SENIOR CITIZEN AND PWD RECORD MANAGEMENT SYSTEM FOR

CATBALOGAN CITY

___________________________________

An Undergraduate Capstone Project

Presented
The Faculty of the College of Arts and Sciences
Samar State University
Catbalogan City, Samar

_________________________________

In Partial Fulfillment
Of the Requirement for the degree
Bachelor of Science in Information Technology

_______________________________________________

Bernales, Noeme B.
Curiano, Vanessa N
Quebec, Jenelyn T.
Cabubas, Brix F.

Batch 2025
 TABLE OF CONTENTS
TITLE PAGE ………………………………………………………………………… i
Chapter
I INTRODUCTION

Background of the Study…………………………………………. 1

Objective of the Study…………………………………………..... 2

Assumption of the Study…………………………………………. 3

Conceptual Framework of the Study……………………………... 4

Significance of the Study ……………………………………...…. 5

Scope and Delimitation of the Study……………………………... 6

Definition of Terms……………………………………………..... 7

II REVIEW OF RELATED LITERATURE AND STUDIES

Related Literature…………………………………………………. 9

Related Studies…………………………………………………….. 12

III METHODOLOGY

Development of the Product……………………………………... 15

Data Gathering Procedure………………………………………... 15

Data Flow Diagram………………………………………………. 12

System Development Life Cycle…………………………………. 13

System Flowchart …………………………………………..……. 14

Validation of Instrument…………………………………………..15
 1
Chapter I
Introduction

Background of the Study

The aging population and the increasing number of persons with disabilities (PWDs)

have become a significant concern globally, particularly in developing countries like the

Philippines. The management and efficient handling of records for these vulnerable groups are

crucial for ensuring that they receive the necessary services and support. In Catbalogan City, the

current manual system for managing records of senior citizens and PWDs is prone to

inefficiencies, errors, and delays, which can hinder timely access to essential services.

The Senior Citizen and PWD Record Management System aims to address these

challenges by digitizing the records and making them more accessible, accurate, and secure. This

system is designed to streamline the process of record-keeping, improve data accuracy, and

enhance the overall management of services provided to senior citizens and PWDs. By

leveraging technology, the system can significantly reduce the administrative burden on local

government units and ensure that the needs of these populations are met more effectively.

This study explores the development and implementation of the Senior Citizen and PWD Record

Management System in Catbalogan City. It examines the current challenges faced by the manual

system and assesses the potential impact of the new digital system on improving service

delivery.
 2

The management and maintenance of records for senior citizens and persons with disabilities

(PWDs) in many local government units (LGUs) is often inefficient, leading to challenges in

service delivery, resource allocation, and policy formulation. In many cases, records are either

kept manually or through outdated digital systems, which can result in data inaccuracies,

redundancy, and difficulty in accessing and updating information.

Given the increasing need for timely and accurate data to support social services, there is

a critical need to develop an optimized record management system tailored for senior citizens

and PWDs. Such a system should address issues of data integrity, user accessibility, and security

while ensuring compliance with legal and ethical standards for data protection.

The research problem, therefore, is to design, develop, and evaluate a robust and user-

friendly record management system that improves the efficiency, accuracy, and accessibility of

records for senior citizens and PWDs in Catbalogan City.

In Catbalogan City, managing the records of senior citizens and persons with disabilities

(PWDs) has become increasingly challenging due to the reliance on traditional, manual methods

such as paper-based files and manual data entry. These outdated practices often lead to

significant inefficiencies, including data inaccuracies, time-consuming processes, and limited

accessibility to crucial information. The consequences are far-reaching, impacting the timely

delivery of services and the overall well-being of these vulnerable groups. Additionally, the lack
of an organized system hampers effective decision-making and resource allocation, as there is no

reliable data to guide these processes.

With the growing population of senior citizens and PWDs in Catbalogan City, there is a

pressing need for a more systematic and streamlined approach to record management.

Implementing a dedicated record management system would address these challenges by

ensuring accurate, easily accessible records, thereby improving service delivery and enhancing

the quality of life for senior citizens and PWDs in the community.

The growing population of senior citizens and persons with disabilities (PWDs) presents

significant challenges for local government units (LGUs) in terms of providing efficient and

effective social services. Accurate and comprehensive record management is crucial for ensuring

that these vulnerable groups receive the support and benefits they are entitled to. However, many

LGUs, including those in Catbalogan City, still rely on outdated or manual systems for managing

these records, leading to various operational inefficiencies.

In the current setup, the process of maintaining and accessing records for senior citizens

and PWDs is often cumbersome and prone to errors. Manual record-keeping methods are

susceptible to data loss, duplication, and inaccuracies, which can delay service delivery and

hinder the ability of local governments to make informed decisions. Additionally, the lack of a

centralized and integrated system makes it difficult to track the needs and benefits of these

individuals, resulting in potential gaps in service provision.

 Moreover, the absence of a streamlined record management system can lead to

challenges in complying with data privacy laws and protecting the sensitive information of

senior citizens and

PWDs. This poses risks not only to the individuals but also to the integrity and reputation of the

LGU.

In response to these challenges, there is a pressing need to develop a modern, automated

record management system tailored specifically for the needs of senior citizens and PWDs. Such

a system would not only improve the accuracy and reliability of records but also enhance the

accessibility of data for authorized personnel, enabling faster and more effective service delivery.

This study aims to explore the current limitations of record management practices for

senior citizens and PWDs in Catbalogan City and to design a system that addresses these gaps.

By leveraging technology, the study seeks to provide a solution that will streamline the record

management process, ensure data accuracy and security, and ultimately improve the quality of

services provided to these vulnerable populations.

 5

Objectives of the Study

General Objective

To design and implement an efficient and user-friendly Record Management System that

streamlines the processes of registering, updating, and retrieving records of senior citizens and

persons with disabilities (PWD) in Catbalogan City, ensuring accurate, secure, and accessible

data management to improve service delivery and resource allocation. This objective focuses on

the overall goal of improving the management and accessibility of records for senior citizens and

PWDs, which can lead to better services and support for these populations.

Specific Objectives

1. To develop a digital platform that enables the efficient registration and updating of senior

citizen and PWD records, reducing manual paperwork and minimizing data entry errors.

2. To implement a secure database system that ensures the privacy and confidentiality of

sensitive information related to senior citizens and PWDs.

3. To integrate search and filtering functionalities that facilitate quick retrieval of records based

on various criteria, such as age, disability type, or service needs.

4. To enable real-time data synchronization and updates across multiple departments or

agencies, ensuring that all stakeholders have access to the most current information.

5. 5. To evaluate the system’s impact on improving the speed, accuracy, and accessibility of

records management compared to previous manual processes.

Assumptions of the Study

In studying the Senior Citizen and PWD Record Management System for Catbalogan

City, several key assumptions are made. It is assumed that senior citizens and PWDs will have

access to the necessary technology and that the data provided will be accurate and up-to-date.

The system is expected to comply with legal standards, including data privacy laws, and to be

supported by sufficient technical infrastructure. Full cooperation from local government units

and other stakeholders is assumed, along with adequate training for users and administrators. The

system's usability and integration with existing government databases are also assumed, ensuring

it is user-friendly and comprehensive. Sustainability is considered, with the expectation that

ongoing government support will be provided. Finally, it is assumed that senior citizens and

PWDs will adopt the system, recognizing its benefits for accessing services. These assumptions

are essential for the study's success and the system's effectiveness in Catbalogan City.
 7

Conceptual Framework of the Study

INPUT PROCESS OUTPUT

Existing Data & Data Collection & Senior Citizen and

Information Analysis Person with
User Needs & System Design & Disabilities PWDs
Requirements Development Record Management

Legal & Regulatory Accessibility System

Frameworks Evaluation
Technological Security
Advancements Assessment

Figure 1. IPO Model

 8
Significance of the Study

This study would be beneficial to the following:

To the Senior Citizens and PWDs

 It benefits senior citizens and persons with disabilities (PWDs) by providing them

with improved access to services, more accurate record-keeping, and faster

responses to their needs.

To Local Government Units (LGUs)

 Will also benefit as the system enhances their ability to manage records and

resources efficiently, improving overall service delivery and coordination.

To Healthcare Providers

 Will gain access to crucial information needed for delivering appropriate care to

seniors and PWDs.

To Community Organizations and NGOs

  Will receive organized data that can support their programs and services aimed at

these groups.

To The Public

 Will benefit from an improved support system for its members, leading to a better

quality of life for the entire community.

Overall, this study is significant as it seeks to create a more efficient and equitable system for

managing and delivering services to those who need them most.

Scope

This study will focus on the development and implementation of a comprehensive, digital

record management system specifically designed for senior citizen and persons with disabilities

(PWDs) in Catbalogan City. What specific types of records will the system manage? When will

the system be implemented? Where will the system be implemented? How will the system be

designed to be accessible to individuals with diverse abilities?

Delimitations

The study on the Senior Citizen and PWD Record Management System in Catbalogan

City is limited to the city itself, focusing exclusively on senior citizens and PWDs. The study

will focus on developing a web-based platform using currently available technologies, covering

only the design, development, and initial deployment stages. The system will manage a variety

of record types essential for both senior citizen and PWDs, encompassing demographic

information, health records, social service needs, and financial assistance details. (2) Preparation
and Needs Analysis 1-2 months, System Design and Development 6-12 months, Testing and

Debugging 2-3 months, Implementation and Training 3-6 months. (3). the system will be

implemented here in the Senior Citizen and PWDs Office in Catbalogan City.

10

Definition of Terms

Accessibility

 The design and implementation of the system to ensure it can be used by people with

varying disabilities. This includes considerations like screen readers for visually impaired

users or voice commands for those with limited mobility.

Database Management

 The process of using software and systems to store, retrieve, and manage data. For a

Senior Citizen and PWD Record Management System, this involves the organization of

personal information, service histories, and other relevant data.

Data Privacy

 The protection of personal information from unauthorized access or disclosure. In this

system, it involves ensuring that sensitive information about senior citizens and PWDs is

securely stored and handled.

Integration

 The ability of the record management system to work with other systems or databases,

such as healthcare systems or government databases, to provide a comprehensive view of

the individual's needs and services.

11

PWD (Persons with Disabilities

 Individuals who have long-term physical, mental, intellectual, or sensory impairments

that may hinder their full and effective participation in society on an equal basis with

others. This includes various types of disabilities, such as mobility impairments, visual or

auditory impairments, and cognitive disabilities.

Record Management System

 A systematic approach to creating, maintaining, and managing records. In this context, it

refers to the digital or paper-based system used to track, store, and manage information

related to senior citizens and PWDs, including personal details, health records, benefits

received, and service interactions.

Senior Citizen

 An individual who is typically aged 60 years and older, often entitled to specific benefits

and services provided by the government and community organizations.

 Chapter II

Review of Related Literature & Studies

Related literature

Globally, the transition from manual to digital record management systems has been

recognized for its potential to improve the efficiency and effectiveness of public services.

Peterson and Harris (2017) discuss how digital systems have revolutionized public health

management in several European countries by enabling real-time data access, reducing

administrative burdens, and minimizing errors in record-keeping. Their study highlights the

importance of integrating user-friendly interfaces to cater to the needs of older adults and

individuals with disabilities, ensuring that these systems are accessible and inclusive

While the advantages of digital record management systems are well-documented, the

literature also identifies several challenges associated with their implementation. Jones and

Clark (2018) analyzed the difficulties faced by local governments in Australia when

transitioning to digital systems for managing social services. Key barriers included the high cost
of technology adoption, resistance to change among staff, and concerns over data privacy and

security. These challenges underscore the importance of addressing local contextual factors when

designing and implementing digital systems for vulnerable populations

Record management systems are crucial in handling large volumes of data. They

facilitate the storage, retrieval, and updating of information in a secure and organized manner.

According to Yen and Ng (2019), a well-structured record management system reduces the

12

Time spent on administrative tasks and increases the accuracy of information, which is vital in

ensuring that senior citizens and PWDs receive the benefits they are entitled to.

Specific systems designed for senior citizens and PWDs focus on accessibility, ease of

use, and integration with other social services. The work of Johnson et al. (2020) highlights the

need for these systems to be user-friendly, considering the potential technological challenges

faced by these groups. Moreover, the integration of such systems with healthcare services

ensures that the beneficiaries' medical records are up-to-date and accessible, which is essential in

providing holistic care.

With the advent of digital technologies, the record management systems for senior

citizens and PWDs have seen significant improvements. Digitalization allows for the automation

of processes such as application submissions, benefit calculations, and eligibility assessments.

According to a study by Lee and Koo (2021), digital record management systems not only

improve efficiency but also enhance the security of sensitive personal data through encryption

and access control mechanisms.

 Despite the advantages, the implementation of record management systems for senior

citizens and PWDs faces several challenges. These include issues related to data privacy, the

digital divide, and resistance to change among the intended users. For instance, research by

Smith and Martin (2018) pointed out that older adults often struggle with using digital platforms,

which may necessitate additional training and support.

13

In the global context, electronic record management systems have been widely adopted to

manage the data of vulnerable populations. For instance, the United Kingdom’s National Health

Service (NHS) has implemented a comprehensive electronic health record (EHR) system that

includes features for managing data related to elderly and disabled populations (Greenhalgh et

al., 2010). Similarly, in the United States, the implementation of the Health Insurance Portability

and Accountability Act (HIPAA) has driven the adoption of secure, compliant record-keeping

practices, particularly for sensitive data like those related to PWDs and senior citizens (Gold &

McLaughlin, 2016).

Electronic record management systems offer numerous benefits, particularly in managing

records of senior citizens and PWDs. These systems enhance efficiency by automating data entry

and retrieval processes, thereby reducing the workload on government employees (Smallwood,

2013). Moreover, these systems improve accessibility, as data can be accessed remotely by

authorized personnel, facilitating better service delivery (Urs, 2004).

 Modern record management systems also address concerns related to data security and

privacy. They typically incorporate encryption and access control mechanisms to ensure that

sensitive data, such as health records or personal information of senior citizens and PWDs, are

protected (Gold & McLaughlin, 2016).

Another significant advantage is the ability of these systems to integrate data from

various sources, ensuring consistency and up-to-date information across different government

platforms (Yusof et al., 2008).

14

Despite their benefits, the implementation of electronic record management systems faces

several challenges. Technical issues, such as the lack of infrastructure in remote areas, can

impede the successful deployment of these systems (Bertot et al., 2012). Additionally, there is

often resistance to change among government employees, who may be accustomed to traditional

paper-based record-keeping methods (Kankanhalli et al., 2003).

In the context of healthcare, Miller et al. (2019) examined the impact of electronic health

record (EHR) systems on the management of elderly patients in the United States. Their findings

indicate that EHRs significantly enhance the coordination of care, reduce duplication of services,

and improve the overall quality of care for senior citizens. These benefits are particularly

relevant to the proposed Senior Citizen and PWD Record Management System, which aims to

streamline service delivery in a similar manner.

 Transitioning from paper to digital records is another significant challenge, as it requires

meticulous attention to ensure accuracy and completeness of the data being migrated (Choksy,

2006).

Conversely, other municipalities have faced difficulties in implementing these systems

due to budget constraints and lack of technical expertise (Santos, 2019). These case studies

highlight the need for a tailored approach, taking into account the specific needs and capacities

of each local government unit.

15

There are various software platforms available for implementing record management

systems. Cloud-based solutions, for instance, offer scalability and flexibility, allowing LGUs to

manage records more efficiently without the need for extensive on-premise infrastructure

(Pearson, 2013).

Related Studies

Development of an Integrated Information System for Senior Citizens and PWDs in

Local Government Units. This study focuses on creating a centralized information system for

managing the records of senior citizens and PWDs in a local government unit. It emphasizes the

need for a streamlined system to improve the efficiency of service delivery and the accuracy of

data. The research discusses challenges in existing manual systems and demonstrates how an
integrated approach can address these issues, particularly in ensuring timely access to benefits

and services Del Rosario, M. L., & Santos, R. P.

Barangay-Based Information System for PWDs in Metro Manila

Conducted in Metro Manila, this study explores the implementation of a barangay-level

information system designed specifically for PWDs. The research highlights the importance of

localized data management to accurately capture the needs and demographics of PWDs within

small communities. It also discusses the challenges in data gathering and the benefits of

digitalizing records for easier access and better service provision Gomez, J. A., & Tan, M. F.

(2019).

E-Governance and Record Management: Case Study of Senior Citizens in Quezon City

This case study examines the adoption of e-governance initiatives in Quezon City, particularly

16

focusing on the record management systems for senior citizens. The study reviews the transition

from manual to digital systems, the impact on service delivery, and the challenges faced during

implementation. It also evaluates how well the system meets the needs of its users, especially in

terms of accessibility and user-friendliness Cruz, P. D., & Garcia, L. M. (2020).

Improving Data Management for PWD Services in Cebu Province

This research analyzes the existing record management practices for PWD services in Cebu

Province. It discusses the inefficiencies of the current system and proposes a data management

framework that integrates various PWD services across the province. The study emphasizes the
importance of accurate and up-to-date records in ensuring that PWDs receive the full benefits

and services to which they are entitled Lopez, S. R., & Ybañez, A. C. (2022

Digital Transformation in Local Government Units: Enhancing Services for Senior

Citizens This study explores the broader context of digital transformation in LGUs across the

Philippines, with a focus on services for senior citizens. It examines how digital record

management systems can enhance the delivery of social services and the role of technology in

improving data accuracy and accessibility. The study also looks into the barriers to digital

adoption, including budget constraints and the need for capacity building among LGU staff

Reyes, A. J., & Villanueva, K. T. (2021).

In the Philippines, some local government units (LGUs) have started implementing

electronic record management systems. For example, the Department of Social Welfare and

Development (DSWD) has been working on the Listahanan system, which is an information

17

management system that helps in identifying the poorest households, including those with senior

citizens and PWDs, to provide targeted services (DSWD, 2015). However, the adoption of

comprehensive systems specifically focused on senior citizens and PWDs is still in the

developmental stages.

In some municipalities in the Philippines, the adoption of electronic record management

systems has led to more efficient service delivery. For instance, the Municipality of Tanay in

Rizal Province implemented a local E-Governance system that includes modules for managing
records of senior citizens and PWDs, which resulted in improved service delivery and resource

management (Quimba & Calizo, 2018).

Several municipalities have successfully implemented record management systems

tailored to senior citizens and PWDs. A case study by Garcia and Reyes (2022) on the system

used in Quezon City, Philippines, shows that the inclusion of mobile accessibility and

community-based data collection greatly improved the registration and updating processes.

Additionally, the system's integration with local healthcare services enabled better monitoring of

the health conditions of registered individuals.

Chapter III
Materials & Methods

This chapter presents the details discussion about the materials and methods in the

preparation and development of the proposed system. It specifically discusses the methods in the

process of conducting the study of Senior Citizen & PWD Record Management System for

Catbalogan City.

Development of the Product

 Senior Citizen & PWD Record Management System for Catbalogan City starts with

assessing the needs of stakeholders to design a secure, centralized database with an intuitive user

interface. The system is built, tested, and existing records are migrated into it. After training staff

and running a pilot phase for feedback, the system is fully deployed. Ongoing maintenance and

updates ensure the system remains reliable and effective, providing an efficient solution for

managing records in the city.

This development process ensures that the Senior Citizen & PWD Record Management

System is effectively planned, designed, built, and maintained to meet the needs of Catbalogan

City, providing a reliable and secure solution for managing records.

18

System Development Life Cycle (SDLC)

PLANNING

ANALYSIS

DESIGN
 DEVELOPMENT

TESTING

DEPLOYMENT

MAINTENANCE

Figure 2. SDLC Diagram

In the enhancement of the product, the scheme develop by the proponents were the

System Development Life Cycle (SDLC) that helps as the basis for developing a system. The

SDLC is consisted of five phases namely; System Planning, System Analysis, System Design,

System Implementation, System Testing and System Maintenance. Each phase contains one or

more

19

essential parts certainly called a work product that is limited and has a considerable amount of

SDLC.

In the Planning Phase, define goals and scope of the system, including what the system

will achieve for managing senior citizen and PWD records.

 In the Analysis Phase, the sample works, interview and some method is used for

gathering information are being simplified and highly analyzed by proponents for discovering

some latent default that needs to be solved or improved to obtain the objective which is to

produce a successful system.

In the Design Phase, the proponents designed a software that gives a better help to the

senior citizen and PWD.

In the Development Phase, the proponents used PHP and JavaScript as a tool in creating

and developing the system. The proponents used SQL Server for the database of the proposed

system.

In the Testing Phase, verify that all features work as intended and meet design

specifications. Conduct testing with end-users to gather feedback and make adjustments, Assess

the system’s performance under various conditions to ensure it can handle the expected load.

In the Deployment Phase, Install and configure the system in the live environment.

Deploy the system to the local government offices in Catbalogan City.

20

In the Maintenance Phase, the proponents made sure that the system met its requirements,

the proponents checked the program very well and debugged the errors. As the system worked

properly and performed its functions as planned, the system then is ready for implementation.
 System Flowchart

Senior Citizen and PWD Record

Management System

ADMINISTRATOR OFFICE STAFF SENIOR CITIZEN / PWD

MANAGE SYSTEM ADD MEMBER LOGIN/REGISTER

ADD, DELETE USER UPDATE MEMBER HOME PAGE

SENIOR CITIZEN/PWD SERVICE SEARCH VIEW UPDATES

AND PROGRAM OFFERED

ADD, UPDATE SENIOR POST UPDATES

CITIZEN/PWD RECORDS

PRINT SENIOR
POST ANNOUNCEMENTS / CITIZEN/PWD RECORDS
ACTIVITIES

PRINT SENIOR CITIZEN/PWD

RECORDS

21

Data Flow Diagram

1.0
Administrator/Office Administrator
Staff Information Log In

Username,
Manage System Password
User Type User Type
id id
Information Information

1.1
Manage Senior
User Name, Password
Citizen/PWD Register New Senior Senior Citizen/PWD
id
 22
Data Gathering Procedure

Upon the development of the system, the proponents conducted an interview given to the

respondents were the main instruments of data gathering for interpretation, confirmation and

additional information.
Questionnaire

A questionnaire is a research instrument consisting of series of questions for the purpose

of gathering information from the respondents. This is the main instrument to gather the data

needed for the study. The proponents used this tool in gathering information and to estimate if

the system makes its goal.

Interviews

Another instrumental tool used in conducting the study is interview. It is a conversation

between two people where questions asked by the interviewer are necessary to obtain reliable

information about the problems which needs a solution. The main purpose of conducting the

interviews was to gather information pertaining to the common problems.

Observations

The proponents used this method in gathering information for the development of the

product. The term may also refer to any collective information during this activity.

23

Validation of Instrument

The instruments that will be used to gather data for this study is further validated and

thoroughly checked by the research adviser, ensuring that the instruments that will be used are in

accordance to the research topic.

Statistical Treatment of Data

In this study, the proponents applied a stratified sampling procedure for the statistical

treatment of data. This sampling procedure is used to carefully choose specific people within the

research local of the study.

Mean Formula:

∑x
X=
N

Where:

X = Mean

∑x = Sum of all scores

N = Number of indicators

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