Online Birth Certificate Processing System with SMS Notification Free Bootstrap Template
Abstract
Table of Contents
A birth certificate is legal proof of identity. It tells who we are, where and when we are born, and other essential information that confirms someone’s identity. In the Philippines, the records of someone’s birth are kept strictly and confidential in the Philippine Statistics Authority. Traditionally, when people need an original copy of their birth records, they need to personally process it in the civil registrar’s office or they can also directly process it in the PSA office. The traditional method is time-consuming, error-prone, and costly. There is an evident need for an upgraded system to streamline the process of requesting a birth certificate. The researchers of the study aimed to develop an online platform that will automate the transactions between PSA officers and their clients. The capstone project, “Online Birth Certificate Processing System with SMS Notification “ is an IT-based solution that aims to automate the process of requesting, verifying, and approving inquiries for original birth records. The system will eliminate the traditional method and transition the birth certificate processing into an easy, convenient, and efficient manner. The researchers will develop the project following the Software Development Life Cycle (SDLC) technique. They will subject the output of the project to testing, checking, evaluation by the respondents and panel of IT experts. The researchers will gather a sample size of the PSA officers and their clients as respondents of the study. The implementation of the system will ease up and simplify birth certificate processing.
Introduction of the Study
Nowadays, people have become too dependent on technology in running their errands. Almost everything that is done manually has now a technological alternative, where people can accomplish it electronically. The capstone project, entitled “Online Birth Certificate Processing System” is a web-based system designed to automate the process of requesting original copies of birth certificates. The system will streamline the transaction between the PSA office and individuals who ask for an original copy of their birth certificate.
People use their birth certificates as legal proof for their identity for whatever valid reason they need it. People must pay for the original copy of their birth records upon request. Traditionally, requesting an original copy of a birth certificate is done manually, Individuals will visit the PSA office, to request and process their birth certificates. The manual process requires valuable time, effort, and money to complete the transaction. The manual process also will slow the operation of the PSA office which will not allow them to address multiple requests in a day. There is an intensified need to automate the operation and transaction between individuals and the PSA office in requesting and processing birth records.
Proposed Solution
To fill in the gap mentioned above, the researchers proposed the development of the Online Birth Certificate Processing System. The proposed project will streamline the transactions between the PSA office and the people in processing birth records. The end-users can utilize the system to make electronic requests to get an original copy of their birth certificates. The PSA office will verify the request and process it right after verification and approval. The system will also have the SMS Notification feature, to update clients about the status of their requests. The said system will ease up the whole birth certificate processing. The PSA staff and their clients can save time and effort as well as money to accomplish the completion of birth records.
Objectives of the Study
General Objective-the researchers of the study generally aim to design and develop an online platform for Birth Certificate requests and processing.
The researchers generally aim to:
- To design a web-based platform to allow people to get original copies of their birth certificates online.
- To extend birth certificate processing beyond face-to-face transactions.
- To ease up and simplify birth certificate processing.
- To electronically streamline transactions between PSA officers and their clients.
- To subject the project output to evaluation.
- To evaluate the project in terms of user acceptability, efficacy, productivity, quality, and reliability.
Scope of the Study
This study concentrates on developing a web-based platform for birth certificate processing. The project is limited to streamlining transactions between the PSA office and its clients. The system will allow electronic birth certificate requests, verification, approval, and processing of the original copy of birth certificates. The project also has an SMS notification that will notify the client about the status of their request. The researchers will gather a sample size of PSA staff and their clients to be subjected as respondents of the study.
Significance of the Study
PSA Office. The success of the system will directly benefit them. The PSA office will be able to address multiple requests in a day and the system will increase their operational efficiency. The system will reduce their manual workload and paperwork involved in their job.
Clients. The system will allow them to conveniently process the inquiry for the original copy of their birth certificates. They can electronically request and pay for their birth records.
Researchers. The researchers will gain more insights on how to successfully conduct research projects.
Future Researchers. The study can serve as their reference in developing updates for the project or in developing their version of the project.
Development Tools
“Online Birth Certificate Processing System with SMS Notification” is a capstone project that streamlines transactions between the PSA office and its clients. This project is efficient in automating the process of requesting an original copy of birth certificates.
This article will provide you with an idea of the kind of forms that should be included in an Online Birth Certificate Processing System. The template was created using PHP and Bootstrap.
The project’s documentation is accessible upon request (chapters 1 to 5). Please contact us if you require the project’s entire documentation.
Project Highlights
The Online Birth Certificate Processing System with SMS Notification is a web-based system that will simplify and ease up the process of requesting, verifying, and approving the online request of birth certificates.
The following are the advantages of the Online Birth Certificate Processing System with SMS Notification:
- Automated Process- by using the system, PSA staff and clients can electronically conduct transactions
- Records Management – it is a database system that makes the records of the transactions electronic, safe, accurate, reliable, and fast.
- Fast Transaction – requesting, verifying, and processing birth certificates will be easy, fast, efficient, and convenient.
How the System Works
This article explains the features and functions of the system by user type. The researchers will discuss the forms, modules, and user interface of the system.
System Function by User Type
Administrator can:
- Manage Member Information – (CRUD) create and update the information of the members.
- Manage Birth Request Information – verify process and update request of birth certificates.
- Manage User Account Information – (CRUD) create and updates information of the users.
- View and reply to messages
- Add and update SMS API setting
- Print Report Statistics
Members can:
- The online request for a birth certificate
- List of previous requests
- Send message
- Manage Profile
User Interface
Registration – this form allows the users to register to the system to electronically transact and process inquiries for birth certificates.
The users will input the following information for registration:
- Last name
- First name
- Middle name
- Complete Address
- Contact Number
- Email Address
- Gender
- Upload Valid ID
- Username
- Password
Shown below is the design of the Registration form.
Login Form – this form allows the users to log in to the system. The users only need to input the correct combination of the username and passwords.
Shown below is the design of the system’s Login Form.
Admin Dashboard – This dashboard serves as the main page of the system administrator. The dashboard displays major records that can be accessed by the admin and also features of the system.
The following pieces of information are mainly displayed in the dashboard:
- Number of Total Requests
- Number of Pending Request
- Number of Completed Request
- Number of Rejected Request
- Number of Registration
The image below is the design of the Administrator’s dashboard.
Member Information Management – this module allows the admin to manage the information of the registered members in the system. The admin can add or update members’ information.
The following pieces of information are encoded in the system:
- Last name
- First name
- Middle name
- Complete Address
- Contact Number
- Email Address
- Gender
- Upload Valid ID
- Username
- Password
- Account Status – pending, verified, rejected
Shown below is the design of the Member Information Management module.
Birth Certificate Request – this module allows the admin to manage the birth certificate request by clients.
The admin will encode and manage the following information:
- Request Code – System Generated
- Date of request
- Complete Name
- Father’s Complete Name
- Request Status – pending, verified, rejected, completed
- Remarks
- Processed By
The image below is the layout of the Birth Certificate Request module.
Messages – this module will allow the admin to manage the messages made using the system.
The admin will manage the following information:
- Request Code
- Message
- Message Reply
- Status – solved, pending, rejected
Shown below is the design of the Messages module.
SMS Settings – this page will allow the system administrator to manage the SMS Settings.
The admin will manage the following information:
- API Code
- API Password
The image below is the design of the SMS Settings page. (visit our Facebook page for the complete screenshots)
User Account – the admin will manage the accounts of the system’s users. The admin can edit and update the details of the user’s account.
The following pieces of information are encoded by the researchers:
- Complete Name
- Contact Information
- Designation
- Username
- Password
Shown below is the design of the User Account page. (visit our Facebook page for the complete screenshots)
Report by Status – This page displays the report of birth certificate requests by status. The report will be presented using a table and graph.
The image below is the design of the Report by Status page.
Numbers of Birth Certificate Processed by Month – this page displays the report of the number of birth certificates processed by month. The report is presented using a table and graph.
Shown below is the design of the Number of Birth Certificate Processed by Month.
Member Account
Request Form – this form will allow the users to request the original copy of their birth certificates.
The user will encode the following information in making a request:
- Request Code – System Generated
- Date of request
- Complete Name
- Father’s Complete Name
The image shown below is the design of the Request Form.
List of Requests – this form will display a list of requests made using the system.
The following pieces of information are visible in the list form:
- Request Code – System Generated
- Date of request
- Complete Name
- Father’s Complete Name
- Request Status – pending, verified, rejected, completed
- Remarks
- Processed By
Shown below is the design of the List of the Request form.
Send Message – this module will allow the users to send messages to the PSA officers upon request of a copy of their birth certificates.
The following information is encoded in the send message module:
- Request Code
- Message
- Message Reply
- Status – solved, pending, rejected
The image shown below is the design of the Send Message module. (visit our Facebook page for the complete screenshots)
Profile – this module will allow the users to manage their profiles in the system. They can edit or update their profiles.
The following information is encoded for the profile:
- Last name
- First name
- Middle name
- Complete Address
- Contact Number
- Email Address
- Gender
- Upload Valid ID
- Username
- Password
The image shown below is the design of the Profile module.
Conclusion
The researchers conducted the study to develop an online platform that will streamline birth certificate processing. The researchers designed and developed the project using PHP, MySQL, and Bootstrap. After developing, the researchers presented the output to the panel of IT experts and intended users for assessment and evaluation. The result of the study showed that the developed system met the needs and requirements of the intended users. The majority of the respondents rated the system satisfactorily in terms of user acceptability, efficacy, productivity, quality, and reliability.
Hence, the researchers concluded that the developed system is an effective platform to streamline birth certificate processing. The said system will ease up the whole birth certificate processing. The PSA staff and their clients can save time and effort as well as money to accomplish the completion of birth records.
Recommendations
The researchers highly recommend the implementation of the system based on the positive result of the study. The system is highly recommended for its efficiency and dependability that can be rendered to the intended users. The researchers highlight the importance of having enough knowledge on how to properly use the system for them to properly use it.
The following are the specific recommendations of the researchers:
- The researchers suggest that the PSA office implement the system to streamline their transactions with their clients.
- The users or clients are also suggested to register in the system to make electronic requests for the original copy of their birth certificates.
- The implementation of the system is highly recommended for its efficiency, convenience, and reliability.
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