1

CHAPTER 1 INTRODUCTION Background of the Study Technology today has made life easier and quicker. One of these technologies that we are using is computer. It helped a lot in compiling data which used to be in hard records. One of the uses or benefits of computers is that they are able to provide and retrieve information so quickly so they have increased the pace of our work. The increase in the speed of work has helped us to do many things with less resources like in past a lot of manpower was used for record keeping and files and other things were made to keep the records saved. This is one use of computers in our lives other than that computers has helped us to work with machines which have the ability to produce the best quality of products with maximum speed and efficiency. In today's world it is necessary that to cater for such a heavy population things are made at the higher pace with best quality, so it is possible with the help of computer that we are able to cater for the need of quantity and quality of products required in daily life. [1]

[1]

http://essays4free.blogspot.com/2009/09modern-technology-made-life-easier.html

It has enabled us to get the information from one part of the world to the other at a very rapid pace. So in summary, computer today is in every walk of life, and is helping us a lot in developing at a fast pace. It has become an integral part of our lives. The landscape of global communication has changed since computers have been introduced in our society. Importance of computers can be attributed to the fact that almost every sphere of our life is affected by computers. Information technology (IT) is a whole new industry that has developed after the introduction of computers. This research study focuses on the Residents Information System of Palompon Poblacion in Palompon, Leyte. Palompon was established in 1620 and is one of the oldest and biggest municipalities in the province of Leyte, Region VIII. The municipality is an agricultural area with coconut as the dominant crop, followed by rice, corn, root crops and other crops. It is the center of trade and commerce in the north-eastern coast of Leyte. The people are engaged in agricultural, trade and commerce, fishing, and cottage industries. The land area of Palompon is 126.07 square kilometers (12,607 hectares). The municipality has fifty (50) barangays, nine (9) of which are poblacion barangays with an area of approximately one square kilometer;

the other forty (40) barangays are distributed along the coastline and in the interior rural and mountains areas.
[2]

Since the population of this place is persistently increasing, the Municipal Social Welfare and Development located at corner Rizal Street and Burgos Street, Palompon, Leyte is in charge for all the records of the residents living in this area specifically, a population program worker. As we go further in this study, you will be able to distinguish and to smooth the progress of the Municipal Social Welfare and Developments information system particularly the Residents of Palompon Poblacion. This document is intended to introduce concept for basis residents information and will include goals and objective and overall system requirements. This is an existing document and is intended to motivate knowledge and discussion concerning the development and utilization of the system. An Automated Information System will definitely be more suitable and less time consuming to operation compared to the manual method of recording and monitoring.

[2]

http://en.wikipedia.org/wiki/Palompon,_Leyte

Residents Information System has vital function in locating the residence of a citizen, recognizing the number of persons living in a household, knowing their sources of living as well as the methods of planning the used and most of all in generating a population report. It is necessary that the information system also encompasses the appropriate training of personnel that will be using it and implementation of failure recovering in the event that will happen to the current data system. This system should be developed to provide a method of supervising the information of every resident in this area and is designed to permit efficient monitoring and recording. It should be designed consistent with applicable human factors, since people are responsible for the effectiveness of the system and satisfy particular information and control needs. It diminishes errors, maintain assets and prevent fraud or other irregularity. [3]

Statement of the Problem The main objective of the study was to develop a Resident's Information System of Palompon Poblacion in Palompon, Leyte. Specifically, the study attempts to answer the following questions: 1. What are the problems encountered in monitoring the residents records?
2. What kind of system are used by the staffs and personnel of the

Municipal Social Welfare and Development Office in monitoring residents records? 3. What information system may be developed base on the findings of the study?

Assumptions This study was anchored on the following assumptions: 1. The automated developed system is proficient, organized, serene and systematic. 2. A sensible, well-organized and thoroughly developed system provokes the engrossment of the staffs and personnel of the Municipal Social Welfare and Development Office as well as the residents because of its promptness and factualness.

3. The automated system is one way to improved the information process of the residents.

Theoretical Framework Starting in the late Twentieth Century, many companies started using computerized systems. Most of these companies started using these systems to save time and reduce costs. Even though these computerized systems are rather expensive, in the long run they saved companies money. The companies saved money by making or purchasing a computerized system by reducing paper usage and employee overtime. Since employees did not have to spend there time doing paper work, they could do their jobs faster and more efficiently. This gave the employees more time to do other projects around the office. One computerized system that saved employee's time is automatic payroll. Instead of wasting time filling out paper time sheets, the employee could simply "clock" in at the beginning and end of each shift. Some companies like this idea because it can possibly reduce the number of employees needed in the payroll section of their company. Many aspects of the computerized system might take away some duties from the human employee. This can save the company a lot of money, but is very bad for employee morale.

Management

also

benefits

from

the

computerized

system.

Management is able make decisions much faster because the information they needed to make these decisions with is right there and could easily be accessed. There is no searching for documents or other files. The company can easily give access to certain parts of the computerized system to one group in the company and not the other. This way, information is kept private or public, depending of the company needs. It is not always the case that the company's employees and employers notice most of the benefits that a computerized system has. Some companies have many satisfied customers due to the fact that computerized systems were introduced into that company. [2]

[2]

http://www.oppapers.com/essays/Why-Do-Companies-Spend-MoneyComputerized/33715

Conceptual Framework The present global age is the consequence of the computer age. It allows a user to manipulate data easily. The speed of performance of a computer is incomparable. In fact, computers are used in every aspect of life today. Nowadays, computers are widely used for education and training purposes and this trend all started information technology. IT includes work place cost effectiveness and essential globalization. True globalization has come about only via this automated system. Computer literacy is indeed a great demand for everyone. It is mainly due to the IT industry that people from diverse cultures are able to personally communicate and exchange valuable ideas. This has greatly reduced prejudice and increased sensitivity. Information technology has rippled on in the form of a Communication Revolution in which the information has been organized and managed with the aid of it. Figure 1 explains the schematic presentation of the study which focused on the steps in developing a residents information system namely: a.) Project Identification and Selection. This identifies what is to be focused on what is the appropriate software to be used for the project. This is usually done through needs assessment technique such as survey, casual interviews and observations and a systematic analysis of the poblacion

components; b.) Project initialization and planning is an essential part in the life of a project. The objective of this process is to change an unclear system into a clearly focusing and the objective test plan, feasibility issues, benefits, and time schedule for the project; c.) Analysis Phase defines the requirements of the system, independent of how these requirements will be accomplished. It is where the project life cycle begins. This is also the part of the project where you identify the overall direction that the project will take through the creation of the project strategy documents. This process consists of a group of repeatable processes that utilize certain techniques to capture, document, communicate, and manage requirements; d.)Logical and Physical Design involves the creation of new and improved components of the project. It also provides the criteria of the best structure or model and a systematic arrangement of the developed project that shows the totality of the whole system; e.) Implementation process is preceded by the preplanning stage which is also coordinated activities among the developers. It is a realization of a technical specification or algorithm. At this point, training materials will have to be prepared, and the recipients for the actual implementation will have to be selected and informed. In short, resources both human and materials will have to be mobilized.

10

Ideally soon as it is ready, the training plan may be tried on a pilot basis in order to remedy any flaws before it is actually implemented. In this way, success is more likely to happen and wastages of time, money and effort are minimized. When the results of the try-out are processed and revisions are made, implementation stage may be carried out. All kinds of assistance must be provided for the plan to be implemented and envisioned; and f.) Evaluation phase is the stage wherein performance efficiency and effectiveness is determined at the set; the evaluation mechanism is to be attached to the training packages. Evaluation must include both formative and summative form of assessment. Figure 2 presents the inputs and outputs of this study. The performance of Municipal Social Welfare and Development of Palompon, Leyte as perceived by the Palompon Poblacion residents was the focus of the study. The input was based on the data gathered and analyzing while the process was to determine the excellent performance of the Municipal Social Welfare and Development and the problem encountered by the personnel and staffs. The output of the research was the recommendation of the performance of the said Local Government Unit Department. The conceptual model on figure 2 which regards to their Information System of Palompon Poblacion Residents. To come up with the

11

inputs, we have gathered data from interviews on these data undergo a series of processes and being analyzed. The date should be in order and once there are errors that will occur in the process it will go back to the previous stages where errors are detected and rechecked some process. If there are no errors encountered after taking up all the processes, it will not proceed to the implementation of the said program and later, the refinement of the software for more improvement of the system.

12

Project Identification and Selection

Project Initialization and Planning

Analysis

Logical and Physical Design

Implementation

Evaluation

FIGURE 1 The System Development Life Cycle

13

1. Family Profile in terms of: 1.1 Name 1.2 Head/ Relationship 1.3 Date of Birth 1.4 Age 1.5 Sex 1.6 Family Planning 1.7 Occupation 1.8 Income 1.9 Education Attainment 2. Reasons for: 2.1 Information Basis 2.2 Location of residents 2.3 Citizens 3. No. of Information Resident living in poblacion 4. Data acquired from: 4.1 Internet

1. Interview 2. Gathering & Ordering of data 3. Analysis of Data 4. Coding & Debugging of Software 5. Testing 6. Application 7. Development 8. Refinement of the Residents Information System of Palompon Poblacion

Automated/ Computerized Residents Information System of Palompon Poblacion, Palompon, Leyte

FEEDBACK

Figure 2 Conceptual Model in the Development of the Residents Information System of Palompon Poblacion Palompon, Leyte

14

Significance of the Study The researchers will be able to understand more on the fact that we are now living in an era of constant changes and therefore, we must prepare ourselves to cope with it. By this, it also helps the researchers to learn more on how to involve Information Technology in our critical thinking. The study also implies on how we can utilize the white array of computer applications to solve problems that needs better application. Eventually, this study imparts to the researchers the spirit of unity and cooperation which is a vital component for the fulfillment of this study. As to Municipal Social Welfare and Development Office of Palompon, Leyte, this kind of feasibility study will be of great help in the accuracy of meeting the needs of the residents as well as the Population Program Worker providing their necessities with regards to the information process of Municipal Social Welfare and Development. In addition to this, the system that we are proposing will help in presenting well-organized records in just a few minutes. This will diminish the time-consumed, the effort and the difficulties in finding a particular record compared to the manual way of doing all this things and most of all in generating a population report in every baranggay.

15

Scope and Delimitation of the Study This study will be confined only to the Resident's Information System of Palompon Poblacion in Palompon, Leyte. The researcher emphasized on the problems encountered by the Population Program Worker in updating the Residents Information System. Palompon Poblacion citizens are the respondents. The numbers of personnel-respondents were also chosen to make reasonable comparison of results. In addition, only the Population Program Worker was required to render information. The second limitation is concerned with the instrument used in this study. An interviewer is tasked to visit every households of the poblacion to conduct an interview and will fill-up the census form. A researcher-made questionnaire was also provided for the Population Program Worker during the testing phase of the proposed system. There were various software packages available for developing an information system, but the researcher chose the use of MICROSOFT VISUAL BASIC for the development of the system. The respondent in this study is the Population Program Worker in the Municipal Social Welfare and Development Office.

16

This computerization software/study covered only the basic concepts of Microsoft Access application software, which was one of the applications used in database management. Definition of Terms The following terms are defined operationally which are vital to this study:

Poblacion. It is literally "town" or "Population" in Spanish, is the name commonly used for the central barangay or barangays of

a Philippine city or municipality.

Resident. It is a person who lives on a street residency in a given place.

Information

System.

It

is

any

combination

of information

technology and people's activities using that technology to support operations, management, and decision-making.

IT. It means Information Technology.

17

MSWDO. It means Municipal Social Welfare and Development Office.

Household Number. It is the unique number used to specify certain resident.

LGU. It means Local Government Unit.

Automation.

It is

the

use

of control

systems and information

technologies to reduce the need for human work in the production of goods and services.

Fraud. It is an intentional deception made for personal gain or to damage another individual.

Population Program Worker. It is a person who is in charge for the entire residents record in an area.

18

CHAPTER 2 REVIEW OF RELATED LITERATURE AND STUDIES This chapter deals with the information from both literature and studies which is related to the problem investigated. These are gathered from several sources such as computer journals, thesis and dissertation books and other materials which found to be relevant to the present study.

Related Literature Notably, student information system or SIS incurs such application software designed for educational establishments to manage student data. Student information systems provide capabilities for entering student test and other assessment scores, building student schedules, tracking student attendance as well as managing many other student-related data needs within the institution university. Thus, many of these systems applied in the Philippines can be scaled to different levels of activity and can be configured by their home institutions to meet local needs. Moreover, before universities have created their own bespoke student record systems, but with growing complexity in the business of educational establishments, organizations now choose to buy customizable within the shelf software. It can be that, modern student information systems are

19

usually server-based, with the application residing on central computer server and are being accessed by client applications at various places within and even outside the school. During the year 1990s, student information systems have been changing and are fast adopted through the presence of a web medium as a channel for accessing Student Information System without any hassle upon viewing student details and information. Ideally, educational institutions are under constant pressure to demonstrate both willingness and capacity to incorporate the latest developments in student information systems along with communications technology supporting various teaching ways. As Liao et al., (2007) asserts that SIS process within such technological sophistication does create precise knowledge edge, that such SIS application can be appealing to students and to the academic faculty as well as the parents. Thus, believing that technology is the repository of the bulk of the information that underpins societys major enterprises and concerns and the medium of communication through which Student Information System interact with one another. Furthermore, Student Information System is transforming

educational tactics understandings and school practices in relation to system information and to be able to assist better communication ground through SIS execution,

20

as found within the heart of learning mechanisms (Liao et al., 2007).[3] SIS as of today is changing what people is learning upon such as with the burgeoning of the Internet, the control exercised in the past by the Philippines from various departments of education and by individual teachers over pedagogical content may have diminished significantly. Through this new informative medium, resources of varying quality and provenance on virtually diverse subject matter are now available to the students. The amount of material available from unaccredited sources is cause of considerable concern to many educators, brought up them into a more integrated student information system such as those found and applied in the University of the Philippines as well as those within the grounds of Ateneo Integrated school wherein Student Information System processes of were truly understood and realized by the institutions education system. Even within academic disciplines there has already been a shift in the importance accorded to the traditional forms of published knowledge, refereed and refined through well accepted but often painfully attenuated process.

[3]

Liao, Yan, Mary Finn, and Jun Lu. 2007. Information seeking behavior of international graduate students vs. American graduate students: A user study at Virginia Tech 2005. College and Research Libraries 68 (1):5-25.

21

In such cases there has been movement towards the more rapid electronic dissemination of findings and opinions albeit in a less polished form, depending more on the judgment of the individual reader than on the processes of Student Information System effectiveness as implied for validation and verification of student resources (Fyffe and Walter, 2005). The strong implication for education is that skills in effective online searching should occupy more value and more important place within the education curriculum at all levels wherein the adaptation of SIS is most valued for academe effectiveness. From the perspective of the individual student, SIS incorporates enormously increased potential for representing and manipulating information in range of structured education paradigms and strategic study forms as appropriate for a justifiable application of diverse learning styles. Furthermore, the student information systems do provides greater range of ways through which learners can express their knowledge, including the publication of multimedia presentations to the world at large through the Internet. Aside, some of the information system know-how needs that certain students must grapple with inclusion to discovering how to complete comprehensive reviews of the such research studies, learning how to evaluate sources within the context of their projects,

22

and properly citing and including these sources within their theses or dissertations (Perrett, 2004). Then, because the Student Information System process is typically completed early into students school career and encapsulates each of the facets of knowledge built up and literacy value, including learning what type of Student Information System is available, finding and accessing system sequence, evaluating tools for the information and then synthesizing the student information system into certain end product for a better career patterns as it seemed like the ideal project to focus Student Information System and relate it to ample literacy instruction around. While the students had all performed database searches before, they were less likely to have taken advantage of the search management tools available to them through educational databases, how to set up automatic searches to help streamline the research process (Fyffe and Walter, 2005).[4] Like for example, there discusses the benefits of using such bibliographic management software system in order to help illustrate more sophisticated ways of organizing their research.

[4]

Fyffe, Richard, and Scott Walter. 2005. Building a new future: Preparing "Future faculty" and "Responsible conduct of research" programs as a venue for scholarly communication discussions. College & Research Libraries 66 (9):654-663.

23

Before the students came to the workshop, they were asked them to fill out brief pre-assessment surveys designed to provide acceptable profile details including their year in school, whether or not they were pursuing their college degree and possible departmental affiliation. Thus, pointing towards Student Information System within the knowledge of education services as utilized that include databases used and whether or not students were familiar with curriculum software packages (Perrett, 2004).[5] Truly, it is crucial for the advancement of informative research within composed disciplines and the continued successful integration of SIS as applied in the Philippine setting with resources to higher education systems determining that certain group of students can acquire and gain effective knowledge literacy skills through the SIS process and understanding the value of education services crafted to provide best teachings as possible. Then, for SIS assumption, there is a need to engage students with academic assessment such as upon helping students start thinking about what they would like to learn with regards to a better research investigation and knowing what the gaps in students understanding might be.
[5]

Perrett, Valerie. 2004. Graduate information literacy skills: the 2003 ANU skills audit. Australian Library Journal 53 (2):161-71.

24

Also, encourage the use of Student Information System in parallel to active learning style which allows students to interact with their classmates and does help the instructor facilitate an enhanced learning experience through Student Information System application mode and to finally emphasize the value of making student information connection with a subject teacher for instance geared upon for in-depth education success (Ewald, 2006).[6]

Related Studies In recent years, there has been an abundance of new technologies in the information systems field. These new technologies have altered the Information systems have gone from

very development process itself.

being a series of one level database to three dimensional reality, virtual reality, and multimedia systems. In the early days of information systems, the demands were for data, with no real function of artificial intelligence. However, as the 21st century approaches, business has taken on an entirely different function, and the need for individual information systems has grown immensely.
[6]

Ewald, Laura A. 2006. Two information literacy standards address manageable comprehensive research at the master's level in organizational communication. Kentucky Library Assocation.

25

This demand for information technology is in all areas of business: corporations, law, medicine, science and even small business. As an area of study, Information System bridges the multidisciplinary business field and the interdisciplinary computer science field that is evolving toward a new scientific discipline. An information systems discipline therefore is supported by the theoretical foundations of information and computations such that undergraduate students have unique opportunities to explore the academics of various business models as well as related algorithmic processes within a computer science discipline. Typically, information systems or the more common legacy information systems include people, procedures, data, software, and hardware (by degree) that are used to gather and analyze digital information. Specifically computer-based information systems are complementary networks of hardware/software that people and organizations use to collect, filter, process, create, & distribute data (computing). Computer Information System(s) (CIS) is often a track within the computer science field studying computers and algorithmic processes, including their principles, their software & hardware designs, their applications, and their impact on society. Overall, and IS discipline emphasizes functionality over design.

26

Information Systems often refers to the interaction between algorithmic processes and technology. This interaction can occur within or across organizational boundaries. An information system is not only the technology an organization uses, but also the way in which the organizations interact with the technology and the way in which the technology works with the organizations business processes. Information systems are distinct from information technology (IT) in that an information system has an information technology component that interacts with the processes components. It is generally accepted that information is a vital commodity for the successful operation of today's organizations. Nowadays modern business organizations are using computerized information systems in order to obtain such information. However as the technology advances rapidly the main issue is how can an organization should effectively use such an information system - which its management sometimes can be unpredictable in order to effectively help the whole organization structure to improve and take the most out of it. An information system is there to empower its users. A database simply provides data, but an information system is all about providing the best information the user needs to do their task more effectively. It also takes

27

into account that different users doing their own specific tasks may need to see their information presented in differing ways. The benefits of an information system follow when the user can quickly access, understand and respond correctly to that information.[7]

[7]

http://en.wikipedia.org/wiki/Current_Research_Information_System

28

CHAPTER 3 METHODOLOGY This chapter provides a brief description of the research design, research locale, respondents, and research instruments.

Research Design The method used by the researcher in this study was the descriptive method, which involved an interview to evaluate the existing residents information system for improvement.

Research Locale This study was conducted in the Municipal Social Welfare Development Office in the Municipality of Palompon Leyte located at corner Rizal Street and Burgos Street, Palompon, Leyte.

Respondents of the Study There is only one (1) respondent in this study, and this is the Population Program Worker in the Municipal Social Welfare and Development Office.

29

Research Instruments The researcher instruments used in this study were: questionnaire, supplemented by interview and observation. The instruments are described below: Questionnaire. It was designed to evaluate the developed computerized residents information system of Palompon Poblacion in Palompon , Leyte. Structured interviews were conducted to the respondents to gather constructive comments and feedback for the improvement of the study. Observations were made on the personnel as to their reactions and attitude towards the computerized residents information system while trying it out.

Data Gathering Procedure To adequately address the research questions a variety of data collection methods and instruments will be used. These methods and instruments are not specific to any one question but provide data that when used in combinations will address the research questions. In this research adopted specific data gathering tools to enrich and to have effectiveness to the preparation of the residents information system through conducting an interview and the questions to be answered.

30

The researchers had tried several procedures for the gainful and fruitful completion of this study. Conducting Interview: The researchers had conducted an interview to the personnel and staff of MSWD, We approach them so that we can obtain the most reliable information that we are needed to the residents record for the completion of this study. To be able to know the flow of residents information in their manual procedure for us to make an automated system. Gathering of Data: In this study, it is very important to get reliability and suitability of data or information gathered to meet the goals of this study. Data come from the interview, internet and research in the books is properly brought into one place and chapter to come up the output. Identifying Software for the Research Study: The researchers have chosen the Microsoft Visual Basic 6.0 as the host language and Microsoft Acces 2003 database for the development or for the proposed computerization of the Residents Information System. The choice of the Software was initially based on the availability of and familiarity of the particular software. Encoding: The data gathered needed for these research studies are then encoded. The spacing alignment, the sizes of texts were carefully

31

considered and also the wordings are thoroughly checked in order to have a clear and comprehensive output. Testing: This research study will be tried several times in the class computer laboratory for the checking and the correction of errors that will be encounter to become more luxuriant and meet the running program of the system. Evaluation: The running system will be properly evaluated by the panel of examiners, administrator respondents and Information Technology instructor to evaluate the effectiveness of the computerized system.