1.

0 General Information

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1.0

GENERAL INFORMATION

1.1

Purpose

The purpose of the feasibility study is to develop a Records and

Management System for Barangay 660, Zone 71 District 5 for the operation
to become automated and to determine the different processes included in
the said system. This feasibility provides analysis of the objectives,
requirements, information and system concepts of the proposed system,
including justification and implementation for the system. The objectives of
the system are defined based on the needed function to be improved.
1.2

Scope

The main scope of the study is the development of the Records and
Management System. Records of files, information and payment transaction
of every citizens handled by the barangay are encoded and registered
through the access of this system. This mainly dedicated for the citizens and
the barangay officials to be operated by the Barangay staff for security
purposes.
1.3

System Overview

The Records and Management System includes the processes of

recording files or personal information, searching of existed information in
database, sorting, managing important details, automatic computing of
payment in acquired services and printing files of services along with the
printed receipt slip. It also includes a user-friendly interface to enable the
user to learn and operate the system in a fast and easy way. Log in is the
first procedure in terms of security purposes. The admin can only access the
system through encoding the username and password.

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The following procedures also incorporate the system:

a. Recording of files and personal information - the system serves as
storage of files and personal information of citizens that availed the services
of the barangay. It will be recorded and retrieved if the citizen will avail the
service again.
b.
Computing of payment transaction - automatically computing fees
of the availed service.
c.
Printing of the document and the receipt slip printed document
and receipt slip are also included in the system.

1.4 Project References

The references that were used as basis for this study are the gathered
information during the set appointment and preliminary investigation and
also the procedures followed on how the company runs the system
originally. Some of the information given was not elaborated clearly due to
private and licensed issues.
Other references that were used relating to the study are thesis from the
graduated students of Technological University of the Philippines. The first
reference was The Development of Monitoring System, 2004, done by Ms.
Hannah Navarro, a Computer Science student and also The Filing and
Inventory System, 2003, written and done by Mr. Justin Jojisito and Ms. Rona
Jamiel Gapas, also a Computer Science students.

1.6

Points of Contact

The following details present the different key contacts and persons in line with the
development of the project proposed.
1.6.1 Information
BARANGAY 660, ZONE 71 DISTRICT 5
San Marcelino St., Cor Ayala Blvd. Ermita Manila
Contact No: (02)862-05-36

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Contact Person: Ms. Melisa Patacsil Mercado

Punong Barangay: Mrs. Ecolastica D. Avila
1.6.2 Coordination
The following person will be the one who will assist on the different needs and
requirements of the proposed system.
Coordinate Person: Ms. Melisa Patacsil Mercado (Secretary)
Contact Number: (+63) 917-386- 3933

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2.0 MANAGEMENT SYSTEM

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2.1 Environment
2.1.1Organization Involved
The organization involved in the study is the BARANGAY 660,
ZONE 71, DISTRICT 5 located at San Marcelino St., Cor Ayala
Blvd., Ermita Manila. The barangays system was mainly giving
services such as Barangay Clearance, Certificate of Indigency,
Summon, Certification of Residency and Barangay Business
Clearance. The barangay decided to allow the group to develop a
system that will automate and help in the records and
transactions of the citizens.
2.1.2Input / Output
Input and Output phase consists of major requirements to meet
the needs of the system. The following explains the needs for
input and output.
I.

Knowledge Requirements

In operating the system, the user must have a proper knowledge

of accessing mainly the computer and must also know the
software and hardware applications to easily use the system. The
user must undergo training and orientation on how to operate the
system.
II.

Software Requirements

a.

Operating System: Windows XP, 7, 8 or 8.1

b.

Database Management: WAMP and SQL application

c.

Microsoft Office 2007 or higher

III.

Hardware Requirements

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a.

A set of computer with Intel or Pentium processor

b.

Hard Disk: 60 GB minimum

d.

Printer

2.1.3Processing
The processing also includes the said requirements to be able to
run and implement the system. The data needed in processing
are the personal information of the citizens, the service that will
acquire and the transaction of fees pertained to the service.
2.1.4 Security
The system will have an Admin access like Log In that inputs the Username and the
password for security and safety purposes with as well installation of anti-virus or
anti-malware software to prevent the corruption of important files and for the
protection of the system.
2.1.5 System Interaction
The system should be able to interact with other device such as printer to easily
provide the service needed. But in terms of Local Area Network, the system can be
manipulated even without LAN or INTERNET.
2.1.6 Physical Environment
The physical environment of the system will have a user-friendly Graphical User
Interface to store, manage and transact records. The user interface will help the
system as well as the user to accommodate services easily.
2.2

Current Functional Procedures

The recording and payment management of Barangay 660, Zone 71 District 5
is manually inputted and calculated with 4 barangay staffs. Their system uses
Microsoft Word in making the documents, and calculates the transaction fees
without receipt slip.
Operation
Staff: 4 person

Skill Categories
No. of customer processed per day
Equipment used
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Output
Php 3,000.00/staff
(Total: 12,000)
Barangay Staffs
20
MS Word, printer

Table 1: Operations and Output of the

Existing System

The barangay will

print the document
of service availed

The citizen will put

the name, address,
and other personal
information

1.0
MS
WORD

FILL-UP
FORM

CITIZEN

2.0
CHOOSE
SERVICE

The citizen will pay

for the assessed
fees for the service

The barangay will

manually type and
make a document
depending on what
service was availed
by the citizen.

1.0
PAYMENT

The barangay will

manually calculate
the assessed fees of
the citizen

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2.3

Functional Objectives
The objective of the study is to develop a Records and Management System.
The said system targets to perform the following functional objectives:
a. Provide a user interface to input records and retrieve the data and
services availed of the citizens.
b. Provide an automatic computation of payment and give a receipt slip.
c. Secured storage of data.
d. Print documents of services desired by the citizens.
The system is expected to be finished before the semester ends specifically

the 1st week of October.

2.4

Performance Objectives
The performance objectives of the existing system will be reduced as to how
many staffs operate the system compare from the manual procedure
implemented. From 4 barangay staffs, the system can be manipulated by one
or two staffs by this on-process system. It will reduce the cost of work done
and hiring to process the services because of its easily manipulation and
transaction as well as the printing of documents. Same processes are
involved but less people required managing the system.

2.5

Assumptions and Constraints

The operational life span of the proposed system is assumed and measured
until 5 working years. Due to adjustments and big file of records it can lasts
until 5 years, but still can be extended and improved. The constraint of the
system can lessen the work done by staffs but the results and services
provide are still the same compare to the manual procedure of system. The
financial constraints in this system are also cheap but same services given.

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2.6

Methodology
The Records and Management System was the second chosen project
because of the result of the preliminary investigation that was conducted at
BARANGAY 660, ZONE 71, DISTRICT 5. The following methodologies were
conducted to achieve the proposal:
a. Interview: Last July 30, 2015, the group directly went to the Barangay
and met Ms. Mercado, the barangay secretary and was interviewed regarding
the current system and how can the group develop and automate. The
barangay secretary stated that the system wanted to be automated since the
transactions and supplying of services costs a lot of work and time done.
b.

Investigation of Companys process: The group observed the process

as to how it undergoes and this methodology helped the group to enable the
system that can be implied in the barangay.
2.7

Evaluation Criteria
The Table 2 presents the following evaluation and criteria that was used to
choose the Records and Management System for the Barangay 660, Zone 71
District 5.
Records

Management

Payment

System

System

2 staffs

1 staff

System
1 staff

Php 3 000 per

Php 3 000 per

month (total of

month

6 000)

(total of 3 000)

Developmental

estimated 4

estimated 2

000)
estimated 2

cost
Development

0000

000

000

1 semester

1 semester

2 semester

Urgent

Urgent

Urgent

Slightly urgent

Urgent
Slightly

Manual System

Current staf

time
Priority
Profit
attainability

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Php 3 000
per month
(total of 3

urgent

10

Table 2: Criteria for Evaluating the Priority System for BARANGAY 660,
ZONE 71 DISTRICT 5
2.8

Recommendation
Records and Management System is chosen as the prior system that must be
applied and implemented in the barangay as soon as the program can be
operated. The barangay managed to use the manual system for many years,
that is why the barangay had a hard time compiling and managing records of
citizens under their management and the transactions was not well modified
because of manual calculation of service fees.
The proposed system will create a huge effect on filing records, production of
services and transacting of service fees if chosen to be applied as the new
system. Else, the barangay will continue to deal with difficulties and hard
time handling all the records. These presented information and facts shows
that it is highly advised for the barangay to make an investment on the
proposed system.

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3.0 PROPOSED SYSTEM

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3.1

Description of Proposed System

The concept of Records and Management System is all about storing records
in terms of files and information. The objective of the system is to record files
of citizens that requests for services or other transactions that will need their
personal information depending to their desired service. The proposed
system will automate the existing system to lessen the time consumed by
manually storing records. This will help to be easier and simpler to their work
but the outcome will be the same to their existing system. The transaction of
service fees will also be automated and will serve the system as a computing
machine of fees. Lastly, the automatic printing of documents as to what
service was availed.

3.2

Improvements
The following objectives will be met if said system will be applied on the
companys process:
a

Easier input, recording and viewing of citizens details as well as the

b
c
d
e
f
g

service and transaction made.

Faster and more accommodation of services.
Secured storage data with the means of back up for future purposes.
Easy and fast printed documents of availed service.
Enabled searching and sorting when finding records.
Improved billing system by creating reports
Security enabled by creating Log In interface

According to the details, it can be analyze that there is more advantage in

work done when implemented the system.

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3.3

Time and Resource Costs

Activity
Project
Proposal
Feasibility
Study
Analysis
Design
Testing
Implementatio
n

3.4

Time
July 23 - 31

Duration
1 Week

Budget Cost
None

August 1 - 4

3 Days

None

----August 4 to 30
---------

----1 Month
---------

None
None
None
None

Impacts
The following subsection explains the different impacts of the system to the
company. These include the equipment, software, organizational, operational,
developmental, site or facility, security and privacy.

3.4.1 Equipment Impacts

Equipment involved in running the system of barangay consists of one
desktop computer, one laptop and one printer. The computer functions as the
main server of all made services. Based on investigation, the system can still
be applied and implemented even without additional materials. These can
summarized that the system is flexible even without adding machines.
3.4.2 Software Impacts
The requirements for the software are:
a
b
c

OS: Windows XP, 7, 8 or 8.1

WAMP Server a main requirement for storing records in databases.
Microsoft .Net Framework - a needed installation so that .NET application

d
e

can run to a PC.

Microsoft Office - this is needed for printing reports.
Printer software - without this software, the computer wont recognize the
printer.

The current OS used by the company is Windows 7 that is why there will be
no problem regarding that matter. As for the other software tool the

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installation of WAMP and SQL to the computers available are required and this
will be the only changes that will occur on the programs used by the
administrator. The WAMP and SQL will serve as the database tool for the
system.
3.4.3 Organizational Impacts
There will be changes that will occur in staffs that manage the system if it will
be implemented and applied. From four staffs there will only be one that will
manage the entire system due to its user friendly interfaces. There will be
orienting and explaining of the system to the staff that will handle it for
him/her to learn the different process on using and managing the system.

3.4.4 Operational Impacts

The following presents the operational impacts:
a User operating procedure: from manual to automated system and only
one staff can manage the said system.
b Operating center procedure: All recordings and transaction of
c

payments will be automated.

Operating center/ user relationship: the staff that will be assigned for

the automated procedure must be oriented on the system and computer.

d Source data processing: all the information needed for the system will
be directly encoded and will be processed automatically.
e Data entry procedures: all information such as citizens name, address,
f

and desired service will be encoded.

Data retention, requirements, and informations storage and
retrieval procedures: WAMP and SQL will be the main database for
storing the data. Only authorized personnel are allowed to manipulate the

retrieval of information.
g Output reporting procedures, media and schedules: an automatic
printing of documents availed in the service.
h System failures contingencies and recovery procedures: Minimal
system errors and a backup files recorded when problem shows up.
5

Developmental Impacts

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The following presents the developmental impacts of the system on the

company:
a Specific activities to be performed by the user in support of
development of the system: tutorial and orientation of the system and
basic knowledge of computers and operating system. Orienting of VB.net,
WAMP and MySQL.
b Resources required developing databases: WAMP Server and SQL
c

installation is needed.
Computer processing resources required to develop and test the
new system: A computer with an Intel or Pentium 3 processor or higher.

The existing system already runs that is why no need to add any.
d Privacy and security implications: The system will provide an admin
and log in interface for the safety and security of the files and records.
Only the admin or the authorized staff can access the full system.
3.4.6 Site or Facility Impacts
There will be no adding or modification on the office site or facility since the
company can manage the software requirements and available computers
are ready.
3.4.7 Security and Privacy Impacts
Private and confidential materials such as citizens needed information and
companys processes regarding services occurred and transaction will be
used as a reference. The group was obligated to use but limited files were
given due to privacy impacts.
3.5 Rationale for Recommendations
The feasibility states all the occurring changes, developments, enhancements
for the existing system when implemented and applied as the current
system. Every detail were specifically elaborated and explained for the good
of the proposed system. The proposed system simply shows what will be the
outcome of results of the services when operated. Less work done, less
people involved, less materials needed but same results compare to the

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existing system. The company must invest to this proposed system for the
good of the citizens and for the good of the company as well.

4.0 ALTERNATIVE SYSTEM

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4.0 ALTERNATIVE SYSTEM

The following were the alternative system that can be chosen as the proposed
system:

4.x Hospital Billing System

Hospital Billing System was the first proposed system that the group had to
investigate and present. MEDICUS DIAGNOSTIC CENTER was the company involved
located at the PGH-Taft Branch. The system simply consists of the billing that occurs
in a hospital including the services availed. The system starts with filling-up the
form of the patient then the form will be given to the HR to evaluate and assessed
the service fees and print a transcript and payment. After printing, the patient will
head to the cahier section to pay the fees then head to the laboratories depending
on what service availed. The group investigated how the system works and as what
we have seen the system is already automated. It is well modified, only few
modifications can be done, but the whole process is already developed. The
payment is already automated as well. One click printing of transaction was found
in the system as well as the printing of records.

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0.0 NARRATIVE REPORT

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