Chapter 1

Background of the Study

Computers have become virtually indispensable in many fields, and the reliability
is major importance. The use of computer nowadays is easier to manipulate information
and many of known business generated problems that they encounter while doing
manual task, especially when it comes to time management and accuracy of data entry
and retrieval are likewise minimized. The need for faster and more efficient transaction
is apparent in Department of Social Welfare and Development even often evaluation.
Department of Social Welfare and Development is a government organization
that provides social protection and welfare to less fortunate individual or family.
Everything is enumerated from the number of personnel, hardware, software and the
training required for the department to meet or finish all of its needed.
Social Welfare is a basic function of state was a concept that materialized after
the Second World War, although different groups were undertaking pockets of social
work in the first decade of the American occupation in the country. After the war, the
Philippine government gradually assumed the major responsibility for social welfare.
A record management system may include a policy management module
receiving a policy related to retention, disposition or hold of information storable on an
external storage system. A computerized management module may associate a unique
record identifier with a collection record including metadata for the information. The
unique record identifier may enable management of the information by the

computerized management module when the unique record identifier and the
information are stored on the external storage system. (Fineberg et al. 2012)
With diminishing finances, it is rarely possible for a library or information center to
have enough resources to fulfill the needs of its clients. What is being delivered is only a
portion of what their clients actually need. The programs initial focus is on the conditions
that the household beneficiaries need to comply in able to sustain the assistance
(DSWD) The Department of Social Welfare and Development provides assistance to
other national government agencies (NGAs), local Government Units (LGUs),
nongovernment organizations (NGOs), peoples organizations (POs), and members of
civil society in the implementation of programs, project, and services that will alleviate
poverty and empowered disadvantaged individuals, families, and communities to
improve their quality of life. It implements statutory and specialized social welfare
programs and projects.
Presently, the DSWD of San Manuel are using manual record keeping wherein
they use filing cabinets to keep their records and important papers in every transaction
of DSWD. The copy of the reports or documents like Family Welfare, Children Welfare,
Senior Citizen Welfare, Youth Welfare, Women Welfare, Person with Disabilities and
Emergency Assistance are keep in the storage room.
The DSWD are manually processing records which lead to the following
problems: time consuming and slow due to manual record procedure of documenting, it
consumes time and slow process of documents. Loss of documents of the manual
procedures or reports, there are some instances that they misplaced or even lost them,
the files might even destroy by the termites and even by some weather disturbances

like floods and typhoons. The manual procedure takes a lot of time to search document
or report in DSWD.
The researchers proposed this study because the Municipality of San Manuel is
need to produce a system that will lessen the time in processing the records. Through
this, it will help to manage their records and easily track the record in Senior Citizen,
Person with Disabilities, Solo Parent, Women Welfare, Pre-Marriage Counseling and
4Ps.Furthermore, the researchers are challenge to create this system because the
Municipality is looking for a Department of Social Welfare and Development Record
Management System.

Statement of the Problem

The study aims to design and develop a Record Management of Department of
Social Welfare and Development of San Manuel, Pangasinan.
Specifically, it seeks to answer the following problems:
1. What is the existing diagram in the Record Management of Department of Social
Welfare and Development of San Manuel, Pangasinan?
2. What are the problems encountered in the process of the Record Management of
Department of Social Welfare and Development of San Manuel, Pangasinan in
terms of:
a. Record Keeping
b. Reports
c. Retrieval
3. What are the features of the DSWD Record Management System?
4. What is the content validity of the DSWD Record Management System?
Significance of the Study

The researchers believe that the result of the study will helps the following
entities:
Particularly, the following entities will be benefited from the study:
To the Administration. The reports will benefit who manage the files, information and
records of the client for it will bring easy access of the data they need with the use of
computer. It will also eliminate people-dependent processes.
To the DSWD Staff. This study will be advantageous to the staff of DSWD of San
Manuel. It shall be accurate and up to date reports that may be submitted to the
director. This will also help them to have a quick report generation.
To the Client. This study will also for they will be have an easy retrieval of client
records.
To the Future Researchers: This study shall serve as their reference for those who
wish to undergo a study related to record management and more about, social welfare
and development events.

Scope and Delimitation

This study focused on the design and development of a Record Management
System to the DSWD of San Manuel, Pangasinan. The study is a form based
application which could easily retrieve the record of DSWD of San Manuel, Pangasinan.
The system shall manage the records of the Senior Citizen, person with Disabilities,
Solo Parent, Women Welfare and Pre-Marriage Counseling and the Pantawid

Pamilyang Pilipino Program (4Ps). It will be accept new records of each welfare and can
modify whatever changes.
However, the study limits the Census, Time in\Time out of DSWD staff, Bills
Payroll of the Staff, Treasurers report and other fees which were beyond the scope of
study.
Definition of Terms
Department of Social Welfare and Development (DSWD). Office that is
responsible in administering and supervising the social services of the municipality and
executing all laws and ordinances relating to social services.
Record Management System. To classify, store and secure the record of the
beneficiaries of Department of Social Welfare and Development of all registered
beneficiaries.
Department of Social Welfare and Development Record Management
System. System that will lessen the time in processing the records. Through this, it will
help to manage their records and easily track the record in Senior Citizen, Person with
Disabilities, Solo Parent, Women Welfare, Pre-Marriage Counseling and 4Ps.
Archiving. A place or collection containing records, documents or other
materials of historical interest. In this study, it is a process of keeping old records.
Data. Information that is suitable for storage processing by a computer in
Department of Social Welfare and Development.

Database. A comprehensive collection of related data of Department of Social

Welfare and Development organized for convenient access, generally in computer.
Entity Relationship Diagram (ERD). It is a data modeling technique that
creates a graphical representation of the entities and the relationships between entities.
In this study, it will refer to illustrate the relationship of the system between entities in a
database.
Information. Gathered data needed to record for the Department of Social
Welfare and Development to have well managed and organized data.
Records. Pertains to the information of every division of Department of Social
Welfare and Development of San Manuel.
Record Keeping. Systematic procedure, by which the records of an organization
are created, captured, maintained and disposed of the record of Department of Social
Welfare and Development.
Reports. The Department of Social Welfare and Development produce daily,
monthly and yearly reports according to the records inputted and updated in all
barangays of San Manuel, Pangasinan.
Retrieval. Activity obtaining information resources relevant to information needed
from a collection of information resources by the welfare of Department of Social
Welfare and Development.
Security. Used to protect or secure the system of Department of Social Welfare
and Development. Validates the authorized user of the system.

System. The program used to direct the operation of a computer, as well as

documentation giving instruction on Department of Social Welfare and Development.

Conceptual Framework
The Conceptual Framework provides the researchers with a logical process of
developing a computer-based system like record management system applications. In
this study, the focus is basically on the computerization of the companys manual
records. With this system the personnel of accomplishment of the system being
develop. The administrator who is in charge of encoding the programs information,
needs to do is to login first for security purposes. Here, the user must enter her/his login
username and password to continue and have an access to restricted files.
Figure 1 reflects all inputs gathered by the developers and the process they had
undertaken to produce the desired output which is the DSWD Record Management
System of San Manuel, Pangasinan.
Input. It contains the preliminary requirement that will be obtain by the researcher
before you proceed to the system development proper. It includes the Research Books,
Journal, Thesis Books, Activities/Programs and the implementers form.
Process. This part deals with the interrelate phases of all the methods and the
System Development Life Cycle which be used by the researcher as a guide in the
system development proper.

Output .The output will be the System Itself that will be use and implement in the
Research and Extension Services.

INPUT

PROCESS

OUTPUT

Research Office:

A. Interview
B. Development
Phase/Stage
Gathering
Information
Planning
Designing
Analysis
Coding/Pro
gramming
Finalization
Testing
C. Evaluation
D. Implementation

Department of
Social Welfare
Development
Record
Management
System of San
Manuel,
Pangasinan

Research
Book,
Thesis
Journals
List of
Campus
Researches

Research Paradigm of DSWD Record Management System of San Manuel,

Pangasinan