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CHAPTER

BACKGROUND OF THE STUDY

Introduction
All through the different stages of civilization, man has always
tried to look for ways to simplify work. It has been ascertain that
computers are now becoming incredibly popular throughout the world.
There have been a lot of changes in the things around owing to the
fast advancement of technology. Computers have indeed done their
share as one of the tools to help man do things better and faster, and
it does so in a very efficient manner.
Nowadays, computers have been essentially to almost everyone,
it is widely used in almost every area of human endeavour. They serve
various essential functions that improve the way of life. Its four basic
functions in common are input, processing, storage and output.
Indeed, a computer is a very versatile machine and exceptionally
beneficial in all facet of work.
This study focuses on the records management system of St.
Peter and Paul Parish. The Parish clerk is the one who performs or incharge of keeping tracks of the records, capture and maintain up-todate records of all issuance transactions and daily, monthly, yearly

reports. These records are sufficient for various purposes that required
an appropriate, consistent and secured storage of files. The system
used by the said church until now is a manual based process for all
services to its clients. They manually handled transactions daily
especially for getting certificate such as baptismal, confirmation,
marriage and death certificates. Before the accomplishment of the task
the clients who request must undergo a long process. Same through
with storing of files, updating, and accessing of data, they used books
and log of papers for its storage. The staff encountered difficulties and
long procedure in retrieving and recording of the clients data.
Thus,

the

researchers

proposed

Record

Management

and

Computerized Issuance of Certificates. In managing the clients record


and issuing certificates. To let go the manual process in St. Peter and
Paul Cathedral such as handwritten document keeping records inside
the drawer that trends to use some record and unorganized file.
Because of their manual system, they had a slow service instead of
using computerized on recording the files.
The proposed system will reduced the hard and long-time
procedure and accessing file and records they keep and store. It will
be a great help for them to lessen their work.

Purpose and Description


This proposed study aims to develop a system that will be an aid to
the Saint Peter and Paul Cathedral of Sorsogon for their manual
searching and recording information of their clients for issuing
certificate such as baptismal, confirmation, death and marriage.

Specific Objectives

1. To develop a system that transform manual transaction into


computerized process.
2. To develop a system that generates or prints certificate.
3. To develop a system that store scanned copy of all the released
official documents.

Scope and Delimitation

Record Management and Computerized Issuance of Certificates of St.


Peter and Paul Parish is designed to enhance the manual recording
process of the said Parish. It includes adding, updating and deleting of
records.
The

proposed

system

prints

certificates

such

as

baptismal,

confirmation, marriage and death for the client.


This system scan the document released and store it to the database
for backup and security purposes.

Significance of the Study

This system shall be usable to the following:


To the Parish Clerk: It will be a great help to him/her to search
old files in timely manner.

To the Clients: With this system, they can no longer wait for such
a long period of time for the issuance of certificates.

To the Researchers: This study will enhance their ability for


becoming a good researchers of their own way and foundation of
their capabilities for being a responsible team.

To the Future Researchers: The study entitled Record


Management and Computerized Issuance of Certificates of St. Peter
and Paul Parish will serve as a reference to them, who have the
same scope of study.

Definition of Terms
System: Composed of people and computers that processes and
interprets the information.1
Security: Freedom from the risk of being intercepted by unauthorized
person.2
Manual Process: Work that is controlled or manipulated by a human.3
Data: Factual
analysis.4

information,

especially

information

organized

for

Confirmation Certificate: A document that should have been


provided to a person at, or shortly after the confirmation. 5
Baptismal Certificate: A formal document normally kept by a church
of baptism that occurred in their congregation.6
Marriage Certificate: An official recorded document issued by a
governmental authority that proves that the couple listed on the
marriage certificate have a legal marriage.7
Death Certificate: A certificate signed by a doctor, giving pertinent
identifying information, as and sex about a deceased person and
certifying the time, place, and cause of death.8

Notes
R. Jasareno, J.S Cruz and J. Enaje, Computerized Issuance of
Certificate with Reservation System for St. Anthony De Padua, ( An
Undergraduate Thesis, CCDI, Sorsogon City, March 2013) pp 8
1

www.meriam-webster.com/dictionary/security

www.businessdictionary.com/definition/manualprocess

R. Jasareno, J.S Cruz and J. Enaje, Computerized Issuance of


Certificate with Reservation System for St. Anthony De Padua, ( An
Undergraduate Thesis, CCDI, Sorsogon City, March 2013) pp 9
4

R. Jasareno, J.S Cruz and J. Enaje, Computerized Issuance of


Certificate with Reservation System for St. Anthony De Padua, ( An
Undergraduate Thesis, CCDI, Sorsogon City, March 2013) pp 8
5

R. Jasareno, J.S Cruz and J. Enaje, Computerized Issuance of


Certificate with Reservation System for St. Anthony De Padua, ( An
Undergraduate Thesis, CCDI, Sorsogon City, March 2013) pp 11
6

http://marriage.about.com/old/marriagelaws/g/marriagecertif.html

http://www.dictionary.com/browse/death-certif

CHAPTER

REVIEW OF RELATED STUDIES AND LITERATURE

In this chapter the researchers collected information, studies and


literatures that were related to the present study. It shows information
that were gathered by the research team from books

and from the

Internet, including unpublished thesis from undergraduate students


that can be considered relevant to the proposed system.

Foreign Literature

According to Watson1, author of the book Data Management


and Organizational Perspective, information is a key resource for
modern organization, that is why many organizations have established
a system for storing and retrieval item in their organizations memory.
The organization relies on them just as an individual rely on their
personal memory to continue.
According to Jennifer Rowley2, Information systems are a tool
to

support

information

management.

Information

systems

are

increasingly being used in organizations with the objective of providing


competitive

advantage.

The

information

systems

used

by

the

organizations can be grouped into different types, such as transaction


processing system, management information system, decision support
system, executive information system, expert systems and office
information system. Information Technology has heralded the advent
of the information society. Information system can provide the highest
advantage

in

the

organization

in

developing

an

information

management that will process faster and be more accurate compared


to managing information using a manual system.
As stated by Holmes3, The Internet is neither an extraordinary
communication tool nor revolutionary. It simply represents the current
stage in the development of human capabilities through written
language, which itself derived from the spoken form. The statement
only shows that advancement in modern technology is at their highest
peak. Nowadays, Web- based applications are widely used due to their
ubiquity. With the use of internet, the process transaction will be
faster, accurate and it will be easier to access data of the client in
various places within and outside the office.
Information technology has been an integral part of academic system
since almost for decades. According to, Hewlett4, the world is
entering an era in which technology will literally transform every
aspect of business, every aspect of life and every aspect of society.

According to MiroslavKonar, Sven Lonaric, Faculty of Electrical


Engineering and Computing, Zagreb, Croatia, Computer systems and
communication technologies are making a strong and influential
presence in the different fields of the lives of people. The cornerstone
of a functional information system represents the electronic records
management system. Due to a very sensitive nature of information,
such systems are faced with a number of stringent requirements, like
security and confidentiality of persons related data, different media
types management, diversity of data that need to be processed etc. At
present software systems are closed with little or no operability
between them and the information are locked in a variety of different
incompatible databases. As the result of these facts, it is very hard for
the developers to provide the solution for an integrated record
computing environment, which would considerably improve the quality
of record management in general. This presents the framework for a
functional Record management system that meets these demands, but
also follows the initiative taken by the Next Generation Network (NGN)
approach, which includes user mobility, service transparency and
common communication platform for transferring and serving different
types of information, services and media. Integration and development
of information and communication systems in different field represents
a challenging task. Various implementations have proven the usability

of such systems, which all have the same starting point to improve
manual transactions. Caused by the rapid development in the
computer science, communication technologies and especially by the
growth of the Internet, centralize record management has become
possible in every aspect of its essence. Distance in no longer a factor,
and it is feasible to provide every person with high quality information
independent of their current location.
Local Literature
Information

Systems

facilitate

an

organizations

operational

functions and support management decision-making by providing


information that users can use to plan and control the activities of the
firm6. Information systems in the modern days are typically serverbased systems which can be accessed by users in different places
inside or outside the company. Information System are being used as
online-based systems in accessing information systems due to its more
effective in helping the administrative personnel in updating, retrieving
and generating student data.
According to Aquino7, the importance of computer application is
increasing day by day. In the latest decades of the Millennium, winning
organizations are those that are willing to integrate business strategy
and computer information technology in plying their respective trades.

The use of computer information technology enables them to develop


products fast and make decisions fast, give them the ability to have
fluid organization structures, they are able to cope with the demanding
work force and external environment by the rapid development of
innovative approaches and lastly, by using information system, they
confirm the companys mission and vision.
According to Bacala and Reanno 8, Technology innovation had
influenced mans work from data processing, business transaction,
research, planning, monitoring and even in medical operation on
human anatomy all are now entrusted to computer technology. Web
applications are popular due to ubiquity of its applications. The ability
to update and maintain web applications without distributing and
installing software on potentially thousands of client computers are key
reasons for its popularity. A significant advantage of building web
applications to support a standard browser feature is the ability to
perform as specified, regardless of the operating system installed on a
given client.8 Technology nowadays have a greatest influence to mans
work especially on performing the daily transaction using technology.
Because of the technology innovation, there are many web applications
and software created.

Information Storage and retrieval in computer science 9 , are


terms used to describe the organization, storage, location and retrieval
of encoded information in computer system. Important factors in
storing and retrieving information are the type of media or storage
device used to store information, the medias storage capacity, the
speed of access and information transfer to and from the storage
media the number of times new information can be written to the
media interacts with the computer.
Manual system of retrieving, maintaining, securing and filing
of records consume a lot of time and effort 10. There are some
cases wherein misplaced records take place because of the years gone
by. Furthermore, these files were only kept in envelopes, folders or
wooden racks. There are also instances when the right information is
given to the wrong person, which may affect the quality of service. The
quality of service of an agency is greatly affected by these manual
processes. Computerized system then is very much essential to apply,
because it provides great help when it comes to organizing and
speeding up process of work in offices.

Foreign Studies
According

to

Artit

Kornkaew11

during

the

growth

of

competitive global environment, there is considerable pressure on


most organizations to make their operational, tactical, and strategic
process more efficient and effective. An information system (IS) is a
group of components which can increase the competitiveness and gain
better

information

for

decision

making.

Consequently,

many

organizations decide to implement IS in order to improve the


effectiveness and efficiency of their organization.
Online Admission and Registration System (OARS)12 aimed to allow
the students to perform their admission online in the 1stphase and the 2ndphase
will include the registration services, which include; register into a course, and
drop a course withdraw. This study also intended to solve Abu Dhabi
University

(ADU)

problem

of

not

having

an

online

admission

system. As we all know ADU is a leading university in the UAE and the
region its ambition and future plan is to keep expanding and attract
students from all over the world to study in it. This cannot be achieved
if the admission system, which is a core service in any modern day
university, is done in manual process.

Simon

Fraser

University

Vancouvers

Public

Events

Reservation System13 developed a system that accepts an online


reservation or request events

such as meeting, seminars and

conference. Services within the campus of SFU and also take


reservations for off-campus sites are available. The members or users
can view, register and modify their request.
H.D Clifton and A.G Sutcliffe 14 study about Information System
describes that nowadays, modern business organizations are using
computerized information system in order to obtain such information.
It is generally accepted that information is a virtual commodity for the
successful operation of todays organizations.
According to Forman,15 continuing innovation in technologies can
lead to organizational changes that range from improvement of day to
day operation and for easy access it provides for the end users. Many
schools today have adapted this innovation in offering of their services
which is parallel with the concept of Tinn (2001) stated that the
computerization responded to the call the office or any workplace to
help their daily operation.

Local Studies
A study entitled an Online Information System for the public
Employment Service Office (PESO) 16 of Albay by de Guzman and
Delgado, aimed
employment

to

system

develop
of

a system

PESO

of

to

Albay

improve

and

to

the

provide

manual
better

alternatives in the existing system of employment services. The


system hoped to bring different institutions and organizations online to
extensively share their goals and objectives of helping the job seekers
and thus find competitive applicants for the manpower seeker. One of
the specific objectives of the system was to provide online job postings
of vacancies for the job seekers, and enable them to directly fill up the
application forms.
The

study

Employees

Application

for

Leave

and

Record

System17conducted by Rubie S. Aguallo developed, designed and


implemented a computer program on the employees application for
leave of absences, application for leave of absences was made
accessible in the computer.17 This leave application system enabled the
employee to apply for leave electronically. The human resources office
of the provincial government of Albay currently adopts the manual
system of recording leaves of absence from the workplace. With 1,022
employees filing application there is a need for the automation of

employees application for leave of absence considering the availability


of computer facilitates in the office.
CLG Participants Profiling and Request System 18 is a web
application that facilitates the collection and usage of profiles of
participants coming from LGU, NGO and Government Agencies who
participate and attend in the seminars, trainings and activities being
offered by the Center for Local Governance. It allows the Center to
keep track of the important details for the profiling of people attending
such events. In addition, the project is designed to support the Center
in handling submission of request for activities and in checking the
request vis--vis their available seminars for the current year.
Intelligent Pre-Registration and Advisement System 19 is a
system developed to automate the pre-registration and advisement
system of the Computer Studies department. It is an online project
that intelligently determines whether a student can be permitted to
enroll in a particular subject by checking if the student already took
and passed the pre- requisite(s) of the subject based on his/her
curriculum. The project was developed using Java language with the
aid of the Java Database Connectivity (JDBC) and MySql for the
databases.

Web- Based Job Ticketing System20 developed a system that


offered queuing applications for the different services offered to
clients. The system is a generic web-application that provides any
office in an organization that would want to create a ticketing system
for their existing process or system which aims to the organization of
the system. The project can minimize unorganized processing by users
in between phone call requests and un-queued office processes.
Furthermore, the project maximizes time for each queued jobs by
using online tickets for every requests with the priority constraint
according to their job tickets.

Similarities and Differences

The

related

studies

and

literature

above

all

agreed

that

computerized system makes all the transactions easier and faster,


more importantly in terms of data recording, processing, securing
record, and file retrieving. It helps organizations or business structures
a lot to perform each task in an easy way with less time consume.

However, other studies and literature above shows differences in


some aspects, mostly studies are web-based but not any of them is a
replication of the present study.
Conceptual Framework of the Study

Input

Process

Output

Organized
Record
Client
Data/Informati
on
Scanned
Documents

Record
Management
and
Computerized
Issuance of
Certificate of St.
Peter and Paul
Parish

Feedback

Figure 1.0

Certificate
Baptismal
Confirmation
Marriage
Death

Notes
WatsonR.et. Al.Data Management and Organizational Perspective;
1989.
1

Jennifer
R.
Information
System[http://www.slideshare.net].c2005[updated
2015
May
20]Available
from
:
http://www.slideshare.net/EzhrihmCradan/chapter-2-28073663
2

Holmes W. InternetInternet is neither an extraordinary communication


tool
[http://www.slideshare.net].c2006[updated
2015
May
20]Available
from
:
http://www.slideshare.net/EzhrihmCradan/chapter-2-28073663
3

Hewlett M.The Internet in education. [special issue].Internet World ;


1993
4

http:/www.engr-comp.edu.ph/concepts_ERM.htm

Information System [http://www.slideshare.net].c2005[updated 2015


May
20]Available
from
:
http://www.slideshare.net/EzhrihmCradan/chapter-2-28073663
6

Aquino
B.
Importance
of
Computer
Application[ http://www.slideshare.net].c2015 [updated 2015 May
20]Available from : http://www.slideshare.net/EzhrihmCradan/
Chapter-2-28073663
7

Reanno
T,
Bacala
R
.Technology
Innovation
[http://www.slideshare.net].c2009
[updated
2015
May
20]Available
from:http://www.slideshare.net/Ezhrihm Cradan/Chapter-2-28073663
8

Information
Storage
Retrieval.Microsoft
Encyclopedia,Microsoft Corporation; 2005
9

Encarta

Manual System[http://thesisworks.com].c2011[updated 2015 July


26] Available from: http://thesisworks.com/2011/it-thesis/relatedstudies-faculty-loading/
11
Jefferey A. Hoffer, Mary B. Prescott, Fred R. McFadden, SFU
Vancouvers Public Events Reservation System (c)2000 Available from:
http://cgi.sfu.ca/~hccweb/cgi-bin/OnlineRegistration/site/event/
10

Course
Registration
System
(c)2003
Available
http://cs.brown.edu/courses/cs190/old.dhl2003/asgns/27/tmp/eboroson_specs.pdf
12

from:

Ahjman Online Registration System2013 [Ajman University of


Science & Technology] Available from: http://www.ajman.ac.ae/en/itdepartment-services/for-students/online-registration-system-1.html
13

R. Jasareno, J.S Cruz and J. Enaje, Computerized Issuance of


Certificate with Reservation System for St. Anthony De Padua, ( An
Undergraduate Thesis, CCDI, Sorsogon City, March 2013) pp 20
14

15

thesisbook.readthedocs.io/en/latest/Chapter%20ll-html

Online Course Registration System for University of Dataville2009


Available
from:http://tolstoynewton.com/projects/courseRegistration/OnlineCour
seRegistration%20-%20Tolstoy.pdf
16

Online Admission and Registration System 2015 Available from:


http://www.scribd.com/doc/29957156/1-Project-Plan-for-OnlineRegistration-System-ADU#scribd
17

De Guzman J, Delgado A. An Online Information System for the


Public Employment Service Office (PESO) of Albay Undergraduate
Thesis of Bicol University College of Science ,Legazpi City; March 2007
18

Aguallo, Rubie S., et.al, Employees application for leave and record
system, DWCL., March 2004
19

Cervantes, Dave C.,CLG Participants Profiling and Request System,


Undergraduate Thesis of ADNU, Naga City; March 2010
18

System,Sarah, Plopinio T., Intelligent Pre- Registration and


Advisement System,Undergraduate Thesis of ADNU, Naga City;
March 2001
20

MarielleOlitoquit
S.,
WebBased
Job
Ticketing
System,Undergraduate Thesis of ADNU, Naga City; February 2012
21

CHAPTER

PROJECT METHODOLOGY

This chapter presents the research methodology used for this study. It
also discusses the research tools and procedures used in the proposed
study.

RESPONDENTS OF THE STUDY

The researchers conducted survey that is used for the


enhancement of the system. The respondents of the study is St. Peter
and Paul Parish.
The proposed system will be tested in St. Peter and Paul Cathedral,
Sorsogon City.
Mr. Mark Anthony Roxas is the current clerk of the said parish.

RESEARCH INSTRUMENT USED

The researchers conducted different procedures such as interviews,


library and internet research, observation giving questionnaires and
document review to make the system efficient and effective.

Interviews: The researchers conducted face-to-face interviews with


the parish secretary to gather information regarding the problem they
encountered to the old manual process of issuing certificates to their
customers and think of the most possible solution to the problem.
Library and Internet Research: The proponents conducted library
and internet research to gather information and ideas to support the
study.
Survey: This technique was carried out by the researchers to
determine whether the proposed study meets the requirement of the
respondents.
Observation: This was used by the researchers to gather accurate
information about how the system actually operates, particularly the
processes.
Document Review: Researchers conducted document research to
review thoroughly the document used in the church such as record
books and certificates to discover areas where improvements is
necessary.

PROGRAMMING LANGUAGE USED

Microsoft Visual Studio 2013 is an integrated development


environment (IDE) from Microsoft. It is used for creating the entire
code of the system.2
Adobe Photoshop CS3 is a raster graphics editor developed and
published by Adobe Systems. It is used by the researcher for creating
and editing graphics and photographs.3
MySQL is a server providing multiuser access to a number of

database. It is use as a storage of data or information.


Microsoft Access 2010 is used by the developer for the storing of
the archives and data.
Microsoft Word 2010 is used by the researchers for the entire
documentation of the proposed system.

Project Methodology

Figure 2.0 Rapid Application Development (RAD)

The project team used the Rapid Application Development Model.


Rapid

application

development

(RAD)

is

suite

of

software

development methodology techniques used to expedite software


application development. RAD uses predefined prototyping techniques
and tools to produce software applications. It encompasses a graphical
user interface (GUI) development environment, allowing end users to
easily drag and drop required software application components. 1
The structure of the RAD life cycle has four stages that include all
of the activities and tasks required to define business requirements,
design, develop and implement the application system in line with
these requirements. Active user involvement throughout making the
project ensures that organization requirements and user expectations
are clearly understood.

Requirement Planning Phase. In this stage, the development


team and the client discussed and defined the organization functions
and data subject areas that the system will support and determine the
systems scope. Documentarian also started about the different schools
and universities about different the different system related to the
proposed study. Interviews and meeting with the client were also done
for the flow of the proposed system. This includes the process of
managing and profiling system of clients record.

User Design Phase. In this stage system analysis leads to design


decision, which exactly determines how the system operates in terms
of process, data, hardware, user interface and other factors in the
system environment.
The researchers created a list of requirements that the finished
system will satisfy. The requirements are based on the data gathered
during the preliminary investigation.
The project team met with the clients to present the system,
checking if it already met the requirements they needed.

Construction Phase. In this stage the development team selected


application development tools to create a prototype which included all
the elements of any user interface such as screens, forms, and
reports. The project team used Vb.Net to improve the system. Focused
on the coding and system testing. St. Peter and Paul Parish also still
suggested changes for the systems improvement as the team
develops the actual forms of the system. Once the prototype has been
changed by the user, the project team tested the initial prototype and
updated the requirements stated in user design stage. The team
completed the construction of the physical application system, built the
conversion system, and developed user aids and implementation work
plans.

Cutover Phase. This stage included checking of system output,


final

user

testing

and

training,

data

conversion,

and

the

implementation of the application system. The project team especially


the programmer and system analyst ensured that the system has no
error and properly working. The project team also checked the system
to meet the requirements needed and given by the client. The
developers installed the system. Users are trained about the system
and start working with the system. The Team also conducted a client
testing in order to check the functionality, accuracy and efficiency in
managing the client records and generate the certificates availed by
the client. Expected result was the system met all the required needs
of every user in the St. Peter and Paul Parish in order to implement the
system successfully.

Notes
https://www.techopedia.com/definition/3982/rapid-applicationdevelopment-rad
1

http://en.m.wikipedia.org/wiki/Microsoft_Visual_Studio

http://en.m.wikipedia.org/wiki/Adobe_Photoshop