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CHAPTER 1 INTRODUCTION

Information system (IS) refers to a system of people, data records and activities that process the data and information in a organization, and it includes the organizations manual and automated process, a narrow sense, the term information system refers to the specific application system that is used to store data records in a computer system and automates some of the information processing activities of the organization. These past few years the improvement of technology has opened up opportunities for all matters of operations. Most organizations are now using computer in their operation and such as transaction, scheduling, reservation and storing data. One of the organizations that can benefit from the technological advancements is churches. The purpose of the church management system is for them have a fast execution of liturgical services. How the parish clerks respond to such adversity is the basis of consistently creating outstanding results in recovering relevant information. Thats why this project dares to delve deeper to the understanding of how can the proposed system

improve the existing structure of liturgical services of the church in general.

Computerized Church Services Management System for the Parish of the Immaculate Conception

1.1 Statement of the Problem

1.1.1

General Problem

How to automate the processes for the Immaculate Conception Parish?

The church has existing technologies suitable for the integration to a computerized system, such as encoding certain names of parishioners to an Excel application which is not really designed as a reliable database. Having such limiting system, there are still problems that the administrator are still facing to date. Such problems include manual registration, billing system, scheduling, reservations and reports. They encounter hard time in making reports due to failure in updating their records frequently. Moreover, they consume a couple of hours just to generate data in their billing & scheduling system. They often capture all pertinent data needed in their manual system in a manner that is time consuming.

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1.1.2

Specific Problem

How to create and develop an inquiry module for the Immaculate Conception Parish? The inquiries of the ICP would entail a lot of searching of relevant documents such as application forms that already indicates the fees and schedule of each and every service. Problems from these situations are the constant lack of application forms whenever a multitude of applicants drops by. Inquiries are somewhat the vital part of every transaction. Having a more organized way of having these information ready beforehand can expedite certain transactions and would require less effort on both parties. The ICP distributes a slip that has the fee indicated on each and every liturgical services offered.

How to create and develop a registration module for the Immaculate Conception Parish?

Filling out all pertinent details in the application form during registration will take a long time process. In addition, having one of these application forms as their source of records, the administrator will go through a rough and hard time in updating and looking for a specific

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record. Most of the time, they fail to get all the details they need so they still have to update it as often as needed.

How to create and develop a function that will store all the reservations?

Through their reservations, first the customer will select which type of services then they will be given a registration form of the said service and aside from the form they also record it through manual writing using record book (ledger) for their copy. For the wedding events, other events are not recorded yet in the ledger book. It will be recorded afterwards as soon as the event has been realized.

How to create and develop a function that will handle the scheduling for each service? The recording style or the recording of data in each service is the most problem they encounter, a time consuming way of updating or submitting regarding the schedule since they based it on their record books (ledger).

How to create and develop a function that will handle the payments for requested services?

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The church is currently using a manual billing system. The problems they encountered in the specific transaction or services are time consuming, loss of files due to misplacement of the manual records imposes risk for them to start all over again. There are no other means of back up. The ledger itself is the only thing that holds the baptismal, confirmation, funeral and wedding records.

How to create and develop a function that will generate reports and to provide certifications? The church only uses Microsoft Excel to keep their records thats why it is not easy to manipulate. And as they process the certifications they need to rely first on the record book. Word processors are also being utilized for the printing of the certificates.

1.2 Current State of the Technology In 1960, a group of residents of Bo. Bayan-Bayanan (Ignacia de Leon, August de Guzman, Francisca Torres and Felisa de Leon) initiated the construction of a small chapel, with the help of Fr. Jose Mirasol who was then assigned to Boystown. Attendance to the Sunday mass numbered to only about thirteen, but Fr. Mirasol never failed to celebrate the mass.

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The chapel which was constructed out of used wooden materials did not start the test of the elements. Again, through the help of Fr. Mirasol, the said plight of the parishioners was brought to attention of the Archbishop of Manila. The chapel was completed on December 7, 1960. His Eminence Rufino Cardinal Santos blessed the new building. The biggest asset of the parish is the faith of the parishioners and their astounding devotion to their patroness, Our Lady of the Immaculate Conception and their current priest. REV.FR.BIENVENIDO GUEVARA APRIL 2006 UP TO PRESENT

The equipment being used by the ICP as observed by the group revolves around the printers, computers, telephones. The printer is used for printing out certificates, telephones are for parochial matters like follow ups and inquiries, and the computers are used for office related functions like searching of names, encoding of names, printing of certificates and the like. Right now, some of the transactions in the church depend solely on issuing manual receipts reminiscent of old business transactions. The church might need the services of an accountant to perform balance sheet/financial report related processes for the monthly financial statement so as to see where the funds go to. Every month, the church displays the financial report for the entire congregation to see and decipher for themselves. The church uses telephone lines, and

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computer for transactions. The Immaculate Conception Parish telephone is 02941-48-70. One example of the services is the baptismal process. The parishioner will go to the parish office to inquire about the baptismal. They will be given a registration form for them to fill out. This registration form contains valuable information such as name of child, baptismal date, date of birth, place of birth, address, parents name and their birth places as well, godparents name. It even includes the kind of marriage the parents has undergone such as civil or church wedding. Ordinary Baptism is charged at P200 and they will be issued a receipt. On other days it will be charged P500 (Special Baptism). Presence of the child is important in these liturgical processes as required by the church. Currently, baptisms are offered daily at 10:30AM and on Sundays at 11:00AM. Binyagang Bayan is held every last Saturday of the month. If the child to be baptized is more than 6 years old, the ICP would require a letter from the parish from where the child was born; a certification from the parish and the letter from the parents or guardian claiming that the child has never been baptized as a supporting document. The confirmation (kumpil) is a liturgical process wherein a parishioner confirms his / her faith to Catholicism. One who is interested to these services should inquire directly to the Parish Office. Requirements are given but not limited to birth certificates. If the baptismal can make you of Christian faith, the confirmation can make you a much better and strong Christian. Schedules of

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confirmation are announced accordingly every month so that parishioners can prepare the necessary documents required beforehand. Weddings are also offered by the parish from Mondays to Saturdays at the following times, 8:00AM, 9:30AM, 11:00AM and 4:00PM. Requirements are as follows: Have completed the seminar and interviews facilitated by the church If minors, consent from the parents. Preparations should be at least one month from the date itself. Baptismal certificate and confirmation certificate of both parties. P500 fee for the reservation, should be fully paid before the event proper

Kasalang Bayan is held every last Friday of the month. It is only offered to the residents within the territorial demarcation of the church and it is for free. Funerals are held every day at 2:00PM. All they have to do is to present a death certificate, fill out a registration form, and pay the corresponding fees. All schedules of liturgical processes are flexible on several occasions such as Lenten Season, Yuletide season, town fiesta and the like. Due to this, the church can change their liturgical schedules accordingly. 1.3 Objectives

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1.3.1

General Objective To automate the processes of application for the Immaculate Conception

Parish, wherein it will upgrade and improve their existing system for their daily liturgical processes. A system that will help out in organizing data for a more efficient and effective way in performing daily tasks.

1.3.2

Specific Objectives

To develop an inquiry function where the parishioners, and priests information can be monitored as well This feature can probably expedite certain processes like looking out for records (baptismal, funeral, weddings, confirmation, etc) on the church that is the main concern of the parish clerks. It will be likened also to having a back up records in addition to the ledgers that they have.

To develop a registration function The registration function will have pertinent and relevant details regarding the applicants, weddings, baptismal, funeral among other things. It will also have verifications on the documents presented to the church for fast processing.

To create and develop a function that will store all the reservations. All the reservations in each service will be directly recorded in the system database.

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To create and develop a function that will handle the scheduling for each service It will also provide the entire schedule of each and every service taking into account the type of the service and the package that came along with it.

To develop a payments function where liturgical services can be seen in the system Collections from donations and offertory can be recorded and a receipt can be provided from certain events such as baptismal, weddings, etc. Although this feature is not really requested by the ICP (i.e. the receipts generation) it will still be incorporated to the system for the developers to meet the minimum thesis requirements.

To create and develop a function that will generate reports and to provide certifications

The system will provide receipts and certifications if needed. A certification was one of the requests of the ICP accountant wherein they will only search the name and once found and the parishioner has paid the corresponding fees, click a button and the certificates will be printed instantly.

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1.3.3 Scopes and Limitations 1.3.3.1 Scope

Inquiry

The inquiry function will hold all the necessary information such as liturgical fees, schedule and requirements

Registration This function covers the registration of the applicant. It pertains to the gathering of necessary valuable information from the applicant such as name, address, etc.

Reservation

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This function will handle all the reservations for a selected service. For this type of transaction, a parishioner will be required to fill out a reservation form, afterwards, it will be submitted to the ICP for proper processing and the requirements (complete or incomplete) should go along with it.

Scheduling

This function will accept and process schedules for the church services, it will be more accurate for generating availability of schedules.

Payments (Liturgical Fees) The payments accepted by the church are cash and check.

Reports This function will print daily, weekly, monthly reports of the following: Applicant Accounts Service Reports

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Security This function will secure all the records by providing a username and password that will ensure the security of the churchs confidential files.

Settings This function will help to maintain and secure files such as login, username and password. This function also updates the rates and charges of services. User Setting Service rates

File Maintenance This function will handle the entire major task of the said system such as adding, updating and removing data from the database. - Applicants - Services - Service Package - Service Fee

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- Requirements Utilities - Backup And Recovery: This function will create a backup of the current database and recover it, so that the parish will not lose any important records and information.

- Audit Trail: The function will also record all transactions that of the user in the system and also the date and time. 1.3.3.2 Limitations Financial Statement The payables and receivables of the church will not be included in the system since it is focusing only on church services, not financial reports. Credit Card Payments The system will not have means to facilitate credit card transaction payments. It will only accept cash and check payments due to the reason that credit card transactions would require additional expensive resources and clearances from respective banks and it would not be realized immediately. Material in nature donations

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In terms of materials and resources donated to the church, the system will not have any means to monitor these. Its already included on the inventory side of the church. Donations in form of money are the ones going to be recorded in the system. Ministries Every church has their own ministries that helps the parish performs its liturgical services daily. The ministries that help the ICP will not be included in the system that includes, but not limited to, the name of the ministry, number of members and all the particulars that goes along with it. Chapels ICP has chapels under them that share a part of their collection to its mother church such as the ICP. Transactions handled by these chapels are not covered by the system.

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