Taguig City University

Chapter I

1. Introduction
Spending time on storing and organizing paper documents is increasingly seen

as bad idea. Not only is there a risk of physical copies getting lost and damaged,

but we’re also responsible for keeping them on file. Every year in Taguig City, the

city records such as ordinance, resolution, memorandum of agreement & others,

are just stored or placed in a physical storage like cabinet that were prone to

damage and being misplace. Eventually, the large increasing numbers of city

records may cause different problems like the uncontrolled growth of city records

that will make the employee of Taguig city record section encounter difficulty in

finding a specific document in a large storage.

The development of Records Office Application Solution intends to show

how the system work, the technology, organizations, and the relationships

among them. The system method contributes a lot mostly for an individual who

are working at a certain company, with in volute searching of file.

Company Background

The Taguig City Record Section is located at Tuktukan Taguig City,

headed by Mrs. Erlinda R. Cabagay. The Office mission is to be an effective

keeper of the following documents like City Ordinance, City Resolution, Barangay

Communication, Transportation Concern and Committee Chairmanships.

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Chapter II

Hierarchical Order Function

2. Organizational Chart

2.2 Organizational Function

Chief Record Section

The one who are responsible for managing those records as part of

accomplishing the Department's mission and ensuring compliance with laws and

regulations.

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Administrative Assistant II

Assistant of the Chief Record Section who are also responsible for

managing those records as part of accomplishing the Department's mission and

ensuring compliance with laws and regulations.

Administrative Aide I

The employees who encodes, log, search and receive documents like City

ordinance, resolution, etc.

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Chapter III

Requirement Analysis

3.1 Problem Definition

Manual document filing is very time consuming. Not only do you have to

organize and store the files, hunting down the information when it is need can

take time. It can take anywhere from minutes to hours to hunt down a file,

depending on how well your organization is.

3.1.1 General Problem

The Record Section is currently keeping the city records in a physical

storage like cabinets, were all of the city records are kept from past years and to

the present. Due to the massive growth of the documents, the employees of

Taguig city record section encounters the difficulty in retrieving a specific

document, which takes too much time in retrieving the document. And lastly, it

needs bigger physical storage like cabinet were the city records were stored.

3.1.2 Specific Problem

 Time consuming in retrieving the files


 Requires more physical storage for the documents

 Manual sorting of documents

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3.2 Objectives

In order to become more competitive many businesses could improve the

effectiveness of their innovation process and as a result of this strategy improve

the deployment of scare resources in an effort to provide greater customer

satisfaction.

3.2.1 General Objectives

The proponents intend to upgrade the record’s office information and

releasing process that the client would like to innovate into a computer based

system that will make the searching, storing and sorting of every records in the

city of Taguig.

3.2.2 Specific Objectives

 To provide search box/search engine to look for a specific file


 To store document in a secured database in a digital format to minimize

the numbers of physical storage


 To have an archiving function where old data and files will be stored.

 To develop a system which will fit even in mobile devices.

 To develop a system with an audit trail to monitor all transactions and

modification in the records.


 To sort files in alphabetical display, date etc.

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3.3 Scope and Limitations

3.3.1 Scope

 The system has a search box/search engine for retrieving of specific record

 The system provides a secured database where all the records of the city

ordinance, resolution etc. are stored


 The system has a record archiving function

 The system has a record update function

 The system is responsive for smartphones and tablets.

 The system has an audit trail

3.3.2 Limitation

 No decision making feature


 The system does not support cache auto saving

 The system will not work in the absence of electrical power.

3.4 User Beneficiaries

Records Office

The system will help the office by means of securing the records and

fasten the transaction of storing, searching and sorting of all of the city ordinance,

resolution, barangay communication, committee concerns, and the transportation

concern.

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Records Requestor Personnel

The system will help the requestor personnel by means of faster process

in searching for their specific record request.

3.5 Nature of System

The proponents conducted an interview to find a possible client for the

System Analysis and Design II. The purpose of the system is to help them use their

computer resources to the fullest. An initial interview was conducted to Taguig City

Hall Records Section. The objective is to gather information and comprehend the

company’s problem. The proponents come up to the idea and a helpful solution that

will be proposed. The development of Records Office Application Solution is

introduced. A documentation and a System is being developed for the client.

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Chapter IV
Structured Analysis

Understanding the System

This chapter will discuss the manual process of Taguig City Hall Record

Section. All the records such as ordinance, resolution, incoming barangay,

committee chairmanship, sponsorship and different committee concerns will be

save in a digital format. If they have to release a record, or requestor personnel

will request a record such as ordinance, and resolution, the office staff will fill-up

every single information of the records with only limited time. It will take a couple

of hours to release the requested document. After releasing the request, the

documents must be store nicely again.

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Context Diagram

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Existing DFD

Record Info
Record Info

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Existing Flowchart

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Process Description

The process starts if there is a record requested or to be store, the admin

or staff will ask the requestor personnel on which process they must perform.

The admin or staff will supply the needed information of the requestor personnel,

all the data that needs to be filled-up is done one at a time. After filling the

needed information, the admin or staff must log the information in a log book.

Therefore, the request document will be released.

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Chapter V
Proposed Alternative

Understanding the System

The Records Office Application Solution is aiming to help the record

section office to lessen and lighten the hassle works and change the old way of

recording and releasing records of the city ordinance, resolution etc. into more

developed computer based system. It is capable in terms of holding large

numbers of records together with their information and records alphabetically and

sorted in via users sorting type. The admin, or staff’s job is just simply type the

keyword of the specific record and the system takes the rest of the job.

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Context Diagram

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Proposed DFD

LOGIN

REGISTRATION

UPDATE ACCOUNT

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UPLOADING ORDINANCE DOCUMENT

ADDING INCOMING BRGY. COMMUNICATION RECORD

ADDING DIFFERENT COMMITTEE CONCERN RECORD

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ADDING SPONSORSHIP PER COUNCILOR RECORD

ADDING COMMITTEE CHAIRMANSHIP RECORD

ADDING PENDING ORDINANCE RECORD

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ADDING MISSING ORDINANCE RECORD

ADDING APPROVED ORDINANCE RECORD

ADDING TRANSPO CONCERN RECORD

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SEARCH KEY

ADDING APPROVED RESOLUTION RECORD

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ADDING PENDING RESOLUTION RECORD

ADDING MISSING RESOLUTION RECORD

ADDING MEMORANDUM OF AGREEMENT RECORD

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ADDING MINUTES OF THE MEETING RECORD

ARCHIVING RECORD

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Proposed Flowchart

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Process Description

The program will start by clicking the application, the next is to log in if the

admin or staff wants to continue click log in button or exit button if the staff or

admin wants to close / stop the program.

When the admin or staff successfully logged into the system, the main

form contains all the necessary menus and buttons needed to navigate the

system, if the admin or staff wants to store, search, view ordinance records they

will just simply select the ordinance tab and same process as other records. All of

the records were displayed in a table which displays accurately. All of the

transaction will be saved in the database including updates, etc. The program

can be terminated after the admin or staff uses it.

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Chapter VI
Implementation

After having the user acceptance of the new system developed, the

Records Office Application Solution implementation phase begins.

Implementation is the stage of a project during which theory is turned into

practice. The major steps involved in this phases are:

 Acquisition and Installation of Hardware and Software


 Conversion

 User Training

 Documentation

The hardware and the relevant software required for running the system

must be made fully operational before implementation. The conversion is also

one of the most critical and expensive activities in the system development cycle.

The data from the old system needs to be converted to operate in the new format

of the new system.

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The database needs to be setup with security and recovery produces fully

defined. During this phase, all the programs of the system are loaded onto the

user’s computer. After loading the system, training of the user starts. Main topics

of such type of training are:

 How to execute the system file


 How to access the data

 How to process the data (processing details)

 How to retrieve the data

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Chapter VII

Summary of the Study

Summary

After implementing the system software entitled Records Office

Application Solution, the processes in Taguig city record section such as

retrieving were in their old process takes too much time in finding a certain

record, and now by simply inputting the records keyword in the textfield, the

record will automatically display. And lastly the storing process. Before, the city

records were just being stored in a physical storage like cabinet, were it is prone

to be misfiled and requires bigger storage due to the numbers of city records, but

now by just inputting all of the data of the city record it will be store in a digitalized

format and also the system itself will sort the record by its date, title, time etc.

Conclusion

Records Office Application Solution provides many benefits that are hard

to obtain using paper methods. This system software is replacing more

inexpensive, traditional methods of doing things with a more efficient solution.

Through this means, we are able to reduce physical storage, misfiled records,

and the time-consuming when retrieving a certain record.

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APENDIX A
Software Requirement Specification

Table of Contents

1.0 Introduction
1.1 Purpose ……………………………………………………….……42
1.2 Scope ……………………………...……………………………….43
1.3 Glossary ………………………………………….………….…43-44
1.4 Overview …………………………………..……………………….44

2.0 Overall Description

2.1 System Environment ……………………………………………..45
2.2 Functional Requirement Specification ………………….……..46
2.2.1 Admin Use Case ………………………….………………..46
2.3 Database Internal Schema …………………….……….……47-49
2.4 Security……………………………………..………………………50
2.5 Approval Sheet…………………………………………………….51

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1.0 Introduction

The development of Taguig City Hall Records Office Application Solution

intends to lessen and lighten the hassle works and change the old way of

processing files into digitalized based system. The system’s goal is to help the

Records Office Application Solution employee’s to use technology as their new

systematic computerized way of storing, and retrieving like city ordinance

records, all the files can be sorted by alphabetical order and separated regarding

to the admin or staff’s changes. The admin or staff’s job is just simply to type the

keyword of each type of records and the system takes the rest of the job.

1.1 Purpose

The main purpose of this SRS document is to provide a detailed explanation

about the problem, solution step by step creation of the said system. This document

describes the projects target and it user interface, hardware and software

requirements. It defines how our client, team and user see the system and its

functionality. The proponents intend to upgrade the Taguig City Hall Record Section

current process that the client would like to innovate into a computer based system

that will fasten the searching, adding and sorting every records.

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1.2 Scope

The proponent’s goal is to resolve issues on the record of Taguig City Hall

Record Section, making adding and storing of data and more efficient, the

necessary details will be stored in a database. Displaying the needed information

for the benefit of the system user, it provides search box for viewing a specific

file. The system sort files by the means of the users. The system intends to

innovate the office record process into a computer based system that will fasten

the searching, and adding of every records.

1.3 Glossary

Admin is a person who is responsible for the upkeep and reliable operation of

ROAS records

Staff is a person who are also responsible for the upkeep and reliable operation

of ROAS records

Tab Pane container that consist of several sub-containers called pages and

allows admin / staff to switch between these pages using set of tabs.

Forms Logically structured document with a fixed arrangement of caption spaces,

designed for entering, extracting, or communicating the required information.

Ordinance a law or regulation made by city or town government

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Resolution also a law or regulation made by city or town government

Status is the condition of specific records when compared to other record

1.1 Overview

The succeeding sections of this document provide a general description,

including characteristics of the users of this project, software and hardware, and

the functional and data requirement of the system. Overall description of the

system will be discussed in the next chapter of this document, the functional

requirements, and data requirements while designing the Records Office

Application Solution. It also gives the user viewpoint of system and the specific

requirements of the project, also discusses the external interface requirements

and detailed Database Schema and supporting Information. Reference:

Google.com

Merriam Webster Dictionary

Wikipedia.org

Businessdictionary.com

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2.0 Overall Description

Describe the general factors that affect the system and its requirements.

This section does not state specific requirements. Instead it provides a background

for those requirements, which are defined in section3, and make them easier to

understand.

2.1 System Environment

ADMIN
RECORDS OFFICE
APPLICATION
SOLUTION
STAFF

The Records Office Application Solution has two active users, the Admin
who can access the entire system and staff who can release, search, and add
records.

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ADMIN / STAFF USE CASE

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2.3 Database Internal Schema

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3.3 Security

The system contains Admin Account in able to Log-in in the system to

prevent the unauthorized access. Only the admin and Staff is allowed to input

information. Admin and Staff can also update or release needed record(s) of the

requestor personnel.

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Approval Sheet

In Partial Fulfillment of the Requirements for the Degree of

Bachelor of Science in Computer Science, this project entitled

“Records Section Application Solution of City Government of Taguig”

Prepared and had been submitted and is here recommended for the
System Analysis and Design II

Aron J. Alojado, MSIT

Subject Instructor/Adviser

Approved and accepted has partial fulfillment of the

Requirement for the Degree of Bachelor of Science in
Computer Science by distinguished panel

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ENDORSEMENT LETTER

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CERTIFICATE OF ACCEPTANCE

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RESUME

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CERTIFICATE OF ENROLLMENT OF THE STUDENTS

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