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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

13

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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