A.

Statement of the Problem

Business Permit and Licensing System (BPLS) is the project that was assigned to us for our subject Enterprise System known as the Project Study. So in choosing our pilot client, our group came through some serious conversation and arguments in which Local Government Unit (LGU) of Metro Manila should we conduct our information gathering by means of interview and material gathering. So as we came along we came up to three Business Permit and Licensing Office (BPLO) of the three City Hall of Metro Manila, namely the City of Quezon, the City of Marikina, and the City of Valenzuela. Yet were only lucky to interviewed one Business Permit and Licensing Office (BPLO) and that is in the City of Quezon, prior to the submission of this chapter because the two other offices will be available for interview next week and that is quite far for the deadline of this chapter submission. Though all LGU offices has the same business process still our groups perspective is to look beyond what is common for the benefit of employing every uniqueness when were in the stage to developing our proposed system. Even though the Quezon City Business Permit and Licensing Office has computerized system called the Business One Stop Shop (BOSS) which simplify the traditional way of getting business permit, provides single location in all transactions and allows entrepreneurs to obtain their permits on the same day, still weve found out that they still cling on the undying traditional process the only different is that they uses computer. The lack of important features of the current computerized system that may lessen the workload, lessen the waiting time, and will improve customer service. Our proposed system which is the Business Permit and Licensing System (BPLS) will be a web-based information system that has the following features: 1. Online application (New Business Permit, Business Permit Renewal, Occupational Permit, Special Permit) Every person, business, entrepreneurs and establishment applying for new permit, renewal and amendments should fill-out form online and verify information via email and sms. 2. Scheduling After completing online application form every applicant has to choose what time of the day, week and month will they go to the Business Permit and Licensing Office (BPLO) for assessment, and payment and

claiming of business permit. Prior to claiming of business permit it depends on what their business establishment type/nature (Low Risk with/without inspection). 3. SMS Schedule verification and application status will be send via sms. As well as business permit expiration and reminders. 4. Chat Faster answer for customer query and concern. 5. eTicket Claiming stub, schedule stub etc. 6. Statistical/Analytical Report Summary report (business type, volume (month, week, year)). 7. Business Permit Report 8. User accounts Since Business Permit and Licensing System (BPLS) will allow every applicant to have an account for faster application especially for those who are applying for renewal and amendments. 9. Real-time Query For faster transaction inquiry with result filtering.

B. Background and Objectives of the Project

1. What initiated the project? Could be: The current system that employees of the Quezon City Halls Business Permit and Licensing Office are using is called BOSS or Business One Stop Shop. This particular system works handy for new applicants; new applicants information must be encoded by an officer, the next procedure will be assessment and finally payment of the required fees. The services that are included in BOSS are information or inquiries about registering a new business, City-assisted registration, one-time payment, one form to fill out, responses to follow up inquiries and an optional service called courier delivery. According to an officer that we interviewed they can process an average of twenty applicants for a normal single working day and for peak seasons the average is five hundred. This statistics alone is quite a problem for us because if they can process an average twenty applicants for a normal day how many applications could they process if the system will go online. Though it is imperative that their current system is performing good, we think that is was not handled with efficiency. One of the wrong things that the researchers think needs to be removed is the employee having to encode the information of the applicant the underlying reason being is because it consumes a lot of time for applicants and employees because the pending applications could not be entertained until the current information has been successfully encoded. The researchers suggest that if the applicants themselves do the encoding from their end then it will make the work lighter for employees of BPLO, also if there is an online application more applicants can have the access to the system. Another thing we think is missing is the helpdesk; they said that applying for a business permit is a lot of legwork and talking so there is really a need for the applicants to go face to face with the officers of BPLO. But if there is an incorporated helpdesk in the online application, they can freely chat or ask someone right away about their doubts and etc. and so if this particular helpdesk feature will materialize then the processing of business permits will go swimmingly. As researchers for this particular project, we think that there is a need to alter the way how their current system. We could see that somehow the users or employees of the current system are satisfied with how the current system works.

But that is not always the case, there are scenarios as well that if there is only one unit working for an entire day, then we can expect that the whole thing is busted whereas, if the system will go online and there is only a one working unit then we can expect that the new system being proposed will be working beyond expectation. The researchers are also looking for the possibility automating the sending of notifications or notices of the applicants businesses. As what we have learned, the BPLO officers are notifying their clients via the old way of sending mail or famously called snail mail. We cannot blame them for they are used to this process since the beginning of their own system. If businesses operators could receive notices, announcements or whatever on their email (or via SMS) then there is no reason for not complying or apprehending a particular notice. This feature is promising considering that at this day and age people are always opening their personal and businesses emails on the fly. Another feature that the researchers think that will be a big help for BPLO clients is the possibility of having a scheduled processing of business permits, we have discussed on the earlier part that we will be having an online application form, with regards to this feature improvement lessens the time for both parties and gives room for assurance that once you have been scheduled for processing then your business permit will be processed not by hours of waiting which is kind of good but instead you could get your business permits in less than an hour. Scheduling could lead to more processed permits and much more organized. One of the officers had shown the researchers a graphical report that shows how many applications have been processed for a particular day. In that graph as well, there is a bar comparing values from two different dates. This report that has been generated via a third application is good but we are still thinking if it has already satiated their departments needs. Furthermore, the graphical report only shows figures that could have been so elaborate if they have improved it, one of reports that we think needs revising is that very graphical report. It will be best if it has incorporated the type of businesses that have been performing so well, this kind of analytical report can be a big help for the local government unit with enhancing their programs that could help getting more and more revenue. The researchers are looking for improving the analytical reports that the current system is generating.

It has been said that technology development is endless, everyday there is an improvement. Being researchers for this system we think that not only we can improve the ease of use but we can confidently say that we can help the local government from improving the business programs for more fruitful revenues that will not only help the local government unit but could also serve more food on families tables as well.

C. Significance and Scope of the Project

Significance and Scope of the Project The proposed project has still the same processes with the old system. But there was an additional process for the proposed system the scheduling. This is very important on both clientele and employee because this can so much time. While the average twenty applications per normal day is good it will be a lot better if the new system can improve the current average applications they can achieve. The following are the scope of the project: Online Application The online application will replace the physical paper that Business One Stop Shop introduces. From the previous role of the physical paper being encoded it will now be straight into the records for idle processing. Schedule Verification The schedule verification will serve as the claim stub for applicants. Once the system has had their information successfully recorded, he will then receive a notification and a claim stub along with his schedule via email. The researchers are looking forward to the possibility that ten clienteles can be processed per hour which means they can average for more than the previously projected. Inspection It is expected that the inspectors of the BPLO Department are very good with their specific job. What the researchers foresee is to have a service where inspector could easily locate for the physical location of the business via Google Maps. With this kind of feature, the location could be easily tracked down and the inspector could easily do his job. Assessment A new business is associated along with assessment form filled out by a BPLO officer. In the proposed system by the researchers, businesses can easily be assessed with the assurance of saving it immediately as well. Releasing of Business Permit

If all the requirements have been successfully met, the business has already been assessed legally the final process will be the releasing of business permit.

D. Documentation of Existence and Seriousness of the Problem

Problem/s identified with the existing systems 1. Applicant Traffic Since no scheduling the traffic volume of the applicant will not be controlled especially for the peak season. And since every applicant is walk-in the problem availability of the business plaque will not be assured. 2. Waiting Time Waiting time of the applicant will take time since the encoding of applicant information will only took place after the applicant submit their application form on the day of filing. 3. Helpdesk Lacking of on the go assistance (e.g. chat). Process models of existing systems contributing to the problem.

Figure 1: Process Model of Existing System

E. Review of existing alternatives

The LGU (Local Government Unit) is using a manual encoding system to record the application forms and requirements submitted by the client before they process the printing of permit in the printing section. Which may take several minutes and will cause a long idle to other clients. The LGU is also using a manual searching of documents that may be needed for the future, which may cause of delays on processing of renewals of clients or other cases that will needed the old documents. In response to this, the solution is a user-friendly program that can be accessed by both officers of the municipality and the clients. Municipality of Quezon City is not using an integrated system to process new business permit and renewal of permits. In terms of their manual system operations, it is not easy to the part of the employees to access the data of their clients immediately as needed, because sometimes it can cause environmental error, and it will also may take along waiting time for the clients during the processing time. The proponents will be using Java in creating the user interface of the system for the front end of this system. With this, the users can easily understand and navigate the system in viewing/ adding records. And the clients can easily apply for permit easily because of its online functionality. For the back end of this system, the proponent will be using My SQL in creating the database. Through this database the administrator has the highest level of accessibility. The administrator has the access to add, modify, edit/update and delete the administrators account and stored within the database. BPLS (Business Processing and Licensing System) may dramatically reduce transaction time and can perform a hassle free transaction with its online application process. BPLS enables LGUs to monitor compliance of businesses and tracking of records of their clients.

The Business Permit and Licensing System that will be developed by our group will have an easy-to-use interface for the users of this system, administrator can view all the list of reports of the system, it serves as the backup storage for the

files, records and reports, automates transactions and generation of Mayor's Permit and other permits, clients can input records and apply transactions through online and can also view the status of the process.