I.

Introduction

• Background of the Study

The Division of Aklan is composed of 19 districts, some of which are far-flung and would take considerable
time for the stakeholders to process their transactions with the Division Office; time which could have
been used by teachers and school heads to serve their respective stations, increase contact time with the
students and administer their schools. In the Division Office, semi-automation in the processing of
records is still prone to human typographical errors and data redundancies, which could lead to
information extraction difficulties (i.e. multiple clerks inputting the same information). The multiple entry
points of an important document like Voucher would cause delay against the client on receiving their
claims because there is no effective tracking system to determine the current location of a certain
document itself for follow up. Hence, the process would obviously entail a delay on the releasing of the
said document. To address this issue, there should be a data-based office management tracking system
which is tasked to address the streamlining of data-related services in the Division Office. This system can
provide a feedback to an inquiry called for by the client, by monitoring the location of a particular
document online, improve the processing time for a certain document and minimize personal visits of the
clients in the Division Office.
Current State:

The Division Office records management tracking system is currently not well established with its various
points of contact not linked to each other like mutual sharing of all resources. Likewise, its section offices have
stand-alone systems which were not designed to share data resource within the office. Thus, repetitive
processes like data encoding and document printing were proven to be inefficient.

Hence, the Division of Aklan’s Continuous Improvement Team, spearheaded by Dr. Jesse M. Gomez, CESO V,
Schools Division Superintendent, hereby proposes to launch Project MADASIG (Making Available Data
Accessibility System to Improve Governance) aimed to improve the records management system of the
division through technological advances in database querying, front-end designing, and output generating. By
placing the system online through a request subsystem, the division will be extending services to its
stakeholders by allowing them to create document requests through the Internet.

Desired State:

Upon the full implementation of Project MADASIG, the Division Office will gradually reduce the time it takes
for stakeholders to complete their personal transactions. Records request and processing will be more
responsive, efficient and accurate.
• Problem Statement and Objectives
Problem Statement

General Objectives

Develop a solution that will address the following:

1. Minimize and eventually eradicate the instances of lost documents during processing.
2. Time-efficient processing and signing of documents
 II. Research Design and Methodology

• Methods and Participants

Voucher Processing Data Collection

The focus of the data collection is to examine processing of vouchers and the time spent by the vouchers in the
following offices:

1. Receiving Office
2. Accounting Office
3. Administration Office
4. SDS Office
5. Cash Unit
Process Flow
Method of Data Gathering: Interview with the stakeholders (Accounting, Budget, Cash, Administrative)
Deployment Chart
Method of Data Gathering: Interview with the stakeholders (Accounting, Budget, Cash, Administrative)
Document Tracking
Method of Data Gathering: Record ledger of vouchers from December 14-18, 2015

*Note: 44 out of 230 vouchers cannot be located

 • Data Collection
Affinity Table
Method of Data Gathering: Survey Form given to target respondents from the Accounting and Cash Unit
 • Data Collection
Affinity Table
Method of Data Gathering: Survey Form given to target respondents from the Accounting and Cash Unit
 • Data Collection

Affinity Table
Method of Data Gathering: Survey Form given to target respondents from the Accounting and Cash Unit
 • Data Collection

Affinity Diagram
Method of Data Gathering: Survey Form given to target respondents from the Accounting and Cash Unit
 • Data Collection

Time Study
Method of Data Gathering: Observation of process through the use of dummy vouchers
 • Data Analysis
Solutions Proposal

After deliberating the data collected from December 2016-February 2017, it was determined to develop solutions
that will address the following:

1. Minimize and eventually eradicate the instances of lost documents during processing, and
2. Time-efficient processing and signing of documents.
In order to come up with a solution for the said problems, the proponent decided to narrow down the focus to
two lingering problems:
 • Data Analysis
Visual Scheduling and Tracking (VSAT) System

The Visual Scheduling and Tracking (VSAT) System is a visual communication system that conveys the importance and
urgency of the submitted document. It consists of 4 parts:

1. Classification
2. Arrangement
3. Prioritization
4. Evidence

Classification categorizes the documents according to importance. The system will generate a barcode that will convey
importance through the following color codes: Red – Priority Document. Must be processed immediately upon receipt.
Yellow – Urgent Document. Must be processed within the day or the next day. Blue – Important Document. Must be
processed within the week.

Arrangement places the documents according to urgency. Color-coded bins are stationed to the signatories’ office. The
colors are the following:

• Red – Due today or tomorrow.

• Yellow – Due in 2-3 days.
• Blue – Due in 4-5 days.
 • Data Analysis
Prioritization gives precedence to the most important documents of the day, which are all in the red bins. The
barcoded documents will be placed according to their color-coded bins. Every Wednesday and Friday, the urgency of
the documents will be moved up (Yellow to Red, Blue to Yellow) to ensure that all documents will be signed within the
week.
Finally, all documents are scanned in every office to provide data-based Evidence. This is done through an online
computerized tracking system.
Proposed Flowchart
Technical Specifications

The following softwares will be used in the development of the Document Tracking
System:

PHP
PHP is a server-side scripting language used by web servers to communicate and transmit data to clients via requests. It is a free
software under the GNU license.

MySQL
MySQL is an open-source relational database management system. It is based on the Structure Query Language (SQL), which is
used for adding, removing, and modifying information in the database. It has the ability to hold and secure large amounts of
data because of its minimal footprint.

HTML
Hypertext Markup Language is the basic language used in developing websites.

CSS
Cascading Style Scripts is used to enhance the look of websites.
III. Results and Discussions

Pilot Testing

The pilot testing of the system was conducted from March 7-25, 2016. The coverage of the pilot testing are the
financial vouchers only.
Pilot Testing Implementation Schedule
Pilot Testing Results

The following are the results of the pilot testing of Project MADASIG: Document Tracking System conducted last March 7-
25, 2017.
Pilot Testing Implementation Schedule
Time Study

• The VSAT system records the vouchers entry and exit in the offices through an online database
• The system automatically computes the time spent (in minutes) of the voucher in each office
• The system then computes the total time spent in processing the voucher, from entry to releasing.
• It also marks the voucher if it was processed within the time frame (5 days), on hold, or overdue
• The data was taken from March 14 to March 31, 2017, a total of 467 vouchers
Project Assessment

• Given to the participants of the training and ultimately, users of the system, on the 5th day of pilot testing – 30
participants (26 filled up the form, 4 is on OB)
• Scoring is through ranking the indicators from 1 – lowest, to 5 – highest
• It determines the extent of how the project was implemented in terms of the following:

• Tracking system facility

• Personnel responsible
• Training of personnel
• Time management
• Categorization of voucher
• Suggestions for improvement
Interpretation
Voice of the Customer (VOCs)

The voice of the customer are narratives from the target users of the systems (Accounting, Administrative, SDS Office, and
Cash Unit).
Here are the results.

• Accounting
1. Mauti mag stick it barcode (sticking of barcode is a burden)
2. Add the names, particulars, and amount
3. Nagdugang it ubra sa pag record it barcodes (recording of barcodes is an additional task)
4. Dapat may report each day it nagsueod ag nag gwa nga barcodes (there should be a report each day of the barcodes
released)
• Cash Unit
1. Kun amat, gakalipat it scan sa pag release (scanning for releasing is sometimes forgotten)
2. Grouped vouchers is one cheque. Which barcode should be scanned?

• Admin
1. Add report of list of vouchers with particulars for each day.
2. Add details of the vouchers.
3. Can we have a help desk?
IV. Conclusions
Pilot Testing Findings

The following are the findings of the recently conducted pilot testing of Project MADASIG: Document Tracking
System last March 7-25, 2017. (Blue are positives, red are negatives)

• The system of document tracking and processing was optimized from 11.5 working days to 2.26 working days, an
80.34% optimization.
• The system demonstrated a 408% improvement in terms of processing speed.
• There was zero (0) lost vouchers reported.
• Clients have to be guided in tracking the current status of voucher being filed.
• Time value will be subjected to its trending behavior as the document is being received and released from one
office to another.
• The interface is not good in mobile devices.
• Sticking of barcodes becomes an additional burden to the Accounting office.
• Scanning of the barcodes is sometimes forgotten, especially on the exit.
• Details released on the tracking is limited. Only location and date are displayed.
• Vouchers cannot be placed on hold and does not communicate the reason why it was held at an office.
• Information in the report facility is limited.
V. Recommendations

Proposed System Upgrade

In order to address the problems presented in the findings, the proponent, with guidance from the Information
Technology Officer and the Division CI Team, decided to suspend the project for upgrading.

The following upgrades will be implemented:

1. Self-service barcode generation
2. Automated exit of the document once it was scanned in another office
3. Add details on the tracking of document (scan history, time and date of scan)
4. Add an ON HOLD status and remarks to display when the document is on hold
5. Improve the report facility 6. Expand the service to all documents received in the Division Office
Upgrading Tasks

In order to implement the upgrades stated, the following tasks must be performed:
1. Pull out the system from the server,
2. Design a new database (additional details on the document),
3. Create the barcode generation algorithm,
4. Create an automated exit algorithm when the document is scanned in another office,
5. Code the new document status display interface,
6. Add an ON HOLD facility,
7. Create new facilities for all documents and automatically determine urgency based on document type, then
generate the appropriate barcode, and
8. Design a new interface.
Upgrading Schedule

The following schedules will be adopted in the upgrading of Project MADASIG:

Document Tracking System:
Data and Process Modeling

The following are diagrams that show all the data and processes used as the system is being upgraded.
Data Design

In addition to the Document Tracking System, the new data design will facilitate Module 2:
Human Resource Information System of Project MADASIG