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OBSERVATION ON THE EXISTING OPERATIONAL PROCESS

STE
PS
1

OPERATIONAL PROCESS

Scanning of card applications are scanned where


encoded
such as the card number, name, etc

initial information are

Generation of comma delimited text file are generated. The file name of
scanned
document is the card number itself.

Retrieval of individual text file and


scanned documents then manually
uploaded into the Blue Card system.

Using the Blue Card sytem, uploaded records


are retrieved again where all
other demographic information regarding the members and their beneficiary
are encoded.

REMARKS AND RECOMMENDATION


The positive aspect of the system is:
1.

It was developed in web-based technology using PHP and MySQL which is an


open source platform. This means that there is no need to invest in licenses
and the skillset needed for this is readily available in the market.
2. The file name of scanned document and the card number is the same. The
advantage of this approach will be explained later in the succeeding
paragraph.
3. The near completion of the scanning and encoding efforts which is
impressive.
4. The enthusiasm of the team member to complete the project despite the
nearing deadline.
However, there is something that can still be done to further improve and
thereby speed up the existing operational process as describe above.:
UPLOADING OF SCANNED IMAGES
Step no. 2 can be eliminated wherein after the scanning process, the scanned
documents can immediately be updated in batch into the Blue Card database. From
within the system, the scanned document together with its initial information can be
then be displayed automatically through a separate pop-up window after entering

the card number. This can be done easily because the file name of the scanned
document and the card number is the same. Hence, it can be linked
programmatically. A separate pop-up window with a command button or menu
option to invoke it would be needed for this. From there , all the other demographic
data and beneficiaries can be encoded to complete the process. During the linking
process, the scanned image should not be stored inside the database but on
separate folders ( perhaps by barangay, per municipality) to avoid performance
degradation. What is stored in the database records should only be a pointer to the
folder where the image is located. During retrieval, these image should be
displayed in html format on web page and should not be download. The image
format of the scanned document should use the smallest file size possible and
should avoid using file format such as .bmp or .jpg which consumes big storage
space.
FUNCTIONAL IMPROVEMENT
The system is limited to simple storage and retrieval process. Nice to have features
should also be considered:
A. Monitoring and control of card usage
1. Card Issuance
1.1Only one family household should be issued a card where all siblings
below 18 years of age shall be treated as dependent
1.2Dependents reaching
2. Lost/stolen card / Card replacement
2.1 Lost or stolen card which were reported should be dishonored when
presented.
2.2 A facility for card replacement should also be available.
3. Over-availment
3.1 Burial benefits can only be availed once, thus, the card should be
stopped from further claims.
3.2 Certain amount limits for every benefits that can be claimed should
be set and
3.3 should be readily available for inquiry in all participating hospitals
or clinic.
B. Statistical reports
1. By hospital, diseases, by procedures, by barangay, barangay, family
profile, etc.
2. Data mining for political purposes in terms of impact on election results..
C. Budget forecasting and monitoring

1.

Provisioning of budget based on projected and actual claims showing


various variances
for management review and action.

These are just some of the nice features that can be integrated into the system.
To gather more of these, a comprehensive systems analysis should be undertaken
to come up with a overall plan . This plan should focus not only on this specific
requirement but on the overall direction of the Provincial Capitol itself. We are
envisioning a central benefits system that will not only cover the healthcare aspect
but also the educational and well as financial assistance. This will have a
centralized database of all member constituents. At click of a button, all relevant
assistance (healthcare, education or financial) pertaining to this member should
readily be available on a single screen in summarized format where it can be drilled
down into details as needed. This way, we can have a consolidated picture of all
information and their corresponding transactions without having to transfer from
one sub-system to the other.
DECENTALIZATION
Another aspect that can be considered is decentralization. Instead of the Provincial
Capital encoding everything, encoding of all application data can be done remotely
over the internet. Just like the processing (new application or renewal) of passport
by the DFA, an applicant can simply log into the website where they can encode
their personal information details and request for an appointment. This appointment
can be printed and presented on the date indicated where actual identification and
verification with digital picture taking can be done. This does not necessarily have
to be done on the Capitol itself but on selected barangay action centers (with
internet access) where a DSWD social worker can assist them especially those who
are illiterate or does not have access to a computer. However, the approval should
still be centralized in the Capitol for control purposes using a workflow system. This
way, the encoding and scanning effort of the Capitol will be eliminated totally. What
they just need to do is to review and approve/reject the application. Of course, the
Capital itself can also set up its own action center for this facility within its
premises.
STATUS QUO
With the fast approaching deadline, Its too late to rock the boat, so we just have
to leave it as is with slight improvement as mentioned under the paragraph
Uploading of Scanned Images. Moving forward, what we can prepare for is come
up with the Grand Plan encompassing all functional requirement of Health Care,
Educational Grant and Financial Assistance being given by the Provincial Capitol of
Laguna. With this in place, all the data records and scanned images that has
already be built can be imported into this hypothetical system.

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