enhanced access to valuable resident data. These
improvements translate into more efficient resource
management, better responsiveness to residents' needs, and
informed, data-driven decision-making. Ultimately, they will
be better equipped to serve the community effectively.

2. Residents of Cabalabaguan - The significance of this

study extends to every resident of Cabalabaguan. They stand
to gain from enhanced public services, expedited
transactions, and improved data privacy. Moreover, a well-
organized and efficient Barangay administration can
potentially stimulate economic opportunities, lead to
community development initiatives, and contribute to an
overall improved quality of life.

3. Government Agencies - At various levels of government—

local, regional, and national—this study's data-driven
approach has broader implications. The data and statistical
reports generated can be utilized by government agencies to
align their support, policies, and resource allocation with
the specific needs of Cabalabaguan. This, in turn, has the
potential to enhance the effectiveness of government
programs and initiatives aimed at improving the barangay and
the lives of its residents.

4. Researchers and Academics - For researchers and academics

interested in local governance, community development, and
data management, this study provides valuable insights and
 West Visayas State University
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School of Information and Communications Technology

methodologies. It can serve as a reference and case study

for future research in similar contexts, contributing to the
academic discourse on local governance and the application
of technology for community improvement.

In summary, the study's significance is multi-faceted,

encompassing both immediate and long-term benefits for
various stakeholders within Cabalabaguan, as well as broader
implications for community development and governance
practices. It holds the potential to foster improved
governance, economic opportunities, and an overall enhanced
well-being for the community it serves.

Scope and Limitations

This research is centered on the creation and

implementation of an electronic information management
system tailored to the needs of Barangay Cabalabaguan in
Mina, Iloilo. The system is designed to efficiently manage
resident data, facilitate data analysis, and generate
statistical reports to support informed decision-making. The
study encompasses several key areas, including system
development, data migration and integration, statistical
reporting, data privacy measures, and capacity-building
through training for barangay officials and staff. However,
it is essential to acknowledge certain limitations that
influence the study's boundaries and potential constraints.

The research's primary limitation arises from its

narrow geographical focus, as it is specific to Barangay
Cabalabaguan and may not be directly transferable to other
barangays with varying characteristics and needs. Resource
constraints, encompassing limitations in budget, time, and
available technological resources, may impact the extent and
pace of system development and implementation. Data
migration from existing manual records to the new electronic
system may encounter challenges related to data accuracy and
completeness. The success of the system is contingent on
community acceptance, and the willingness of barangay
officials and residents to adopt and adapt to the
technology, which may involve overcoming resistance or
potential hurdles. Long-term maintenance, sustainability,
and adaptation to evolving needs fall beyond the immediate
scope of the study. External factors, such as changes in
local or national policies, economic conditions, or
unforeseen events, may influence the research's outcomes.
Additionally, legal and ethical concerns related to data
privacy and confidentiality will be addressed with
diligence. Despite these limitations, the research's primary
aim is to enhance data management within Barangay
Cabalabaguan, contributing to its economic growth efforts
and overall efficiency in service delivery.
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School of Information and Communications Technology

Definition of Terms

1. Barangay- The smallest administrative division in the

Philippines, typically consisting of a community or
neighborhood (Republic Act No. 7160, 1991). In this study,
"Barangay" refers to Barangay Cabalabaguan in the town of
Mina, Iloilo, which is the specific focus of the research.

2. Data Analysis - The process of examining, cleaning,

transforming, and interpreting data to discover valuable
insights, patterns, and trends that can inform decision-
making (Berry & Linoff, 2019). In this study, data analysis
encompasses the functionalities within the system for data
analysis and reporting, enabling informed decision-making
within Barangay Cabalabuan.

3. Data Management - The process of collecting, storing,

organizing, and maintaining data to ensure its accuracy,
integrity, and availability for various purposes, including
decision-making (DAMA International, 2017). In this study,
data management refers to the efficient organization and
management of resident information, business records, and
administrative data within the Electronic Barangay Record
Management System.

4. Data Privacy- The protection of personal and sensitive

information to ensure that it is not accessed, used, or
disclosed without proper authorization and in compliance
with relevant data protection regulations and laws (European
Commission, 2018). In this study, Data Privacy indicates the
system's commitment to handling sensitive data in
Cabalabuan, Mina, Iloilo, in compliance with data protection
regulations.

5. Document Issuance- The process of generating and

providing official documents such as business clearances,
resident IDs, certificates, and clearances to residents or
businesses within the barangay (DILG, 2022). In this study,
Document Issuance relates to the automated generation of
such documents within the Electronic Barangay Record
Management System, aimed at reducing processing time and
minimizing errors.

6. E-governance- The use of information and communication

technology (ICT) to enhance and improve the efficiency,
transparency, and accessibility of government operations and
services (United Nations, 2002). In this study, e-governance
encompasses the application of technology to modernize
administrative processes within Barangay Cabalabuan.

7. Electronic Barangay Record Management System- A digital

information management system designed to efficiently
organize, store, manage, and retrieve resident data,
business records, and administrative information within a
barangay (NICT, 2013). In this study, the Electronic
 West Visayas State University
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Barangay Record Management System denotes the proposed

digital system developed for Barangay Cabalabaguan to
address its data management and administrative needs.

8. Residents - Individuals living within the geographical

boundaries of Barangay Cabalabuan. In this study, residents
refer to the community members who stand to benefit from
enhanced public services and an improved quality of life
through the study's outcomes.

CHAPTER II
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JANIUAY CAMPUS
School of Information and Communications Technology

REVIEW OF RELATED LITERATURE

This chapter reviews the literature on the automation

of barangay operations, the enhancement of data management,
and the leveraging of information technology for improved
local governance. These findings will inform the development
of an efficient system to support barangay operations and
local governance.

Related Literature

Hybrid Barangay Information Management System

This project has been initiated to support and augment

the day to day operations of the barangay. The specific
functionalities that the system includes; Document Request
System and Profiling System (Intud & Intud, 2021).

In this study, the researcher proposed a system that

will automate the current manual process and transactions in
the barangay. Apart from effective recording and monitoring
of data, the system had a functional embedded responsive
Intra Web Portal which all barangay functionaries can
explore the latest event and or Project of the Barangay.

Barangay Constituents Information And Services Management

System

The Barangay Constituents Information and Services

Management System is initiated to improveme the record
retrieval of the documents. The specific functionality that
the system includes searching barangay records, managing
health records, generating barangay reports, and graphical
analysis of barangay census.
The system was also evaluated through McCall’s
Software Evaluation Criteria for Software Quality Model and
ISO/IEC 9126-1:2000 and the Barangay Constituents
Information and Services Management System showed a Very
High result that proves that the system was capable of
managing records of the barangay and reliable in handling
data for further use (Villones, 2021).

Barangay Resident Record Management and Certificate

Insurance System

This study focuses on the records management system of

the said Barangay. The Barangay treasurer/secretary is the
one who performs permits, certificates transactions
community tax, business taxes, and other fees. They are also
in charge of keeping tracks of the records, capture and
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maintain up-to-date records of all issuance transactions and

daily, monthly, yearly reports. These records are sufficient
for various purposes that required an appropriate,
consistent and secured storage of files. The system that
they are using until now is a manual based process for all
services to its constituents. They manually handled
transactions daily; specially get Barangay clearance,
certification, cedula and permits. Before the accomplishment
of the task the constituents who request must undergo a long
process. Same through with storing of files, updating,
accessing of data and recording the expenses, they used
folders and log of papers for its storage. The staff
encountered difficulties and long procedure in retrieving,
recording, computing and processing of financial and
accounting data.

Thus, the researchers proposed Barangay the records

management system that will give safer storage of financial
records, fast retrieval of files, maintains reliability and
accuracy, and faster tracking of files. Proposing software
for the records management system is very useful to the
staff, from hand written records and manual issuing of
barangay clearance and certificates, as well as the income
and expenses reports into an automated processing system.

The recommended system will give safer storage of

financial records, fast retrieval of files, maintains
reliability and accuracy, and faster tracking of files.
Proposing software for the accounting system is very useful
to the staff, from hand written records and manual issuing
of barangay clearance and certificates, as well as the
income and expenses reports into an automated processing
system. (“Barangay Resident Record Management and
Certificate Issuance System,” n.d.)

Barangay Management System Using Php My Sqli

The Implementation of this system allowed barangay duty

officers to electronically make and keep records,
announcements, reports, services and increase the response
time of the duty officers in responding to the needs of the
residents. The system eliminated the need of doing face-to-
face transactions between the residents and barangay duty
officers (iNetTutor.com, 2022).

Barangay Profiling System

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 into a high quality of product produce. This can
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result in a system well integrated process that can perform

much faster and more accurate than the manual system.

The Barangay Profiling System is appropriate for the

use of barangay employees, who have access to profile
information of barangay residents for the direct reports and
also departmental organizational staffs that have business
need for this information for their business unit. The
Barangay Profiling System is responsible for an effective
and efficient approach for barangay employees and residents.
It will help them accomplish task faster and also it
eliminates the need of a large staff. It will provide
profile-based information on residents. The interest of
investigating the research topic is a good example of a
computer generated process, this can lessen the workload and
provides information needed by a resident. As a result, it
will benefit not only the barangay employee but the
administration as a whole. (“BRGY. Profiling System –
Documents,” n.d.)

Related Works

Barangay Information System for Governance and Development

(BISGD)
The Barangay Information System for Governance and
Development (BISGD) primarily focuses on the automation of
barangay processes, such as resident profiling, certificate
issuance, and document management. This system's goal is to
enhance overall administrative efficiency (Dela Cruz, 2019).
This relates to our study as it aligns with our objective of
automating manual processes within the barangay,
specifically in terms of document issuance and data
management.

Enhancing Barangay Governance through Technology

The study on enhancing barangay governance through
technology emphasizes the importance of adopting digital
tools to enhance transparency, accountability, and public
service quality within barangays. It underscores the
significance of IT infrastructure and applications for
better governance (Villanueva, 2020). This is pertinent to
our study as we also aim to improve barangay operations
through digital solutions, enhancing data management and
public service.

E-Governance Initiatives in the Philippines

Research into e-governance initiatives in the
Philippines, including at the barangay level, emphasizes the
benefits of digital systems in streamlining administrative
processes and improving service delivery (Pascual, 2017).
This aligns with our study's focus on enhancing data
management and decision-making processes through automation.
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The Role of Information and Communication Technology in

Local Government Units:
This study examines the use of ICT in local government
units, including barangays, to promote better governance. It
highlights the significance of modernizing information
management systems for effective decision-making and public
service (Santos, 2018). In our study, we are also addressing
the need for modernization through an electronic system to
manage data and improve decision-making.

Mobile Applications for Barangay Services:

The work on mobile applications for barangay services
underscores the increasing trend of developing mobile apps
to enhance the delivery of barangay services. It discusses
how these apps can streamline processes, including record
management and public engagement (Gomez, 2019). This is
relevant to our study, which aims to improve efficiency and
service quality through automation, even though our focus is
on a broader electronic system rather than just mobile
applications.

Synthesis of the Study

The literature review reveals a consistent and

compelling narrative surrounding the need for automation,
improved data management, and the use of information
technology to enhance local governance in barangays. It
highlights the imperative of modernizing operations to
achieve greater efficiency, transparency, and public service
quality.

The reviewed literature underscores the following key themes

and insights:

1. Automation for Enhanced Efficiency: Several studies and

systems advocate for the automation of barangay operations.
They stress the importance of replacing manual, time-
consuming processes with efficient electronic systems. These
systems, such as the Hybrid Barangay Information Management
System, offer specific functionalities like document request
and profiling systems. They aim to expedite data recording,
tracking, and reporting, reducing human errors and
processing time.

2. Improved Data Management: Effective data management and

retrieval are recognized as crucial aspects of barangay
governance. The Barangay Constituents Information and
Services Management System, for instance, emphasizes the
need for systematic record-keeping and efficient data
retrieval. It demonstrates that electronic systems, when
evaluated using software quality models, prove to be highly
capable of managing barangay records and handling data
reliably.
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3. Transparency and Accountability: The reviewed literature

consistently highlights the role of technology in enhancing
transparency and accountability in local governance.
Electronic systems, as demonstrated in the Barangay Resident
Record Management and Certificate Insurance System, can
reduce complexities associated with transactions and
facilitate secure storage of financial records. This not
only improves efficiency but also provides constituents with
a transparent and reliable process for accessing documents
and certificates.

4. Enhanced Public Service: The automation of barangay

operations, as seen in the Barangay Management System Using
Php My Sqli, significantly improves the delivery of
services. It eliminates the need for face-to-face
interactions, reducing response times and simplifying
transactions. This not only benefits barangay officials but
also enhances the quality of public service, reducing the
long and often cumbersome processes constituents face.

5. Role of Information Technology: The role of information

technology, as evidenced in the Barangay Profiling System,
is paramount. It can reduce errors, boost productivity, and
streamline processes. This computerized approach provides
efficient access to resident profiles, benefiting both
barangay employees and residents.

In alignment with this body of literature, our study

aims to develop a comprehensive system that addresses these
key aspects of automation, improved data management,
transparency, and efficiency in barangay governance. By
leveraging electronic systems and information technology,
our research intends to contribute to more effective and
transparent local governance, ultimately benefiting barangay
constituents and officials alike.

CHAPTER III
METHODOLOGY
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This chapter outlines the research methodology employed

in the development of the Barangay Cabalabaguan Electronic
Record Management System. It provides a clear and systematic
guide to the research design, data collection methods,
population and sampling, data analysis, ethical
considerations, limitations, and the timeline for conducting
the study. The methodology chapter is a crucial element that
bridges the theoretical foundation of the study with the
practical execution, ensuring a structured and robust
approach to the research process.

In this chapter, we will detail the methodology chosen

for this study, explaining why it is the most suitable for
our research objectives. We will present the techniques used
for data collection, ensuring the efficient and ethical
acquisition of data. Additionally, we will discuss the
population and sampling methods employed, along with the
steps taken to safeguard ethical considerations and data
validation. The chapter will also address any potential
limitations and provide a timeline for the research,
offering a comprehensive understanding of the research
process.

This chapter serves as a roadmap for our research

journey, guiding us through the intricacies of data
collection and analysis as we work towards the development
of an innovative Electronic Barangay Record Management
System, with the ultimate goal of improving local governance
in Barangay Cabalabaguan.

3.1 Requirement Analysis

The "Barangay Cabalabuan Electronic Record Management

System" aims to modernize data management and administrative
processes in Barangay Cabalabuan, Mina, Iloilo. This
requirement analysis outlines the functional and non-
functional requirements for the system.

The objectives of this requirement analysis are as follows:

- Identify and document the functional and non-functional

requirements of the system.
- Understand the specific needs of residents, barangay
officials, and government agencies in Cabalabuan.
- Create a comprehensive set of specifications for system
development.

3.1.1 . Functional Requirements

A. Resident Information Management

- The system only allow Barangay officials to input

and update their personal information.
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- Barangay officials should have the ability to access

and update resident information.
- The system should store information such as name,
address, contact details, and family members.
- Data should be structured, organized, and easily
retrievable.

B. Administrative Data Management

- The system should enable barangay officials to

manage administrative data.
- Administrative data includes records of barangay
ordinances, resolutions, and administrative decisions.
- Data should be securely stored and easily
retrievable for reference.

C. Document Issuance

- The system should automate the generation of

official documents,including clearances and
certificates.
- The document issuance process should be efficient,
reducing processing time and minimizing errors.
- Documents should be generated in standard formats
and easily printable.

D. Data Analysis and Reporting

- The system should allow for data analysis and

reporting.
- Data should be analyzed for statistical purposes,
supporting informed decision-making.
- Statistical reports should be generated and readily
available for barangay officials.

3.1.2 Non-Functional Requirements

A. Data Security and Privacy

- The system should prioritize the protection of

personal information, adhering to data protection
regulations.
- Sensitive data should be handled with the utmost
care and security.

B. Usability

- The system should be user-friendly and accessible to

residents, barangay officials, and government agencies.
- User interfaces should be intuitive, with clear
navigation and input forms.

C. Reliability
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- The system should be reliable, with minimal downtime

and data integrity ensured.
- Data should be backed up regularly to prevent data
loss.

3.2 System Design

In the System Design phase, the Barangay Cabalabaguan

Electronic Record Management System is meticulously
structured to ensure its efficiency, functionality, and
scalability. This section outlines the critical components
of system design, providing a blueprint for the development
and implementation of the system.

3.2.1 Use Case Scenarios

Use Case Scenarios provide detailed narratives of

how the system will be used in real-world situations.
These scenarios offer insights into typical user
interactions, including common and exceptional
scenarios. Use Case Scenarios clarify system
functionality, user workflows, and potential edge
cases.
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Fig. 1. Use Case Diagram

3.2.2 System Flowchart

In addition to the foundational components of

system design, a System Flowchart is included to
provide a visual representation of the flow of
processes and data within the Electronic Barangay
Record Management System. The System Flowchart offers a
comprehensive overview of how different components of
the system interact and how data moves through the
system.
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Fig. 2. System Flowchart

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European Commission. (2018). General Data Protection

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Department of the Interior and Local Government (DILG).

(2022). DILG Memorandum Circular No. 2022-085: Guidelines
on the Issuance of Business Permits and Other Clearances
in Barangays.

National ICT Council (NICT). (2013). Barangay Management

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Republic Act No. 7160: An Act Providing for a Local

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