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Philippine Postal Corporation Mail and Information Tracking System

A Capstone Project

Presented to

The Faculty of PHINMA - Cagayan de Oro College

In Partial Fulfilment

Of the Requirements for the Degree of

Bachelor of Science in Information Technology


Bentuzal, John Paul F.

Cuajao, Jonathan Jr.

Egam, Ryan L.

Vallejos, Lemuel G.

Engr. Alexis V. Larosa, CpE, LPT, MMME

Capstone Adviser

May 2018





Introduction 1

Statement of the problem 3

Current State of Technology 4

Objectives of the Study 5

Scope and Limitation 6-7


Review of Related Literature 8


Programming Languages 10

Summary 14

System Design Specification 15

Unified Modelling Language 16

Entity Relationship Diagram 17

Data Dictionary 18-21

Graphical User Interface 22


Bibliography 23

Experimental 27

Conclusion 28



Philippine Postal Corporation Information System that can help you run and organize your

mails with ease. Not only will it save your time, and can assure you to receive your letter, but also

save you costs due to inaccuracies caused in manual delivering between you and your customers.

The purpose of this study is to help Philippine Postal Corporation delivery days in advance

and the system will accomplish the deliver at the specified time. The proper functioning of the

system of the company to their transactions in the era of today’s solutions for the acquisition and


These will be available to this information system through respective post offices around

region 10, the front end of this system uses visual studio for its codes and graphical user interface

while the back end uses access to manage its data. The data update of this system is done using

SQL queries.


First of all, the proponents are grateful to Almighty God for giving strength and guiding

the proponents in developing the Capstone Project.

We thank Mr, Alexis Larosa our capstone adviser for his unstoppable encouragement,

guidance and support in the completion and success of this study.

The proponents would like to thank to Mr. Alexis Larosa & Mr. Merbert Arroyo for helping

and encouraging us. We also extend our sincere and heartfelt gratitude to our loving mom for the

financial, moral and emotional support, our classmates who helped in various way for the

successful completion of this Capstone Project.

The proponents would like to express their thanks to the house offered for the overnight

worked for the project. For the people who have been there with us making the project successful,

our sincere thanks to them.


The proponents have identified the problems that exist in the manual system of Philippine

Postal Corporation. Through various data gathering such as interviews from its employees.

Observations and analysis, the problem is to improve the effectiveness of providing information

through desktop application.

The proponent’s intent to develop Philippine Postal Corporation and Information Tracking

System. A system that will provide complete information of the employee and the delivery status

of the client. The proposal system will also provide a better convenient way of monitoring the

deliveries of the client.

The proposed system will be beneficial for the employees of Philippine Postal Corporation

for their fast and reliable recording of data. And by this, the client will be assured that records will

be safely kept. Only the employees of Philippine Postal Corporation can access the desktop

applications that are installed.


The importance of tracking and tracing of mail’s status is considered quite high for

important issue in the global supply chain management in terms of customer service and essential

for managing mailing network efficiently. Global industries are facing problems both from

tracking and tracing in their mailing supply networks that create huge coordination problems in

the overall product deliveries. This problem loss the track among delivery and distribution in the

complete mailing chain from source destination. Tracking system helps to identify the position of

the deliveries an informed the customer through text message. Without tracking system, it is almost

impossible to find out delivered mails and often considered as mailed returned or delayed

deliveries that causes business not reliable. [ 2015]

The Philippine Postal Corporation can cater minimum of 50 and maximum of 200

transactions per day, the company handles per day. Our team intends to develop a computerized

and automatic mailing based on their current system. The system will provide the employee

assistant system an open status of their mailing through online. This online system will help them

to provide fast and reliable deliveries automatically assign the employees to respective areas who

are vacant. The purpose of this system is to help client to have a quick information to track and

trace the status of their mails through text message whether the mails are delivered to receiver or

returned to post office, and also to help the employees to have fast track the update of information

anytime anywhere in no less time. Registered mails automatically receive an option that the mails

are received to the post office.ADD TWO MORE PARAGRAPHS

1.1 Statement of the problem

1.1.1 General Problem

Philippine Postal Corporation delivery recording is manual, and time

consuming. It takes a long queuing process in tracking and updating the

client about the status of their delivery. Due to manual delivery recording

process, client experience delays in receiving the update regarding the status

of their delivery transactions.

1.1.2 Specific Problems

 Unable to provide timely and quick information to client regarding

to the status of their mail.

-Thus can’t response the customer quickly because their old system

is manual and too slow.

 Admin is having a hard time in checking and monitoring their

delivery status.

-When client ask where their cargo is they can’t automatically

response, because as their system is manual they need to contact first

the port representative to update the shipment.

1.2 Current State of Technology

 Mail and Manual Monitoring

- It is a system from POST regional office that let the user manage the manual listing of

mails, and monitors their mailing status. The employee will wait to client to inquire to

their post offices.



The proponents want to develop a system which will innovate the current manual system

of Philippine POSTAL office.

1.3.2 Specific Objectives

The following listed below are the specific objectives that will be the basis in

developing the project:

 To create a module that store data/transactions

 To provide a system that will monitor & track every past/present transaction

 To provide a website that will track the transactions through internet



Our application covers different procedure in storing and managing data information, and it

gives result for purposes. This system could help the Philippine Postal in terms of their data

deliveries as well as managing their client’s data and information

 User Registration

- Event Monitoring

 Monitor and follow up the delivery status information

 Area Representative

- Create an automated assignment in designated area

 Assign and input the delivery details of the postal areas.

 Delivery team

- Updates and dispatched the transactions

 Updating the delivery status as received by the payee

 Update the delivery report of the delivered mails.

 Operations Supervisor

- User Administration

 Setup and activate user accounts

 User account management

 Mobile Text Message

- Cell phone Required

 Use mobile to update the client of their transactions


This study limits only in the process of delivery system of the Post Office in Region 10,

Post Office deliver mails in different areas around Misamis Oriental.

This study will only focus on developing a mobile help desk system using a problem

tracking technique for deliveries of Philpost. This system will let users to freely interact with the

technical support employees who have the ability to answer all problems related to the system. In

addition, they can find their problem or inquiry there. Moreover, the proposed system will help the

client relation to employee to see the latest update and monitor of transactions added by the

technical support employees. The prototype to be developed is based on problem tracking



This chapter presents the related literature and studies after through and in-depth search done

by researchers. This will also present the synthesis of the studies, theoretical and conceptual

framework to fully understand the research to be done and lastly the definition of terms for better

comprehension of the study

Local Literature Aquilan (2004) made a comparable thesis on the automation of

time attendance that records the time in and time out of every employee using barcode system. It

tends to eliminate the manual recording system of time and attendance and also include salary

computation of each employee based on the time and attendance reports. Ramon Faloran

(2005) wrote in the article “The Computer Edge of the New

The Digital Object Identifier (DOI) is an Internet-based system for global identification

and reuse of digital content (Paskin, 2003). It provides a tracking mechanism to identify digital

assets (Dalziel, 2004). The DOI is not widely employed across LOR and databases and is not

universally adapted by content owners (Nair & Jeevan, 2004). The DOI does not provide provision

for assets to be tagged with copyright information (Genoni, 2004).

A literature search is the process of querying quality scholarly literature databases (i.e.

ABI/INFORM®, JSTORE®, Elsevier®/ScienceDirect®, WilsonWeb®, etc.) in order to gather

applicable research manuscripts related to the phenomenon under investigation. It is at this stage

that many novice researchers struggle with locating appropriate quality sources to query. Webster

and Watson (2002) suggested that “the major contributions are likely to be in the leading journals.

It makes sense, therefore, to start with them … [researchers] should also examine selected

conference proceedings, especially those with a reputation for quality” (Webster & Watson, 2002,

p. 16). Thus, it is the aim of this section to provide guidelines on how IS researchers should initiate

and conduct an effective literature search. Moreover, due to the interdisciplinary nature of IS

literature and the diversification of IS literature outlets, this section will also address issues related

to the various literature database and electronic resources. Additionally, this section will provide

details on several techniques to help novice researchers, in particular IS novice researchers,

conduct a more effective literature search. Moreover an attempt will be made to focus such

discussion specifically in the context of IS research.

Research is defined as an endeavor that scholars “intentionally set out to enhance [their]

understanding of a phenomenon and expect to communicate what [they] discover to the large

scientific community” (Leedy & Ormrod, 2005, p. 4). Two critical considerations stem from this

definition: a) research must enhance the scientific community’s current understanding of a

phenomenon, or contribute to enhance the BoK, and b) research must communicate what was

discovered in the new study to the scientific community. Knowing the current status of the BoK

in the given research field is an essential first step for any research project (Iivari et al., 2004).

Maintaining security and piling records take place because of the years gone by.

Furthermore, these files were only kept in envelopes and folders in wooden rocks. There are also

instances when the right information is given to a wrong person, which affect quality of service.


In this chapter, proponents will use some theories and any usable mediums so that

the system will be reliable and effective.


3.1.1 Database Management System

A database management system (DBMS) is system software for creating and managing

databases. The DBMS provides user and programmers with a systematic way to create, retrieve,

update and manage data.

This will help us by saving, storing and retrieving data for all the transaction that the system do.

These also help to manage and organized all data and provide ways for the data to be modified.

3.1.2 MySQL

Structured Query Language is used to communicate with a database. According to ANSI

(American National Standards Institute), it is the standard language for relational database

management systems. SQL statement are used to perform tasks such as update data on a database,

or retrieve data from a database. Some common relational database management systems that use

SQL are: Oracle, Sybase, Microsoft SQL server, Access, Ingres, etc. although most database

system use SQL, most of them also have their own additional proprietary extensions that are

usually only used on their system. However, the standard SQL commands such as “Select”,

“Insert”, “Update”, “Delete”, “Create”, and “Drop” can be used to accomplish almost everything

that one needs to do with a database. This tutorial will provide you with the instruction on the

basics of each of these commands as well.

The programmer is capable of this language because this programmer had a lot of experience using

this language and can do so, as well as other programmer. Also SQL is one of a better language to

use, because it is easy to understand unlike other languages.

3.1.3 Visual Basic

Visual Basic (VB) is a programming environment from Microsoft in which a programmer

uses a graphical user interface (GUI) to choose and modify preselected sections of code written in

the BASIC programming language.

Because the programmer already have a background skills in this language and we can easily

understand it well, unlike other Programming languages. As compared to other languages, Visual

basic may be slower though, yet it is flexible and it can be rightly said that things that are difficult

in other languages are comparatively in visual basic programming language. It may also be said

that, since it is one of the most popular programming languages, lots of related books and material

and other resources are available and can be accessed for developing programming skills at visual

basic programming language conveniently.


Introduction to the proposed mail and information tracking system connected to mobile

was discussed in this chapter. Further discussion on background environment and motivation to

such undertaking was also done. And it also identified the main objectives of developing such

system, the basic framework of the proposed system and its resource requirement.WHAT


Tracking system is generally a system capable of rendering virtual space to a human

observer while tracking the observer's coordinates. For instance, in dynamic virtual auditory space

simulations, a real-time head tracker provides feedback to the central processor, allowing for

selection of appropriate head-related transfer functions at the estimated current position of the

observer relative to the environment.


As the proponents interviewed the client, they gathered information has been

analysed for the solution of the problem. In this chapter, the different model and diagram

is presented for the user and for the administration side in constructing the system.






Processor At least Pentium Dual Core 2GHz

Memory At least 2 Gb RAM

Secondary Storage 500GB

Monitor LCD/CRT

Pointing Devices Optical Mouse



Operating System At least Windows 7


Figure 4.1


Figure 4.2

4.5 Data Dictionary

Table Name: tblCityMunicipality

Description: This table will designated areas

Field Name Data Type Description

CM_ID int Primary Key

CM_List varchar City/Municipality List

CM_PostalCode varchar Postal Code

Table Name: tblMailRegister

Description: This table will store all Registered Mails

Field Name Data Type Description

MR_ID int Primary Key

MR_SFirstname varchar Sender First Name

MR_SMiddlename varchar Sender Middle Name

MR_SLastname varchar Sender Last Name

MR_SContactNumber varchar Sender Contact Number

MR_RFirstname varchar Receiver First Name

MR_RLastname varchar Receiver Last Name

MR_RContactnumber varchar Receiver Contact Number

MR_RAddress varchar Receiver Address

MR_RCityMunicipality varchar Receiver City/Municipality

MR_TypeOfMail varchar Type Of Mail

MR_WeightOfMail varchar Weight Of Mail

MR_TotalPayment varchar Total Payment

MR_Adlaw varchar Days

MR_CMID int City/Municipality ID

MR_MTID int Mail Tracking ID

MR_REPID int Report ID

MR_TOMID int Type Of Mail ID

MR_UMID int User Management ID

MR_POSID int Position ID

MR_PMan varchar Post Man

MR_PMaster varchar Post Master

Table Name: tblMailTrack

Description: This table will store all Mail that are Track

MT_ID int Primary Key

MT_MTnumber varchar Mail Track Number

Table Name: tblPositions

Description: This table will

Field Name Data Type Description

Position_ID int Primary Key

Position_List varchar Position List

Table Name: tblReport

Description: This table will store all reports

Field Name Data Type Description

Report_ID int Primary Key

Report_List varchar Report List

Table Name: tblTypeOfMails

Description: This table will store all Type of mails

Field Name Data Type Description

TOM_ID int Primary Key

TOM_List varchar Type Of Mail List

Table Name: tblUserManagements

Description: This table will store user’s information

Field Name Data Type Description

UM_ID int Primary Key

UM_FirstName varchar User Management First Name

UM_MiddleName varchar User Management Middle Name

UM_LastName varchar User Management Last Name

UM_ContactNumber varchar User Management Contact

UM_Position varchar User Management Position

UM_RegistrationDate varchar User Management Registration





Design and Analysis of Modern Tracking Systems (Artech House Radar Library)

Authors: Robert Popoli, Samuel S. Blackman

Location-Based Information Systems: Developing Real-Time Tracking

Book by Alfredo J. Perez, Miguel A. Labrador, and Pedro M. Wightman

Vehicle Tracking System Fast Track

Book by Gerardus Blokdyk

Building a Dedicated GSM GPS Module Tracking System for Fleet Management: ...

Book by Franjieh El Khoury

Trend Tracking: The System to Profit from Today's Trends

Book by Gerald Celente and Tom Milton

Nonlinear Systems Tracking

Book by Lyubomir T. Gruyitch

Tracking and Kalman Filtering Made Easy

Book by Eli Brookner

Radar systems, peak detection and tracking

Book by Michael O. Kolawole

Tracking Control of Linear Systems

Book by Lyubomir T. Gruyitch

Nonlinear Systems Tracking

Book by Lyubomir T. Gruyitch

Real-time Face Detection, Recognition, and Tracking System in LabVIEW: ...

Book by Manimehala Nadarajan, Muralindran Mariappan, and Rosalyn R. Porle


Philippine Postal Corporation


Research for reference online

Video references tutorials for reports and tracking number

Review of related literature

Visual Basic Tutorials

Database Management System

Research for Review Literature

Research for related thesis


The proponents conducted a system demonstration and testing to make sure how does it

work well and the capability of the system that we have gathered all information and things to do

from the respondent. Technically during the said activity the proponents encountered feedbacks

that may change other features and it needs to improve and remove, nevertheless the respondent

gave us feedbacks with their reaction in a positive way based on the proposed system.


As IT students, the proponents have come up with the system. Philippine Postal Corporation Mail

Information and Tracking System that could help’s to develop the said company. Based on the

data gatherings and analysis, the proponents conclude that this system, will then be an aid for the

company of the Philippine Postal Corporation in developing their current system to timely and

quickly information to their client. The proponents have created a module that will improve the

development of their current system.

The system made possible with the use of Visual Studio, SQL server. In order to make the

proposed system more innovate the proponents would like to suggest that they will use the

proposed system that was done successfully; it may help a lot to improve their company from the

old manual system to updating system.

Right away it would be useful to the clients to recommend the newly proposed system it may not

take a high risk for the company. The proposed system now took a less time consuming.