BARANGAY INCIDENT RECORDS MANAGEMENT SYSTEM

A Thesis
Presented to the Faculty of the
College of Engineering and Technology Education
HOLY TRINITY COLLEGE OF GENERAL SANTOS CITY

In Partial Fulfillment of the Requirements for the Degree

BACHELOR OF SCIENCE IN COMPUTER SCIENCE

by

NONITO P. JUNAS
MYLA P. ARANCES
ARAFAT R. ABOLCAIR
IZRAH MAXINE P. ESTOPIA

APRIL 2023

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 TABLE OF CONTENTS

Preliminary Pages Page

Title Page i
Approval Sheet ii
Abstract
Table of Content iii
Acknowledgement iv
Table of Contents vi
List of Figures vii
List of Tables viii

CHAPTER

I INTRODUCTION

Project Context 1
Statement of the Problem 2
Objectives of the Study 3
Scope and Limitations of the Study 4
Significance of the Study 5
Definition of Terms 6
Technical Terms
Operational Terms

II REVIEW OF RELATED LITERATURE AND SYSTEMS

Related Literature 7
Related Systems 9

III TECHNICAL BACKGROUND 10

IV DESIGN AND METHODOLOGY

Requirement Analysis 12
Context Diagram 13
Data Flow Diagram 13
Organization’s Operational Framework 00
Project In-scope and Out-scope 00
System Architecture 00
References 00

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V APPENDICES

Appendix A 00
Appendix B 00
Appendix C 00
Appendix D 00
Appendix E 00
Appendix F 00

CURRICULUM VITAE 00

CHAPTER I

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 INTRODUCTION

Project Context

The barangay is the smallest unit of local government in the Philippines,

consisting of a group of neighboring communities or villages. The barangay is

responsible for maintaining peace and order within its jurisdiction, and one of its key

functions is the documentation and management of incidents and complaints that

happen within the barangay. Currently, the majority of our local sectors are still

struggling to complete their tasks, particularly when using the manual barangay blotter

process.

Traditionally, barangay officials have kept manual records of the incidents and

complaints that they received. However, this approach is often time-consuming, prone

to errors and inconsistencies, and lacks the ability to easily search and analyze the

data. The need for an efficient and reliable system for managing barangay incidents and

blotter records has become increasingly pressing, and the development of a Barangay

Incident Records Management System is seen as an effective solution to address this

need. The Barangay Incident Records Management System allows barangay officials to

record and manage various types of incidents such as crimes, accidents, disputes, and

other relevant occurrences within the barangay. The system provides a centralized

database for storing and managing blotter records, allowing for easy access, search,

and retrieval of data. The system also allows for the tracking and monitoring of each

case until its resolution, ensuring that all incidents are properly documented and

resolved. That is why there is a need to improve the government information system

through incorporating a strong data security structure in their offices. This system aims

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to streamline the process of incident reporting, case management, evidence

management, and reporting and analytics. By doing so, it helps increase efficiency,

improve transparency, and enhance the safety and well-being of the community. The

system should have appropriate security measures in place to ensure that only

authorized personnel can access the system and its data. It should also be user-

friendly, accessible, and affordable for Barangay officials, regardless of their

technological expertise.

According to the team interview in Barangay Baluntay, Alabel Sarangani they

used a manual blotter system which is a logbook. The Lupon Tagapamayapa of

barangay they need to write the personal information, incident and time when it

happened to the complainants and respondents. After they get all the information the

complainant and respondent needed to sign their signature or thumb mark in the

logbook record. The Lupong Tagapamayapa is responsible for keeping all records in the

barangay.

Statement of the Problem

The Barangay officials are manually processing the records of incidents and

complaints of the residents in barangays that can be time-consuming. Usually, the

barangay officials have difficulty in addressing the problems in barangay such as

managing the records of incidents. Also the disclosure of the information or the

incidents report by reason of elevating the transparency and enhanced collaboration of

other entities of the said office.

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Specifically, this paper seeks to answer the following questions:

1. How to trace incident records that are hard to find and to avoid wasting time and to

ensure that one's records can be easily retrieved when obtaining a barangay clearance

using the current manual barangay blotter process?

2. How does BARANGAY INCIDENT RECORDS MANAGEMENT SYSTEM enhance

transparency and that can give updates about the incidents status in the barangay?

Objectives of the Study

This study aims to provide a more efficient and effective way of managing

incident reports in the barangay. This involves automating the recording management

and retrieval of incident reports, leading to more accurate and timely record-keeping.

Specifically, this paper aims to:

1. To give a quality service upon tracing reports and to generate time-efficient

barangay certificates.

2. To keep the barangay officials aware about the incidents in the barangay with the

help of the system, for them to give action immediately.

Scope and Limitations of the Study

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 This study will focus on developing a system that would help and improve the

accuracy and efficiency of record-keeping, as it automates the recording and

management of incident reports, leading to more accurate records. The system allows

officials to log details of the incident, including the date, time, location, and the people

involved. The barangay officials need to get the personal information of individuals

involved in incidents and complaints. This includes basic information such as name,

address, contact details, and identification information. It is also the system that enables

barangay officials to store and manage various documents related to incidents and

complaints. This may include witness statements, police reports, medical records, and

other forms of documentation. However, there are several limitations to consider,

including limited data entry, limited accessibility, limited privacy, limited system updates,

limited adoption, and limited system interoperability. These limitations can impact the

effectiveness and usefulness of the system, and must be addressed during the design

and implementation phases.

Significance of the Study

In this study, the proposed system will introduce technology to a small local

community such as the barangay hall that until today records and monitors by means of

manual techniques or in a logbook form. And the listed following individuals below will

benefit from the proposed computer system.

To the Barangay Clerk

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 This study is improving accuracy, security, accessibility, and reporting of incident

records, leading to more effective management and response to incidents in the

barangay.

To the Barangay Officials

This system could benefit from better decision-making and increased efficiency,

accountability, enhanced teamwork, and increased public safety, which will lead to

improved management and response to community incidents.

Other Researchers

The findings and recommendations of this study will be useful to other

researchers conducting similar research. This will be their reference materials, which

will improve future studies on this topic.

Definition and Terms

For the better clarification and understanding of the terms used in this study, the

following are defined:

Technical

1. Barangay Clerk – is employed personnel in the barangay who is primarily

responsible for handling records, including personal information and other

document-related transactions. The system admin in this study will be the

barangay clerk.

Operational

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1. Barangay Officials - These employees play different roles and responsibilities in

the barangay, but all are crucial in maintaining the peace and order and

promoting the welfare of their constituents. The Barangay Blotter Management

System can help them in managing records related to incidents and complaints,

as well as valuable information and insights for decision-making processes.

CHAPTER II

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 RELATED REVIEW LITERATURE AND SYSTEMS

According to Antonio (2020), peace and order have always been major concerns,

especially in a community. Everyone must be able to constantly feel safe in order to

deal with the situation necessary for survival. Those in charge of public safety

understand that among their most crucial duties are to protect their communities'

residents, their properties, and the environment, as well as to resolve conflicts.

Implementing a system that performs such functions are crucial to protect their

communities' residents, their properties, and the environment, as well as to resolve

conflicts (Antonio, 2020).

As explained by Philippine National Police (2016), Crime Information, Reporting

and Analysis System (CIRAS) is a modernized central crime incident database system

that is capable of generating regular reports, crimes, statistical analysis, and crime

monitoring to help authorities make quick and reliable decisions on the ground. It allows

police departments nationwide to report real-time crime incidents and map incidents on

an online map, enabling quick, fast and reliable information for decision makers at all

levels of the organization.

The e-blotter system is an essential tool for law enforcement agencies in

capturing and managing crime-related information according to Chia et al. (2019). The

system provides a centralized platform for capturing incident reports, investigations, and

the disposition of cases. It eliminates the need for manual data entry and enhances the

accuracy and speed of information processing.

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 Explored the adoption and use of e-blotter systems by law enforcement agencies

(Romero and Ortiz 2018). They found that the adoption of the system led to a significant

reduction in the number of errors and omissions in incident reports. The system also

increased the speed and efficiency of case resolution and improved the quality of crime-

related data.

The investigation on the difficulties and advantages of deploying e-blotter

systems in the nation of Indonesia was carried out (Taufik et al. 2021). They learned

that obstacles to the system's deployment included a lack of resources, a weak

infrastructure, and opposition to change. However, the system's advantages—such as

increased effectiveness, improved information sharing, and increased public confidence

in law enforcement—were notable.

Another study looked into the viability of adopting e-blotter devices to enhance

the administration of criminal proceedings in Thailand. According to Nipaporn and

Sasiphan (2018), the approach improved the effectiveness and precision of case

management. Additionally, it resulted in cases being resolved more quickly and

enhanced law enforcement agency coordination.

The potential of e-blotter systems to enhance crime prevention and investigation

in India was examined in a study by Garg and Gupta (2017). They found out that the

system had the prospective to improve and help the justice system's efficacy and

transparency. And also, the system will enhance the precision or accuracy and speed of

managing data which might help with both crime prevention, precaution and

investigation.

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 The Barangay Blotter and Clearance System is a standalone/Local Area Network

based system that can be installed and set up on a single computer or on a local area

network. The main function of this system is to manage barangay records. It is

specifically intended to archive resident records, blotting papers and barangay

clearances.

The Barangay Justice System is mandated by Republic Act No. 7160 or the

Local Government Code of 1991 and it also had been covered by Presidential Decree

1508 (Establishing A System Of Amicably Settling Disputes at the Barangay Level) in

1978 and Batas Pambansa Blg. 337 or the 1983 Local Government Code. The

Barangay Justice System offers a friendly, inexpensive, and efficient forum for conflict

resolution where the parties are free to freely explore solutions for mutually resolving

their conflicts without going to trial (Manuel et. al, n.d).

Deployed as a single, standalone, customized database, Crime information

reporting and analysis system "CIRAS" served as a more efficient electronic erasure

system across the country. The system is Intended to be installed on the desktop of an

existing police station/police station and used by the police station to enter

erasures/incident reports directly into the system (Guillermo, J., et. al. (n.d.).

CHAPTER III

TECHNICAL BACKGROUND

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Here are some of the application or software that used to create our system:

XAMPP is used in the blotter system as a local development environment that includes

several components commonly used in web development, including Apache web

server, MySQL database management system, and PHP scripting language. It provides

a platform for developing, testing, and deploying the blotter system on different

platforms and allows for the identification and fixing of issues before deploying it to a

production server.

VISUAL STUDIO CODE can be useful in the development of the Barangay Blotter

Management System to provide a powerful code editor that supports syntax

highlighting, code completion, debugging, and other features that make it easier to write

clean and efficient code for the blotter system. It has a large ecosystem of extensions,

which can be used to add functionality and improve the development experience.

HTML it is important to create the user interface for the blotter system. This includes

creating forms for data entry, buttons for submitting data or navigating the system, and

other UI components. It can be integrated with other technologies, such as CSS and

JavaScript, to create more dynamic and interactive web-based content.

CSS can be applied to create a visually appealing and user-friendly interface for the

blotter system. This includes the layout, colors, fonts, and other visual elements of the

interface and it is used to add animation and effects to the system, such as hover

effects, transitions, and more, to create a more engaging and interactive user

experience.

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BOOTSTRAP can greatly assist in creating a natural and visually appealing user

interface, ensuring a seamless experience for users interacting with the Barangay

Incident Records Management System.

PHP is executed on the server-side, which means that it can process data and execute

logic before sending the response to the client. This is useful for validating user input,

generating dynamic content, and handling server-side processing for the blotter system.

It can be easily integrated with other web technologies like HTML, CSS, and JavaScript.

LARAVEL can be a valuable tool in the development of a Barangay blotter

management system, providing a range of features and tools that can make the

development process faster, more secure, and more scalable.

CHAPTER lV

DESIGN AND METHODOLOGY

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Requirements Analysis

Researchers planned the concept of the system to be developed, this includes

the objectives, functions, flow of data and the system requirements such as the

technologies and software needed. Researchers conducted an interview with the

barangay officials who are in-charge of the filing of blotter in the Barangay Baluntay

Alabel, Sarangani. Researchers come up with the idea of developing the system as a

complimentary system or process of the traditional or manual filing of blotter in

barangay halls. The usual complaints in the barangay is such a risky way. It can lose,

misplace, put on fire, or any possible happenings. So with the technology that is with us

in today’s generation, why not we bear with the technologies and utilize it instead of the

usual way of filing and storing of data that was collected. Researchers also went

through a series of consultations with the adviser and applied the important features to

be included in the flow of the system.

Context Diagram

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This figure shows the process of barangay clerks, complainants and respondents to the

system.

Data Flow Diagram

This figure presents the information flow for the system's process. It is designed to be

an abstract view. This Diagram represents the entire system as a single process with

input and output data indicated by incoming/outgoing arrows.

Organization Operational Framework

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 This figure is the current process of blotter reports in barangay. The barangay

officials who are in-charge of the process of filing a blotter will get the personal

information of the complainant and the person or people he/she wants to file a blotter.

After getting the personal information, the barangay officials will gather the information

about the incident such as the time and place where the incident happened and the

complainant and the accused will be asked to provide their statements about the

incident. After getting the statements, both parties will come up with a settlement and

sign it. Then the barangay officials’ in-charge will store those documents.

Requirements Documentation

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 This system serves as a guiding document that ensures our project remains

focused, relevant, and aligned with the needs of the barangay.

Project In-Scope

System Development and Implementation

● Develop the Barangay Incident Records Management System.

● Implement the system within the Barangay Baluntay, Alabel, Sarangani.

User Management

● Create user accounts for authorized personnel (barangay officials and clerks).

● Define user roles and permissions.

● Implement authentication and authorization mechanisms.

Incident Recording and Management

● Capture and store incident reports, including date, time, location, involved

parties, and incident details.

● Allow authorized users to edit, update, or delete incident records.

● Enable the attachment and management of supporting documents related to

incidents (e.g., witness statements, police reports).

Reporting and Analytics

● Generate incident reports and summaries.

● .Provide filtering and sorting options for incident data

● Allow for data export (e.g., PDF, Excel) for reporting purposes.

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Security and Data Privacy

● Implement user authentication and access control mechanisms to protect

sensitive data.

● Ensure data privacy compliance in accordance with applicable laws and

regulations.

Training and Support

● Provide training to barangay officials and clerks on how to use the system

effectively.

● Offer ongoing technical support during and after implementation.

Project Out-Scope

Hardware Procurement

● The project does not include the purchase of brand-new servers, hardware, or

computer components.

Network Infrastructure

● The project assumes the availability of a functional network infrastructure for

system deployment.

Data Entry

● Data entry for existing manual records is not within the scope of this project. The

system will start with a clean slate.

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Integration with External Systems

● Integration with other external systems or databases is out of scope unless

explicitly specified as a future enhancement.

Hardware and Software Maintenance

● Routine hardware and software maintenance and updates are not part of this

project. These will be addressed as separate activities.

Legal and Compliance Consultation

● The project does not include legal consultation to ensure compliance with

specific laws or regulations. Compliance is the responsibility of the barangay

authorities.

Storyboarding

This image displays the system's automated process.

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Design of Software, System, Product and/or Process

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 The design of the Barangay Incident Records Management System represents a

comprehensive solution to address the challenges faced by barangay officials in

managing incident records efficiently and securely. This system is designed to

streamline the process of incident reporting, record management, and retrieval of data.

Data Models

Input Process Output (IPO) Diagram

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Algorithm

System Architecture

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 The diagram above shows the internal structure, flow and processes on how the

system works interacting between the hardware and the software. Since the system is

just an offline system, the researchers decided to use the Local Area Network (LAN).

The Admin/Staff can use or be able to navigate the system even if it was not connected

with the internet because the main purpose of the system is to electronic the current

process of their blotter report. Instead of using papers for the records of the personal

information of the complainant and the accused, their statements and their agreement

(if necessary), it will now use a database so that it can be managed easily and

conveniently and riskless storing of data.

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 REFERENCES

Chia, C. H., Shih, Y. H., & Wu, H. L. (2019). The development and
implementation of a police e-blotter system. Journal of Electronic
Commerce in Organizations, 17(2), 62-76.

Romero, A. C., & Ortiz, A. M. (2018). The implementation of an e-blotter system

in a police station in the Philippines. Journal of Open Innovation:
Technology, Market, and Complexity, 4(2), 16.

Taufik, A. R., Ariyanto, A., & Widodo, A. (2021). Challenges and benefits of
implementing an e-blotter system in Indonesia: A case study of Surakarta
Police. Journal of Public Affairs, e2795.

Nipaporn, R., & Sasiphan, P. (2018). A feasibility study of the e-blotter system for
the management of criminal cases in Thailand. In 2018 15th International
Joint Conference on Computer Science and Software Engineering
(JCSSE) (pp. 1-6). IEEE.

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 Garg, A., & Gupta, M. (2017). E-blotter: A step towards smart policing in India.
International Journal of Computer Applications, 170(6), 22-25.

Antonio, L. (2020). Enhancing Barangay Justice System Through the

Development of a Web-Based Crime Monitoring Module. Social Science
Research Network; Social Science Electronic Publishing. Retrieved from:
[Link]

Manuel, M., et. al. (n.d.). Related Laws Katarungang Pambarangay. Retrieved
from:
[Link]
gang _Pambarangay_Handbook.pdf

Philippine National Police (2016). Crime Information, Reporting and Analysis

System (CIRAS), PNP- DIRECTORATE FOR INVESTIGATION AND
DETECTIVE MANAGEMENT (DIDM). Retrieved from:
[Link]
and_ Analysis_System_CIRAS.pdf

Inettutor.(2020). Barangay Blotter and Clearance System. Retrieved from:

[Link]
blotterand-clearance-system/

Guillermo, J., et. al. (n.d.). Crime Information Reporting and Analysis System
(CIRAS) Enhanced e-Blotter System. Retrieved from:
[Link]
%20Reporti ng%20and%20Analysis%20System%20%28CIRAS%[Link]

APPENDICES

Appendix A: Gantt Chart

Date Feb 1 - Feb 10 Feb 13 - Mar 6 - Mar 13 - Mar 20 - Apr 3 - 14

3 28 10 17 31

Group
planning

Interview

Create
Chapter 1

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Create
Chapter 2

Create
Chapter 3

Create
Chapter 4

Revised
Chapter 1,2,3
&4

Appendix B: Pictures Showcasing the Data Gathering, Investigation Done

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