Saint James Parish Web-Based Parish Information System.docx

St Paul University Philippines Tuguegarao City, Cagayan 3500

Saint James Parish Web-Based Information System Calvary Hills, Iguig Cagayan

By

Dexter John S. Tejano Michael Angelo T. Asino (BSIT 3A)

School of Information Technology and Engineering

1


Chapter 1

THE PROBLEM AND REVIEW OF THE RELATED LITERATURE

1.0

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

changes

in

the

the

world.

things

There

around

us

have

been

owing

a

to

lot

the

of

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

essential

to

almost

everyone; it is widely used in almost every area of human endeavor.

They

serve

various

essential

functions

that

improve our way of life. Its four basic functions in common are

input,

computer

is

processing, a

very

storage

versatile

and

output.

machine

and

Indeed,

a

exceptionally

beneficial in all facet of work.

Consequently,

the

researchers

would

like

to

utilize

these advantages to one of the most sacred places in the


2


province

–the

specifically

Saint

James

intends

to

Parish

promote

in

the

Iguig,

Cagayan.

Cagayano‟s Cagayano‟s

faith

It and

devotion. It further aims to intensify the knowledge of the people in and outside the city about our Cathedral its

picture

appears

at

Rome

Basilica

since

which

it

was

considered one of the most beautiful works of art in the country and the world today through internet blog sites.

In a Parish where client‟s information is the key to every

transaction,

using

a

database

makes

filing

and

keeping data more efficient. Thus, increasing the number of clients and having information about them would not be too hard; hence it can store vast quantity of data. Clients are assured of rapid retrieval of their records and it will not make them wait too long.

The designed

need to

to

study

determine

and

all

to

the

conduct

aspect

the

that

research

can

make

is

work

easy. The usefulness of the study is attributed by bringing closely the problem to the concern of authorities that may have

the

function

to

assist

the

problem

and

which

can

confer a better ideas and plans to solve this dilemma.


3


1.1

RELATED LITERATURE AND STUDIES

1.1.1 Local: a. Online Hotel reservation system

A system

leading

web

let

connect

you

application with

online

global

hotel

clients

reservation by

providing

them the unique search and book functionality. This online hotel reservation system is designed for any hotel, motel or

travel

make

websites.

searches,

reservation

reservations

on

the

site. Administrator room

information

Customers

can

and and

any

cancel

hotel add

or

agents

an

a

the new

can

existing

reservation‟s

update

approve/disapprove

travel

hotel travel

web

and

the

agent‟s

account application and generates a monthly occupancy rate report for each hotel. This online application is designed using PHP and MySQL database. Features of Online Hotel reservation system:



Anytime and anywhere access



Book directly on your website



Online Hotel reservation system runs on any web browser.



Room + Hotel Image Gallery



Room + Hotel Description


4


b. Online Student Management System

Student

Information

operating

colleges.

student-level Department

System The

data

to

comprehensive

are

the

Student

and

information.

systems

Information

collection

collect

primary

System

system that

analyze Student

more

for is

a

allows

the

accurate

and

information

systems

provide capabilities for entering student records, tracking student attendance, and managing many other student-related data needs in a college or university. Student Information System also supports:



Handling inquiries from prospective students.



Handling the Student details.



Maintaining the Student Marks Details.



Handling Student Attendance Records.



Maintaining records of absences and attendance.



Maintaining records of Internal marks.

c. Online Enrollment

Our Online student enrollment system enables students to enroll into their subjects prior to the commencement of their

semesters.

international

This

students

enrollment to

enroll

system through

not

only

internet

allows without

traveling to the campus but also incorporates the business rules.

These

regulations

business

and

policy

rules such

cover as

a

subject

wide

range

of

pre-requisite,

student's payment status, course coordinator's decision and


5


the correspondence of students' seniority to the intended enrolling subjects. Besides business rules, the system also incorporates

various

notification

mechanisms

like

Short

Messaging Service (SMS) and Email. XML is used to store the business rules and thus allow the portability of the system interface to wider range of devices such as Personal Device Assistant

(PDA).

The

interface

auto-detects

the

user's

device either PC/laptop or much smaller screen device such as PDA. In short, the enrollment system backend engine runs based on the business rules and front-end engine runs to provide

high

satisfaction

user

experience.

With

the

business and user interface, the system is able to run the workflow of student enrollment from the online enrollment form to approval workflow cycle running parallel with the notification capability.

d. Online Ordering System

There are two main roles defined in the system: Buyers and

Suppliers.

Buyers are users that place orders. They may be employees such as internal Sales people, or they may be free agents acting

Suppliers

as

are

the

companies

resellers.

that

actually

process

the

purchase orders. They are responsible for maintaining the product lists, pricing and if possible stock levels. This enables

buyers

to

place

orders

based


on

accurate

6


information.

Theoretical framework

The

system

will

be

helpful

for

the

users

because

it

is

simple and user friendly that can easily understand of the user.

They

strong

can

easily

security

hackers. shorter

The

access

that system

response

in

to

the

protects increase

time.

It

system

the

through

has

and

it

has

a

system

to

put

provides

accurate

and and

the

organized

information. It is improves to provide efficiency, minimize errors,

increase

productivity

and

produced

consistent

satisfying results. e. Online Inventory System

The Commission on Higher Education (CHED) Region V – Bicol

is

a

public

institution

whose

task

is

to

promote

quality education here in Bicol region having the mission to provide effective central office direction and implement programs and mechanism to ensure affordable quality higher accessible effective highly

to

all.

partner

competent

in

With

the

vision

transforming

and

productive

a

HEI‟s

key

leader

towards

professionals

and

producing through

dynamic excellent and client oriented services and with a mandates

to

promote

quality

education,

take

appropriate

steps to ensure that education should be accessible to all, and to ensure and protect academic freedom for continuing intellectual

growth,

the

allowance

of

learning


and

7


research,

the

leadership,

development

the

of

education,

responsible

enrichment

of

and

effective

historical

cultural

and

heritage.

The Commission on Higher Education Region V-Bicol is the governing body covering both public and private HEIs as well as degree granting programs in tertiary institutions in the Philippines. As of 2011, there are 154 registered Tertiary schools in the region, 108 of it are private and 46

are

public

registered adopting

schools

HEIs

the

in

[1].

the

traditional

With

the

region,

the

way

system

or

CHED in

huge

number

RO-V

is

of

still

monitoring

the

faculty profile, line-up and academic qualification of all tertiary instructors under a specific tertiary institution her

in

Bicol

region.

Wherein

all

tertiary

educational

institution authorized person or staff will have to go to CHED

Region

V

office

personally

to

submit

the

faculty

profile and line-up including the academic qualification of all instructors.


8


1.1.2 International a. Online Enlistment, Clearance, and Classroom Management System for Cosmopolitan International Institute of Technology

In the past, pre-enrollment systems took a lot of time to accomplish, cleared, even

from

securing

enlisting

have

enlistment

subjects,

subject phase.

plenty and

these

forms,

scheduling.

advisement

All

of

before

processes

to Some

and

were

getting schools

after

done

the

manually

and were very time consuming. Now however, with the option of

porting

have

become

all

these

faster

operations

to

do,

over

more

the

internet,

convenient,

and

they

easily

scalable. This clearance, Cosmopolitan

chapter

will

enlistment,

cover and

International

the

current

classroom

Institute

of

systems

for

management

of

Technology

(CIIT)

and propose an online system to manage these tasks. It will discuss

the

background

of

the

study,

answering

what

the

study is about, who is conducting the study, for whom is the study done for, etc. It will also include a profile of the institution where the study is being done along with a summary

of

the

study.

It

will

b. Recordkeeping Systems for Business

The DIRKS methodology is an 8-step methodology to be used


9


for the design or redesign of systems that create, capture and maintain records.

This draft manual seeks to expand on the methodology and explain how it can be used to design and implement best practice systems to ensure organizational efficiency and accountability. 'Systems' examined in this manual include the software and hardware components, but also policies, procedures, recordkeeping tools and strategies, and people. The primary audiences for the manual are records managers, records management project teams and consultants responsible for designing recordkeeping systems or building recordkeeping functionality into existing systems.

Note: Supplementary material for the manual such as forms and appendices are still being revised and therefore are unavailable at present.

How to provide comments:

This draft of the manual will be available for comment until. We welcome feedback and comment from U.N offices and other interested parties. In particular, we would be grateful for tips, examples and case studies from practitioners with experience in implementing DIRKS or related IT projects. Comments may be provided in any format and may be of any


10


size, from a few words to many pages. You may wish to annotate printed sections and send them to us, or just write a short e-mail. c. The Event Calendar

Due

to

the

decentralized

nature

of

computing

on

the

Berkeley campus, different schools, departments, and other campus organizations often create applications on an “ad“adhoc”

basis.

The

lack

of

campus-wide campus-wide

guidelines

and

standards for designing and building applications make it difficult for developers to design for interoperability and reuse. Consequently, the Berkeley campus is inundated with applications

serving

a

similar

purpose

and

repurposing

similar content, but built with different technologies and based

on

different,

and

often

incompatible,

data

models.

Although this is the case for many types of applications on campus, our group has decided to focus our master's project on the calendaring application. In

the

summer

a

standard

develop

of

2003

data

members

model

for

of a

our

group

calendar

began

event

to

with

employees of the Lawrence Hall of Science and UC-Berkeley‟s UC-Berkeley‟s Cal Agenda who were interested in the creation of a campuswide event calendar. Our team continued work on this model during the fall of 2003. In the spring of 2004 the results of our modeling effort will be encoded in XML schemas for a “calendar event,” which will be used to validate instances instances containing event information. Our aim is to create a model that

is

flexible

and

scalable

enough

to

accommodate

the

requirements of most calendars on the Berkeley campus.


11


The

event

schema

will

provide

the

foundation

for

the

central part of our project, the design and prototyping of a

comprehensive

Calendar.

The

Calendar

Calendar

organizations

to

Management

create

event information.

Management

a

Tool

Tool

Customized

and

will

Customized

allow

Calendar

campus

and

manage

Calendar owners will be able to enter

and edit events that will be stored in a centralized event repository.

Although

participating

in

the

this

events

system

of

will

be

all

calendars

stored

in

one

repository, calendar owners will be able to designate their events as either private to their organizational calendars or

publicly

accessible

to

all

calendars

participating

in

the system. The Calendar Management Tool will also allow calendar owners

to

display

select

in

calendar

public

their

wants

events

calendars.

to

publicize

from

For

other

example,

EECS

events,

calendars if the

the

to

SIMS

calendar

administrator can log onto the Calendar Management

System

and choose to add EECS events flagged for public viewing. Finally, campus

the

organizations

knowledge easily

Calendar

to

create

create and

Management who

and

lack

Tool the

maintain

customize

a

a

will

allow

technical dynamic

calendar

those

staff

or

calendar

to

which

would

integrate with their existing website.


12


e. St.

Charles

Parish

Geographic

Information

Systems

Portal

The

St.

Charles

Parish

Geographic

Information

Systems

(GIS) is a collaborative „Enterprise‟ GIS framework focused on providing and maintaining geospatial data and accessible web

applications

for

the

use

and

benefit

of

St.

Charles

Parish citizens. The St. Charles Parish GIS has leveraged the resources of the Public Works, Planning and Zoning and other

parish

departments

to

bring

together

GIS

data

and

tools to better support citizens and community leaders in making

informed

decisions

that

impact

the

future

of

St.

Charles Parish.

f. Event Management System

Event planning, be it for business or social events, has transformed from being a ad hoc activity to an organized industry.

The

fact

that

strategic

marketing

tool

events by

are

most

now

being

used

organizations

as

a

further

necessitates a structured and professional approach towards event management.



Collaborative to

view

and

capabilities update

the

allow

system,

any

number

based

on

of user

users role

based authorization 

A

comprehensive

Document

Management

System

with

storage, tagging, versioning check-out features 

Remote access through any web browser or mobile


13


Krawler‟s integrated

Event

Management

platform

to

System

provides

manage

a

multiple

single events

simultaneously. Krawler‟s Event Planning Software offers a wide

set

of

tools

and

technology

to

help

streamline

the

process of event planning, organization and execution. From identifying handling Krawler

target

audience

logistics EMS

provides

and

and

scheduling

evaluating

functionalities

event to

resources

to

performance,

coordinate

event

management activities in the most efficient manner.


14


1.2

CONCEPTUAL FRAMEWORK


15


1.3

STATEMENT OF THE PROBLEM

This

study

aimed

to

design,

develop

and

establish

a

Parish Information System for the Saint James Parish and a website of the Calvary hills in Iguig, Cagayan with the end in view of promoting the same through database.

Specifically, it sought to answer the following:

1. How effective is the proposed system? 2. Will

the

proposed

system

reduce

the

workload

of

the

monitoring

the

staff in monitoring the transaction? 3. Is

computerization

more

efficient

in

transaction? 4. How

accurate

and

reliable

is

the

proposed

system

in

managing the transactions and records of parishioners?

1.4

OBJECTIVES OF THE STUDY

The difficulty of keeping records and even locating a data of an individual has been a tedious task. With various problems discovered, it has to be solved by the following objectives:

1.4.1 GENERAL OBJECTIVE


16


The study aims to develop a database system on Parish Information System of Saint James Parish would provide the parish with an affordable and accessible tool that improves productivity

and

enhances

efficiency

on

everyday

activities. Through electronic versions, it highly ensures an immediate replica, devoid of general deterioration and loss

through

fire.

Hence,

it

totally

safe

guard

and

properly store the client‟s information.

1.4.2 SPECIFIC OBJECTIVE

Specifically, this study aims to:

1. Design a secured module that could keep and protect and manage parishioner‟s information. 2. Establish a database system that requires users log in

password

to

avoid

unauthorized

use

and

data

manipulation. 3. Minimize

space

in

keeping

client‟s

record

and

utilize the personnel‟s knowledge in computer. 4. Minimize

the

time

and

effort

of

employees

in

locating records.


17


1.5

SIGNIFICANCE OF THE STUDY

Innovations

in

technology

made

way

to

various

developments in time, and computers have been one of it; thus,

it

is

almost

development

of

a

cornerstone

to

an

a

part

Parish

of

every

Information

efficient

operating

human

activity.

System

can

environment

The

be

the

at

any

Diocese. It is easier to use, more intuitive and provide better service to people. Concept

embodied

to

these

studies

and

its

findings

will be a great help to the following:

General Public.This will provide an affordable and easy-to-

use tool that improves productivity and enhances efficiency in work. Future Researchers. This will serve them as the guideline

to make future studies along this field of interest.

1.6

SCOPE AND DELIMITATION

This

study

is

limited

only

on

the

parishioners

of

Saint James Parish. Initially, it is generally focused on: the

system

shall

only

produce

report

for

the

authorized

personnel who have the access to the system. Secondly, the


18


system shall only include electronic replicas of baptism, confirmation,

marriages,

death,

and

others.

It

also

includes the billing and other related reports. And lastly, before the system will be implemented, the personnel will first undergo proper orientation to ensure optimum usage of the system. Furthermore, the on the proposed system is only limited to the personnel concern.

1.7

DEFINITION OF TERMS

For the researchers to have a better understanding the study, the following terms were defined:

Parish Information System-

Parish- a division of a diocese that has its own church and

member of the clergy. Parishioner- parishioners are the people who live within a

parish. System-

any

collection

of

component

elements

that

work

together to perform a task. Input- data entered into a computer for processing Output- information produced by a computer Process- prepare something in a series of steps.


19


Blog

Site-

chronicling

a links

frequently at

a

Web

updated site

personal

intended

for

journal public

viewing.


20


Chapter 2

METHODS

3.0

RESEARCH DESIGN

This study used a combination of descriptive methods of research to provide

necessary

information

on

the

study “The

Parish

Information

Information System” The method is a purposive process of tabulating and analyzing data to describe systematically a situation or area area of interest factually and accurately. This includes public opinion surveys, interview interview studies, status studies, et cetera. 3.1

RESPONDENTS OF THE STUDY

The study aims to conclude that our research that we did

are

based

on

observation

by

getting

the

data

in

the

Saint James Parish. 3.2

INSTRUMENTATION

The instrument used was a research type to gather the needed data for the studies by interviewing the person in charge to the study. 3.3

DATA GATHERING PROCEDURE


21


Chapter 3

RESULT AND DISCUSSION

3.1

DESCRIPTION OF THE PRESENT SYSTEM

The Parish Information System (PIS) is an integration of

subsystems

parishes.

intended

It

is

to

cater

basically

a

the

record-keeping

computerization

of

of the

Canonical book, which they use in their manual recording.It has

subsystems

for

Matrimony,

Baptism,

Death

and

Confirmation. In each subsystem, it provides consolidation of records in a database.

Parish Information System (PIS) then becomes a vital part of transactions in the Parish for long term purposes. It

provides

a

stable

within

the

parish.

errors

on

the

database

Also,

records.

it

for

all

provides

Moreover,

a

the

information

way

of

efficiency

reducing

is

highly

maintained when having a computerized system to assist the Secretary

or

Information

the

System

Priest

for

their

(PIS)

also

takes

service. a

vital

The part

Parish on

the

security of the system and maintenance of the database.


22


The

following

section

discusses

the

different

processes involved from the different subsystems.

BAPTISM

In

a

typical

representative

will

parish, come

to

first,

the

parents

parish

office

or to

any

request

schedule of baptism bringing along with them the necessary requirements, marriage (civil

to

wit,

contract.

or

contract,

in the

the

If

church), child

live

the

parents

hence

will

birth

still

are

cannot be

certificate not

and

yet

provide

baptized

married

a

but

the

marriage the

last

name of the child can still be contested by the presenting party (either the father‟s or the mother‟s). In most cases, the name of the child in the live birth certificate will be followed in the Certificate of Baptism.

The secretary will then confirm the final schedule of the baptism. Before the priest administers the baptism, the parents about

with the

the

sponsors

sacrament

of

will

be

baptism.

given After

a

short the

seminar

child

is

baptized, the Certificate of Baptism is prepared indicating the name of the child, date of birth, place of birth, name


23


of the parents, officiating priest, date of baptism and the child‟s

sponsors.

The

baptismal

information

is

then

recorded in the canonical books called LIBER BAPTISMORUM. The

book,

page

and

information

appears

Certificate

of

necessary Certificate

fees of

line will

Baptism. to

number

be

Baptism

also The

be parents

collected will

be

where

from

issued.

the

baptismal

indicated

in

the

pay

the

before

the

payments

made

should them All

have corresponding parish receipts.


24


DATA FLOW DIAGRAM BAPTISM

Live Birth Certificate

PARISHIONER

Child Information

1.0

Marriage Certificate

Number of Sponsors

Validate Requirement

Name of Sponsors

3.0 Administer Baptism

Solemnizing Priest

7.0

Child Information

Record Baptismal Information

Date of Baptism

Baptismal Information

Baptismal Information Date of Baptism

2.0 Desired Date of Baptism

4.0

8.0

Compute Fees

Generate Baptismal Certificate

Verify Date of Baptism Schedule of Baptism

Computed Fees

Payment

PARISH CHURCH


Canonical Book Information

5.0

Accept Payment

Payment Information

Payment

D1

Liberuim Baptismorum

6.0 Receipt Generate Receipt

Certificate of Baptism

CONFIRMATION

The Sacrament of Confirmation is usually administered to

elementary

required

to

students.

pass

a

copy

Candidates of

their

for

Confirmation

Baptismal


are

Certificate,

25


parent‟s Marriage Contract and the names of their sponsors. Necessary

fees

will

be

collected

and

a

receipt

will

be

given. After the Sacrament of Confirmation is administered, information about confirmed candidates are recorded in the Canonical Book of Confirmation.

Some

adults

may

also

request

for

the

Sacrament

of

Confirmation. In this case, the applicants are referred to the Archdiocese for the administration of the Sacrament of Confirmation. Only an Archbishop or an Auxiliary Bishop can administer will

be

this

sacrament.

responsible

in

The

office

issuing

of

the

the

Archbishop

Certificate

of

Confirmation.


26


DATA FLOW DIAGRAM CONFIRMATION Receipt

Payment

CANDIDATE


1.0


Verify Requirements

Name of Sponsors

2.0 Number of Sponsors

Candidate

Accept Payment

Payment

Payment

Information

Information 3.0

PARISH CHURCH

Certificate of Confirmation

Generate Receipt

Date of Confirmation

6.0

4.0

Generate Certificate of Confirmation

Administer Sacrament

Candidate Information


5.0

Record Confirmation Information

Confirmation Information

D1 Canonical Book

Canonical Book Information


27


MATRIMONY

When

couple

apply

for

matrimony,

the

following

requirements are required: Marriage License, Certificate of No

Marriage

of

(CENOMAR),

Confirmation,

and

Baptismal

Certificate,

Marriage

Counseling

Certificate Form.

After

verifying whether all requirements are complete, the parish will

prepare

information

marriage

about

the

application

couple

and

form

the

indicating

proposed

date

of

marriage. The couple will be informed of the date of premarriage counseling which they are required to attend. The Parish

will

prepare

Marriage

Banns

for

public

posting

to

verify that both parties are free to marry. Moreover, the proposed marriage will be announced for three consecutive Sunday masses before the date of marriage. If the couple is civilly civil

married, marriage

additional

requirement

certificate

and

the

will

proposed

ceremony will just be a validation of marriage. re-marriage

for

widow/er,

additional

include

the

wedding

In case of

requirement

will

be

required which includes the death certificate of the former spouse.

If

no

impediments

are

found,

the

parish

may

now

administer the sacrament of marriage. Marriage certificate will

be

prepared

in

quadruplicate

copies


ready

for

28


signatories

of

the

couple

and

the

sponsors.

After

the

marriage, the parish will submit the Marriage Certificate to the Civil Registrar for registration. After it has been registered, the marriage information is now recorded in the Canonical Book of Marriage called CONTRACTI MATRIMONI. When marriage

information

has

already

been

recorded,

the

original copy of the Marriage Certificate will be given to the couple; the other copies will be given to the National Statistics Office and Civil Registrar while one copy will be left for Parish Records as well.


29


DATA FLOW DIAGRAM Application Marriage License

1.0

CENOMAR

2.0

Birth Certificate

COUPLE

Certificate of Confirmation Pre-Marriage Counseling Form

Evaluate Requirements

Couple Information

Fill-up Marriage Application Application Form

Proposed Schedule Marriage Application Form

Death Certificate(Deceased Spouse) 3.0

6.0

Type of Service

Schedule of Fees

Compute Payment

Conduct Pre – Marriage Counseling

Computed Payment

Payment

4.0

PARISH CHURCH

Couple Information

Payment 7.0

Accept Payment

Prepare Marriage Certificate

Payment Information Date of Marriage

Marriage Information

5.0 8.0

Receipt

Generate Receipt

Duplicate Copy of Marriage Certificate

Administer Administer Sacrament


9.0

CIVIL REGISTRAR

Marriage Certificate Registry Number

Register Marriage Certificate

Marriage Information Duplicate Copy of Marriage Certificate Duplicate Copy of Marriage Certificate

NSO

10.0

Issue Certificate



30



31


DATA FLOW DIAGRAM (Retrieval) 2.0

1.0 Couple Information

COUPLE Date of Marriage

Marriage

Get Marriage Information


Search Record

Information

D1

Canonical Books

3.0 Date of Marriage Couple Information

Canonical Book

Verify Requirements

Informtion Marriage Information

Marriage Information 4.0

Generate Marriage Affidavit

5.0 Marriage Affidavit

Generate Certificate of Marriage

Marriage Affidavit


6.0

PARISH CHURCH

Payment

Marriage Affidavit Information

7.0

Receipt

Make Payment

Marriage Certificate Information

Issue Marriage Certificate

Payment Marriage Certificate


32


FUNERAL

The

funeral

services

administered

by

the

Parish

Churches are scheduled depending on the agreement between the

family

present Then,

a

the

family.

and

the

Death

Certificate

church

The

church.

would

burial

The of

the

confirm

information

families person

the would

just to

funeral then

be

need

be

date

to

buried. to

recorded

the to

the Canonical Books of the Church. DATA FLOW DIAGRAM

1.0

FAMILY

Receipt

Death Certificate

Desired Date

Verify Requirements

Payment

of Burial

Death Information

2.0

4.0

Make Payment

Payment

PARISH CHURCH

Burial Schedule

Schedule Date of Funeral

Funeral Date

Payment Information

6.0

5.0

Generate Receipt

Record Funeral Information

3.0 Funeral Information

Administer Funeral Mass

Funeral Information

D1

Parish File Record


33



34


3.2

DESCRIPTION OF THE PROPOSED SYSTEM

The

proposed

computerization

of

the

existing

Manual

System for Tuguegarao Metropolitan Cathedral is going to be a new renovation for the modern-day technology to keep up with the advancing times.

The

system

processing

decrease

parishioner‟s

computerized parish.

will

request.

processing

The

proposed

time

of

and It

effort

also

transactions

system

enables

needed

includes

needed the

in the

in

the

priest

and

secretary to have a secure access to the Parish Information System.

This

also

ensures

the

security

of

the

records

within the parish.

The

system

facilitates

the

keeping

track

of

the

records and other transaction regarding the services. The system can be used to generate reports needed by the parish and

the

parishioner

like

the

Certificate

of

Baptism,

Marriage, Confirmation and the like.

The payment of the fees due to the parishioner could be

paid

cash.

Once

the

transactions

are

validated


and

35


completed, also

the

parishioner

printable

via

will

computer

but

be

given

should

the

be

Certificate

sealed

by

the

Parish to be considered valid.

Process Description

Parish

Information

Web-based

System

will

be

used

to

save all the information regarding the services the Parish Church offers. With

the

new

system,

the

applicants

of

a

certain

service should be registered as a parishioner of the church for them

them the

to

be

needed

accommodated. requirements

Then, for

the the

church

would

processing

of

ask the

schedule and the officiating priest. The administering of the

service

application.

would

follow

Information

after

about

the

the

settlement

service

would

of be

finalized and the secretary would save the record to the database.


36


This system.

A

diagram

contains

Parishioner

the

entities

initiates

the

that

make

transaction

up

the

and

the

system would process the service through the secretary.

Type of Service Service Requirements PARISHIONER

Request for Correction Request for Certificate Certificate

0

Parish Information System

Service Information Requirement Needed Correction Information Service Schedule

PARISH CHURCH

Service Certificate


37


3.3 INPUT- PROCESS – OUTPUT BAPTISM INPUT Parishioner

Live Birth Certificate Marriage Certificate Name of Sponsors Parishioner, Parish Desired Date of Baptism Schedule of Baptism Parish Child Information Date of Baptism Parishioner Number of Sponsors Baptism Information Parishioner, Parish Computed Fees Payment Parish Payment Information Parish Solemnizing Priest Child Information Date of Baptism Parish Baptismal Information, Canonical Book Information

PROCESS

OUTPUT

Validate Requirement

Child Information, Number of Sponsors

Verify Date of Baptism

Date of Baptism

Administer Baptism

Baptism Information, Child Information, Date of Baptism, Solemnizing Priest

Compute Fees

Computed Fees

Accept Payment

Payment Information, Payment

Generate Receipt

Receipt

Record Baptismal Information


Generate Baptismal Certificate



38


CONFIRMATION

INPUT

PROCESS

OUTPUT

Parishioner

Verify Requirements

Number of Sponsors, Candidate Information

Accept Payment

Payment, Payment Information

Generate Receipt

Receipt

Administer Sacrament

Candidate Information

Record Confirmation Information

Confirmation Information

Generate Certificate of Confirmation


Certificate of Baptism, Marriage Certificate, Name of Sponsors Parishioner Number of Sponsors, Payment Parish Payment Information Parish Date of Confirmation Parishioner Candidate Information, Certificate of Confirmation Parishioner Canonical Book Information


39


MATRIMONY (Application) INPUT Parishioner

PROCESS

Marriage License CENOMAR Proposed Schedule Birth Certificate Evaluate Certificate of Requirements Confirmation Pre- Marriage Counseling Form Death Certificate(Deceased Spouse) Parishioner Fill-up Marriage Application Form Couple Information Parish, Parishioner Type of Service, Schedule of Fees

OUTPUT

Couple Information

Marriage Application Form

Compute Payment

Computed Payment

Accept Payment

Payment information

Generate Receipt

Receipt

Parish, Parishioner

Computed Payment, Payment Parish Payment Information Parishioner

Conduct PreMarriage Marriage Application Counseling Form Parish, Parishioner Prepare Marriage Certificate Couple Information Parish, Parishioner Administer Marriage Sacrament Information, Date of

Couple Information Marriage Information Marriage Information


40


INPUT Marriage

PROCESS

OUTPUT

Parish

Register Marriage Marriage Information Certificate Marriage Certificate Registry Number Parish


Issue Marriage Certificate

Marriage Information Marriage Certificate ,Duplicate Copy of Marriage Certificate


41


(Retrieval) INPUT Parishioner

PROCESS Get Marriage Information

OUTPUT Marriage Information

Search Record


Verify Requirements


Generate Marriage Affidavit

Marriage Affidavit

Generate Certificate of Marriage Make Payment


Date of Marriage , Couple Information Parish

Marriage Information Parishioner Date of Marriage Couple Information Parish Marriage Information Parish Marriage Affidavit Parishioner Payment

Get Marriage Information

Parishioner

Date of Marriage Couple Information Parish Marriage Information Parishioner

Marriage Affidavit, Receipt, Marriage Certificate Information Marriage Information

Search Record


Verify Requirements


Date of Marriage Couple Information


42


FUNERAL INPUT Parishioner

Death Certificate Parish, Parishioner Desired Date of Burial Burial Schedule Parishioner Funeral Date Parishioner Payment Parish Payment Information Parish

PROCESS Verify Requirements

OUTPUT Death Information

Schedule Date of Funeral

Funeral Date

Administer Burial Mass

Funeral Information

Make Payment

Payment, Payment Information Receipt

Generate Receipt

Record Burial Information

Funeral Information

Funeral Information


43


3.7

COST BENEFIT ANALYSIS


44


3.8

ATTRIBUTE AND DOMAINS

ENTITIES

ATTRIBUTES

tblService

DOMAIN

ServiceID

0000-9999

PriestID

0000-9999

Place

#, A-Z, a-z, 00-99

Date

mm/dd/yyyy

SCode

0000-9999

Scode

0000-9999

SName

0000-9999

SponsorID

0000-9999

SponsorName

A-z, a-z

ServicetID

0000-9999

ParishionerID

0000-9999

FirstName

A-Z, a-z

MiddleName

A-Z, a-z

LastName

A-Z, a-z

DateOfBirth

mm/dd/yyyy

PlaceOfBirth

mm/dd/yyyy

Address

#, A-Z, a-z, 00-99

Gender

M,F

Civil Status

Married, Single

Remarks

A-Z, a-z, 00-9

tblCategories

tblSponsor

tblParishioner


45


tblPriest

PriestID

0000-9999

PriestName

A-Z, a-z, 00-9

Congregation

A-Z, a-z

ParishionerID 0000-9999 SpouseID 0000-9999 Marriage License jncIsMarriedTo Number mm/dd/yy Date of Marriage A-Z, a-z, 00-9 Place of Marriage ParishonerID

0000-9999

RegistryNo ServiceID

0000-9999

BookNo

0000-9999

PageNo

00-999

Remarks

A-Z, a-z, 00-99

ParentID

0000-9999

ParishionerID

0000-9999

Relationship

A-Z, a-z

ParentID

0000-9999

PFName,

A-Z, a-z

PMName

A-Z, a-z

PLName

A-Z, a-z

jncUndergo

jncIsAChildOf

tblParent


46


Residents

tblParish

ParishID

0000-9999

ParishName

A-Z, a-z

Address

A-Z, a-z, 00-99

UserName

A-Z, a-z

Password

A-Z, a-z, 0-9

UserName

A-Z, a-z

Password

A-Z, a-z, 0-9

TimeIn

00:00

TimeOut

00:00

ttblUser

tblLogs


47


3.9

TABLE DESIGN

tblParishioner Column Name

Data Type

ParishionerID

Varchar

FirstName MiddleName LastName DateOfBirth PlaceOFBirth Address Gender CivilStatus Remarks

Varchar Varchar Varchar DateTime Varchar Varchar Varchar Varchar Varchar

Field Size 7

50 50 50

Allow Null No

Remarks

Starts with the last 2 digits of the year followed by 5 digit numbers

No Yes No No No No No No Yes

50 70 6 8 200

tblService Column Name

Data Type

ServiceID

Int

SCode

Char

ParishID

Int

No

PriestID

Int

No

Date

DateTime

No

Field Allow Size Null

No 2

Remarks

Auto Increment

No

tblCategory Column Name

Data Type


Remarks

SCode

Char

2

No

SName

Varchar

12

No

4 Categories: S1, S2, S3, S4 Services: Baptism, Confirmation, Marriage, Funeral


48


jncParishionerServiceSponsor Column Name Data Type Field Allow Size Null ParishionerID Varchar 7 No ServiceID Int No BookNo Varchar 10 No PageNo LineNo RegistryNo

Varchar Varchar Varchar

3 2 10

No No Yes

Remarks

Varchar

200

Yes

Remarks

Format: Numerals

Roman

1 to 10 only Format: yearnumberOfTransaction; e.g. 2010-78

tblPriest Column Name

Data Type

PriestID

Int

PriestName Congregation

Varchar Varchar

70 50

Column Name

Data Type


ParentID PFName

Int Varchar

50

No No

PMName

Varchar

50

No

PLName

Varchar

50

No

Residence

Varchar

50

No


No

Remarks

Auto Increment

No Yes

tblParent Remarks

Auto Increment


49


tblSponsor Column Name

Data Type

SponsorID

Int

ParishionerID

Varchar

ServiceID

Int

SponsorName

Varchar

GodParent

Bit

jncParentParishioner Column Name Data Type


No 7

Remarks

Auto Increment

No No

70

No No


ParishionerID ParentID Relationship

Varchar Int Varchar

7 10

No No No

Remarks

Varchar

100

Yes

Yes or No Value

Remarks


50


jncIsMarriedTo Column Name

Data Type

ParishionerID

Varchar

SpouseID MarriageLicenceNo DateOfMarriage PlaceOfMarriage Remarks IssuedOn IssuedAt

Varchar Char DateTime Varchar Varchar DateTime Varchar

Field Allow Size Null 7 No

7 7

Remarks

No No No No Yes No No

50 200 50

tblParish Column Name

Data Type

ParishID

Int

Field Allow Size Null No

Remarks

ParishName Address

Varchar Varchar

50 50

Column Name

Data Type

Remarks

UserName Password

Varchar Varchar

Field Allow Size Null 30 No 30 No

tblLogs Logs Table Column Name

Data Type

Remarks

UserName

Varchar

Field Allow Size Null 30 No

TimeIn TimeOut

DateTime DateTime

Auto Increment

No No

tblUser

Auto Increment

No No


51

Saint James Parish Web-Based Parish Information System.docx

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