Barangay Cabalabaguan Electronic

Record Management System

Reporter:
Gulmatico, Kathrina Mae
Lorega, Ly Ann
Saclolo, Lourdes
OCTOBER 27, 2023
INTRODUCTION
 Background of the study
• Barangay Cabalabaguan, Mina, Iloilo, a crucial local administrative
unit.
• Current reliance on manual, paper-based systems for record-
keeping.
• Urgent need for an Electronic Barangay Record Management
System.
• Goal: Modernize data management, improve services, and enhance
transparency.
• System to streamline resident information, business management,
and document generation.
• Prioritizes data security and compliance with regulations.
• Aims to contribute to e-governance and local government
 Statement of the problem

a. Inefficient Data Management: Current manual data

management in barangays is inefficient, leading to difficulties in
organizing and retrieving resident information and administrative
records.

b. Time-Consuming Council Tasks: Manual document issuance,

such as business clearances, is time-consuming and error-prone,
causing processing delays.

c. Lack of Report Generation: The absence of automated data

analysis and reporting systems hampers the ability to make
informed decisions and generate accurate statistical reports.
 Objectives of the Study

a. Develop Electronic Record System: Create an efficient digital

system for managing resident information and administrative data.

b. Automate Document Issuance: Implement a system for

automated document generation to reduce processing time and
errors.

c. Enable Report Generation: Develop data analysis and reporting

functions for accurate statistical reports.
 Significance of the Study

1. Barangay Captain and Officials: Improved administrative

processes, data-driven decision-making, and more effective
community service.
2. Residents of Cabalabaguan: Enhanced public services,
expedited transactions, and potential economic opportunities.
3. Government Agencies: Data-driven insights for better policy
alignment and resource allocation.
4. Researchers and Academics: Valuable case study for local
governance and community development research.
 Scope and Limitations
Scope: Limitations:
• Creation of an electronic • Geographical focus limited to Barangay
information management Cabalabaguan.
system for Barangay • Resource constraints: budget, time, and
Cabalabaguan. technological resources.
• Resident data • Challenges in data migration from manual records.
management, data • Community acceptance and adoption.
analysis, statistical • Long-term maintenance and adaptation not within
reporting, data privacy immediate scope.
measures, and capacity- • External factors and legal/ethical concerns
building.
considered.
REVIEW OF RELATED
LITERATURE
RELATED LITERATURE
 RELATED LITERATURE

Hybrid Barangay Information Management System

This project has been initiated to support and augment the

day to day operations of the barangay. The specific
functionalities that the system includes; Document Request
System and Profiling System (Intud & Intud, 2021).

In this study, the researcher proposed a system that will

automate the current manual process and transactions in the
barangay. Apart from effective recording and monitoring of
data, the system had a functional embedded responsive Intra
Web Portal which all barangay functionaries can explore the
latest event and or Project of the Barangay.
 RELATED LITERATURE

Barangay Constituents Information And Services

Management System

The Barangay Constituents Information and

Services Management System is initiated to improve
the record retrieval of the documents. The specific
functionality that the system includes searching
barangay records, managing health records,
generating barangay reports, and graphical analysis
of barangay census.
 RELATED LITERATURE

Barangay Resident Record Management and

Certificate Insurance System

This study aims to modernize the Barangay's records

management system, particularly the tasks of the Barangay
treasurer/secretary. The proposed transition from manual to
automated processes will improve efficiency, safety, and
accuracy in handling permits, certificates, and financial
records, enhancing overall service delivery ("Barangay
Resident Record Management and Certificate Issuance
System," n.d.).
 RELATED LITERATURE

Barangay Management System Using Php My Sqli

The Implementation of this system allowed
barangay duty officers to electronically make and
keep records, announcements, reports, services and
increase the response time of the duty officers in
responding to the needs of the residents. The system
eliminated the need of doing face-to-face
transactions between the residents and barangay
duty officers (iNetTutor.com, 2022).
 RELATED LITERATURE

Barangay Profiling System

Computerization in industrial processes is a control system
that minimizes errors and processing time, leading to increased
productivity and higher-quality output. The Barangay Profiling
System is designed for barangay employees to access resident
profile information efficiently, reducing the need for extensive
staffing. This system benefits both employees and the
administration by streamlining tasks and providing residents with
essential information, exemplifying the advantages of
computerized processes ("BRGY. Profiling System – Documents,"
n.d.).
RELATED WORKS
 RELATED WORKS

Barangay Information System for Governance

and Development (BISGD)
This system's goal is to enhance overall
administrative efficiency (Dela Cruz, 2019). This
relates to our study as it aligns with our objective
of automating manual processes within the
barangay, specifically in terms of document
issuance and data management.
 RELATED WORKS

Enhancing Barangay Governance through Technology

The study on enhancing barangay governance through

technology emphasizes the importance of adopting digital tools to
enhance transparency, accountability, and public service quality
within barangays. It underscores the significance of IT
infrastructure and applications for better governance (Villanueva,
2020). This is pertinent to our study as we also aim to improve
barangay operations through digital solutions, enhancing data
management and public service.
 RELATED WORKS

E-Governance Initiatives in the Philippines

Research into e-governance initiatives in the
Philippines, including at the barangay level, emphasizes
the benefits of digital systems in streamlining
administrative processes and improving service delivery
(Pascual, 2017). This aligns with our study's focus on
enhancing data management and decision-making
processes through automation.
 RELATED WORKS

The Role of Information and Communication Technology

in Local Government Units:
This study examines the use of ICT in local government units,
including barangays, to promote better governance. It highlights
the significance of modernizing information management systems
for effective decision-making and public service (Santos, 2018).
In our study, we are also addressing the need for modernization
through an electronic system to manage data and improve
decision-making.
 RELATED WORKS

Mobile Applications for Barangay Services:

The work on mobile applications for barangay services
underscores the increasing trend of developing mobile apps to
enhance the delivery of barangay services. It discusses how these
apps can streamline processes, including record management and
public engagement (Gomez, 2019). This is relevant to our study,
which aims to improve efficiency and service quality through
automation, even though our focus is on a broader electronic
system rather than just mobile applications.
SYNTHESIS OF THE STUDY
 SYNTHESIS OF THE STUDY

The literature underscores the compelling need to modernize barangay

governance through automation and technology to attain efficiency,
transparency, and improved public service. Key themes include advocating for
automated processes to reduce errors and processing time, stressing systematic
data management, simplifying transactions to enhance transparency and
accountability, improving service quality through automation, and recognizing
the paramount role of information technology. Our study aligns with these
themes by aiming to develop a comprehensive system that addresses
automation, improved data management, transparency, and efficiency in
barangay governance. Leveraging electronic systems and information
technology, we seek to contribute to more effective and transparent local
governance, ultimately benefiting both constituents and officials.
METHODOLOGY
 Requirement Analysis

FUNCTIONAL NON- FUNCTIONAL

Resident Information
Management
Data Security and Privacy
Administrative Data Management
Usability
Document Issuance
Reliability
Data Analysis and Reporting
USE CASE DIAGRAM
System Flowchart

LEVEL 1
PROTOTYPE
YOR LOGO

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