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SECTION I DOCUMENTATION OF THE CURRENT SYSTEM

This section describes the system functionality including the overview of the current system, the system procedures used in the analysis and design of the system to be developed and the system input and output requirements which provides data dictionaries and other data elements. Description of the Current System The Bureau of Fire Protection of San Carlos City, Negros Occidental caters four kinds of permits, namely, Business Permit, Building Permit, Electrical Permit and Occupancy Permit. Presently, BFP only employs the manual mode of handling frontline transactions. Like other organizations which use manual method of accomplishing commonplace operations they face serious drawback due to lack of appropriate information systems. The manual method could not achieve smooth and hassle-free operations due to the snail-paced procedures of various technical activities. To further analyze the state of BFP s manual mode of processing permits, stated hereunder is the description of their current system: The applicant appears before the responsible BFP personnel in which his necessary requirements are being checked and validated. The applicant must present the Official Receipt proving his payment made at the City Treasurer s Office for the pre-requisite fees such as the Fire Safety Inspections Fees (FSIF) and Fire Fee (FF). Then, the personnel

will issue an application form to be filled up by the applicant bounded by the type of permit applied for. In case an applicant applies for a Business or Building Permit, he must submit a clearance endorsed by the Office of the Building Official, three (3) sets of building plans and specifications and one (1) set of estimated cost of materials. For the Occupancy Permit, the applicant must submit an Insurance Policy or FALAR 2. For renewal of permits, applicants are still subject to an ocular/site inspection. As part of the inspection procedures, a Notice to Correct Violations is furnished to the applicant if any violations to the BFP s underlying code and ordinances are found otherwise a certificate or Fire Safety Inspection Certificate (FSIC) is issued upon approval. For the Electrical Permit, the applicant must submit the approved building permit as well as the sketch plan/diagram of the electrical installation. After the applicant, either new or old, complies with the necessary requirements, the BFP Personnel will issue the FSIC. System Procedures In order to solve the problems on processing permits, the BFP must embark on an appropriate ICT solution. A proposed computerized Permitting System provides efficient management of records and data banking along with the accurate monitoring of collection of fees. Hereunder describes the Physical Data Flow Diagram and the Entity-Relationship Diagram of the proposed system.

Logical Data Flow Diagram The data flow diagram is a modeling tool that allows the researchers to picture a system as a network of functional processes, connected to one another by pipelines and holding tanks of data. The components graphically represented by the rectangle are the terminators. They represent external entities with which the system communicates. The applicant applies for necessary permits in the Bureau of Fire Protection (BFP). The circle represents the process or function. It shows a part of the system that transforms inputs into outputs; that is, it shows how one or more inputs are changed into outputs. After the applicant has prepared all necessary requirements and application forms, BFP checks and validates the forms, collects necessary fees, subjects application to ocular inspection and approve permits. The flow is represented graphically by an arrow into or out of a process. It is used to describe the movements of chunks or packets of information from one part of system to another part, thus, the flow represents data in motion. The two parallel lines represent the store. A store is used to model a collection of data packets at rest. It is often referred to as the files or database. There are four stores, to wit, APPLICANT, PAYMENTS, VIOLATIONS and APPROVED PERMITS. The APPLICANT stores applicant details such as name, address, contact numbers and among other information. The PAYMENT stores payment details like O.R number, payment date and amount. The VIOLATION stores inspection details including violations committed against

BFP s underlying codes and regulations. Lastly, The APPROVED PERMITS stores a list of approved permits.

APPLICANTS

APPLICANT
applicant details

incomplete application filled-up application forms 1. RECEIVE, VALIDATE/CHECK APPLICATION FORMS & COLLECT PAYMENTS

BUREAU OF FIRE PROTECTION (BFP)

payment details (OR, amount ,date) applicant details

PAYMENTS
Business, Building & Occupancy Plan details Electrical Permits

2. CONDUCT OCULAR INSPECTION

4. APPROVE PERMITS

Inspection Details (no violations) Violation Details

APPROVED PERMITS

VIOLATIONS

List of approved permits (New & Renewal) Approved Permits, Certificate (FSEC)

3. ISSUE NOTICE TO CORRECT VIOLATIONS

Notice to Correct Violations

APPLICANTS

Figure 1.0 Logical Data Flow Diagram

Entity Relationship Diagram An Entity Relationship Diagram is a graphical representation of an organization s data storage requirements. In order for the researchers to properly identify the data that must be captured, stored and retrieved the following Entity Relationship Diagram has been drawn. The components graphically represented by the rectangle are the terminators with their corresponding attributes or sample details. The applicant fills up the necessary application form for every permit in the Bureau of Fire Protection (BFP). The flow is represented graphically by a line into or out of a process. It is used to describe the relationship of each entity. The relationship diagram below has two kinds of relationship namely, one-to-one relationship and one-to-many relationship.

APPLICANT Name Address Contact No

BUREAU OF FIRE PROTECTION (BFP)

Address Contact Number

fills up

has works in

to be filled up managed by
APPLICATION FORMS

Type of Application Date of Application Application Number

receives EMPLOYEES checks & validates inspects Employee ID approves Name Address submitted to Position Contact Number

manages

Figure 2.0 Entity Relationship Diagram

Data Dictionary Name Aliases Description : : : APPLICANT AppDat A table that stores the basic information of the applicant. LastName, FirstName, Middle Initial, TaxAccountNo., TelephoneNo, Number, Street, Barangay and City/Municipality Permissible Range and Length in Characters: C(50), C(50), C(2), N(15), N(15), N(8), C(50), C(50), C(50)

Related Data Element:

Name Aliases Description

: : :

APPROVE PERMIT FOR BUILDING APBuil A table that stores the information of approved building permits.

Related Data Element:

Firstname, Lastname, ApplicationNo, Occupancy, PermitNo , TypeofOccupancy, NameofEstablishment , Address, DateApproved and Inspector

Permissible Range and Length in Characters: C(50), C(50), N(20), C (50), N(50), C(50), C(50), C(50), MM/DD/YYYY(8), C(50)

Name Aliases Description

: : :

APPROVE PERMIT FOR BUSINESS APBus A table that stores the information of approved business permits

Related Data Element:

ApplicationNo, Firstname, Lastname, TypeofOccupancy, NameofEstablishment, Address, DateApproved, and Inspector

Permissible Range and Length in Characters: N(20), C(50),C(50), C(50), C(50), C(50), MM/DD/YYYY(8), C(50)

Name Aliases Description :

: :

APPROVE PERMIT FOR ELECTRICAL APElect A table that stores the information of approved electrical permits

Related Data Element:

ApplicationNo, Firstname, Lastname, TypeofOccupancy, NameofEstablishment, Address, DateApproved, Inspector, and Permit No.

Permissible Range and Length in Characters: N(20),C(50),C(50), C(50), C(50), C(15), MM/DD/YYYY(8), C(50), N(50)

Name :

APPROVE PERMIT FOR OCCUPANCY

Aliases : Description:

APOccu A table that stores the information of all occupancy permits that have been approved by the Bureau of Fire Protection, San Carlos City Fire Station.

Related Data Element: ApplicationNo, Firstname, Lastname, TypeofOccupancy, NameofEstablishment, Address, DateApproved and Inspector Permissible Range and Length in Characters: N(20), C(50), C(50), C(50), C(50), C(50), MM/DD/YYYY(8), C(50)

Name : Aliases : Description:

BUILDING PERMIT BUILDPER A table that stores the all the information of the applicant who is applying for building permit.

Related Data Element: ApplicationNo, PermitNo, LastName, FirstName, MiddleInitial, Address, TaxAccountNo, TelephoneNo, NameofEstablishment, TypeofOccupancy, IssueNo, ORNo, ORAmount, FFAmount, FSECNo, Remarks, Duration, Inspector, OPSNo, FSICNo, ActionTakenRecommendation, DateIssue and Month Permissible Range and Length in Characters: N(50), N(50) C(15), C(50), C(2), C(100), N(20), N(20), C(50), C(50), N(50), N(50), N(50), N(50), N(50), C(50), C(50), C(50), N(50), N(50), C(50), MM/DD/YYYY(8), C(50)

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Name : Aliases : Description:

BUSINESS PERMIT BUSPER A table that stores the all the information of the applicant who is applying for business permit.

Related Data Element: IssueNo, Occupancy, FSICNo, ORNo, Firstname, Lastname, TelephoneNumber, TaxAccountNo, NameofEstablishment, ORAmount, FF, Remarks, FSIF, ApplicationNo, MiddleInitial, Address, Duration, Inspector, ActionTakenRecommendation, DateIssue and Month Permissible Range and Length in Characters: N(15), C(20), N(15), N(15), C(30), C(50), N(50), N(50), C(50), N(15), N(15), C(100), N(15), N(50), C(2), C(50), C(50), C(50), N(50), C(50), MM/DD/YYYY(8), C(50)

Name : AliAses : Description:

ELECTRICAL PERMIT ELECTPER A table that stores the all the information of the applicant who is applying for electrical permit.

Related Data Element: Permit No., Application, TypeofOccupancy, ORNo, Amount, ORDate, FirstName, LastName, MiddleInitial, Address and Inspector Permissible Range and Length in Characters: N(20), N(50), C(20), N(15), N(15), MM/DD/YYYY(8), C(50), C(50), C(2), C(50), C(50)

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Name : Aliases : Description:

OCCUPANCY PERMIT OCCPER A table that stores the all the information of the applicant who is applying for occupancy permit.

Related Data Element: FSICNo, Firstname, Lastname, Address, Occupancy, ORNo, FFAmount, NameofEstablishment, IssueNo, Findings, FSIF, ApplicationNo, MiddleInitial, Remarks, TelephoneNo, TaxAccountNo, Duration, Inspector, DateIssue and Month

Permissible Range and Length in Characters: N(15), C(50), C(50), C(50), C(15), N(15), N(15), C(50), N(15), C(100), N(15), N(15), C(2), C(100), N(20), N(20), C(50), C(50), MM/DD/YYYY(8), C(50)

Name : AliAses : Description:

INSPECTION ORDER INSORD A table that stores all the information for the inspection of the applicant s establishment/place.

Related Data Element: Number, Inspector, Duration, Firstname, Lastname, MiddleInitial, Address, NameofEstablishment, FindingsorViolationsNoted, ActionTaken/Recomendation and Remarks Permissible Range and Length in Characters: N(50), C(50), C(50), C(50), C(50), C(2), C(100), C(50), C(100), C(100), C(100)

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Name : AliAses : Description:

NOTICE TO COMPLY NOTCOMP A table that stores the information of the applicant s violations and durations.

Related Data Element: Firstname, Lastname, MiddleInitial, Address, Defects/Defeciencies and GracePeriod Permissible Range and Length in Characters: C(50), C(50), C(2), C(100), C(100), C(100)

Name : AliAses : Description:

VIOLATIONS VIO A table that stores the violations of every applicant.

Related Data Element: Firstname, Surname, ProjectTitle, Occupancy, LocationofConstruction, DateandTimeReceived, NoofStorey, NoofStorey, LotArea, Datenow, DurationFindings, ActionTaken and Remarks Permissible Range and Length in Characters: C(50), C(50), C(50), C(15), C(50), MM/DD/YYYY(8), N(15), N(15), N(15), MM/DD/YYYY(8), C(100), C(100), C(100)

Name :

PAYMENTS

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AliAses : Description:

PAMS A table that stores the payment details of every applicant.

Related Data Element: IssuedNo, Occupancy, FSICNo, ORNo, ORDate, AmountPaid, Firstname, Surname, and Code Permissible Range and Length in Characters: N(15), C(15), N(15), N(15), MM/DD/YYYY(8), N(15), C(50), C(50), N(15)

Name : AliAses : Description:

ORDER OF PAYMENT ORDPAMS A table that stores the payment details of every applicant to be printed as the official receipt.

Related Data Element: OPSNo, Lastname, Firstname, MiddleInitia, Address, a1, a2, a3, a4, a5, a6, a7, a8, a9, a10 and a11 Permissible Range and Length in Characters: N(50), C(50), C(50), C(2), C(50),

Name : AliAses : Description:

MASTER FUNCTION DETAIL MASTFUNC A table that stores all the master function details.

Related Data Element: UserID, FunctionID, CanView, CanAdd, CanModify and CanDelete Permissible Range and Length in Characters: C(10), C(10),

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Name : AliAses : Description:

MASTER USER MASTUSER A table that stores all the information of every user who is allowed to use and have account in the system.

Related Data Element: UserID, Password, UserName and Status Permissible Range and Length in Characters: C(10), C(15), C(30), C(1)

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SECTION II SYSTEM S ACCOMPLISHMENT

This section shows the system technicality, the system decomposition and the screen layout of Computerized Permitting System of the Bureau of Fire Protection Department of San Carlos City.

System s Technicality Computerized Permitting System is introduced to upgrade the manual system of the Bureau of Fire Protection Department of San Carlos City. It is capable of generating applicants profile as well as their application detail in a short period of time. Further, it generates reports such as Fire Safety Inspection Certificates (FSIC), Fire Safety Evaluation Certificates, and among others. The researchers provided graphical presentations such as the system s decomposition chart and screen layouts to further explain the technical aspect of the system.

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Decomposition Chart The Computerized Permitting System is designed to cater the needs of the Bureau of Fire Protection (BFP) Department employees and applicants. The researchers came up with a new system which has a user-friendly interface. As shown in figure 3.0, the decomposition chart represents the framework of the system. The main window contains eight (9) menus namely: File, Permits, Approval, Inspection, Certificates, Violation, Payments Report, Report and Help. In File, there are five (5) submenus namely Applicant, User, Change Password, User Functions and Exit, Permits with four (4) submenus namely: Building Permit, Business Permit, Electrical Permit and Occupancy Permit, Inspection with two (2) submenus namely: Inspection Order and Notice to Comply, Certificates with three (3) submenus namely: Fire Safety Evaluation Certificate (FSEC), Fire Safety Inspection Certificate (FSIC) and List of Approved Permits, Violation with two (2) submenus namely: Notice to Correct Violation and Violation Profile, Payment with two (2) submenus namely: Fire Safety Inspection Fee (FSIF) and Fire Fee and Reports with five (5) submenus namely: Building Permit Report, Business Permit Report, Electrical Permit Report, Occupancy Permit Report Fire Fee Reports.

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Screen Layouts

Figure 4.0 Administrator Log-in The Administrator Log-in asks the username and password of the user

Figure 4.1 Main Menu The initial screen of the system that shows its available menus and functions

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Figure 4.2 File Menu Displays the settings for adding Applicants Details, Inspector/Staff, User and User Functions

Figure 4.3 Permits Menu Allows users to select among the four kinds of permits and encode the application details

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Figure 4.4 Inspection Menu Allows users to print the Notice to Comply and Inspection order

Figure 4.5 Certificates Menu Allows the user to print the FSEC and FSIC

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Figure 4.6 Violation Menu Allows the user to print the Notice to Correct Violation and Violation Profile

Figure 4.7 Payments Menu Allows the user to print and view the FSIF and the Fire Fee Payments

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Figure 4.8 Reports Menu Allows the user to view and print Building Permits Report, Business Permits Report, Electrical Permits Report, Occupancy Permits Report and the Fire Fee Reports

Figure 4.9 Applicant s Form This is where the basic information of the applicant such as address, telephone number and etc. are encoded.

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Figure 4.10 List of Applicants per Barangay Report

Sample printout of the List of Applicants per Barangay

Figure 4.11 Applicant s Detail Report

Sample printout of the Applicant s Details

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Figure 4.12 Building Permit Form This is where application details of Building Permit applied for are encoded.

Figure 4.13 Business Permits Form This is where application details of Business Permit applied for are encoded.

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Figure 4.14 Electrical Permit s Form This is where application details of Electrical Permit applied for are encoded.

Figure 4.15 Occupancy Permit Form This is where application details of Occupancy Permit applied for are encoded.

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Figure 4.16 Search s Form Allows the user to search for a particular applicant together with the details

Figure 4.17 User s Form Add new user of the system

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SECTION III PROJECT MANAGEMENT This section presents the recommended software, hardware and peopleware and the budgetary estimates of the system. Software Recommendation The system was developed using java standard edition platform (J2SE) and other open source technologies. The system can now run in any operating system like Windows and Linux and any kind of database giving BFP to choose its particular implementation. The researchers recommend that the end-user s workstation must be installed with Java Development Kit (JDK 1.5) and MySQL. Hardware Recommendation The following lists the hardware requirements needed by the system: One (1) Set Computer Unit which includes: At least 512 MB of RAM (Memory) or Higher Intel 2.4GHz Core 2.0 Duo (above or equivalent) At least 40 GB of Disk Space CD or DVD ROM 15 or 17 VGA Monitor Printer (Dot Matrix/Inkjet/Deskjet) Automatic Voltage Regulator (AVG) 550 VA Uninterruptible Power Supply (UPS)

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Peopleware Recommendation A project team will be assembled comprising key personnel of the Bureau of Fire Protection. The details below show the roles and representative of each member. System Administrator Manages the system and the database, knowledgeable with Networks and manage software applications Technical Staff Staff under the IT department who will assist during the implementation and assist users Data Encoder Encodes information about the applicants and other relevant data Approver Approves/Disapproves interim applications

Training for the employees of the department is recommended to educate them on how to use the system.

System Budget: Listed hereunder is the budgetary estimate of the system: Personal Computer Set Processor Intel Pentium D (Dual Core) Memory 256 MB DDR Hard Disk 40 GB 18,000.00

Monitor 14 LCD VGA colored

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System Analyst Programmer Miscellaneous Total Php

20,000.00 25,000.00 500.00 74, 250.00

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Section IV USER S MANUAL Computerized Permitting System An effective software solution that improves data banking, fast tracks approval of permits and efficiently monitors Collection of Fees.

Benefits of Computerized Permitting System 1. User-friendly environment 2. Systematic and organized records. 3. Prints reports and permits without any delay 4. Secure and portable.

SYSTEM SET-UP System Requirements The system was developed using java standard edition platform (J2SE) and other open source technologies. The system can now run in any operating system like Windows and Linux and any kind of database giving BFP to choose its particular implementation. Computerized Permitting System requires at least 40GB hard disk space with a memory of at least 512MB.

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Pre- Requisites Prior to the implementation of the system, certain third-party applications are needed in order to support its functionalities. The following must be installed in the client workstation: 1. MySQL - is a relational database management system (RDBMS) that runs as a server providing multi-user access to a number of databases. 2. Java Development Kit - The Java Development Kit (JDK) is a Sun Microsystems product aimed at Java developers. Since the introduction of Java, it has been by far the most widely used Java SDK. The JDK also comes with a complete Java Runtime Environment, usually called a private runtime.[why?] It consists of a Java Virtual Machine and all of the class libraries present in the production environment, as well as additional libraries only useful to developers, such as the internationalization libraries and the IDL libraries. 3. SQLyog - is a GUI tool for the RDBMS MySQL.

How To Setup BFP Computerized Permitting System 1. Insert the BFP Computerized Permitting System Package CD in the CD-ROM. 2. Install the Java Development Kit (JDK), MySQl and SQlyog. 3. Extract the Persys.rar in the local drive preferably Drive C. 4. To finish the setup, place a shortcut icon in the Desktop.

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Starting the Program 1. Double-click the Persys icon in the Desktop. 2. Fill in username and password in the Log-in Dialog Box

3. Click Login to continue. 4. Computerized Permitting System environment appears.

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5. To start the process, click the first shortcut icon or click File then Applicant to display the Applicant Form. 6. Click Add to add new applicant.

7. After adding a new applicant, click the Save icon to save the data or Cancel icon to cancel the process. 8. To continue saving the data, a Confirmation box appears.

9. Click Yes.

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10. To search an applicant, click the search engine and enter the last name.

11. To update the applicant s current data, just click the Edit icon to update the data. 12. After updating the data, click the Save icon to save the updated data. 13. Click the second shortcut icon or click Permits then Building permit to display the Building Permit Form. 14. Click the Add icon to add new applicant.

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15. After adding a new applicant, click the Save icon to save the data or Cancel icon to cancel the process. 16. To continue saving the data, a Confirmation box appears. .

17. Click Yes. 18. To search an applicant, click the search engine and enter the last name.

19. To update the applicant s current data, just click the Edit icon to update the data. 20. After updating the data, click the Save icon to save the updated data.

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21. Click the third shortcut icon or click Permits then Business permit to display the Business Permit Form.

22. After adding a new applicant, click the Save icon to save the data or Cancel icon to cancel the process. 23. To continue saving the data, a Confirmation box appears. .

24. Click Yes. 25. To search an applicant, click the search engine and enter the last name.

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26. To update the applicant s current data, just click the Edit icon to update the data. 27. After updating the data, click the Save icon to save the updated data. 28. Click the fourth shortcut icon or click Permits then Electrical permit to display the Electrical Permit Form.

29. After adding a new applicant, click the Save icon to save the data or Cancel icon to cancel the process. 30. To continue saving the data, a Confirmation box appears. .

31. Click Yes.

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32. To search an applicant, click the search engine and enter the last name.

33. To update the applicant s current data, just click the Edit icon to update the data. 34. Click the fifth shortcut icon or click Permits then Occupancy permit to display the Occupancy Permit Form.

35. After adding a new applicant, click the Save icon to save the data or Cancel icon to cancel the process.

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36. To continue saving the data, a Confirmation box appears. .

37. Click Yes. 38. To search an applicant, click the search engine and enter the last name.

39. To update the applicant s current data, just click the Edit icon to update the data. 40. Click the sixth shortcut icon or click File then User to display the User form to add a new user.

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41. After adding a new user, click the Save icon to save the data or Cancel icon to cancel the process. 42. To continue saving the data, a Confirmation box appears. .

43. Click Yes. 44. To search a user, click the search engine and enter the username.

45. To update the user s current data, just click the Edit icon to update the data. 46. To exit the program, click the last shortcut icon.