West Visayas State University

Janiuay Campus

School of ICT
Janiuay, Iloilo
1

Chapter 1

Introduction of the Study

Chapter one has seven parts: (1) Background of the Study, (2) Organizationa Background, (!) State"ent of the #ro$ e",

(%) O$&ectives of the Study, (') Significance of the Study, (() )efinition of *er"s, (+) )e i"itation of the Study #art one, $ackground of the study, supp ies genera infor"ation and reason for the choice of the syste", #art t-o, organizationa $ackground, supp ies infor"ation

on the $ackground of the syste", #art three, state"ent of the pro$ e", states infor"ation on the pro$ e" of the current syste", #art four, o$&ectives of the study, states -hat is the "ain of the syste" is, #art five, significance of the study, states -hat the i"portance of the study, #art si., definition of ter"s, states the different unfa"i iar ter"s -ith their significant "eanings,

West Visayas State University

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#art seven, de i"itation of the study, states the i"itation of the study,

Background of the Study

*oday, "odern -ay governs "achines/ "odern techno ogies "ake the -ork easy to e.p ain, Co"puter is a "achine that possesses the a$i ity to produce "arve ous resu t, It can perfor" task in &ust a sing e period, )ue to the de"and of speeding up -ork, co"puters are app ied and $eco"e a part of everyone0s -ay of ife having the great desire in advance efficient

iving/ co"puters are -ide y used in $usiness

transactions,

*he 1aniuay #o ice Station especia

y the 1aniuay #o ice process

Office keeps the entire po ice fi es, *hey use "anua

in storing and retrieving, fi ing and recording of the entire po ice transactions of civi ian0s data, 2sing "anua process is a s o- process and a -aste of

ti"e, *he 1aniuay #o ice Office present y suffers fro" $u k of

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data $eing kept in a fo der and fi ed ca$inet, 3etrieving a the fi es of po ice transactions, consu"es a *he proposed syste" -i ot of ti"e, y to

$e a $ig he p specifica

the po ice staff, In this proposed syste", -e are using a co"puterized process of retrieving, fi ing and recording a po ice and civi ian transaction records, 4irst, the authorized po ice staff -i then, auto"atica on y enter his5her userna"e and pass-ord, y the syste" disp ay the "ain for" -ere retrieve records of the po ice

authorized po ice staff, -i

and civi ian transactions $y sorting, Second y, the authorized po ice staff -i record individua can $e printed, on y add and edit the po ice and civi ian0s y and ast y the "onth y and year y report

Organizationa

Background

1aniuay #o ice Station

ocated at 1aniuay I oi o, It -as

constructed during the incu"$ency of po ice director 6enera 7rturo C, 8o"i$ao (Chief, #hi ippine 9ationa #o ice), *hru

the cu"u ative efforts of #o ice Chief Supt, )oroteo 7, 3eyes II(3egiona )irector, #3O(), #o ice Chief Supt, 9oe 7, :ong

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()irector for 8ogistics, 9;< #9#), ;on, Bienvenido #, =argarico (=ayor, =unicipa ity of 1aniuay) and $enovent friends of 1aniuay -ou d ike to re"ain anony"ous, $ut those

contri$utions have "ade this endeavor possi$ e,

*his $ui ding stands as a proud sy"$o

of the vision and

aspirations of the #9# to $ui d a Stronger #o ice Stations for a Stronger 3epu$ ic,

State"ent of the #ro$ e"

1, )ifficu ty in

ocating fi es,

2, 8arge storage space, !, ;u"an errors, %, *i"e consu"ing to ', =ore paper -orks, ocate fi es,

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O$&ectives of the Study

1, *o so ve the difficu ty in -ith the use of persona

ocating fi es of co"p ainant infor"ation,

2, *o provide a "uch "ore efficient and safe storage of data, !, *o e i"inate hu"an co"putationa %, *o offer a faster -ay in errors,

ocating fi es,

', *o provide a c ear and accurate data ana ysis in co"p aints and fi es,

Significance of the Study

In keeping -ith the peop e po-er>thrust of the nation in #o ice and *echno ogy, -hich ai"ed to attain g o$a y>

co"petitive nation, the findings of this study "ay $e usefu to the fo o-ing?

*o the 1aniuay #o ice Station staff, for this study -i he p the" have an accurate and re ia$ e storage, and -i he p the" have "ore efficient and effective service perfor"ance, a so

West Visayas State University

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*o the 1aniuay #o ice Station staff, for the auto"ation of record keeping "ay "ean faster and "ore efficient service: hence, they -i $e served $etter,

)efinition of *er"s

Conceptua

"eanings of significant ter"s used in this

study are given for the purpose that the readers "ay have a $etter understanding,

Infor"ation syste" is kno- edge o$tained for investigation/ study or instruction/ a syste" -hich dea s -ith processing and "anage"ent of data of organization,

In this study @Infor"ation Syste"A referring to the auto"ated syste", as referred herein, this refers to a syste" created to "anage data of 1aniuay #o ice Station, 3ecording B an officia docu"ent that records the acts of a copy docu"ent

pu$ ic or officer/ an authentic officia deposited -ith a ega

y designated officer/ a $ody kno-n or

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recorded facts a$out so"ething or so"eone especia

y -ith the

reference to a particu ar sphere of activity that often for"s a discerni$ e pattern, In this study @3ecordingA refers to the process of registering data $y "echanica processing syste", "eans, and serving a data

3etrieve B to discover and $ring in: to get $ack again/ to recover (as infor"ation) fro" storage/ to get and $ring $ack,

In this study @3etrievingA refers to a techniCue or recovering and often disse"inating record data through the use of a co"puterized syste",

)ata B the actua

infor"ation used as $asis for

reasoning, discussion, or ca cu ation, In this study @)ataA serves as a source $ased on actua infor"ation of the po ice presented as having o$&ectives rea ity,

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4i e B to arrange in order for preservation and reference: a device (as a fo der, case, or ca$inet) $y "eans of -hich papers are kept in order/ a co ection of re ated

records/ in or as if in a fi e for ready reference, In this study fi es refers to a co ection of data of officers

that has $een kept in 1aniuay #o ice Station and a so a reference,

Syste" B an organization set of doctrines, ideas, or princip es usua y intended to e.p ain the arrange"ent or

-orking of a syste"atic of socia , econo"ic organization or practice,

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)e i"itation of the Study

#o ice Infor"ation Syste" focuses its study on deve oping process of accessing po ice0s data at 1aniuay #o ice Station, *hese are recording, storing, and retrieving po ice0s persona infor"ation "ethod, service records, educationa $ackgrounds,

and other necessary for"s, *he process of generating various data -i $e i"proved, 6reat sca e of storage covering a arge

a"ount of ne- and o d data is adopted, *his storage that is high y accessi$ e for a ong period of ti"e,

*his study gives a so ution $ased on y to the case that needs i"prove"ent, *o sho- the actua process of certain

transaction, the current and proposed data f o- -as presented, ;o-ever, the study is i"ited on y to the transactions "ade $y

the po ice officer of 1aniuay #o ice Station,

*he proposed syste" is e.c usive to the use of the authorized po ice officers on y,

West Visayas State University

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Scope and )e i"itation of the Study

#o ice infor"ation syste" focuses its study in deve oping process of accessing po ice0s data of 1aniuay po ice station, *hese are recording, storing and retrieving po ice0s persona infor"ation, service record, case records and $ackgrounds and other necessary for"s, *he process of generating various data is i"proved, 6reat sca e of storage covering a arge a"ount of

ne- and o d data is adopted, *his storage is high y accessi$ e for a ong period of ti"e,

*his study gives a so ution $ased on y to the case that needs i"prove"ent, *o sho- the actua transaction and fi ing, the study is process of certain i"ited on y to the

transactions "ade $y the po ice of 1aniuay #o ice Station the proposed syste" is e.c usive to the use of authorized po ice officers on y,

West Visayas State University

Janiuay Campus

School of ICT
Janiuay, Iloilo
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Chapter 2

Overvie- of the Current Syste"

Chapter II consists of an overvie- of the Current and re ated Syste", #art one/ Current Syste", discusses the narrative f o- of the current syste", It a so inc udes the "ateria used, personne and procedures, #art t-o/ inc udes

the situationa

research of the re ated syste" inc uding a

the data and resu t of the different researches conducted that have re evance to the study,

Current Syste"

*he 1aniuay #o ice Station, specifica the ad"inistration, stores a

y the office of

the records and infor"ation of

teachers and staff, *he researchers "ade a thorough investigation and intervie-s a$out the current syste" process of recording and storing data, :e found out that it -as a done in "anua operation, *hus, the assigned staff hi"se f

ad"itted the difficu ty in recording and retrieving data, It

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-as a so found out that there is a short process of retrieving or shoring #o ice infor"ation syste", *he dataf o- of the current to su$"it a 4or" -ith the fo for"s inc uding I34 or Incident 3ecord

o-ing ite"s, ite" 7 reporting person, ite" B

suspect data, ite" C victi" data, ite" ) the narrative of incident, 7nd a so reports of various cases, charge sheet report, =ost :anted Cri"ina s record, payro reports and a so cri"ina , attendance

photos and scanned docu"ents,

On the other hand, a #rovincia

fi es are su$"itted to the I oi o return

#o ice Office (I##O),*he duty officer -i

the resu t to the 1aniuay #o ice Station and the officer>in> charge -i prepare a "onth y and year y report that -i #o ice Office (I##O), $e

su$"itted to the I oi o #rovincia

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3e ated Syste"

National Crime Information Center (NCIC)

9ationa Custer ;o

Cri"e Infor"ation Services (C1IS) )ivision 1DDD

o- 3oad C arks$urg, :est Eirgina 2(!D( ;ours of

Service: F:DD a,", B ':DD p,", *e ephone: (!D% (2'>2DDD), 9CIC is a co"puterized inde. of cri"ina (i,e,> cri"ina &ustice infor"ation

record history infor"ation, fugitives, sto en

properties, "issing persons), It is avai a$ e to 4edera , state, and oca a- enforce"ent and other cri"ina &ustice

agencies and is operationa

2% hours a day, !(' days a year,

PU P!S"# *he purpose for "aintaining the 9CIC syste" is to provide a co"puterized data$ase for ready access $y a cri"ina &ustice agency "aking an inCuiry and for pro"pt

disc osure of infor"ation in the syste" fro" other cri"ina &ustice agencies a$out cri"es and cri"ina s, *his infor"ation assists authorized agencies in cri"ina &ustice and re ated

a- enforce"ent o$&ectives, such as apprehending fugitives, ocating "issing persons, ocating and returning sto en

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property, as -e

as in the protection of the

a- enforce"ent

officers encountering the individua s descri$ed in the syste", $CC"SS C!NST $INTS# 7 records in 9CIC are protected

fro" unauthorized access through appropriate ad"inistrative, physica , and technica safeguards, *hese safeguards inc ude

restricting access to those -ith a need to kno- to perfor" their officia duties, and using ocks, a ar" devices,

pass-ords, and5or encrypting data co""unications,

US" C!NST $INTS# 2sers of the 9CIC syste" -i

$e

restricted to on y those privi eges necessary to perfor" an authorized task(s),

$%"NC& P !% $'# *he 4BI is authorized to acCuire, co ect, c assify and preserve identification, cri"ina

identification, cri"e, and other records and to e.change such infor"ation -ith authorized entities,

S!U C"S !( )$T$# )ata contained in 9CIC is provided $y the 4BI, federa , state, oca and foreign cri"ina &ustice

agencies, and authorized courts,

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*he "ost recent iteration of 9CIC $eca"e operationa 11, 1FFF at the 4BIGs Cri"ina

on 1u y

1ustice Infor"ation Services

)ivision in C arks$urg, :est Eirginia, 7 recent hard-are upgrade to the 9CIC syste" is responsi$ e for this significant i"prove"ent in perfor"ance,

Sources and 3esources

9CIC =issing #erson and 2nidentified #erson Statistics for 2DD+, 4BI59CIC, =ay 2DDH 9CIC Sets 9e- 3ecord for 9CIC *ransactions, 4BI press re ease, 1anuary 1+, 2DD(, Ca"paign to 3eCuire 7ccuracy for 9CIC IJ ectronic #rivacy Infor"ation Center 9ationa Cri"e Infor"ation Center

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JC3IS (Juropean Cri"ina

3ecords Infor"ation Syste")

*he co"puterized syste" JC3IS -as esta$ ished in 7pri 2D12 to achieve an efficient e.change of infor"ation on cri"ina convictions $et-een J2 countries,

J.a"p es such as the 4ournier case of 2DD% and nu"erous su$seCuent freCuent y studies pass have de"onstrated on the that so e nationa $asis of courts past

sentences

convictions featuring in their nationa kno- edge cri"ina s of convictions often a$ e in to other

register, -ithout any ConseCuent y, si"p y $y

countries, their

-ere

escape

past

"oving $et-een J2 countries,

In response to this o$vious need, JC3IS -as created to i"prove the e.change of infor"ation on cri"ina records

throughout the J2, It esta$ ishes an e ectronic interconnection of cri"ina records data$ases to ensure that infor"ation on convictions is e.changed $et-een J2 countries in a unifor", speedy and easi y co"puter>transfera$ e -ay,

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*he syste" gives &udges and prosecutors easy access to co"prehensive infor"ation on the offending history of any J2 citizen, no "atter in -hich J2 countries that person has $een convicted in the past, *hrough re"oving the possi$i ity for offenders to escape their cri"ina past si"p y $y "oving fro"

one J2 country to another, the syste" cou d a so serve to prevent cri"e,

4unctioning

JC3IS is $ased on a decentra ized I* architecture: cri"ina nationa centra records data is stored so e y in y $et-een the

data$ases and e.changed e ectronica

authorities of J2 countries upon reCuest,

*he J2 country of nationa ity of a person is the centra repository of a convictions handed do-n to that

person, *he countryGs authorities "ust store and update a the infor"ation received and retrans"it the" -hen reCuested,

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7s a resu t, each J2 country upon reCuest is in a position to provide, fro" another J2 country, e.haustive, up> to>date infor"ation on its nationa sG cri"ina records,

regard ess of -here those convictions -ere handed do-n, 7n J2 country convicting a non>nationa is o$ iged to

i""ediate y send infor"ation, inc uding updates, on this conviction to the "e"$er state(s) of the offenderGs nationa ity,

*he trans"ission of infor"ation on convictions is "ade e ectronica y, through a standardized Juropean for"at, using isting categories of offences and

t-o reference ta$ es pena ties,

*hese ta$ es faci itate auto"atic trans ation and enhance "utua understanding of the infor"ation trans"itted,

:hen trans"itting infor"ation on a conviction, J2 countries have to indicate appropriate codes for the category of the offence and the pena ty or sanction, -hich is auto"atica trans ated into the y

anguage of the recipients, ena$ ing the"

to react i""ediate y upon receipt of the infor"ation,

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Implementation

J2 countries have i"p e"ented the syste" in 7pri and financia "easures -ere taken infrastructure

2D12, 7 nu"$er of technica

in order to he p the" to prepare the technica to connect their cri"ina records syste"s,

7"ong others, the Co""ission has put specia ca

soft-are to

ed Greference i"p e"entationG at their disposa

faci itate the interconnection, *he countries did a so $enefit of financia nationa support in the for" of grants to "odernize their records syste"s,

cri"ina

Colora*o Inte+rate* Criminal Justice Information System

*he Co orado Integrated Cri"ina Syste" (CIC1IS) is a co

1ustice Infor"ation

a$orative progra" designed to

faci itate infor"ation sharing at key decision points in the cri"ina &ustice process, *his process takes p ace across the &ustice

$oundaries and &urisdictions of Co orado cri"ina

agencies to enhance pu$ ic safety, i"prove decision "aking,

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increase productivity and i"prove access to cri"ina infor"ation,

&ustice

CIC1IS is an independent progra" that re ies on the eCua participation of the five CIC1IS agencies > Co orado Bureau of Investigations (CBI), Co orado )istrict 7ttorneys Counci (C)7C), Co orado 1udicia , Co orado )epart"ent of Corrections (C)OC), and Co orado )epart"ent of Kouth Corrections ()KC), Jach agency has its o-n $usiness "ode s and strategies, $ut each has a vested interest in CIC1IS and gains $enefits fro" their participation,

CIC1IS is "ade up of e ectronic services or functions > the entire progra" consists of e ectronic services that "a.i"ize standardization of data and co""unication techno ogy a"ong the five agencies, CIC1IS acts as the hu$ that these syste"s together into one virtua a inks

co"puter syste",

o-ing the syste"s to share co""on data and to provide a &ustice

sing e vie- or source of infor"ation to cri"ina

agencies, CIC1IS auto"ated syste"s e i"inate the need for redundant data entry, *he auto"ated syste"s are designed to

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provide one>ti"e entry of data using secure, ro e>$ased, authentication "ethods, CIC1IS is continua y striving to

provide efficient and effective services to its custo"ers,

*hese services -ere designed -ith a $road consensus that integrated &ustice infor"ation cou d potentia y save

ives, -hi e saving ti"e and "oney, 7chieving the $enefits of integrated &ustice can $e a difficu t and co"p e. task, reCuiring ongoing support and enhance"ent, *he technica organizationa cha and

enges reCuire sustained co""it"ent fro" as an invest"ent of

key peop e and organizations, as -e

resources and an innovative approach, Constant co""unication, &oint p anning and decision "aking, $y partnership and a ter" perspective ensure continued success ong>

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Chapter !

3esearch )esign and =ethodo ogy

Chapter three covers areas of: (1) purpose of the syste" and the research design, (2) soft-are design, and (!) the "ethod, #art One, purpose of the syste" and research design, presents the p ans, ai"s and goa s of conducting the study, #art *-o, soft-are design, e.p ains the detai s and advantages of the proposed soft-are as -e capa$i ities, #art three, the "ethod, -hich dea s -ith procedure and the source of a infor"ation $eing gather $y the group as its features, and

#urpose of the study and research design

#o ice infor"ation syste" -as created to offer re ia$ e and efficient service to prospective po ice transactions and to the ad"inistrative office of 1aniuay #o ice Station, *his syste" -i essen the ti"e of -ork consu"ed $y the po ice

staff of the ad"inistrative office, *his syste" is an

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effective -ay of accessing infor"ation needed $y the office, It generates and retrieves po ice fi es easi y, It assures "ore security of the fi es fro" de etion or oss even for can vie-

years, In this syste", the staff or po ice personne disp ay fi es through entering their I34 nu"$er,

7fter the po ice infor"ation syste" -as introduced and approved 1aniuay #o ice Station $eca"e the reference of the i"p e"entation of the co"puterized syste", *he researchers conducted thorough investigations and intervie- in order to gather specific infor"ation/ ne.t, is o$servation "ethod -ere in the researchers focused on the processing and deve op"ent "ethod of fi ing and organizing records, the proposed syste" -i $e a reference of the &aniuay po ice station,

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Soft-are )esign

In designing the app ication and soft-are of the neinfor"ation syste", the researchers gathered a the

reCuire"ents needed, 7fter -hich, the group focused deter"ining -hat shou d $e a$ e to $ui t fro" the data, *he group esta$ ished progra" f o-, S<8 server 2DDH has $een used to deve op the soft-are and visua progra""ing $asic 2DDH is the

anguage to for"u ate the syste", *his syste" has

its features first is the syste" has a security that cannot $e easi y opened un ess a o-ed $y the user, 9e.t, the po ice

report can $e added, edited, and de eted, and can $e printed and e.ported to the =icrosoft -ord, 7nother feature is the user -i enter I34 nu"$er to vie- the re ated fi es,

=ethods

*he -ere a

conducted focused

intervie-s in the

and

o$servation

of

the of

group

ad"inistrative

office

&aniuay

po ice station,

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*he researchers gathered infor"ation and studied various transactions to understand the process $eing used, 7fter a thorough study of the activity and ana ysis of the syste", the researchers p an for the deve op"ent of our syste",

#rocedure

Syste" deve op"ent

ife cyc e serve as the $asis for the

researcher in deve oping the proposed syste", 4irst, in the p anning phase, the researcher conducts an intervie- and defines the state"ent of the pro$ e", *he o$&ectives of the study -ere set and the scope of the syste" -as deter"ined, Second, the ana ysis phase: the researchers gather source for"s docu"ents and other infor"ation, *hird, design phase: the researchers created the $ ue print of the syste", *hen, design the progra" structure, data$ase and the inputs and outputs of the syste", 4ourth y, i"p e"entation phase: the researchers prepare the technica specification,

i"prove the soft-are report ana ysis, and co"p ete docu"entation of the study,

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Source of Infor"ation

*he researchers visited the 1aniuay #o ice Station to intervie- the ad"inistrative office and po ice in>charge and gather infor"ation a$out their syste" of retrieving and gathering, keeping of data, #O! 1effrey S, Sirue serves as the "ain intervie-ee, ;e is the chief of investigation officer -ho gathered a the infor"ation, *he researchers scan other kno- edge of e.isting and re ated

-e$sites to have additiona syste", *he fo

o-ing are the for"s and docu"ents gathered fro"

the po ice staff invo ved in the current syste": c earance for", $ otter for", incident report for",