TARLAC STATE UNIVERSITY

COLLEGE OF COMPUTER STUDIES

TCP FORM 3

PRE-PROPOSAL STATEMENTS

Date : _______________________

Academic Year : _______________________

Semester : _______________________

THESIS / CAPSTONE PROJECT TITLE:

Provincial Jail Records Management System

PROPONENTS/RESEARCHERS:

Hipolito, Leslie Ann U.

Lacanlale, Avegale M.
Maregmen, Joshua I.
Rodriguez Jr., Richard S.

SECTION 1. INTRODUCTION

All decisions in the criminal justice system must be determined by the physical and

scientific evidence, and the credible testimony corroborated by that evidence, not in response to

public outcry. (R. P. McCulloch, 1911-1977)

Crime is an act or the commission of an act that is commanded by a public law and makes

the offender liable to punishment by that law (Merriam-Webster, 2014).

The existing procedures in penology in the Philippines are duplications and continuum of

the past methods employed by the Spain in the country after the creation of the National

Penitentiary in 1865. Further systematized and refined by the Americans with the inclusion of

additional approaches deduced from the International trends of correctional practices.

When a person is detained or sentenced to imprisonment they are deprived of one of their

most basic human rights: the right to liberty. The deprivation of liberty necessarily results in

prisoners becoming dependant on the detaining authorities for the realization of their other basic

human rights. The police, prison service and other State bodies responsible for detaining individuals

therefore have a responsibility to ensure not only that the decision to detain an individual is lawful,

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but also that their treatment and care whilst in detention is both fair and compliant with human

rights standards. Creating and maintaining prisoner and detainee files is an essential tool for

protecting and upholding these standards.

For Tarlac Provincial Jail which is located at Brgy. Dolores Tarlac City, creating and

maintaining prisoner files is an essential component of effective prison management and plays an

important part in improving the transparency and accountability of prison administrations. The

careful collection of information about those being held in custody is critical to informing both day

to day prison administration and long-term prison planning. The total number of people held in

custody, their classification, along with their health and rehabilitative needs provides important

information for prison managers to identify resource requirements, set budgets, manage health and

safety, and develop appropriate rehabilitative and treatment program. At the operational level, for

example, prisoner information enables prison managers to plan daily activities such as meals,

medical treatment and cell allocations, as well as determine appropriate staffing levels and the

deployment of individual responsibilities. At the strategic level, the size and profile of the prison

population guides managers in planning the development and delivery of prison services, such as

health care, vocational training, education, and rehabilitation program, as well as relevant personnel

support.

For prisoners themselves, accurate and well-maintained files can mean they receive fair and

timely access to justice; it will help ensure they receive appropriate legal and medical assistance, as

well as regular contact with their families.

According to Public Records Office, International Council on Archives, Committee on

Electronic Records, 1998, states that record is a specific piece of information produced or retrieved

in the initiation, conduct or completion of an institutional or individual activity. It comprises

sufficient content, context and structures to provide evidence of the activity. It is not ephemeral -

that is, it contains information that is worthy of preservation in the short, medium, or long-term.

SECTION 2. PROJECT CONTEXT

Fueled by high crime rate in Tarlac Jail Provincial has of late exceeded its intended number

of inmates. This necessitates for a lot of records keeping for the inmates both in the remand and
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COLLEGE OF COMPUTER STUDIES
prison departments. Again, records about visitors coming to see inmates have to be kept making the

records environment explode with millions of paper documents in form of a file system all of which

must be managed. This means that records of their cases details, details of where they come from,

records about the block and room they are allocated, health records and records of the people who

come to visit them are maintained in file systems creating a bunch of files. When reports are

needed, especially about prisoners, it takes a long time to produce a single report for Management

to make decisions. At times reports disappear and tracing them becomes a problem since the system

is not automated. Producing reports timely for decision-making has become hazardous.

In the age of information technology, the need for timely information to support

management in making decisions is escalating. This calls for developing a jail records management

information system as an answer to the above problems of managing jail’ records at Tarlac

Provincial prison.

The developments in information technologies have been useful in saving time and money

and reducing the costs by accelerating transactions and communication through tools like

management information systems. An automated Management Information System is indispensable

for management of Tarlac Provincial Jail. Unfortunately, the system seems to be far-fetched,

especially when it is done manually using many different methods of report production. The time

for solving such problems soars with exponential speed when there are delays of report production

(Musliu, 2001). However, the use of computer system could mitigate the problems caused by delay

of reports production.

SECTION 3. PURPOSE OF THE STUDY

The main purpose of the study is to design and develop a Jail Records Management

Information System for Tarlac Provincial Jail to have their reports instantly, effectively and

efficiently as and when required. The information system will curb the problem of redundancy and

increase the accuracy and consistency hence making the system efficient. The information system

will as well aid rapid access of data and quick reports generation. It will also provide a centralized

data location by pooling resources together. The researcher also hopes that the study will serve as

informative scholarly work to other scholars pursuing related or similar studies.

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SECTION 4. OBJECTIVES OF THE STUDY

The objective of the study is the assertion statement of the problem with the general

objectives and specific objectives on the desired outcome of the research process.

General Objective. The study’s general objective is to design, develop and provide a

system entitled “Tarlac Provincial Jail Records Management System”.

Specific Objectives. The following objectives are the specific objectives of the study:

1. To examine and assess the current file based system in Tarlac Provincial Jail.

2. To analyze and design a functional records management information system in terms of;

2.1 Simplicity of interface

2.2 Easy navigation through the different functions

2.3 Appropriateness of design for each function

3. To design and develop a Tarlac Provincial Jail Records Management System.

3.1 User

3.1.1 Records and Documents Management;

3.1.2 Incoming and Outgoing of inmates;

3.2 System Management

3.2.1 Enrollment and Update of Accounts;

3.2.2 User access level (restriction);

3.2.3 File maintenance;

3.2.4 Audit Trail;

3.3 Report Generator

3.3.1 Printing of reports;

4. To evaluate the performance of the developed system in terms of:

4.1 Admin

4.1.1 Functionality;

4.1.2 Accuracy;

4.1.3 Security;

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COLLEGE OF COMPUTER STUDIES
4.2 IT Expert

4.2.1 Security;

4.2.2 Database Design;

SECTION 5. SCOPE AND LIMITATION

The primary focus of the study is directed towards the design and development of Provincial

Records Management System. The study is intended to develop a system that will satisfy the user in

terms of accuracy, user convenience, security and functionality.

Thus, the system will have the following scope:

 Organize records appropriately

 Prevent unauthorized access, destruction, alteration or removal of records

 Store records in ways that mean they cannot be tampered with, deleted

inappropriately or altered

 Capturing records by assigning them unique identities and attributing brief

descriptive information to them, such as a title and date

 Arranging records into categories based on the business activities they document,

as a means of facilitating record control, retrieval, disposal and access

 Assigning and implementing rights or restrictions that protect records against

unauthorized or inappropriate use or access

 Monitoring record use to ensure no inappropriate use occurs and an auditable

record of use is maintained

 Generating any reports deemed necessary by the organization

 Identifying and presenting records in response to user search requests and, where

appropriate, enabling records to be printed on request

 Back-up system to protect against accidentally loss

However, the proposed system will not cover the following:

 System functionality will depend upon access level of users.

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COLLEGE OF COMPUTER STUDIES
 The propose system and its content is exclusively use and based the functionality

and processes for Tarlac Provinical Jail only.

 Unsaved data due to power loss cannot be recover by the propose system.

The system is vulnerable to power failure but this disruption can be avoided by attaching

the backup voltage source such as generator thus allowing users to avail the great advantage of this

system.

SECTION 6. REVIEW OF RELATED LITERATURE

A. Foreign Literature

Many companies aren't able to protect mission-critical data because they simply don't

understand how all the moving parts of their database environments work. For controls to work, IT

must have a clear understanding of where the important data is, who's using it, and how it's being

used.

"You have one data store, but you might have many applications hooked into it. You might

not know who it is that's using the systems if you've given out a lot of privileges," says Mel Shakir,

CTO of NitroSecurity, a database activity monitoring (DAM) and security information and event

monitoring company recently purchased by McAfee. "And you might not even know where the

critical data is if it's been copied off the system and moved to, say, test databases somewhere else."

Valuable steps include scanning for unsanctioned, rogue databases that might have been set up on

the fly by other departments, documenting privilege schemas, and classifying a company's database

assets by risk according to the type of data they hold. That can help get more out of database

security investments.

Once IT teams know where all your databases are, they can make sure they're securely

configured and patched, and use vulnerability assessment to decide what level of protection they

need. For example, they can decide if they warrant constant oversight through activity-monitoring

software to track what users are doing in these data stores at all times.

In relation with the literature mentioned above, it shows the proponents how important that a

record management system must identify critical data assets and giving them the most protection.

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The more critical an asset, the more defenses should be around it. Unfortunately, when it comes to

databases, most companies get that formula backward.

B. Local Literature

C. Foreign Studies

According to the case study of St Francis Hospital Nsambya entitled “An Automated System

for Patient Record Management”, Generally Automation plays an important role in the global

economy and in daily experience. Engineers strive to combine automated devices with

mathematical and organizational tools to create complex systems for a rapidly expanding range of

applications. The Patient Information Management System (PIMS) is an automated system that is

used to manage patient information and its administration. It is meant to provide the Administration

and Staff, with information in real-time to make their work more interesting and less stressing.

In relation with the study above, the proponents also aims to provide automation record

management system will curb the problem of redundancy and increase the accuracy and consistency

hence making the system efficient. The information system will as well aid rapid access of data and

quick reports generation. It will also provide a centralized data location by pooling resources

together. The researcher also hopes that the study will serve as informative scholarly work to other

scholars pursuing related or similar studies.

In the study of Ahmed Ataullah (2008) entitled “A Framework for Records Management in

Relational Database Systems”, Storage of records has always been a fundamental objective of

information systems. However in the past decade managing sensitive information throughout its

lifecycle, from creation to destruction (or archival), has become of significant importance. The

increasing awareness of the impact of technology on privacy has added momentum to the need to

have better enforcement of records retention policies. Organizations today not only have to comply

with regulations, but also have to maintain a balance between operational record keeping

requirements, minimizing liability of storing private information, and customer privacy preferences.

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In related with the study above, this work will not attempt to define the term “record” in the

broad context. Instead the term will be treated in all its generality and then applied to the world of

relational databases. Without attempting to differentiate terms such as data, knowledge, information

and record, it is recommended that the reader maintain a simple but consistent definition of a record

throughout this research.

D. Local Studies

E.

SECTION 7. RESEARCH DESIGN AND METHODOLOGY

A. Statistical Treatment

The data gathered were treated statistically. The following mathematical tools were used to

find out if the developed system met all the criteria set down by the researchers and to see if the

results are favorable.

Frequency Distribution

Frequency distribution is an organized tabulation/graphical representation of the number of

individuals in each category on the scale of measurement (Gravetter & Wallnau, 2000). The visual

presentation of frequency counts would allow easier interpretation of data.

A frequency distribution of data can be shown in a table or graph. Some common methods

of showing frequency distributions include frequency tables, histograms or bar charts. A frequency

table is a simple way to display the number of occurrences of a particular value or characteristic

(Australian Bureau of Statistics, 2013).

Weighted Mean

The weighted mean is a mean where some values contribute more than the others. It is used

to calculate the average value of a particular set of numbers with different levels of relevance. The

relevance of each number is called its weight. The weights should be represented as a percentage of

the total relevancy (Finance Formulas, n.d.).

∑ fx
x̅ = ∑f

Where:

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x̅ = Weighted Mean

∑f = Sum of the frequencies for the corresponding item

x = item given

∑ x̅= Total frequency

In giving the interpretation to the results of the computations, the Rubrics method will be

used. The researchers will apply such method in order to tabularize respondents’ responses. Rubrics

are used to assess performance against a set of criteria.

Table 1.0
Likert Scale for each Sub-Criterion

Range Verbal Description

4.21 - 5.00 Outstanding

3.41 - 4.20 Above Average
2.61 - 3.40 Average
1.81 - 2.60 Below Average
1.00 - 1.80 Poor

Table 1.0 shows the equivalent interpretation for the points which will be given in each sub-

criterion and their corresponding verbal descriptions. One point (1.00 – 1.80) is equivalent to

“Poor”, (1.81 – 2.60) is labeled “Below Average”, (2.61 – 3.40) as “Average”, (3.41 – 4.20) as

“Above Average”, and the highest score (4.21 – 5.00) is considered “Outstanding”.

The proponents utilized the Likert’s scaling rates in order for them to present effectively the
result of evaluation with interpretations based from a detailed interval of scores. In this way, the
proponents determined the quality of the performance of the developed system in terms of
predefined criteria.

B. System Development Methodology

The researchers used RAD or Rapid Application Development model in the development of

the system.

Rapid Application Development is an effective methodology to provide much quicker

development and higher-quality results than those achieved with the other software development

approaches. It is designed in such a way that it, easily take the maximum advantages of the software
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development. The main objective of this methodology is to accelerating the entire software

development process. This is goal is easily achievable because it allows active user participation in

the development process (TatvaSoft, 2014).

The researchers chose the RAD model because it is suitable for the project, considering how

there needs to be a lot of analyses needed, prototyping, and designing given only a short amount of

time.

Figure 1.0
Rapid Application Development

The RAD cycle involves the following phases: (1) Requirements Planning, (2)

Prototyping, (3) Testing, and (4) Cutover.

Requirements Planning. This is the first stage of the Rapid Application Development cycle.

In this stage, the researchers discussed the requirements for the proposed system, set standards and

system requirements, and discussed the project scope. In this phase, the researchers also decided on

the proposed functionalities of the system. Data gathering was also involved in this phase.

Specifically, the functions of the proposed system were formulated and thought over during

this phase. Since the study focused on creating an Android Application, the researchers focused on

the simple-yet-necessary functions that can be integrated in the system such as customer purchase

feature, sales summary, and inventory management.

Prototyping. This stage involves user design and construction of the prototype model of the

proposed system. The application will be continuously proposed and tested. It is in this phase that

the following take place: programming and application development, coding, unit-integration, and

system testing. The actual programming of the system will occur in this phase.

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Testing. This is the phase when the system will be presented to a panel of critiques and end-

users for testing and evaluation. The responses of the testers were the indicant whether or not the

system met the objectives presented in the first chapter.

Cutover. This is the final phase of the development lifecycle. It is in this phase when the

following tasks are done: application improvements, full-scale testing, system enhancements,

implementation, and user training.

C. Research Design and Developmental Research

The researcher utilized the Research and Development (R and D) as the primary research

design in making the gathered information. Research and Development is a creative work

undertaken on a systematic basis in order to increase the stock of knowledge, including knowledge

of man, culture and society, and the use of this stock of knowledge to devise new applications.

Research and Development, also called “R and D”, systematic activity combining both basic and

applied research, and aimed at discovering solutions to problems or creating new goods and

knowledge. In this study, the researchers used descriptive method for the part of research and

developed the software that satisfied the stated objectives based from the result of the research.

In order for the researchers to identify the problem, the defined, analyzed and justified

solutions. To satisfy the needed requirements of this study, the researchers utilized different kinds

of data gathering tool and technique to collect information that are useful for the conduct of the

study.

The gathering of information which is related to the developed study helped the researchers

keep in track. The researcher utilized different kinds of research methods like Data Gathering

Materials, Observation, Library Research, E-sourcing and Consultation.

Library Research. It facilitates the process of extracting facts from judgement, thereby

minimizing or eliminating errors. In a library, the researcher utilized all the information that library

could offer to complete the study, useful information could be compiled and evidences selected later

are being utilized in support of a single thesis or an aggregated body of knowledge earlier research.

The proponents gathered data through unpublished works, Internet, books, consulting a specialist

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concerning about the proposed system and libraries, the Tarlac State University-College of

Computer Studies (TSU-CCS).

Observation. In order to accomplish the study, observation was used to collect pertinent

information. Through observation, the researchers were able to describe and analyze current

problem of the existing system. Observation is used by carefully observing how the developed

system is implemented or how it is used. This was also used to determine the weakness of the

developed system and come out with a solution.

Questionnaire. This method is a research instrument consisting of a series of questions and

other prompts for the purpose of gathering information from the respondents. This is used to select

respondents without bias, to be able to improve the quality of the new system. The use of this

method was for the proponents to secure detailed facts, views and opinions on paper.

Questionnaires were made to obtain their opinions, attitudes and sentiments regarding the study

being conducted.

Internet. Through the use of internet, the researchers acquired a wide variety of information

from local and international sources in the fastest possible way. Internet is a powerful research aid

since it has the ability to access the latest information. This tool is used to gather data by accessing

and browsing sites and pages from individuals or entities around the world.

Consultation. The researchers asked advice from people who have better knowledge and

experience in the fields of Information Technology to ensure accuracy of information that will be

used and for better progress of the study.

D. Data Flow Diagram

A data flow diagram (DFD) is a graphical representation of the "flow" of data through an
information system, modeling its process aspects. A DFD is often used as a preliminary step to
create an overview of the system, which can later be elaborated. DFDs can also be used for the
visualization of data processing (structured design).

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A context diagram, sometimes called a level 0 data-flow diagram, is drawn in order to define

and clarify the boundaries of the software system. It identifies the flows of information between the

system and external entities. The entire software system is shown as a single process.

Figure 2.0
Context Diagram of the Proposed System

The context diagram as shown in Figure 2 shows the entities involved in the whole system

process. The user needs an access to the proposed system to acquire needed information based

on user inputs or queries that may provided by the system administrator with specific user

access level.

Figure 3.0
Data Flow Diagram of the Proposed System

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Contact Details

NAME E-MAIL CELLPHONE # SIGNATURE

Hipolito, Leslie Ann U. lahipolito44@gmail.com 09954924070
Lacanlale, Avegale M.
Maregmen, Joshua I.
Rodriguez Jr,Richard S. Richard_15cute@yahoo.com 09179214227

Checked and approved by:

___________________________________________
Signature above Printed Name of Technical Adviser

Noted by:

__________________________________________
Signature above Printed Name of Subject Teacher

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