Oral Documentation

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POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
BUSINESS RECORD MANAGEMENT AND CERTIFICATION

ISSUANCE SYSTEM OF TAGUIG CITY FIRE STATION
A System Proposal presented to the
Faculty of the College of Computer and Information Sciences,
Polytechnic University of the Philippines, Sta. Mesa, Manila
In partial fulfillment for the course
INTE 3043 – Systems Analysis and Design
Barbin, Nikka J.
Intia, John Alfred D.
Martizano, Jerico Alexis V.
Roldan, Jerome Adrian S.
March 2019
SYSTEMS ANALYSIS AND DESIGN

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TABLE OF CONTENTS
LIST OF FIGURES 4
LIST OF TABLES 9
CHAPTER 1 – INTRODUCTION 10
1.1. PROJECT CONTEXT 10
1.2. TECHNICAL BACKGROUND 12
1.2.1. Equipment / Hardware 12
1.2.2. Software 12
1.2.3. Peopleware / Manpower 12
1.2.4. Network Infrastructure / Architecture 13
1.2.5. Storage, Backup, and Recovery Procedures 13
1.2.6. Security Procedures 13
1.2.7. Policies and Procedures 14
1.2.8. Data and Process 27
1.3. PROBLEM ANALYSIS 28
1.3.1. Fishbone Diagram 28
1.3.2. Problem and Solution Statement 29
1.3.3. Problem – Requirement Matrix 30
1.4. PURPOSE DESCRIPTION 30
1.5 SPECIFIC OBJECTIVES 31
1.6. SCOPE AND LIMITATIONS 31
CHAPTER 2 - REVIEW OF THE RELATED LITERATURE / SYSTEMS 33
CHAPTER 3 – METHODOLOGY 35
3.1 REQUIREMENT ANALYSIS 36
3.1.1. Requirements – Features Matrix 36
3.1.2. Use Case Diagram 38

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3.1.3. Use Case Report 39

3.2. DESIGN SPECIFICATIONS 46
3.2.1. Activity Diagram 46
3.2.2. Class Diagram 53
3.2.3. Graphical User Interface Design 58

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LIST OF FIGURES
No Title Page
1 Organizational Chart 11
2 Context Flow Diagram 14
3 Data Flow Diagram Level 1 15
4 Data Flow Diagram Level 1 16
5 Data Flow Diagram Level 2 (Applicant Registration) 17
6 Data Flow Diagram Level 2 (Application Evaluation) 18
7 Data Flow Diagram Level 2
(Evaluating Inspection Order for Recommend Approval) 19
(Evaluating Inspection Order for Approval) 20
(Evaluates AIR for Recommend Approval) 21
(Evaluating AIR for Approval) 22
(Signing FSIC for Recommend Approval) 23
(Signing FSIC for Approval) 24
(Releasing FSIC) 25
14 Entity Relationship Diagram 27
15 Fishbone Diagram 28
16 Waterfall Model 35
17 Use Case Diagram 38

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18 Activity Diagram (Application Request) 46

19 Activity Diagram (Manage Business Information) 47
20 Activity Diagram (Evaluates Inspection Report) 48
21 Activity Diagram (Evaluates Inspection Report) 49
22 Activity Diagram (Manage NTC and FSIC) 50
23 Activity Diagram (Generate Reports) 51
24 Activity Diagram (Backup Database) 52
25 Class Diagram 53
26 Application Request Class Diagram 54
27 Manage Business Information Class Diagram 55
28 Evaluate Inspection Report Class Diagram 56
29 Manage NTC and FSIC Class Diagram 57
29 Evaluate Inspection Report Class Diagram 58

30 Manage NTC and FSIC Class Diagram 59
31 Login Page 60
32 Landing Page 60
33 Application Form Page 61
34 Application Form Page 61
35 Clerks Dashboard 62
36 Clerk Business Information Table 62
37 Clerk Business Information Add 63
38 Clerk Business Information Update 63
39 Clerk Business Information View 64
40 Clerk Business Nature Table 64
41 Clerk Business Nature Add 65
42 Clerk Business Nature Update 65

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43 Clerk Business Occupancy Table 66

44 Clerk Business Occupancy Add 66
45 Clerk Business Occupancy Update 67
46 Clerk Application Request Table 67
47 Clerk Application Request View 68
48 Clerk Inspection Table 68
49 Clerk Inspection Update 69
50 Clerk Inspection View 69
51 Clerk Approval FSIC Table 70
52 FCM Dashboard 71
53 FCM Business Information Table 71
54 FCM Business Information Add 72
55 FCM Business Information Update 72
56 FCM Business Information View 73
57 FCM Business Nature Table 73
58 FCM Business Nature Add 74
59 FCM Business Nature Update 74
60 FCM Business Occupancy Table 75
61 FCM Business Occupancy Add 75
62 FCM Business Occupancy Update 76
63 FCM Inspection Order Table 76
64 FCM Inspection Order Update 77
65 FCM Inspection Order View 77
66 FCM After Inspection Order Table 78
67 FCM After Inspection Order Checklist 79
68 FCM After Inspection Order for Notice to Comply Table 80
69 FCM Notice to Comply Table 80

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70 FCM Notice to Comply View Violations 81

71 FCM Violation Table 81
72 FCM Violation Add 82
73 FCM Violation Update 82
74 FCM Fire Safety Inspection Certificate Table 83
75 FCM Fire Safety Inspection Certificate View 83
76 FCM Generate Reports 84
77 FCM Backup Database 84
78 FCM User Table 85
79 FSES Dashboard 86
80 FSES Business Information Table 86
81 FSES Business Information Add 87
82 FSES Business Information Update 87
83 FSES Business Information View 88
84 FSES Business Nature Table 88
85 FSES Business Nature Add 89
86 FSES Business Nature Update 89
87 FSES Business Occupancy Table 90
88 FSES Business Occupancy Add 90
89 FSES Business Occupancy Update 91
90 FSES Inspection Order Table 91
91 FSES Inspection Order View 92
92 FSES After Inspection Report Table 92
93 FSES After Inspection Report Checklist 93
94 FSES After Inspection Report for Notice to Comply 94
95 FSES Notice to Comply Table 94
96 FSES Notice to Comply Update 95

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97 FSES Notice to Comply Violation Add and Table 95

98 FSES Violation Table 96
99 FSES Violation Add 96
100 FSES Violation Update 97
101 FSES Fire Safety Inspection Certificate Table 97
102 FSES Fire Safety Inspection Certificate Update 98
103 FSES Fire Safety Inspection Certificate View 98
104 FSES Generate Reports 99
105 Inspector Dashboard 100
106 Inspector Order Table 100
107 Inspector Order View 101
108 Inspector After Inspection Report Table 101
109 Inspector After Inspection Report Checklist 102
110 Inspector After Inspection Report for Notice to Comply 103
111 Inspector Notice to Comply Table 103
112 Inspector Notice to Comply View and Update Violations 104
113 Inspector Generate Reports 104
114 Inspection Order Checklist 107
115 Application Form 107
116 Checklist for Inspection Order 108
117 Weekly Reports 109
118 Monthly Reports 110
119 Yearly Reports 111

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LIST OF TABLES
No Title Page
1 Equipment / Hardware 12
2 Software 12
3 Peopleware / Manpower 12
4 Business Requirements 26
5 Business Requirements 26
6 Business Policies 26
7 Problem – Requirements Matrix 30
8 Requirements – Features Matrix 36
9 Use Case Report 39
10 Data and Process (Forms) 105
11 Data and Process (Reports) 105

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CHAPTER 1 – INTRODUCTION
1.1. PROJECT CONTEXT

Business plays a major role within our society. It is a creative and competitive
activity that continuously contributes to the shaping of our society. By satisfying the
needs and wants people cannot satisfy themselves, businesses improve the quality of
life for people and create a higher standard of living and a business’s environment
creates many opportunities as well as problems for prospering businesses.
The Taguig, officially the City of Taguig, or simply known as Taguig City, is a
1st class highly urbanized city in Metro Manila, Philippines. It is in the south-eastern
portion of Metro Manila. From being a thriving fishing community along the shores of
Laguna de Bay, it is now an important residential, commercial and industrial center.
The local government of Taguig currently administers Bonifacio Global City, which is
considered as one of Metro Manila's central business districts alongside Makati CBD
and Ortigas Centre. According to National Statistics Office of the Philippines, the
Taguig City has a total population of 804, 900 by 2015. It was 0.799% of total
Philippine population and if population growth rate would be same as in period, the
population by this year would be 961,582. The size of the land area of Taguig is 47.88
km². Taguig is politically subdivided into 28 barangays. In December 2008, ten new
barangays were created in the city after a successful plebiscite by virtue of City
Ordinance.
The Bureau of Fire Protection (BFP) under the DILG and by virtue of Republic
Act 6975, otherwise known as DILG Act of 1990, is primarily to perform and be
responsible for the prevention of fires on buildings, houses or other structures. The
recent statistics available at the Bureau of Fire Protection (BFP) shows a total of 14,
316 fires occurred, 3, 943 of which were recorded in Metro Manila. The figure is 84%
higher compared to the same period last year, according to BFP.
The Taguig City Fire Station (TCFS) is responsible for issuing certificates to
over 14,000 businesses to inspect every building to be safe from fire. The Fire Safety
Office staff will conduct fire prevention inspections in the academic and
administrative buildings on a regular schedule throughout the calendar year.

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The inspectors will check the common areas, stairways, utility rooms, storage rooms
and the exterior of the building for issues that could threaten the life safety of the
occupants. However, the TCFS encountered complexity because of the current process
of recording the information of every business. The records can be burned, lost,
duplicated and accessed by unauthorized person and redundancy of information.
“Business Record Management and Certification Issuance System of Taguig
City Fire Station” is a secure system that will manage the client records and will give
notification to the administrator if the client is nearly or already expired. The
administrator can view the status of the application of the client that can
releaseprintable certificates and clearance.
Figure 1: Organizational Chart

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1.2. TECHNICAL BACKGROUND

1.2.1. Equipment / Hardware
Table 1: Equipment / Hardware

Particulars Specifications
Processor Inter core i7
Memory 4GB RAM
Peripherals Keyboard, Mouse, and Printer
1.2.2. Software
Table 2: Software
Particulars Specifications
Operating System Windows 10
Productivity Tool Microsoft Excel, Microsoft Word, Acrobat
Reader, and Gmail
1.2.3. Peopleware / Manpower
Table 3: Peopleware and Manpower

Fire City Marshal  The one who is responsible for
approving the Inspection Order.
 Sign the After-Inspection Report
(AIR), FSIC, or NTC.
 Prepares the NTC.
 Can Generate Inspection Order
Chief FSES  Responsible for sign of recommend
approval for Inspection Order.

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 Evaluates the After-Inspection
Report (AIR).
 Sign the After-Inspection Report
(AIR) or FSIC.
Fires Safety Inspector  The one who will conduct the
inspection in the business.
 Prepare After Inspection Report
(AIR).
Clerks  The one that evaluate the
Application & Requirements.
 Generate the Inspection Order.
 Prepares the FSIC.
1.2.4. Network Infrastructure / Architecture

The TCFS use a Local Area Network (LAN) for the connectivity of
their peripherals such as the computer and printer.
1.2.5. Storage, Backup, Recovery Procedures

The files are putted in folders and stored in a room where only
authorized personnel are allowed. They are also using Dropbox to store and
backup their files.
1.2.6. Security Procedures

For the excel, it has a password so that the files are safe and only
accessible by authorized personnel. The other files are in the folder and stored in
a room where only authorized personnel are allowed.

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1.2.7. Policies and Procedures
Figure 2: Context Flow Diagram

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Figure 3: Data Flow Diagram

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Figure 4: Data Flow Diagram

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Figure 5: Data Flow Diagram Level 2

Applicants Registration
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Application Evaluation
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Evaluating Inspection Order for Recommend Approval
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Evaluating Inspection Order for Approval
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Evaluates After Inspection Report for Recommend Approval
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Evaluating After-Inspection Report for Approval
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Signing Fire Safety Inspection Certificate for Recommend Approval
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Signing Fire Safety Inspection Certificate for Approval
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Releasing Fire Safety Inspection Certificate
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FSIC for New Business Permit
Table 4: Business Requirements

Business Requirements ID Description
BRQ # 1 Official Receipt from BLPO
BRQ # 2 Building Permit or Building Fee
BRQ # 3 Copy of Insurance Policy
FSIC for Renewal Business Permit
Table 5: Business Requirements

BRQ # 1 Official Receipt from BLPO
BRQ # 2 Building Permit or Building Fee
BRQ # 3 Copy of Insurance Policy
BRQ # 4 Copy of Insurance last issued FSIC
Table 6: Business Policies

BRQ # 1 Before issuing business permits, the business must have
occupancy permit or permit to operate

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1.2.8. Data and Process
Figure 14: Entity Relationship Diagram

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1.3. PROBLEM ANALYSIS

1.3.1. Fishbone Diagram
Figure 15: Fishbone Diagram

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1.3.2. Problem and Solution Statement

As a staff in a specific organization, you will always encounter
unforeseen circumstances. You must provide a high- quality standard services for
your customers and applicants to be able to meet their needs and demands. In
summary, your entire process needs to maximize their resources on the project.
Every day the TCFS Staff encountered different problem during their
work. The main problem that they encounter is having a Poor Data Management.
They encounter this problem because there are instances where they experience
difficulties in searching and editing specific information of a certain business.
Also, they cannot avoid Data Redundancy because they do not have a Data
Validation at all. Since, the inspector has a lot of things to do, it results for them
to have a voluminous number of backlogs. Human error cannot be avoided such
as the manual counting of data in excel file which results to the difficulties on
generating FSIC and NTC Reports. The manual inputting of the information of a
certain business in excel can be mistyped because the application form is just in
paper. There are instances where the two inspectors assigned at the same business
because of manual assigning of inspectors, there is no monitoring of assigned
inspectors, and there are multiple users in one excel. Because of lack of
communication in the part of staff, there are instances where they release a
multiple Inspection Order in one business.
The researchers’ solution is to have a system that will provide a better
data management by means of having an automated monitoring of all of their
business transaction when it comes for issuing certificate and a functionality that
will validate ALL the business records.

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1.3.3. Problem – Requirement Matrix
Table 7: Problem – Requirement Matrix

Reference Problem Requirement
No.
Page 28 Difficulty in searching and editing - User-friendly interface.

- Sorting feature in every table.
specific information
Page 28 No Data Validation Validation in every input form.
Page 28 Data Redundancy -

Validation in every input form
-
Module that handles History of
every Business Record.
Page 27 Voluminous number of backlog Module that can monitor all the
data performance of every inspectors.
Page 29 Difficulty in generating FSIC and Module that can generate reports of
NTC Reports Accomplishment of every Inspectors.
Page 29 Application form is just in paper Automated Registration.
Page 29 Two inspectors assigned at the Auto Generating of Inspection Order
same business every Application.
Multiple release of Inspection Module that handles the Inspection
Order in one business Order for Releasing.
1.4. PURPOSE AND DESCRIPTION

The purpose of this project is to propose a solution to the TCFS Poor Data
Management for their records in issuing FSIC. The proponents are aiming to provide a
platform where the TCFS Staff can easily manage their records and to fasten their
process from business application up to releasing of FSIC. And, to have a quality of
service for TCFS and to maintain the business records and always up-to-date.

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The Business Record Management and Certification Issuance System of

Taguig City Fire Station aims to enhance the way they process the Business
Application, Generating Documents and Accurate Reports, Securing Data, and
Organizing the records of Business Application Information, Inspection Order, After
Inspection Reports, Notice to Comply, and FSIC Records.
The system will ease the managing of records of Business Application Request,
Inspection Order, Notice to Comply, and FSIC. Also, it will monitor the status of
Business Application to fasten releasing of every certificate of business.
1.5. SPECIFIC OBJECTIVES

 To evaluate the existing system, procedures, method and technique that the
business is using.
 To propose a web-based system and to identify its requirements that will
address the occurring problems that is in line with the present business flow.
 To enumerate the problem that causes the poor data management of TCFS.
 To identify the needed requirements to build the propose project.
 To evaluate the current way of processing the business application and how
they manage their records.
 To monitor and organize Records Management of Business Information,
Inspection Order, Notice to Comply, and FSIC.
 To develop an efficient system that will help them to ease and simplify the
process for issuing certificates.
 To create a module that can monitor all the performance of each inspectors.
 To provide a ready-made document and generate reports.
 To secure their data
1.6. SCOPE AND LIMITATIONS

The scope of this study will focus on the following:
 Managing the Business Application Record where they can view all the
application.
 Managing the Inspection Order Record of every application.

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 Managing the After-Inspection Report Record of every application.

 Managing the Notice to Comply Record of every application
 Managing the Fire Safety Inspection Certificate Record of every application.
 Generating accurate reports for weekly, monthly, and yearly accomplishments
of inspection.
 Generating documents like Inspection Order, Notice to Comply, and After-
Inspection Report.
 Generating Fire Safety Inspection Certificate
 Provide a PDF and Excel file record of Business Application Request,
Inspection Order, Notice to Comply, After-Inspection Reports, and FSIC.
 There will be a Notification Message thru Gmail of new inspection order to
inspectors.
 To count all the pending, for printing, and for approval of Application
Request, Inspection Order, After-Inspection Reports, Notice to Comply, and
FSIC.
 To provide a Google Map where the inspectors can view all the location of
Business for Inspection.
 To have a Database Backup of the system
The system is only limited on the following:
 The system needs internet for the Google Maps and notification thru Gmail.
 The system can only use in TCFS due to lack of resources like servers.
 The system can only be access in TCFS.
 All the businesses in Taguig can apply the FSIC permit.

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2. CHAPTER 2 – REVIEW OF THE RELATED LITERATURE / SYSTEMS
The Barangay Resident Record Management and Certificate Issuance System, study of
John Edmar L. Caubang (2015) will enable process and prints Barangay permits and certificates
like Community Tax Certificate, Barangay Clearance, etc. It helps the client to give fast
response to the user by using this system because this system has a readymade
permits/certificates that the user needed. Consultation using this system the users can get and
see the schedule and the time.
The Parish Information System (PIS) is an integration of subsystems intended to cater
the record-keeping of parishes. It is basically a computerization 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.
Shepherd and Yeo (2003) Records Management is the field of management responsible
for the efficient and systematic control of creation, receipt, maintenance, use and disposition of
records.
In the study of Jhonson D. Dulpina, the Record Information System of Bureau of Fire
Protection Sorsogon, manages the client records, and give notification to the administrator if
client FSIC or FSEC is nearly or already expired. The administrator can view the status of the
application of the client that can release printable certificates and clearance. The purpose of this
study is to automate the record management initiative of Bureau of Fire Protection Sorsogon.
The proposed system is a Web-based application that will cater request of certificate and
monitor the submission of compliance for Fire Safety Inspection.
In the study of ShelaLajer (2010) Centralize Baptismal Certification Record
Management and Information System for Catholic Churches in the Diocese of Bayombong.
When a person is trying to acquire a baptismal certificate for her children from the parish
secretary, he/she needs to fill in the necessary information required by the form.
For issuance of certification, the parish secretary type in the information on the
readymade form using the typewriter. Certain improvements and changes shall be made when
the system is implemented.
According the Bearman (1996) records are at one and the same time the carries,
products, and evidence of business transactions. Business must create records which logically
metadata encapsulated objects.

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William Saffady defines records management as “a specialized business discipline

concerned with the systematic analysis and control of recorded information, which includes any
and all information created, received, maintained, or used by an organization in accordance
with its mission, operations, and activities. Records contain information that is 'written down' as
opposed to merely memorized or exchanged verbally.
T.R. Schellenberg, writing during the infancy of the profession of records management
in the United States, was not only the father of much of archival theory, but also that of records
management. Writing on records management in his opus Modern Archives in 1956, he points
out the necessity of developing a profession devoted to managing records before they reach
their archival stage, due to the dramatic increase of paper records in the federal government.
Bruce Dearstyne emphasizes the need to establish a records program so that successful
records management is not a “single victory” but a program “built into the government’s
structure, a program that operates with clear legal authority and has the resources and support
needed to do the records management job.
According to Carlson (2011) You should utilize registration not merely for business
and business reasons, but will also organizing class or training course, workshops, professional
classes on the web, etc. While using the benefits associated with keeper registration is
anticipated that can assist you get rid of worries of manual process. or anyone who is still using
paper registration forms for the campers, it should be time hard to take into consideration
camping registration forms to further improve efficiencies, improve organization, and alleviate
manual, paper and based processes.

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3. CHAPTER 3 – METHODOLOGY
The modelling technique used in this project is Waterfall Model which introduces
sequential design approach for certain areas consisting of series of tasks, wherein the
outcome of one phase acts as the input for the next phase sequentially which means that
any phase in the development process begins only if the previous phase is complete and
there is no overlapping of the phases.
Requirement Analysis is the first phase that is to be fulfilled in the project. To properly
make plan, the requirements to be considered in the development of the system must be
documented and analyzed by the researchers. The next phase will be the design
requirements where the researchers need to plan for the methods to be used such as the
programming language, physical and logical design in order to meet the requirements. The
next phase will be the development of the system where the development or the actual
coding depends on the design phase. As soon as the design phase is already completed, the
development starts where the design will be develop based on the actual plan of the
document. The phase for testing starts when the system is already completed to ensure that
the system function well in accordance to the requirement of the client. After the testing
phase is completed, the last phase which is to deploy the project where the system will now
be used and available to the users.
Figure 16: Waterfall Model

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3.1. REQUIREMENT ANALYSIS

3.1.1. Requirement – Features Matrix
Table 8: Requirement - Features Matrix

Create Sorting Validation Module Module that Module that can Automated Auto Module
user- feature in every that can monitor generate reports Registration Generating that
friendly in every Input handles all the of of handles
Requirements interface table Form history of performance Accomplishment Inspection the
every of every of every Order every Inspection
/ Features Business inspectors Inspectors Application. Order for
record Releasing
Applicants
Registration
  

Applications
  
   
Business
Management
    
 
Inspection
Order
    
 
After Inspection
Report
   
  
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Inspection for
NTC
   
  
Inspection for
FSIC
   
  
Inspectors
Performance
   
 
Generate
Reports
  
   
Backup
Database
 
   
Table 8: Requirement - Features Matrix
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3.1.2. Use Case Diagram
Figure 17: Use Case Diagram

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3.1.3. Use Case Report
Table 9: Use Case Report
DESCRIPTION
Use case name: Application Request
Applicants – the one who create
application request.
Actors:
Clerks – the one who manage the
Application Request.
Purpose: Creating Application Request
To manage all the Application
Brief Description:
Request
The Applicants will create
application request and give the
Pre-Condition:
business information and the clerks
evaluate the application.
The system will save & update
Business Info and save application
Post-Condition:
request and show & update the
Application Request
Application Request
Actor Action System Response

1. The applicants create application
request and give their business
information.
2. If the Application is New
Applicant the system will
Save the record in Business
information and Create
Application.
3. If the Application is Renewal
Applicant the system will
Update the record in
Business Information and
Create Application.
4. Create Successful Message
5. The Clerks will view the Application
Request
6. The Clerks will Approved the
Application Request

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7. The system will update the

Application request and
Create record in Inspection
Order.
Application Request
DESCRIPTION
Use case name: Manage Business Information
Clerks, FSES and FCM – Manage
Actors:
the Business Information.
Add, Edit and view the Business
Purpose:
Information
Brief Description: Managing the Business Information
The Clerks, FSES and FCM must
Pre-Condition:
provide Business Information
The system will save, show and
Post-Condition:
update the Business Information.
Manage Business Information

8. The Clerks, FSES and FCM will
add Business Information
9. The system will save the

Business Information.
10. The Clerks, FSES and FCM view

the Business Information.
11. The Clerks, FSES and FCM edit
the Business Information
12. The system updates the

Business Information
DESCRIPTION
Use case name: Evaluates Inspection Report
Actors: Inspectors – View for Inspection

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Report and Add After Inspection

Report
Clerks – View Inspection Order and
Print Inspection Order.
FCM – Manage the Inspection Order
and Inspection Report.
FSES – Manage the Inspection
Order and Inspection report
View, update and evaluate Inspection
Purpose:
Order and After Inspection Report.
Managing the Inspection Order and
Brief Description:
After Inspection Report.
FCM/FSES evaluate the Inspection
Order.
Pre-Condition: The Inspector must create Inspection
Report then the FCM/FSES evaluate
the Inspection Report.
The system will show & update the
Inspection Order and the system will
Post-Condition:
show & update the Inspection
Report.
Evaluate Inspection Report

13. The FSES will view the Inspection
Order.
14. The FSES will edit and Approved the
Inspection.
Inspection order and will
Show the Approved
Inspection order to FCM.
16. The FCM will view the Inspection
Order for Approval.
17. The FCM will edit and Approved the
Inspection Order.
Inspection order and will
show the Approved
Inspection Order to Clerks
for Printing and Create a
Record for After Inspection
Report.

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19. The system shows the for

After Inspection Report to
Inspectors.
20. The Clerks will view the Inspection

Order for Printing and print the
Inspection Order and edit the
Inspection Order for Printing.
Inspection order for Printing.
22. The Inspectors will view the for After

Inspection Report.
23. The Inspectors edit the for After-
Inspection Report.
After-Inspection Report.
25. The system will show the
After-Inspection Report to
FSES.
26. The FSES will view the After-
Inspection Report.
27. The FSES will edit and approved the
29. The system will show the
After-Inspection Report to
FCM.
30. The FCM will view the After-

Inspection Report.
31. The FCM will edit and approved the
33. If the recommendation is for
issue FSIC the system will
create a record in Inspection
for FSIC.
issue NTC the system will
create a record in Inspection

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for NTC.
Re Inspection the system
will create a record in
Inspection Order.
Evaluate Inspection Report
DESCRIPTION
Use case name: Manage Notice to Comply & FSIC
FSES – View the Inspection for
FSIC
FCM – View and Edit Inspection for
Notice to Comply and view
Inspection for FSIC
Actors:
Inspectors – View, print & edit
Approved Inspection for Notice to
Comply.
Clerks – View, Edit & print
Inspection for FSIC
View, Edit and Evaluate Inspection
Purpose: for Notice to Comply.
View and Edit Inspection For FSIC
Managing the Notice to Comply and
Brief Description:
FSIC
The FCM must update and evaluate
the Notice to Comply and Clerks
Pre-Condition:
must print and edit Inspection for
FSIC
The system will show and update
the Notice to Comply and the
Post-Condition:
system will show and update the
FSIC.
Manage Notice to Comply

36. The FCM will view, edit and
approved the Inspection for Notice to
Comply

inspection for Notice to
Comply and shows the
Inspection for Notice to

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Comply to Inspectors.
38. The Inspectors will view and print the

Inspection for Notice to Comply
39. The Inspectors will edit the
Violations of Inspection for Notice to
Comply
40. The system updates the

Violations of Inspection for
Notice to Comply.
41. If the Notice to Comply
Violations is complied the
system will create a record
in Inspection for FSIC and
shows to Clerks.
42. If the Notice to Comply
Violations is Not Complied
the system will create a
record in Inspection for
Notice to Comply and
shows to FCM.
43. The Clerks, FCM and FSES will view

the Inspection for FSIC
44. The Clerks will update and Print the

Inspection for FSIC.

Inspection for FSIC.
Manage Notice to Comply and FSIC
DESCRIPTION
Use case name: Generate Reports
Inspectors, FSES & FCM – They
Actors:
Generate Reports
Purpose: Generate Reports

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Brief Description: Generating Reports

The Inspectors, FSES & FCM will
Pre-Condition:
Choose, view & print reports
Post-Condition: The system will Generate Reports
Generate Reports

1. The Inspectors, FSES & FCM must
choose reports & submit report details
2. The system will generate &

show the reports
3. The Inspectors, FSES & FCM will view

& print the reports
Generate Reports
DESCRIPTION
Use case name: Backup Database
Actors: FCM – The one who backup database.
Purpose: Creating backup database
Brief Description: Backup of database

The FCM must give their credentials for
Pre-Condition:
security purposes
The system will validate the credentials
Post-Condition:
then download the database.
Backup Database
4. The FCM must give their credentials.
5. The system will validate the

credentials given then Download
the Database.

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3.2. DESIGN SPECIFICATIONS

3.2.1. Activity Diagram
Figure 18: Activity Diagram

Application Request

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Evaluates Inspection Report

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Evaluates Inspection Report

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Manage Notice to Comply and FSIC

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Generate Reports

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Backup Database

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3.2.2. Class Diagram
3.2.2
Figure 25:
Class
Diagram
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Figure 26: Application Request Class Diagram

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Figure 27: Manage Business Information Class Diagram

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Figure 28: Evaluate Inspection Report Class Diagram

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Figure 29: Manage Notice to Comply & FSIC Class Diagram

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3.2.3. Graphical User Interface Design

Login Page of Clerks, Inspectors, FCM and FSES
Figure 30: Login Page
Applicants Interface
Figure 32: Landing Page

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Figure 33: Application Form Page
Figure 34: Application Form Page

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Clerks Interface
Figure 35: Clerks Dashboard
Figure 36: Clerks Business Information Table

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Figure 37: Clerks Business Information Add
Figure 38: Clerks Business Information Update

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Figure 39: Clerks Business Information View
Figure 40: Clerks Business Nature Table

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Figure 41: Clerks Business Nature Add
Figure 42: Clerks Business Nature Update

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Figure 43: Clerks Business Occupancy Table
Figure 44: Clerks Business Occupancy Add

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Figure 45: Clerks Business Occupancy Update
Figure 46: Clerks Application Request Table

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Figure 47: Clerks Application Request View
Figure 48: Clerks Inspection Order Table

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Figure 49: Clerks Inspection Order Update
Figure 50: Clerks Inspection Order View

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Figure 51: Clerks Approved FSIC Table

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FCM Interface
Figure 52:FCM Dashboard
Figure 53: FCM Business Information Table

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Figure 54: FCM Business Information Add
Figure 55: FCM Business Information Update

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Figure 56: FCM Business Information View
Figure 57: FCM Business Nature Table

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Figure 58: FCM Business Nature Add
Figure 59: FCM Business Nature Update

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Figure 60: FCM Business Occupancy Table
Figure 61: FCM Business Occupancy Add

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Figure 62: FCM Business Occupancy Update
Figure 63: FCM Inspection Order Table

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Figure 64: FCM Inspection Order Update
Figure 65: FCM Inspection Order View

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Figure 66: FCM After Inspection Report Table

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Figure 67: FCM After Inspection Report Checklist

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Figure 68: FCM After Inspection Report for Notice

to Comply Table
Figure 69: FCM Notice to Comply Table

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Figure 70: FCM Notice to Comply View Violations
Figure 71: FCM Violations Table

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Figure 72: FCM Violations Add
Figure 73: FCM Violations Update

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Figure 74: FCM Fire Safety Inspection Certificate Table
Figure 75: FCM Fire Safety Inspection Certificate View

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Figure 76: FCM Generate Reports
Figure 77: FCM Backup Database

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Figure 78: FCM Users Table

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Fire Safety Enforcement Section Interface
Figure 79: FSES Dashboard
Figure 80: FSES Business Information Table

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Figure 81: FSES Business Information Add
Figure 82: FSES Business Information Update

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Figure 83: FSES Business Information View
Figure 84: FSES Business Nature Table

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Figure 85: FSES Business Nature Add
Figure 86: FSES Business Nature Update

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Figure 87: FSES Business Occupancy Table
Figure 88: FSES Business Occupancy Add

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Figure 89: FSES Business Occupancy Update
Figure 90: FSES Inspection Order Table

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Figure 91: FSES Inspection Order View
Figure 92: FSES After Inspection Report Table

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Figure 93: FSES After Inspection Report Checklist

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Figure 94: FSES After Inspection Report for Notice to Comply
Figure 95: FSES Notice to Comply Table

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Figure 96: FSES Notice to Comply Update
Figure 97: FSES Notice to Comply Violation Add and Table

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Figure 98: FSES Violation Table
Figure 99: FSES Violation Add

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Figure 100: FSES Violation Update
Figure 101: FSES Fire Safety Inspection Certificate Table

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Figure 102: FSES Fire Safety Inspection Certificate Update
Figure 103: FSES Fire Safety Inspection Certificate View

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Figure 104: FSES Generate Reports

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Inspector Interface
Figure 105: Inspector Dashboard
Figure 106: Inspector Order Table

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Figure 107: Inspector Order View
Figure 108: Inspector After Inspector Report Table

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Figure 109: Inspector After Inspector Report Checklist

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Figure 110: After Inspector Report for Notice to Comply
Figure 111: Inspector Notice to Comply Table

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Figure 112: Inspector Notice to Comply View and Update Violations
Figure 113: Inspector Generate Reports

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APPENDICES
Table 10: Data and Process (Forms)

No. Name of Form Description User
An authorization to an inspection
Figure 1 Inspection Order department or group to perform an
inspection operation in a certain business. TCFS Staff
This form is used to get the information of
Figure 2 Application Form the business for the records of the TCFS TCFS Staff
staff.
It contains the basic information of the
Figure 3 Checklist for applicant such as the building name, TCFS Staff
Inspection Form business name, and business address.
Table 11: Data and Process (Reports)

No. Name of Report Description User
 The compilation of all inspected
businesses within the week and the
Figure 1 Weekly Report on reports will send to clerks. TCFS Staff
Government  The City Fire Marshal can also
Establishment view the list of reports.
businesses within the month and

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Figure 2 Monthly Report on the reports will send to clerks. TCFS Staff
Government  The City Fire Marshal can also
Establishment view the list of reports.
Figure 3 Yearly Report on businesses within a year. TCFS Staff
Government  The reports will send to clerks.
Establishment  The City Fire Marshal can also
view the list of reports.

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Figure 114: Inspection Order Form Figure 115: Application Form

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Figure 116: Checklist for Inspection Order

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Figure 117: Weekly Reports

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Figure 118: Monthly Reports

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Figure 119: Yearly Reports

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Page |1

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

BUSINESS RECORD MANAGEMENT AND CERTIFICATION

A System Proposal presented to the

Faculty of the College of Computer and Information Sciences,

Polytechnic University of the Philippines, Sta. Mesa, Manila

In partial fulfillment for the course

INTE 3043 – Systems Analysis and Design

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

3.1.3. Use Case Report 39

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

18 Activity Diagram (Application Request) 46

29 Evaluate Inspection Report Class Diagram 58

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

43 Clerk Business Occupancy Table 66

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

70 FCM Notice to Comply View Violations 81

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

97 FSES Notice to Comply Violation Add and Table 95

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

1.1. PROJECT CONTEXT

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

Figure 1: Organizational Chart

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

1.2. TECHNICAL BACKGROUND

Table 1: Equipment / Hardware

Processor Inter core i7

Memory 4GB RAM

Peripherals Keyboard, Mouse, and Printer

Operating System Windows 10

Productivity Tool Microsoft Excel, Microsoft Word, Acrobat

Reader, and Gmail

1.2.3. Peopleware / Manpower

Table 3: Peopleware and Manpower

approving the Inspection Order.

 Sign the After-Inspection Report

(AIR), FSIC, or NTC.

 Prepares the NTC.

 Can Generate Inspection Order

Chief FSES  Responsible for sign of recommend

approval for Inspection Order.

SYSTEMS ANALYSIS AND DESIGN

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

 Evaluates the After-Inspection

 Sign the After-Inspection Report

Fires Safety Inspector  The one who will conduct the

inspection in the business.

 Prepare After Inspection Report

Clerks  The one that evaluate the