Chapter I

INTRODUCTION

Rationale and Background of the Study

Nowadays, there is a very rapid growth of technology has contributed a lot

to the continuous progress of all classes of industry. However, some sectors

today seem to be left behind in adapting the use of different methods to allow

progress on their part. Nowadays, business people define the applications and

problems to be solved by the computer. Unfortunately, this potential has not

been fully recognized or even adequately realized in some business. It is

because users may not fully understand the capabilities and limitations of

modern computer (Nestor, 2016).

A barangay is known as the most basic political unit in the Philippines. It is

the community's dominant planning, organizing, and executing unit for public

policies, programs, projects, plans, and activities. It is also a venue for the

collective opinions to be communicated, articulated, and discussed and to handle

conflicts benevolently (Lawyerly.ph, 2022). It is in this unit where countless

records, files, and legal documents are compiled, organized, and safe-kept

traditionally, using penand-paper, logbooks, folders, and cabinets. An automated

barangay information system is ideal for barangay officials and personnel who

can have direct access to barangay citizens' profiles (Aparici & Ruelan, 2018).

The vital role of the barangay officials in the community is to assist citizens with

their needs. When barangay residents and non-residents request a barangay

 Introduction 2

clearance, cedula, or other legal documents, barangay officials must assist and

provide the inquired certificate or document in the shortest period possible.

Additionally, the planning of barangay projects needs to be recorded or

documented accordingly for proper and organized documentation. To enhance

and strengthen public service, public authorities at all levels, from the national to

the municipal level have decided to embark on document computerization and

transaction integration (Medina et al., 2019). Therefore, barangay officials must

respond to their respective clients' needs. This includes their own barangay

needs supplied by the information management system to enhance the

productivity and efficiency of both the software system and the organization.

It is fundamental to produce a structured and essential information

management system with the support of information technology, commencing

from the most basic to the most complex aspect. Furthermore, each

organization's use of an information management system varies significantly,

with software and hardware tailored to each organization's needs, progressing

from collecting details, accessing, processing, and storing the data, to

transmitting the information (Gray et al., 2016). The development team decided

to develop the BMIS to help in the promotion of competent service and

transparency by the barangay officials, meeting the demands of their residents,

and non-residents, and mitigating the traditional method of recording and

managing barangay information. This proposed system utilizes the conventional

approach of recordkeeping barangay records and reports and pre-filled

document requests for barangay residents or non-residents and barangay project

 Introduction 3

filing. In almost every organization, data and information are essential. It is

necessary to develop acceptable methods and approaches for storing, retrieving,

and processing data traditionally written by hand with the mere fact that there is

an increased collection of data and generation of information (Akaranga &

Makau, 2016).

Computerization is a control system that manages processes in the

industrial workplace. It reduces human errors and processing time; thus, it can

boost productivity and result in a high quality of production. This can result in a

system well integrated process that can perform much faster and more accurate

than the manual system (Nestor, 2016).

Management Information Systems are far more sophisticated these days.

We have come to rely on computers for more and more aspects of our lives,

and certainly for most business operations, it also improves employee

productivity since the employees are more productive because they don’t have

to spend time gathering the data that management wants (Algara, 2015).

The Computerized Barangay Management Information System is

appropriate for use of barangay employees, who have access to profile

information of barangay residents for the direct reports. Moreover, departmental

organizational staffs which have a business need for this information for their

business unit can also benefit. This is responsible for an effective and efficient

approach for barangay employees and residents. It will help them accomplish

tasks faster and would also eliminate the need of a large staff. It will provide

profile-based information for residents (Lado et al., 2017).

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The challenges discovered in Barangay Bolosan manual system were

time-

consuming and inefficient operations, difficulty maintaining and organizing

information, and a lack of transparency and accountability. These issues

prompted the researcher to create a method for the development of a Barangay

Information Management system. The goal of this paper is to develop a secure

and efficient barangay information management system for Barangay Bolosan,

City of Dagupan, which deals with the design and development of an automated

system for managing and organizing information pertaining to barangay

administration. This includes maintaining records of residents, monitoring

barangay activities, and generating reports, certificates and clearances. The

system aims to improve the efficiency and security of barangay administration, as

well as enhance transparency and accountability.

This study focuses on the development of Automated Management

Information System for all Barangay in the City of Dagupan. The study main

concern is to perform an appropriate method and, in that way, it would be more

efficient and reliable. It covers all the functions, activities and transactions of the

barangay which aims to provide complete and accurate information for the

barangay and city hall management and stakeholders.

The Research Paradigm

The research paradigm deals on how the result of this study can be

related as well as to show the relationship of certain variables. It comprises of

input, process, and output. The input consists of the problems that will be solved
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by the study. While the process indicates the methodology that will be adopted,

which is the Agile. Lastly, the figure shows the output of the study entitled,

Enhancing Barangay Documents thru Automated Management Information

System for the City of Dagupan.

INPUT PROCESS OUTPUT

 Procedures
involved and
difficulties
encountered in Agile
Development Enhancing
the existing
Methodology Barangay
Barangay
1. Plan Documents thru
Management
System 2. Design Automated
 Barangay 3. Develop Management
Residents data 4. Test Information System
5. Release for the City of
 Certification and
6. Feedback Dagupan
Reports
 Usability of the
system

Feedback

Figure 1. The Research Paradigm

Statement of the Problem

The study aimed to design and develop an Automated Management

Information System and Enhancing Document Security in Barangay Bolosan,

City of Dagupan. Specifically, it would answer the following:

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1. What are the procedures involved in the existing barangay

management system?

2. What are the difficulties encountered in the existing barangay

management system?

3. What are the features to be incorporated in the proposed system?

4. What is the perceived degree of usability of Barangay Information

Management System?

Objectives of the Study

The main objective of the study was to design and develop Automated

Management Information System and Enhancing Document Security in

Barangay Bolosan, City of Dagupan.

Specifically, the objectives of the study are as follows:

1. To identify the processes involved in the existing barangay

management system.

2. To identify the difficulties encountered in the existing barangay

management system.

3. To identify what features are to be incorporated in the proposed system.

4. To measure the perceived degree of usability.

Significance of the Study

The significance of the study was very timely for wherein technology is

getting bigger and in demand. The system would have a significant effect on both

residents and officials in Barangay who manage the system as well as the

barangay itself.
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This study will be benefited the following:

To the Punong Barangay and Barangay Secretary. The study will benefit

the Punong Barangay and Barangay Secretary as they will be the administrators

of the system. The system will help them manage barangay records easily,

generate reports and documents quickly, and provide better quality services to

residents.

To the Barangay Officials. The study will benefit barangay officials by

providing them with an opportunity to enhance their service delivery and

knowledge of the latest technologies and techniques used in developing an

information management system. The system will also help them generate

reports and documents easily, avoid the duplication of resident information, and

improve their overall efficiency.

To the Barangay Residents. The study will be significant to Residents of

the barangay by getting access to and obtaining certificates and documentation

such a Certificate of Indigence, Barangay Clearance, and Certificate of

Residence through a quick, secure, and accurate method. They won't have to

wait in line at the barangay hall, which will save them time and effort while getting

the documentation they need for their numerous transactions. Also, they can

view the activities and events listed on their website dashboard.

To the Developers. The system would help the IT practitioners to gain

valuable knowledge on designing, developing, and deploying an automated MIS

tailored to the specific needs of barangay-level governance. This includes

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understanding the challenges and solutions related to integrating such systems

in local government units (LGUs).

To the Future Researchers. The study would help future researchers to

gain knowledge about the barangay management system.

Scope and Delimitation of the Study

This study aimed to develop and implement a secure and efficient

Barangay Information Management System for the City of Dagupan and

Barangay Bolosan was the Pilot Testing of the Study. The system would

encompass file management of critical database tables and generate reports and

documents, such as the Certificate of Indigence, Barangay Clearance, and

Certificate of Residency. In addition, the system would maintain an up-to-date

registry of residents, making resident information easily accessible and

preventing duplication. To ensure the system's integrity and the confidentiality of

resident information, robust security measures will be implemented to meet user

requirements. Overall, the Automated Barangay Information Management

System will be a comprehensive solution that streamlines the barangay's

information management process while providing enhanced security measures.

This study would not cover the policy development of the system, as it

assumes that policies and guidelines governing the system's use are already in

place. Moreover, the physical security measures required for setting up the data

server will not be included in the study, as it is assumed that appropriate physical

security measures are already in place to safeguard the system from

unauthorized access. The study will only concentrate on developing and

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implementing the system, and the actual setup of the data server will be the

responsibility of barangay officials. Additionally, tax and payment transactions will

not be part of this system.

Definition of Terms

The following terminology were utilized in this study and were widely

discussed and defined by the developers in developing findings for this study,

and are hereby offered by the researcher to enable better understanding on the

part of the readers.

Barangay Information Management System. A software system used by

barangays in the Philippines to manage and store information about their

constituents and day-to-day operations. It helps to streamline processes and

improve decision-making by providing timely, accurate, and relevant data.

Barangay. A barangay is the smallest administrative division in the

Philippines. It is a local government unit led by a barangay captain and is

responsible for delivering basic services to its constituents.

Secured System. A secured system is a computer system that is designed

and implemented with security features to prevent unauthorized access, protect

data confidentiality and integrity, and ensure the availability of critical system

resources. The system uses various security measures such as authentication,

access controls, encryption, and auditing to minimize the risk of security

breaches.
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Efficient System. An efficient system is a computer system that is

designed and implemented with the aim of maximizing the utilization of resources

and minimizing waste. The system is designed to operate at a high level of

performance, using minimal resources, and delivering outputs in a timely

manner. An efficient system is also able to handle peak loads without degrading

performance, and can be easily scaled up or down to accommodate changing

demands.

Features of a System. The characteristics or functions that a system

provides to its users. Features may include user interfaces, data storage, and

processing capabilities.

Usability of a system. The ease with which users can interact with and

navigate the system. Usability may be affected by factors such as the system's

design, functionality, and accessibility.