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Foreword
Philippine Civil Registry Information System (PhilCRIS) is the latest
version of civil registry information system available for use by the Local Civil
Registrar Offices (LCROs) of the local government units (LGUs). The previous
version (CRIS) has been completely redesigned from the ground up, to deliver
civil registry information management in a new, more user friendly and
efficient way.
PhilCRIS has a streamlined graphical user-interface (GUI) which made
the program more user-friendly. Other features of the program are: it can be
implemented in a stand-alone PC or in a wired/wireless networked PCs;
simplified system installation; data entry is as easy as if you are just filling-out
the form; intellisense data entry for coded data items; simple search
procedure; prints directly to the new civil registry forms; and easy generation
of transmittal files.
This users guide provides complete step-by-step instructions with
illustrations on the installation and operation of the program.
It is hoped that by providing the LCROs with this new system, the LGUs
will enhance their capability to serve better their constituents.
CARMELITA N. ERICTA
Civil Registrar-General
Table of Contents
Foreword .......................................................................................................... 3
Introduction ...................................................................................................... 9
1. Installation of PhilCRIS System ................................................................... 11
1.1. System Requirements .......................................................................... 12
1.2. Setup Package ..................................................................................... 12
1.3. Setup Instructions................................................................................ 13
2. Overview of the PhilCRIS System ............................................................... 23
2.1. Supported Civil Registry Forms ............................................................ 24
2.2. Supported Certifications by the Civil Registrars ................................... 24
2.3. Type of Users ....................................................................................... 25
2.4. Basic Structure of the User Interface ................................................... 26
2.5. Filling Out and Printing of Certificates ................................................. 27
2.6. Data Entry of Filled Out Certificates..................................................... 27
2.7. Updating of Records ............................................................................ 28
2.8. Deletion of Records ............................................................................. 29
2.9. Printing of Certified True Copies of Documents ................................... 29
2.10. Printing of Certifications ...................................................................... 30
2.11. Transmittal of Documents ................................................................... 31
2.12. Different Types of Data Items .............................................................. 32
2.13. Entering Values.................................................................................... 40
2.13.1. Entering Names and Similar Items (not labelled) ........................... 40
2.13.2. Entering City/Municipality ........................................................ 41
2.13.3. Entering Country, Sex, Birth Type, Multiple Birth, Birth Order and
Civil Status ............................................................................................ 42
2.13.4. Entering Citizenship, Religion and Ethnicity .............................. 42
2.13.5. Entering Occupation ................................................................. 43
2.14. Buttons and Keys in Data Entry............................................................ 44
2.15. Type of Output Files ............................................................................ 46
Table of Figures
Figure 1 Basic Structure of the User Interface ................................................ 26
Figure 2 Filling Out and Printing of Certificates .............................................. 27
Figure 3 Data Entry of Filled Out Certificates ................................................. 27
Figure 4 Updating of Records ......................................................................... 28
Figure 5 Deleting Record(s) ............................................................................ 29
Figure 6 Printing of Certified True Copies of Documents................................ 29
Figure 7 Printing of Certifications ................................................................... 30
Figure 8 Documents Transmittal .................................................................... 31
Figure 9 Top Part of Certificate of Live Birth .................................................. 34
Figure 10 Bottom Part of Certificate of Live Birth........................................... 35
Figure 11 Top Part of Certificate of Marriage ................................................. 36
Figure 12 Bottom Part of Certificate of Marriage ........................................... 37
Figure 13 Top Part of Certificate of Death ...................................................... 38
Figure 14 Bottom Part of Certificate of Death ................................................ 39
Figure 15 Main Screen ................................................................................... 49
Introduction
This users guide provides comprehensive documentation of the Philippine
Civil Registry Information System (PhilCRIS).
PhilCRIS is the latest version of civil registry information system, available for
use by the LCROs. The previous version (CRIS) has been completely redesigned from the ground up, to provide civil registry information
management in a new, more user friendly and efficient way.
PhilCRIS has a streamlined interface combined with easy to use features. Some
of the supported features are:
1. Installation of PhilCRIS
System
Minimum Requirement
Operating Systems
Processor
RAM
1 GB
Hard Disk
4 GB of available space
Display
Network
(for network setup only)
The setup wizard will check for the existence of some required installed
programs before proceeding to the installation of the PhilCRIS. The
behaviour of the setup wizard will vary depending on the current setup
of your PC. This means that step 3, 4, or 5 may or may not be done.
3. This prompt will be displayed if the setup wizard detected that a trial
version of PhilCRIS is currently installed. Click OK to let the setup wizard
uninstall the trial version.
Setup will continue checking the PC after completing the removal of the
trial version of PhilCRIS.
4. You may see the following prompts on computers running Windows XP.
It will be displayed if your computer needs the Windows Installer 3.1
package.
b. This prompt will be displayed only if the required file is not included
in the setup package. Installation of PhilCRIS will proceed only after
Windows Installer 3.1 is properly installed. Download the package
from the Microsoft website and install it before running the PhilCRIS
setup wizard again.
b. This prompt will be displayed only if the required file is not included
in the setup package. Installation of PhilCRIS will proceed only after
the Microsoft .NET Framework 3.5 SP1 is successfully installed.
Download the package from the Microsoft website and install it
before running the PhilCRIS setup wizard again.
6. The PhilCRIS setup wizard Welcome window will appear if the files
discussed in steps 4 and 5 have been successfully or already installed in
your PC. Click Next to continue.
7. Read the End User Software Agreement carefully. Select I accept the
agreement and click Next to continue.
8. The setup wizard offers the default folder where the program will be
installed. It is recommended to install the program in a different drive
other than drive C:. Click Next to continue.
9. Select the type of installation. The screen shown below is for standalone or server setup.
12. Click Install to start the installation and wait until all files have been
extracted.
13. Read the instructions carefully and click Next when done. Instruction for
first time use is also discussed on page 48.
Open the folder and check if the following shortcuts are in it.
Server/Stand-Alone Installation
Workstation Installation
PhilCRIS Server
PhilCRIS Workstation
Users Guide
Users Guide
Description
Certificate of Live Birth
Certificate of Live Birth Attachment for IP
Certificate of Live Birth Attachment for Muslim
Certificate of Marriage
Certificate of Marriage Attachment for IP
Certificate of Marriage Attachment for Muslim
Certificate of Death Birth
Certificate of Death Birth Attachment for IP
Certificate of Death Birth Attachment for Muslim
Certification
Civil Registry Form No. 1A
(Birth Available)
Civil Registry Form No. 3A
(Marriage Available)
Civil Registry Form No. 2A
(Death Available)
Description
Transcript of Certificate of Live Birth
Transcript of Certificate of Marriage
Transcript of Certificate of Death
Main Menu
File
New
Document
Search
Exit
Detailed
Search
Quick
Search
Tools
Database
Source
User
Transmittal
Files
Log On
Log Off
Change
Password
Add User
The figure above shows the basic structure of PhilCRIS user interface. All
the functionalities of the system are accessible from the main menu:
The File menu option is used for the creation of new document and
closing the system.
The Search menu option is used for finding records in the database.
The Tools menu option includes the configuration of database source
and the generation of transmittal files.
The User menu option is used for user logon to and logoff from the
system. It also includes changing of password and creation of new
users.
Only supervisors have access to all the functionalities of the system. Some
of the menu items shown above are not accessible to regular users.
Blank Form
Birth
Enter information/
Verify
Print Document
To Document Owner
Marriage
Enter information/
Verify
Print Document
To Document Owner
Death
Enter information/
Verify
Print Document
To Document Owner
Actual Document
Birth
Enter data/
Verify
Save Document
Database
Marriage
Enter data/
Verify
Save Document
Database
Death
Enter data/
Verify
Save Document
Database
The steps in the data entry of filled out certificates are the following:
Click the File menu option and select the type of document to open a
data entry window for the filled-out certificate.
Update Document
Birth
View Document
Save Document
Database
Update Document
Search
Marriage
View Document
Save Document
Database
Update Document
Death
View Document
Save Document
Database
Search
Birth
Delete Document
Database
Marriage
Delete Document
Database
Death
Delete Document
Database
The following are the steps in deleting documents which were erroneously
saved in the database:
Click the Search menu option and select the type of document.
Enter a search string to find the particular record.
If the record is found, the user can delete the document.
The document will be permanently deleted from the database once
confirmed by the user.
2.9. Printing of Certified True Copies of Documents
Figure 6 Printing of Certified True Copies of Documents
Search
Birth
View Document
Reprint
Print Document
Marriage
View Document
Reprint
Print Document
Death
View Document
Reprint
Print Document
Search
Birth
Form No. 1A
Birth Available
Print Certification
for Birth Available
Marriage
Form No. 3A
Marriage Available
Print Certification
for Marriage Available
Death
Form No. 2A
Death Available
Print Certification
for Death Available
For Transmittal
Transmittal log
To NSO
Transmittal
Marriage
For Transmittal
Transmittal log
To NSO
For Transmittal
Transmittal log
To NSO
Enter the year and month for transmittal and click For Transmittal.
Records whose year and month of registration are the same as the
entered year and month which are not yet flagged as transmitted will
be displayed in the list.
Select Generate to generate the transmittal files.
2.12. Different Types of Data Items
Data entry screens for the Certificate of Live Birth, Certificate of Marriage,
and Certificate of Death are shown on pages 34 to 39. Items are labelled
according to its type.
1. Entries for items labelled as are validated against the contents of
their corresponding reference or look-up file. Values which are not
found in their respective reference file will be accepted only if they
follow the required format and contain the correct format for codes.
a) Values for municipalities, countries, sex, birth type, multiple birth,
birth order and civil status can only be selected from the list.
b) Values for citizenship, religion and ethnicity can be selected from the
list or can be typed or keyed-in by the user. Entered value which is
not in the reference file will be accepted only if it contains the code
for Others.
c) Values for occupation can be selected from list or can be typed or
keyed-in by the user. Entered value which is not in the reference file
will be accepted only if it contains a valid code for occupation.
2. Items labelled as accepts valid date only. Date can be entered in
many different formats but will be displayed only in a particular format
for that item.
3. Data items labelled as accepts valid time only. Time can be entered in
12-hour or 24-hour format but will be displayed only in a particular
format for that item.
4. Items labelled as accepts only an X mark. Only one item within the
group can contain an X mark at a time.
5. Items labelled as accepts anything but can also use the templates for
that item.
6. Items labelled as are display-only items. Entries for these items are
automatically copied from the codes of corresponding source items.
7. Items that are not labelled will accept anything the user enters.
2. The item will be highlighted and a box for data entry will pop out at the
bottom of the window.
4. Press Enter (or click the Accept button) to accept the entered value. The
entered value will appear on the highlighted cell and the next item will
be highlighted.
2. You may use Up or Down arrow key to search for the municipality
highlighting the target item or you can use the vertical scroll bar and
clicking the target item to highlight it.
3. Press Enter or click the Accept button to select the highlighted item. Entries
for city/municipality, province and country will be filled-out automatically
based on the selected item.
2.13.3. Entering Country, Sex, Birth Type, Multiple Birth, Birth Order and
Civil Status
The following are the steps in entering country, sex, birth type, multiple
birth, birth order and civil status:
1. Select the corresponding item and enter text in the box provided for
data entry. As you enter text in the box, the list of valid entries are
displayed and refreshed to match the text entered in the box.
4. If the item you are entering is not in the list, select Others. Press Left
arrow key and edit only the description part of the entry to reflect the
correct description. The code at the end of the string is very important.
The program will not accept the entered value if the code is missing or
the string is not in proper format. Press Enter or click the Accept button.
5. Once you press Enter or click Accept button, the form will be updated
with the description part of the entered value.
2.13.5. Entering Occupation
The following are the steps in entering occupation:
1. Select the item corresponding to occupation and enter the occupation in
the box provided for data entry. As you enter text in the box, the list of
occupations are displayed and refreshed to match the text entered in
the box.
3. If the item is exactly what youre looking for then press Enter or click the
Accept button.
4. If the occupation you are entering is not in the list, select the nearest
occupation. Press Left arrow key and edit only the description part of
the entry to reflect the correct description of the occupation. The
program will not accept the entered value if the code is changed. Press
Enter or click the Accept button.
5. Once you press Enter or click Accept button, the item for occupation will
be updated with the description part of the entered value.
Key
Description
Page 1 of current document
Page 1 of current document is
active
Page 2 of current document
Page 2 of current document is
active
Current documents attachment for
IP
Current documents attachment for
IP is active
Button
Key
Description
Current documents attachment for
Muslim
Current documents attachment for
Muslim is active
Save the current document
Print preview
Print preview is active
Zoom out
Zoom in
Print current document
Reprint mode
Reprint mode is active
The following buttons and keys are available during the editing of items:
Button
Key
Description
Accept current value and go to the
next item
Go to next item
Go to previous item
Insert the character
Filename Format
MunCode_RegDate_RegNum.xml-bd
MunCode_RegDate_RegNum.xml-md
MunCode_RegDate_RegNum.xml-dd
Transmittal MunCode_RegMonth.txt-bd
List
MunCode_RegMonth.txt-md
MunCode_RegMonth.txt-dd
Hash File
MunCode_RegMonth.hash-bd
MunCode_RegMonth.hash-md
MunCode_RegMonth.hash-dd
Transmittal MunCode_RegMonth.zip-bd
File
MunCode_RegMonth.zip-md
MunCode_RegMonth.zip-dd
Description
Birth document
Marriage document
Death document
List of birth documents
List of marriage
documents
List of death
documents
Hash file for birth
documents
Hash file for marriage
documents
Hash file for death
documents
Transmittal file for
birth documents
Transmittal file for
marriage documents
Transmittal file for
death documents
Only two main menu options are available as of now, these are: File and
User.
Click the User menu and select Log On.
Since this is the first time you run the program, only the user name and
password provided to you will be accepted. Enter the user name and
password and click OK to continue.
Provide the user information carefully. The information provided here will
replace the account you used earlier. Click OK to continue.
You now have your own supervisor account. Keep your user name and
password safely. From now on, you can create new user accounts, i.e.,
regular users and additional supervisor accounts.
2. Click OK to continue.
3.3. How to Log On and Log Off
To log on:
1. Click User menu option and select Log On. Enter your user name and
password. Click OK to continue.
To log off:
1. Click User menu option and select Log Off.
3.4. How to Change Password
To change your password:
1. Click User menu and select Change Password. Enter your old password
and your new password. Click OK to continue.
1. Click File menu option and select the type of document to be created.
Click OK to continue.
3. Click Generate and wait until the following message appears. Click OK.
Detailed Search
In detailed search, the user has to enter a value for each field he/she
wants to be searched. The program will search for a match using only
the fields that have been filled-out by the user.
4. Select the correct record in the list by clicking it and then click the
Available button to open the data entry screen for the selected record.
5. Data item cells are automatically filled-out with data from the database.
Review the entries and fill-out the missing data items.
6. Click Print to print copies.
3.7.2. How to Update a Record
To update a birth, marriage or death record:
1. Click Search menu option and select Detailed Search or Quick Search.
2. Select the type of document and key-in the search criteria. Examples
above show the search options for birth. Click the Search button.
3. The Available, Delete Document and View Document buttons will be
enabled if records that matched the supplied criteria are found.
4. Click on the correct record in the list and click the View Document
button to open the data entry window for the selected record.
5. Update the entries and click Save.
2. If the top margin is not equal to 10 millimeters, click Tools menu option
and select Adjust Margins.
4. Appendix A
62 Appendix A
64 Appendix A
4. Click Finish.
66 Appendix A
Following are the steps in the installation of Microsoft .NET Framework 3.5
SP1:
1. Select Accept and then click Install to proceed with installation of the
Microsoft .NET Framework 3.5 SP1.
3. Click Exit.
68 Appendix A