Sadobs CaseStudy

Chapter I
1.0 Introduction
We are living in a world where technology has been changing on how we deal in every days
situation. Technology has been the source of how we live, communicate, work and even learn.
Electronic services are fast growing and been in the mainstream in technological
development. In line with this internet is one common platform that is being used for
operations.
In this digital era, education is greatly influenced by the said technology. Many barangays
have their computer set but they dont use it as a record managing system, instead they use it
for printing purposes only.
Barangay Record Management System is an advance and automated process of managing a

barangay to let go the manual process in the usual barangay hall such as hand written
documents, keeping records inside the drawer that tends to lose some records. It is automated
in such way that all records and transactions that the barangay is needed will be totally
organized, easy to process and fast.
STI GLOBAL CITY | Case Study Documentation 1

1.1 Background of the Study
Barangay South Signal Village is one of the barangay in Taguig. It has an area of 801,
200sqm and has a population of 46, 108 as of June 2016. Nowadays, it is very important to be
one step ahead, to be able to cope up with the benefits of technology. Having a computerized
system is a big used for the barangay hall for them to lessen the time for a certain operation
that if done manually can consume so much time and effort. It also decreases hassle in
workplace and provide accurate and fast result that every barangay hall needs. The
proponents have chosen record management system entitle "Barangay Security Force Record
Management System" for providing better ways of managing records and transaction instead
of having them done manually. Barangay South Signal Village is of the local government
offices in Signal Village Taguig City. They were committed to maintain the peace and order
of the barangay. In the past year the barangay is receiving a lot of complaints but this year the
crime rate is low and they receive only 1 or 2 complaints a day.
Barangay South Signal Village is one of those barangay that is still using manual system.
Using a manual system consumes a lot of time when it comes to retrieving data and it may
lead to losing some records. To enhance the productivity of the barangay the proponents
provide a system that will enhance the speed and accuracy when it comes to recording and
retrieving data.
The proponents chose to conduct a study about record management system in the Barangay
South Signal Village because a barangay is commonly using a manual keeping of records and
sometimes they might misplace where the files has been placed. The proponents knew that
what they need is a system that will keep the files safe and secured.

1.2 Business Process
Inquiry
When a certain person has a complaint they just need to go to the barangay and ask for some
legal advice and if by any chance they want to file a report they will be guided to the right
department where they can file a complaint. When the complainant wants to file a blotter
report they need to go to the Barangay Security Force Department and the desk officer of the
department will handle the complaint.
Filing a Blotter Report
When filing a blotter report the desk officer will record all the information needed in the
logbook. The details will be used to locate the suspect and for some legal matters.
Proper Action
If the complainant has a suspect for the crime the Barangay Security Force Department can
make a move right away but if the complainant doesnt have any suspect they need to give
some useful information or they need to describe the suspect and wait for the feedback of the
barangay or the complainant can go back to the barangay and check for some progress.
Making Reports
Barangay Security Force department have to pass a report containing all the blotter reports
that is recorded in that certain month and pass it to DILG.

1.3 Statement of the Problem
1.3.1 General Problem
Barangay South Signal Village is using a logbook to record all the blotter reports of the
citizens of the barangay so when it comes to retrieving and keeping records the effectiveness
of the barangay is becoming lesser.
1.3.2 Specific Problem
Difficulty in finding specific blotter reports
Due to large number of blotter reports, the desk officer of the Barangay Security Force
department is having a problem in locating records especially the old one.
Difficulty in keeping records
The barangay has a lot of logbooks that is stock in the filing cabinet and due to human error
some reports are missing and some of the reports are damage due to repeated turning of pages.
Difficulty in updating information
The barangay is using manual processing and using a log book in recording the complaints or
what they call the blotter reports, if you are going to update the information written in the log
book, you have to make another copy of the data including the new update and the old data
will become useless.

1.4 Overview of the current state of Technology
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 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.
Local Literature
National Archives and Records Management Information System (NARMIS)
The National Archives and Records Management Information Sytem (NARMIS) is a

program that integrates systems of managing records, documents and archives of national
government agencies.
NARMIS is composed of Archives and Records Management Information System (ARMIS)
and Agency Records Inventory System (AgRIS); systems that contribute to a rationalized
approach to document management, from creation to routing, archiving and disposal.
The program works with the National Archives of Philippines (NAP) and the Strategic Inter-
Agency Partnership (SIAP) group, which serves as the technical working group, to ensure
that the systems address the needs of the agencies from the executive, legislative and
judiciary branches of the government. Each component adheres with the existing policies,
laws and ISO standards as prescribed by the NAP.
http://i.gov.ph/narmis/

Palawan State University (PSU) Records Management Office Operations Manual
The Palawan State University Records Management Office embarks on the preparation of a
Records Management Operations Manual in order to adopt functional policies and procedures
in the management of records.
The security of records is a vital essential in an organization. Records are considered as the
memory of an agency. The Records Management Office being the Center for records custody
of the University shares one its perspectives, the preparation of an Operations Manual to
serve as guide in the implementation of standardized and functional policies and procedures
in records management.
Further, it is hoped that this Manual could be used as one of the references of all concerned
offices of the university and at the same time shall serve as an important tool for the records
custodians, office staff, and personnel handling records to clarify and to internalize their vital
roles and responsibilities by providing them with updates, guidelines and basic principles of a
sound, effective, and systematic handling and safekeeping of records.
http://psu.palawan.edu.ph/docs/operations_manual/RECORDS_MANUAL.pdf
Barangay File Management System
Palayan City Local Government Unit (LGU) has long been provided all of its barangays at
least a computer unit to upgrade the system of operation to a much enhanced way. That is,
through computer technology.
That was almost exactly four years ago. But up to now, those computers had not been used to
their fullest capabilities. Barangay offices still rely on manual labor not on the machines as
their frontline of service and operations. Some things are neglected.
One, Standard Operating Procedures (SOP) are not followed. Anyone can have his clearance
signed or business permit released even if the authorized person to approve it, for example
the Barangay Captain, is not present. The office has at least signed blank clearances and/or
permits in this case. Thus, the reliability of such can be questioned.
Two, its because all of the facts and information on the barangay is kept on papers, the
should-be manifestation of the maximized usage of computer is not attained and therefore
causes the slow retrieval of information and transactions. And lastly, hard copies of the files,
transactions held and other matters require a large file cabinet to hold them which in many
case, is a case of an unorganized file management system.
http://wonderworldblog.blogspot.com/2005/07/barangay-file-management-system.html

Foreign Literature
Technology to Enhance Records Management
Technology is the foundation for process improvement and increased accuracy and efficiency
in most organizations today. Document management is one area in which the use of
technology is quickly becoming a requirement. It is used in areas such as indexing, scanning
documents, providing access to virtual documents, and more. Unless it is a part of a
company's core business, implementing a document management solution that takes
advantage of technology should be outsourced. For example, many organizations set up prep
and scan onsite without understanding all the costs involved.
But a document management company should provide much more than just secure business
records storage, document shredding, and offsite data storage. It must also offer the latest
technology to ensure that a company can gain instant access to business-critical information.
This includes enabling clients to utilize the Web to securely view inventory, create reports
and handle ordering.
http://www.archivesystems.com/resources/articles/19/how-do-you-use-technology-to-
enhance-records-management
Automated System for Patient Record Management
Patient record management systems in hospital today necessitate a competent administration

when handling patients, generating reports from cashier, patient details which serves as a key
factor for the flow of business transactions in St Francis Hospital Nsambya. Unfortunately the
current Record management system leads to misplacement of drug details, payment details,
and late release of reports and insecurity to records. This research project is aimed at
computerizing all the records about patients, staff and drug suppliers. In order to achieve this
goal, a thorough System Study and investigation was carried out and data was collected and
analyzed about the current system using document and data flow diagrams. The concept of
report production has been computerized hence, no more delay in report generation to the
hospital manager. Errors made on hand held calculators are dealt out completely The method
used to develop the system include iterative waterfall model approach, dataflow, logical and
entity relationship diagram were used to design the system and finally the language used were
MySql, php, HTML, Css and JavaScript.
file:///C:/Users/Cross/Downloads/droma-fahad-cit-bachelor-group-project.pdf

Records Management
Storage of records has always been a fundamental objective of information systems. However
in the past decade managing sensitive information throughout its lifecycle, from creation to
destruction (or archival), has become of significant importance.
The increasing awareness of the impact of technology on privacy has added momentum to the
need to have better enforcement of records retention policies. Organizations today not only
have to comply with regulations, but also have to maintain a balance between operational
record keeping requirements, minimizing liability of storing private information, and
customer privacy preferences.
Records management as described by ISO 15489 is the field of management responsible for
the efficient and systematic control of the creation, receipt, maintenance, use and disposition
of records, including the processes for capturing and maintaining evidence of and information
about business activities and transactions in the form of records. In essence the task of a
records manager is identifying sources of information where records are created and then
managing them throughout their lifecycle. Typical duties of a records manager include
determining and enforcing policies on records, such as access control, archiving and
destruction.
https://cs.uwaterloo.ca/~aataulla/papers/masters_thesis_ataullah.pdf

1.5 Objectives of the Study
1.5.1 General Objectives
The main objective of the study is to design and develop a record management system for the
Barangay Security Force department.
1.5.2 Specific Objectives
The study aims:
1. To design and develop a record management system that will allow the Barangay Security
Force department to easily retrieve previous cases.
2. To make a system that will save the records in a longer period of time.
3. To make a system that will make it easier for the desk officer when it comes to updating
records.

1.6 Significance of the Study
A Computer Information Service represents a giant leap in computerized system of barangay

transactions and records handling. They can provide up-to-date information with relatively
little effort on the part of the user and put a huge amount of information within easy,
convenient and comfortable reach. Not mentioning the security and integrity of the
transactions and of the documents it also provides.
This study aims to present possible solution to the problems stated and to enhance the quality
of service a barangay office offers to its clients. Furthermore, this serves as an awakening
factor for all government offices, from highest to lowest levels, to be in line with the
governments view of globalization and competitiveness in todays Information Age.
This study will be helpful in saving time finding records in the logbook by recording it in the
system. This will be beneficial to the barangay because it will be easy to view all the records
and keep track of ongoing cases. It will also increase the efficiency and reliability of the
barangay in locating the specific reports if there are many complainants that come to report or
check their complaints at the same time. The study will be helpful in updating the records in
an easier way.

1.7 Scope and Limitation
Scope of the Study
The proponents study the business process of Barangay South Signal Village. The proponents
study on how to file a blotter report, how its done and what is the right thing to o-do when
there is some complaint.
Limitation of the Study
The study didnt include other department of the barangay, the proponents focused only in
Barangay Security Force Department other than that proponents didnt make a research on
anything. The proponents didnt include any other reports like salary reports and other reports
that are done in the barangay this study only focused in filing the blotter reports.

Chapter II
2.0 Methodology of the Study
Waterfall Model
What is Waterfall Model?
Waterfall model is an approach that was first SDLC Model to be used widely in Software
Engineering to ensure success of the project. In "The Waterfall" approach, the whole process
of software development is divided into separate phases. In Waterfall model, typically, the
outcome of one phase acts as the input for the next phase sequentially.

The sequential phases in Waterfall model are:
Requirement Gathering and analysis
All possible requirements of the system to be developed are captured in this phase and
documented in a requirement specification doc.
The proponents study overnight on what company we are going to help and what kind of
system we are going to make after we decide on the company we conduct an interview to
identify the requirements and tools needed for the system. The proponents also agreed to
have an overnight every Wednesday and Saturday to create a system and make the
documentation.
System Design
The requirement specifications from first phase are studied in this phase and system design is
prepared. System Design helps in specifying hardware and system requirements and also
helps in defining overall system architecture.
The proponents already know all the needed details and the problem of the company so the
proponents decided to design a system.
Implementation
With inputs from system design, the system is first developed in small programs called units,
which are integrated in the next phase. Each unit is developed and tested for its functionality
which is referred to as Unit Testing.

The proponents divided the task so every time a member finishes a task they ask for the other
members idea, this way we can easily change it if theres some suggestion or if the other
members are not contented with the said part.
Integration and Testing
All the units developed in the implementation phase are integrated into a system after testing
of each unit. Post integration the entire system is tested for any faults and failures.
The assigned task for all the members are already done so the proponents decided to combine
everything and the proponents conduct an Alpha Testing and Beta Testing so that the
proponents will know if the system doesnt have any error and to make sure that the system
will not have any trouble in the future.
Deployment of system
Once the functional and non-functional testing is done, the product is deployed in the
customer environment or released into the market.
Maintenance
There are some issues which come up in the client environment. To fix those issues patches
are released. Also to enhance the product some better versions are released. Maintenance is
done to deliver these changes in the customer environment.

Advantage and Disadvantage
Advantage
The advantage of waterfall development is that it allows for departmentalization and control.
A schedule can be set with deadlines for each stage of development and a product can
proceed through the development process model phases one by one.
Development moves from concept, through design, implementation, testing, installation,

troubleshooting, and ends up at operation and maintenance. Each phase of development
proceeds in strict order.
Disadvantage
The disadvantage of waterfall development is that it does not allow for much reflection or
revision. Once an application is in the testing stage, it is very difficult to go back and change
something that was not well-documented or thought upon in the concept stage.

Chapter III
3.0 Gantt Chart
Month November December January February March
Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
Planning Phase
a. meeting
b. interview
Analysis
a. gather
information
b. build
prototyping
Design
a. design user
interface
b. design system
interface
c. prototype for
design
Implementation
a. alpha testing
b. beta testing
c. installation
d. train user

3.1 Data gathering tools or technique
For the purposes of this research, in depth interviews were used. In depth interviews are
personal and unstructured interviews, whose aim are to know the problem and needs of the
barangay especially in Barangay Security Force department. The main advantage of personal
interviews is that they involve personal and direct contact between interviewers and
interviewees, as well as eliminate non-response rates, but interviewers need to have
developed the necessary skills to successfully carry an interview.
As far as data collection tools were concerned, the conduction of the research involved the
use of semi-structured questionnaire, which was used as an interview guide for the researcher.
Some certain questions were prepared, so as for the researcher to guide the interview towards
the satisfaction of research objectives, but additional questions were made encountered
during the interviews.
Beside from interviews the proponents also use the library of STI and found some sample
thesis and get some useful information from it and we also used the internet to look for some
tutorial in some part of the system that we dont have any idea on how to do it. We also
divide the jobs for each member and we are also having an overnight every Wednesday and
Saturday and we check each others work and make some comments and correct the things
that each member has done, that way we can lessen the errors on our project.

Chapter IV
4.0 The Proposed System
Record Management System for South Signal Village Barangay Security Force (BSF)
4.1 System Overview
The proponents proposed a system to the barangay of South Signal Village that will make
their job easier and lessen human error the system can save the reports or what they call the
Blotter Reports in a computerized way in the meantime the barangay still have to use logbook
to record the reports and at the same time they will practice using the system. The system will
also make it easier for them when it comes to retrieving reports they just have to enter the
control number of the report and they can easily access it, they can also edit the report or
delete it.

4.2 Process Specification
4.2.1 Data Flow Diagram
Context Flow Diagram
Office of the
Barangay Security
Force
Handle Reports
Report a case
Log Book
Make a copy Record Complainant
Management
System
Feedback

Diagram 0
Office of the
Record Complainant
Barangay Security
Management
Force
System
Legal Advice
Nature of the
Report
Produce Report
Send a monthly
Barangay Security compilation of
Desk Officer Force Blotter Report
to DILG

Child Diagram
Nature of the
Make Report Report
Barangay Security
Force Send a monthly
Department compilation of
Blotter Report
to DILG
Legal Advice

4.2.2 Data Dictionary
Control Number = Control Number
Date = Month + Day + Year
Time = Hour + Minute
Complainant Number = Complainant Number
Control Number = {Legal Characters}
Month = {Legal Characters}
Day = {Legal Characters}
Year = {Legal Characters}
Hour = {Legal Characters}
Minute = {Legal Characters}
Complainant Number = {Legal Characters}
Legal Characters = [a- z | A-Z | 0-9 | -]

Complainants/Respondents Information
Name = First Name + (Middle Name) + Surname

Age = Age
Birthdate = Month + Day + Year
Birthplace = Street + Barangay + City
Contact = [Mobile Number | Landline Number]
Gender = [Male | Female]
Civil Status = [Single | Married | Widowed | Separated]
Address = House Number + Street Name + Barangay + City
First Name = {Legal Characters}
Middle Name = {Legal Characters}
Surname = {Legal Characters}
Age = {Legal Characters}
Month = {Legal Characters}
Day = {Legal Characters}
Year = {Legal Characters}
Street = {Legal Characters}
Barangay = {Legal Characters}
City = {Legal Characters}
Mobile Number = {Legal Characters}
Landline Number = {Legal Characters}
House Number = {Legal Characters}
Street Name = {Legal Characters}
Barangay = {Legal Characters}
City = {Legal Characters}
Legal Characters = [a-z | A-Z | 0-9| -]

4.3 Data Specifications
4.3.1 Entity Relationship Diagram (ERD)
Conceptual Model
Complainants Respondents
Address Address
ComplainantNumber RespondentNumber
R_StreetNumber
C_StreetNumber
R_StreetName
C_StreetName R_Barangay
Complainants R_City
C_Barangay Information
C_City ControlNumber
ComplainantNumber
C_FirstName
C_MiddleName
C_Surname Respondents
C_Age Information
C_Birthdate ControlNumber
C_Birthplace RespondentNumber
C_Gender R_FirstName
C_CivilStatus R_MiddleName
Case Information R_Surname
C_Contact
ControlNumber R_Age
Date R_Birthdate
Time R_Birthplace
Summary Report R_Gender
ComplainantNumber R_CivilStatus
ReportNumber R_Contact
Title
Report

Logical Model
Conplainants Address
Respondents Address
(PK)Control Number Int
(PK)Control Number int
ConplainantNumber Int
RespondentNumber int
C_StreetNumber Int
R_StreetNumber int
C_StreetName varchar(50)
R_StreetName varchar(50)
C_Barangay varchar(50)
R_Barangay varchar(50)
C_City varchar(50)
R_City varchar(50)
Complainants Information Respondents Information

(PK)Control Number Int (PK)Control Number int
ControlNumber Int ControlNumber int
ComplainantNumber Int RespondentNumber int
C_FirstName varchar(50) R_FirstName varchar(50)
C_MiddleName varchar(50) R_MiddleName varchar(50)
C_Surname varchar(50) R_Surname varchar(50)
C_Age varchar(50) R_Age varchar(50)
C_Birthdate varchar(50) R_Birthdate varchar(50)
C_Birthplace varchar(50) R_Birthplace varchar(50)
C_Gender varchar(50) R_Gender varchar(50)
C_CivilStatus varchar(50) R_CivilStatus varchar(50)
C_Contact varchar(50) R_Contact varchar(50)
Case Information
(PK)Control Number Int
ControlNumber Int
Date varchar(20)
Time varchar(20)
Summary Report
(PK)Control Number int
ComplainantNumber int
ReportNumber int
Title text
Report text

4.3.2 Table Files/Layout
tblCase_Info
Column Name Data Type Length

ControlNumber Int
Date Varchar 20
Time Varchar 20
tblComplainant_Info

ControlNumber Int
ComplainantNumber Int
C_FirstName Varchar 50
C_MiddleName Varchar 50
C_Surname Varchar 50
C_Age Int
C_Birthdate Varchar 50
C_Birthplace Varchar 50
C_Gender Varchar 50
C_CivilStatus Varchar 50
C_Contact Varchar 50
tblComplainant_Address

C_StreetNumber Int
C_StreetName Varchar 50
C_Barangay Varchar 50
C_City Varchar 50
tblRespondent_Info

ControlNumber Int
RespondentNumber Int
R_FirstName Varchar 50
R_MiddleName Varchar 50
R_Surname Varchar 50
R_Age Int
R_Birthdate Varchar 50
R_Birthplace Varchar 50
R_Gender Varchar 50
R_CivilStatus Varchar 50
R_Contact Varchar 50

tblRespondent_Address

R_StreetNumber Int
R_StreetName Varchar 50
R_Barangay Varchar 50
R_City Varchar 50
tblSummary_Report

ReportNumber Int
Title Text
Report Text

4.4 HIPO CHART
Record Management
System Overview
Add Blotter Report
Complainants Form Respondents Form
Overview Overview
Save Blotter
Report
Search Blotter Report
Update Blotter Report
Delete Blotter Report

4.5 Screen Layout/Specification
Screen 1: Log-in Screen
This is the first screen that will be displayed. Here the user enters their User ID and Password.
Pressing the login button will display the Main Menu Screen (Screen 2). Pressing the exit button will
exit the program.

Screen 2: Main Menu Screen
The Main Menu Screen displays the options the user can choose from.

Screen 3: Add Blotter Screen
This is where the user will enter the pertinent information about the complaint.

Screen 4: Respondent Screen
The Respondent Form is where the suspect input his information.

Chapter V
5.0 System Implementation Plan
The proponents will present to the barangay all the needed hardware requirements. The
proponents can volunteer on gathering the needed tools, after gathering all the needed tools
the proponents will assemble the hardware so that the proponents can begin the installation
and provide all the needed information on how to use the system. The proponents will also
give them some advice when theres some trouble in the system.
5.1 Resource Requirements
5.1.1 Hardware Requirements
Hardware requirements are one of the most important things to consider when it comes to
deployment of the system. You have to choose the best or the standard tool that meets the
required hardware for the system to work properly.
Here are the hardware requirements for the Barangay Record Management System for South
Signal Village.
Hardware Requirements
Mouse USB Optical Mouse
Keyboard USB Keyboard
System Unit Any system unit that meets the software
requirement
Monitor Any monitor as long as it has the same port with
the system unit
AVR Step Type

5.1.2 Software Requirements
Software requirement is the most important thing to consider because even if you meet the
required hardware requirements if you fail to follow the software requirement the system
wont work normally and may lead to some error.
Here are the software requirements for the Barangay Record Management System for South
Signal Village.
Software Requirements Minimum Requirements Recommended

Operating System Windows 7 Windows 10
System Type 32-bit Operating System 64- bit Operating System
System Language English English
Bios Phoenix BIOS SC-T v2.2 Phoenix BIOS SC-T v2.2
P02RAA P02RAA
Processor LPC43xx Dual Core CPU @ Intel Core i5-3210M
2.5GHz CPU@ 2.50GHz. ~2.5GHz
RAM 2GB 4GB
HDD 500GB 1TB
5.1.3 Human Resource Requirements
Human resources are the people who make up the workforce of an organization, business
sector, or economy so choosing one should meet all the needed requirements.
1. The end-users that are allowed to use the system are the admin and the desk officer only.
2. The end-user will be trained on how to use and maintain the system.
3. The end-user should know how to use the computer.
4. The end-user should have the skill on how the process works.
5. The end-user should be familiar with the system at the same time they should know all the
business process of the barangay.

Appendices A
Ron Justin N. Odevilas
#26 Gen. Espino St. Zone 6

South Signal Village
Taguig City 1632
December 12, 2016
Hon. Michelle Mendez Odevilas

Chairperson
Barangay South Signal
Taguig 1632
Dear Mrs. Michelle Mendez Odevilas:
Warmest greetings!
We the students of STI College, Global City, taking up Bachelor of Science in Information
Technology would like to request your good office, if we could conduct a research regarding
our proposed system Barangay Record Management System for South Signal.
As a requirement in our subject System Analysis and Design, we would like to conduct a
study on your existing system, and proposed, if we may, probable solutions, or improvements
that would make your system cost efficient and effectively.
We fully understand that whatever information you would provide us, will be given with
utmost confidentiality.
Thank you very much and good day.
Sincerely yours,
Brad T. Camporedondo
Duncan Rigor F. Operio
Ma. Jeneca D. Bacala
Raymund Jayson M. Victoriano
Ron Justin N. Odevilas
Noted by:
Mr. Joselito Oyao Ms. Maria Antonia Mariano

System Analysis and Design Professor Theory of Database System Professor

Appendices B
Transcript of Interview
Date: November 26, 2016
Location: Barangay South Signal Village
Person Interviewed: Sherwin A. Terrado
Position: Barangay Administrator
1. Sir, Good Afternoon, may i know your full name?
- Sherwin A. Terrado
2. What is your position in the barangay?
- Barangay Administrator
3. What is the main job of Barangay Security Force department?
- Barangay Security Force department is the one who is maintaining the peace and order
inside the boundary of the barangay, Barangay Security Force department is also the one who
is in charge in recording all the spot and blotter reports.
Follow up question: What is a blotter report?
- Blotter report is a recorded event that is related to some crime.
Follow up question: What is a spot report?
- Spot report is a case where there is no suspect. For example a man bumps his car in an
electricity post. We record this kind of event as a spot report.

4. How do you record the information of the report?
- We record the report in the log book.
Follow up question: What if you have to change something in the record, can you just change
it?
- Yes, you can just change it but sometimes the logbook become messy so what we do is we
make another copy.
Follow up question: What happen to the old copy?
- The old copy becomes useless.
Follow up question: Did the Barangay Security Force department encounter some problem
when using the logbook?
- Yes, logbooks are so hard to maintain to its original form and due to repeated turning of
pages some pages are damage and some are unreadable.
5. How do you keep those records?
- We keep the records in a filing cabinet.
Follow up question: How many log books are stored in your filing cabinet?
- We have a lot of logbooks there, as far as I can remember we already have ten log books
that are full of blotter reports and two logbooks that are also full of spot reports.
Follow up question: Did the Barangay Security Force department encounter some problems
when using this filing cabinet?
- Yes, sometimes the records in the filing cabinet are missing.
Follow up question: Did the barangay encounter some problem when retrieving the records?
- Yes, some records are so hard to find especially those old records and as I said before, some
records are missing so we have to make another report.

6. Who is in charge in managing and collecting those records?
- The desk officer of Barangay Security Force department.
7. What is the most reported case in your barangay?
- Case like Sanla tira is the most reported here in our barangay.
8. How will the complainant know if the case that they reported is already done?
- The complainant has to come back in the barangay and the officer in charge will give a
feedback on the case.
9. What is the first step that the complainant needs to do when they has complaint?
- The complainant needs to go the Barangay Security Force department and the desk officer
of the Barangay Security Force department will get all the important details and record it in
the log book.
10. How many complaints does the barangay receive in a day?
- Last year we receive a lot of complains but this year the crime rate is low so we receive 1 or
2 reports a day.
11. What do you do to the reports that you receive?
- We compile all the blotter records every end of the month and pass a report to DILG.
12. Did the barangay use a computerized information system before?
- Not yet, we are still using manual system.
13. What do you think if the barangay has its own computerized system?
- Its better if have a computerized system.
14. Who make up the Barangay Security Force department?
- First is chief then OIC then the officer in charge and lastly the security force.

15. What is the informations needed by the desk officer from the complainant?
- Name, address, age, birthplace, gender, status, suspect (if they have one).
16. What is the total population of the barangay?
- 46, 108 as of June 2016.
17. How many hours does the Barangay Security Force department open?
- Our office is open 24 hours.
18. How many desk officers in the Barangay Security Force department?
- We have two desk officers one for the day shift and one for night shift.

Appendices C
References
http://i.gov.ph/narmis/
http://psu.palawan.edu.ph/docs/operations_manual/RECORDS_MANUAL.pdf
http://wonderworldblog.blogspot.com/2005/07/barangay-file-management-system.html
http://www.archivesystems.com/resources/articles/19/how-do-you-use-technology-to-
enhance-records-management
file:///C:/Users/Cross/Downloads/droma-fahad-cit-bachelor-group-project.pdf
https://cs.uwaterloo.ca/~aataulla/papers/masters_thesis_ataullah.pdf
https://www.tutorialspoint.com/sdlc/sdlc_waterfall_model.htm

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Chapter I

Barangay Record Management System is an advance and automated process of managing a

STI GLOBAL CITY | Case Study Documentation 1

STI GLOBAL CITY | Case Study Documentation 2

Filing a Blotter Report

STI GLOBAL CITY | Case Study Documentation 3

1.3.1 General Problem

1.3.2 Specific Problem

Difficulty in finding specific blotter reports

Difficulty in keeping records

Difficulty in updating information

STI GLOBAL CITY | Case Study Documentation 4

National Archives and Records Management Information System (NARMIS)

The National Archives and Records Management Information Sytem (NARMIS) is a

STI GLOBAL CITY | Case Study Documentation 5

Barangay File Management System

STI GLOBAL CITY | Case Study Documentation 6

Technology to Enhance Records Management

Automated System for Patient Record Management

Patient record management systems in hospital today necessitate a competent administration

STI GLOBAL CITY | Case Study Documentation 7

STI GLOBAL CITY | Case Study Documentation 8

1.5.1 General Objectives

1.5.2 Specific Objectives

The study aims:

STI GLOBAL CITY | Case Study Documentation 9

A Computer Information Service represents a giant leap in computerized system of barangay

STI GLOBAL CITY | Case Study Documentation 10

Scope of the Study

Limitation of the Study

STI GLOBAL CITY | Case Study Documentation 11

2.0 Methodology of the Study

What is Waterfall Model?

STI GLOBAL CITY | Case Study Documentation 12

Requirement Gathering and analysis

STI GLOBAL CITY | Case Study Documentation 13

Integration and Testing

STI GLOBAL CITY | Case Study Documentation 14

Development moves from concept, through design, implementation, testing, installation,

STI GLOBAL CITY | Case Study Documentation 15

3.0 Gantt Chart

Month November December January February March

STI GLOBAL CITY | Case Study Documentation 16

STI GLOBAL CITY | Case Study Documentation 17

4.0 The Proposed System

4.1 System Overview

STI GLOBAL CITY | Case Study Documentation 18

4.2.1 Data Flow Diagram

Context Flow Diagram

STI GLOBAL CITY | Case Study Documentation 19

STI GLOBAL CITY | Case Study Documentation 20

STI GLOBAL CITY | Case Study Documentation 21

Control Number = Control Number

Date = Month + Day + Year

Time = Hour + Minute

Complainant Number = Complainant Number

Control Number = {Legal Characters}

Month = {Legal Characters}

Day = {Legal Characters}

Year = {Legal Characters}

Hour = {Legal Characters}

Minute = {Legal Characters}

Complainant Number = {Legal Characters}