MANUAL

This system is primary used for the barangay to store personal information about the

residents and some necessary data about the barangay. Since the barangay secretary is the one

who is responsible of all papers, he/she is the one who will earn all the benefits; a system made

particularly for those responsible secretaries.

How to start the system?

Viewing the profile of secretary

Adding & Viewing barangay activities

Adding and editing residents

Viewing the lists of residents and owners

Birth Certificates

Death Certificates

Editing and deleting the profile of existing residents

Adding and editing Land Ownership Certificates

Viewing barangay public information

Locating residents

Other queries and suggestions

How to start the system?

Before entering the system, the log-in box will be seen in the interface.

To fully use the system, the secretary must log-in first. Type the username and password

in each specified box and press the button Log-in. The username and password entered must

match the stored username and password.

If the log-in is successful, the home page will then appear. The secretary can now start

any transaction.

Else, a notice will appear.

If this page appear, then the data inputted is either unmatched or some information are

not inputted. Please check the spelling and try again.

Viewing the profile of Secretary

In the home page, notice that the username is a hyperlink.

Click on it to view the secretary’s profile.

If there will be changes in the profile, just click on the hyperlink EDIT and change that

information. After editing the desired data, click the SUBMIT button on the lower part of the

edit page. The secretary’s profile is now updated.

Adding and viewing barangay activities

Notice the hyperlink words below each page.

Clicking Barangay Calendar displays a calendar showing the date of meetings and

important events. If a word Event is seen on a date, then it means that there is a scheduled event

on that day. To view the activity, just click the word Event.

To add a scheduled activity of the barangay, just click on the button Add Activity and an

empty file will appear on the screen.

Please take note of the format when writing on the date of the activity: the year followed

by a dash, next month, dash and then the day of the activity (year-month-day). However, for

secretary’s convenience, there is simpler way of inputting the date; the secretary can click the

box just beside the input text of Date/ Time to pop out the small calendar and choose the

schedule from it by simply clicking the date.

After inputting the information about the activity, click the Add Event button to

store the activity in the calendar. If the activity/event is successfully stored, this page will appear.

But if this page will appear, then it fails. Try to check the format of the date and

store again.

To edit the events the secretary had inputted, click the hyperlink Edit/Delete

Event in the upper right. See picture above.

To search for the activity, just drop down and choose the event in the list. After,

click Edit Event button and update the desired information by clicking the button Save

Event.

Adding residents

Notice the three drop down table files in the upper left of all pages in the system.

For clear illustration, see picture below.

In the illustration above, those drop down tables are observe in the lower left: Home,

Residents, and the Proprietorship.

Clicking Home brings the user back to the home page, while Residents results into two

actions: adding new residents and view the existing records of the residents.

To add new residents, click first the Residents, next the Add New Residents. Then an

empty profile set is display in the screen.

After inputting the all information, click the button ADD to store the data in the database.

If the page shown in the screen is the printable form of the profile just like this:

Then, it means that the resident’s profile is stored successfully. Please take note that all

the information must be answered or else a notice will appear; the system failed to store the new

resident.

Viewing the lists of residents and owners

On the same box found in the upper left of the page, click the Residents and then the List

of Residents. This action will show the lists of all existing residents in the barangay.

The secretary can view, edit, and delete the personal information of each resident. Click

the desired transaction in the hyperlinks below the Options. If the secretary wants to display

only the residents starting with a particular letter, then, he can click that desired letter in one of

the hyperlinks above the table. It is applicable if the residents have reached into hundreds or

thousands.

If the secretary wants to view the lists of land owners in the barangay, simply click the

Proprietorship and then the List of Owners. The lists of owners will then be flashed on the

screen.

The secretary can also view, edit and delete the land ownership certificate, as well as

display the residents starting with the desired letter.

Birth Certificates

To add birth certificate of a person, the secretary must first view the personal information

of that person. Please take note that the person must be a resident of the barangay.

In the ‘List of Residents’ page notice that there are five buttons below the table, each of

this buttons have different uses.

To create Birth Certificate, click the Birth Certificate. A printable form of Birth

Certificate will be shown.

Then click the hyperlink FILL-UP below the form and input the necessary information.

After, click the Submit button to store the data. The screen will show again the printable

form but this time with values. If the secretary wants to edit the existing Birth Certificate, just

click the hyperlink EDIT and update the data.

Please take note that the secretary cannot add Birth Certificate to a person if that person’s

Birth Certificate already exist. He/She can only edit it. This is due to the fact that a person can

only have one Birth Certificate. Also, there is only one chance that the secretary can input the

birth code, so it is necessary that he/she must be careful (The birth code cannot be edit).

Remember that the data will not be stored if the birth code is not inputted.

Death Certificates

Just like the Birth Certificate, the data won’t be stored if the certification code was not

inputted. This certificate has same procedure and properties as the Birth Certificate. A person

cannot have Death Certificate if he/she is not a resident of the barangay. Click the Death

Certificate in the lower part of the person’s profile and a printable form of the Death Certificate

will appear. (See the picture above.)

If a deceased resident still has no Death Certificate, just click the hyperlink FILL-UP in

the lower part of the form and edit if it already exists.

Editing and deleting the profile of existing residents

To edit the profile of existing residents, the secretary must first go to the lists of the

residents. After locating the name of the resident, click the EDIT under the Option table. Then,

update the desired data about him/her. This is one of the two ways to edit the resident’s profile.

The other one is to click the Edit Profile under the resident’s profile (After the secretary

view the profile of the resident).

Notice that the marital status is not included in the edit profile. If the secretary wanted to

update the resident’s marital status, because of either typological error or the resident has

married, just click the Edit Status under the profile of the resident. Then, input the necessary

information on the empty text box.

If the resident

left the barangay, then

his/her records in the

barangay will be deleted. There are also two ways to delete a resident profile. The first one is to

delete it by clicking Delete under the Option table located in the list of residents. The other one

is to delete it by clicking Delete below the resident’s profile. A notice will then pop-out.

Adding and editing Land Ownership Certificates

Unlike Birth Certificate and Death Certificate, not all residents have Land Ownership

Certificates (LOC). Also, there is a possibility that a resident can have more than one LOC.

To add a Land Ownership Certificate, click the Proprietorship, and then Add Entry. An

empty form will be shown. The secretary will input the necessary data in the form. Still, the data

won’t be store without the certification code.

Viewing barangay public information

The vision, mission, and the officials of the barangay are some of the barangay’s public

information.

To view the barangay officials, just click the hyperlink Barangay Officials on the lower

part of each page.

To view all information, just scroll down.

To view the vision and plans of development of the barangay, click About Us on the

same location, lower part of the pages.

Locating Residents

There are many ways to locate resident.

The first one is to locate it from the list of resident, by clicking the first letter of his/her

surname. (The letters above the table of resident: it will display the list of residents that start have

a surname starting with the letter desired.

The second one is to locate it by using the search engine located in the upper part of each

page. The secretary can type a name and the lists of residents having that name, either middle

last, or first name.

The other one is through their age. This is useful in locating the residents who can join an

activity such as SK. The secretary will input the age desired in the search engine on the upper

part of each page. Please take note the following format:

= age (equal to the age)

> age (greater than the age)

>= age (greater than or equal to the age)

< age (less than the age)

<= age (less than or equal to the age)

If the secretary forgot this format, he/she can use the question mark symbol beside the

search engine.

Other queries and suggestions

If there are some questions or suggestions about the system that are not include in the

documentation, just click the hyperlink Contact Us. A message will then be shown which is set

to send a mail to the system’s creator.