Chapter 3

Technical Background

This chapter presents the overview of the current system, the

hardware, software, people were use in the current trends and technologies in

order to develop and implement the proposed system.

Current System

The Civil Service Commission Regional Office VIII is consisting of sixth

division including Human Resource. The division that handles for managing of

participants of learning and development and their attendance as well as

releasing of certificates is the Human Resource Division. The process of

reservation and taking attendance of the participants are in a manual process.

HRD consist of documented files for Learning and Development program of

the commission arranged according to their training calendar.

Qualification for applying jobs and promotion in government agency

needs training requirements. To comply for these training requirements, the

Civil Service Commission offers learning and development program that all

employees including private entities are qualified to attend the program. The

participants who will attend the program will go to the office of the commission

for their registration. They need to sign up nomination form to get a slot

because every program is consisting up to 40 to 45 participants only.

Participants who are late for reservation can be added to the next training

program.

If the participants that are not able to go to the office will send the scan

nomination form to the email address of the commission but some factor exist

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including the double entry of the participants. After reservation, the

administrator of the program needs to send a message to their email

confirming that they done the reservation and to inform the payments that

need to be paid. The participants that are not able to pay their payments right

after they done the reservation, the administrator will send also a message

that they need to pay seven days before the training/seminar.

During the training, administrator will prepare their attendance that will

serves as the guide of the facilitator to give certificates right after the training.

If the participants gain 90% of the attendance, they will receive two (2)

certificates (Certificate of Participation and Certificate of Completion),

otherwise, if the participants gain below 90% of their attendance, they will

receive only one (1) certificate (Certificate of Participation). The participants

that have an issue in terms of their names in the certificates, the certificates

will hold by the facilitator and they will get through LBC when the participants

leave somewhere in Region 8.

Proposed System

The proposed system is expected to be a web-based system applying

QR code algorithm accessible by all Civil Service Commission Regional and

field offices in the Philippines though internet. The purpose of creating

management system is to lessen paperwork and to have convenient

transaction between participants of the training and the administrator and

facilitator of the training or seminar. Another purpose is to help the

assessment of performance of regional and field offices of the commission,

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this allows for the less performing offices to evaluate its previous performance

and determine the areas where change is needed.

Through this system, the manual process of transaction between

participants and the staff of the office will be eliminated and the paperwork will

be lessening. But the staff only provides hard copy of the attendance to be

presented by the staff to the Commission on Audit during evaluation together

with their official receipt. The manual process of dissemination of information

about the training will be improve because aside of management system, the

proposed system has a capability to disseminate information to the

participants by accessing the system.

Upon accessing the system, Regional and Field Offices as an

administrator will create an account to secure the data of every offices of the

Commission. The administrator has a control to disseminate information,

monitor of attendance, manage the number of cancelled transaction and

number of slots to be filled in while the participants will access the nomination

form and they will be using QR Code for their attendance and evaluation of

the facilitator. The system also offers a live streaming for free trainings to

lessen the issues involving the registration of participants with disabilities.

Upon accessing the Recruitment, Selection and Placement

Management System, the applicants will fill up the Personal Data Sheet for

job application. The office as the administrator of the system will access the

inventory to know how many applicants registered.

Hardware

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 Upon implementation, the system will use desktop or laptop computer

that connected to the internet and a QR Code Scanner for their attendance. It

also requires a printer for other purpose that related to the system such

printing of attendance.

Table 1: Hardware Minimum Requirement

At least 1TB size of Hard Disk, 4GB

Desktop/Laptop Computer size of RAM and Intel Core i7 kind of

processor
QR Code Scanner
Printer HP Deskjet

The administrator or the office where the system will be implemented

will provide the minimum requirement of hardware to ensure that the system

will perform well and avoid some technical error. The system may work at the

lower version but it cannot guarantee the functionality of the system.

Software

Table 2: Software Minimum Requirements

Front End Back End
Text Editor - Sublime Text 3 Server-Xampp Control Panel v3.2.2
Framework Bootstrap 4 Database Mysql
Php v7.5, HTML, CSS, JQUERY,
Browser-Google Chrome
JAVASCRIPT

The table shows the software minimum requirement use to develop the

system as well as for documentation. The proponents use the software

requirement from coding to storing data into database.

Peopleware

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 Upon development and implementation of the system, the proponent is

the one who plan, analyze the data and design process by using the SDLC

model. The proponents are the one responsible for security and functionality

of the system to ensure that the records of participants are secure.

The Civil Service Commission as the administrator of the system can

access all of the functions of the system from managing to exporting data.

Upon accessing the system, the administrator will create an account to secure

all the data and progress form each Regional and Field Office. The

administrator also able to add training program, disseminate information,

managing slots and releasing certificates based on the attendance.

Other user of the system is the participants. Participants access the

registration form and taking of attendance. The participants will receive a

message through email stating that 80% of the registration fee shall be

charged for the failure to attend or notify the office seven (7) days before the

conduct. The system will generate a QR code right after registration in

purpose of taking of attendance.

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