RECORD MANAGEMENT SYSTEM

FOR BAIS CITY SANGGUNIANG PANLUNGSOD

LEGISLATIVE DOCUMENTS

A Capstone Project
Presented to the Faculty of the
COLLEGE OF ARTS AND SCIENCES
Computer Science and Information Technology Department
Negros Oriental State University
Campus I, Bais City, Philippines

In Partial Fulfillment of the Requirements

for the Degree
Bachelor of Science in Information Technology

by

JHON ARIEL A. BOHOL

ROHNA B. CORTEZ
JESHER R. DAGONDONG
MARITONI J. SILVA
SCOTTIE ANN IRISH C. TULABING
KHRYS-JANE C. VARONA

March, 2019
 APPROVAL SHEET
In partial fulfillment of the requirements for the degree BACHELOR OF
SCIENCES IN INFORMATION TECHNOLOGY, this ITS 146 (Capstone
Project) entitled “RECORD MANAGEMENT SYSTEM FOR BAIS CITY
SANGGUNIANG PANLUNGSOD LEGISLATIVE DOCUMENTS” has been
prepared and submitted by JHON ARIEL A. BOHOL, ROHNA B. CORTEZ,
JESHER R. DAGONDONG, MARITONI J. SILVA, SCOTTIE ANN IRISH C.
TULABING, and KHRYS-JANE C. VARONA, has been examined and is
recommended for oral defense.

MECHELLLE M. BALANSAG, MA-Eng./CHONA C. QUITEVIS, MA-Eng.

English Critics

JOHN VENHEART T. ALEJO

Instructor, ITS 146

CHARESS R. ORAC
Adviser

APPROVED by the PANEL of EVALUATORS for FINAL DEFENSE on February

22, 2019 with a grade of __________.

RHEA D. ALCAZAR NILO B. CADIZ, MAEM (CAR)

Member Member

ANN CONCORDIA F. MIER, D.P.A.

Chairperson

ACCEPTED and APPROVED in partial fulfillment of the requirements for the

degree of BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY.

RECTO S. REYES, D.B.A.

Campuses Administrator
 DEDICATION

We dedicate this Capstone Project to God Almighty; beloved parents, namely: Mr.

and Mrs. Antonio A. Silva, Mr. and Mrs. Rafael M. Cortez, Mrs. Lucia R.

Dagondong, Mr. and Mrs. Jocelyno D. Tulabing, and Mr. and Mrs. Macario

L. Varona, including siblings, relatives, friends, and all the people who had

inspired and encouraged us to finish this one-of-a-kind project. We love you and

God bless!
 ACKNOWLEDGMENT

The researchers would like to express their sincerest thanks and

appreciation to the following persons who had helped in the success of this project:

First of all, to Dr. Joel P. Limson, University President, Negros Oriental

State University (NORSU), for his motivation and continued support;

Dr. Recto S. Reyes, Campuses Administrator, NORSU-Bais Campuses,

for his constant encouragement;

Dr. Ann Concordia F. Mier, Dean, College of Arts and Sciences, for her
advice and motivation;

Mr. Nilo B. Cadiz and Rhea D. Alcazar, Members of the Panel of

Evaluators, for their comments and suggestions;

Mr. John Venheart T. Alejo, ITS 146 Instructor, for sharing his
knowledge and skills and for extending his patience in the process of designing
the new system;

Ms. Charess R. Orac, Adviser, for sharing her precious time in leading
the researchers to the right path in the completion of this project;

Mrs. Mechelle M. Balansag and Mrs. Chona C. Quitevis, English

Critics, for editing the whole manuscript;

Bais City Sangguniang Panlungsod Office, respondents of the study,

for their cooperation in the success of this study;

Beloved parents, guardians, siblings, and relatives, for their moral,

spiritual, and financial support;

Friends and classmates, for their all-out support;

All the people who had greatly contributed in the success of this study; and
 Above all, to Almighty Creator, for His divine guidance and for bestowing
all the blessings in order to succeed in this highly-technical endeavor…

THANK YOU SO MUCH!

The Researchers
 ABSTRACT

Title: RECORD MANAGEMENT SYSTEM FOR BAIS CITY

SANGGUNIANG PANLUNGSOD LEGISLATIVE DOCUMENT
Author: JHON ARIEL A. BOHOL, ROHNA B. CORTEZ, JESHER R.
DAGONDONG, MARITONI A. SILVA, SCOTTIE ANN IRISH C.
TULABING, and KHRYS-JANE C. VARONA
Degree: BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY
School: NEGROS ORIENTAL STATE UNIVERSITY
Year: 2019
_________________________________________________________________
This project aims to develop the Record Management System for Bais City
Sangguniang Panlungsod Legislative Documents. This study included the
operational feasibility, schedule feasibility, and economic feasibility. Therefore, the
researchers concluded that the newly-created system stored records on database
systematically and retrieved documents quickly using XAMPP, MySQL, PHP,
HTML, CSS, Pentium 4 processor, 4GB RAM, 500 HDD, Optical Mouse, USB type
Keyboard and 14.5’’ LED monitor (see pp. 34–35), except for printing the
documents accurately which required the use of Google Chrome. As a result, this
system was found to be effective, in terms of speed and accuracy, accessibility,
and security (i.e., storage and retrieval of documents).Thus, the newly-created
system is highly recommended to Bais City Administration and Staff, employees,
and future researchers.
 TABLE OF CONTENTS

PRELIMINARY PAGES
TITLE PAGE………………………………………………………………………………………….......i
APPROVAL SHEET……………………………………………………………………………………….ii
DEDICATION………………………………………………………………………………………………iii
ACKNOWLEDGMENT……………………………………………………………………………………iv
ABSTRACT………………………………………………………………………………………………….v
TABLE OF CONTENTS………………………………………………………………………………….vi
LIST OF TABLES………………………………………………………………………………………..vii
LIST OF FIGURES………………………………………………………………………………………viii

CHAPTER I – INTRODUCTION...................................................................1
Introduction……………………………………………………………………………………..1

Project Context…………………………………………………………………………………3

Description of the Project…………………………………………………………………..3

Objectives………………………………………………………………………………………..4

Scope and Limitations……………………………………………………………………….5

CHAPTER II – RELATED LITERATURE AND STUDIES…………………………….6

Related Literature……………………………………………………………………………..6

Related Studies…………………………………………………………………………………9

A. International………………………………………………………………………9
B. National……………………………………………………………………………14

Theoretical Framework…………………………………………………………………….16

Conceptual Framework…………………………………………………………………….20
CHAPTER III – TECHNICAL BACKGROUND………………………………………….23

Technical Background……………………………………………………………………..23

CHAPTER IV – METHODOLOGY, RESULTS, AND DISCUSSION..............24

Requirements Analysis/Specification…………………………………………………24

Operational Feasibility……………………………………………………………………..24

Functional Decomposition Diagram…………………………………………25

Schedule Feasibility…………………………………………………………………………26

Gantt Chart…………………………………………………………………………..27

Economic Feasibility………………………………………………………………………..27

Cost and Benefits………………………………………………………………….28

Requirements Modeling…………………………………………………………………..39

Performance………………………………………………………………………...30

Control…………………………………………………………………………………30

Data and Process Modeling………………………………………………………………31

Data Flow Diagram………………………………………………………………..31

Object Modeling……………………………………………………………………………..31

Use Case Diagram…………………………………………………………………32

Data Design……………………………………………………………………………………33

Entity Relationship Diagram……………………………………………………33

Software Specification……………………………………………………………34

Hardware Specification………………………………………………………….35

User Interface……………………………………………………………………….36
CHAPTER V – CONCLUSION AND RECOMMENDATIONS……………………..45

Conclusion……………………………………………………………………………………..45

Recommendation……………………………………………………………………………45

BIBLIOGRAPHY…………………………………………………………………………………….47

APPENDICES………………………………………………………………………………………….48

Appendix A. Project Team Assignments Form…………………………………….49

Appendix B. Pre-Proposal Statement Template…………………………………..50

Appendix C. Project Working Title Form…………………………………………….51

Appendix D. Invitation Letter to the Dean of the CAS…………………………52

Appendix E. Invitation Letter to the Member I……………………………………53

Appendix F. Invitation Letter to Member II………………………………………..54

Appendix G. Location Map of Bais City Hall………………………………………..55

Appendix H. User’s Manual………………………………………………………………56

CURRICULUM VITAE…………………………………………………………………………….64
 LIST OF TABLES

Table No. Title Page

1 Gantt Chart…………………………………………………………………………….27
2 Cost and Benefit Assumption Analysis……………………………………….28
3 Software Specification……………………………………………………………..34
4 Hardware Specification…………………………………………………………….35

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 LIST OF FIGURES

Figure No. Title Page

1 Theoretical Framework of the Study………………………………………….16

2 Conceptual Framework of the Study………………………………………….20
3 Functional Decomposition Diagram……………………………………………25
4 Requirements Modeling……………………………………………………………29
5 Data Flow Diagram………………………………………………………………….31
6 Entity Relationship Diagram………………………………………………………33
7 Log-in Page…………………………………………………………………………….36
8 Log-in Form…………………………………………………………………………….36
9 Home……………………………………………………………………………………..37
10 Add Documents……………………………………………………………………….38
11 Search Documents…………………………………………………………………..39
12 Reports…………………………………………………………………………………..40
13 Accounts…………………………………………………………………………………41
14 Registration Form…………………………………………………………………….42
15 User……………………………………………………………………………………….43
16 Log-out…………………………………………………………………………………..44

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