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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 ofquantity and quality of products required
in daily life. [1]
[1] http://essays4free.blogspot.com/2009/09modern-technology-made-life-easier.html
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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;
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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
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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]
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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.
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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.
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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-Money-Computerized/33715
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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
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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 pre-
planning 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.
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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
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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.
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Figure 2
Conceptual Model in the Development
of the Residents Information System of Palompon Poblacion
Palompon, Leyte
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1. Family Profile in
terms of:
1.1 Name
1.2 Head/
Relationship
1.3 Date of Birth1.4 Age
1.5 Sex
1.6 FamilyPlanning
1.7 Occupation
1.8 Income1.9 Education
Attainment
2. Reasons for:2.1 Information
Basis
2.2 Location of
residents2.3 Citizens
3. No. of
Information
Resident living inpoblacion
4. Data acquired
from:
Automated/
Computerized
Residents
Information
System of
Palompon
Poblacion,
Palompon, Leyte
1. Interview2. Gathering &
Ordering of data
3. Analysis of Data4. Coding &
Debugging ofSoftware5. Testing
6. Application
7. Development8. Refinement of the
Residents Information
System of Palompon
Poblacion
FEEDBACK
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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.
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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.
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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 centralbarangay or barangays of
a Philippinecity ormunicipality.
Resident. It is a person who lives on a street residency in a given
place.
Information System. It is any combination ofinformation
technology and people's activities using that technology to support
operations, management, and decision-making.
IT. It means Information Technology.
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http://en.wikipedia.org/wiki/Spanish_in_the_Philippineshttp://en.wikipedia.org/wiki/Barangayhttp://en.wikipedia.org/wiki/Philippineshttp://en.wikipedia.org/wiki/Cities_in_the_Philippineshttp://en.wikipedia.org/wiki/Philippine_municipalityhttp://en.wikipedia.org/wiki/Residency_(domicile)http://en.wikipedia.org/wiki/Information_technologyhttp://en.wikipedia.org/wiki/Information_technologyhttp://en.wikipedia.org/wiki/Spanish_in_the_Philippineshttp://en.wikipedia.org/wiki/Barangayhttp://en.wikipedia.org/wiki/Philippineshttp://en.wikipedia.org/wiki/Cities_in_the_Philippineshttp://en.wikipedia.org/wiki/Philippine_municipalityhttp://en.wikipedia.org/wiki/Residency_(domicile)http://en.wikipedia.org/wiki/Information_technologyhttp://en.wikipedia.org/wiki/Information_technology -
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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.
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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
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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,
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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 ofinternational graduate students vs. American graduate students: A user study at
Virginia Tech 2005. College and Research Libraries 68 (1):5-25.
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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,
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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 "Futurefaculty" and "Responsible conduct of research" programs as a venue for scholarly
communication discussions. College & Research Libraries 66 (9):654-663.
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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 skillsaudit. Australian Library Journal 53 (2):161-71.
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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
very development process itself. Information systems have gone from
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.
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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.
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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
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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
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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.
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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.
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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
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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.
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