PDF Chapter I Introduction - Dspace

The office staff and some volunteers who are designated as coordinators are the people who coordinate with the volunteers and other stakeholders in the execution of the event. Currently, the office's program records and volunteer information are available in hard copy and as .doc files. It will also be publicly accessible, so that even non-members will be able to learn about the activities carried out by the office.

The system will assist office staff in verifying and managing various aspects of a program, for example, the background of the organization, conflicting events, the outcome of an eye visit, the selection of volunteers needed and also the adequacy of funding, if any application. During an ocular visit, volunteers and office staff check the deployment location and make their assessment of the site. Search for an event – viewers may have a specific event in mind and want to learn more about it.

Generate Reports – Reports are generated monthly and annually to show all the accomplishments of the office. The proposed system solves two major problem areas of the Pahinungoda office: time and work constraints.

Only representatives can fill up an event request form. Guests will be requested to sign-up for a representative account which should be verified by the administrative

For office-initiated events, the sufficiency of resources is another criterion for determining the scheduling of events. The system will track incoming funds, but will not record how the funds will be distributed. Guests will need to sign up for a representative account, which must be verified by a manager.

Applications and requests are not done automatically. Human intervention is needed

A volunteer (member of Pahinungod) can also be a representative for an outside organization. He just has to enlist himself as a contact person for that organization

Assumptions

It is the responsibility of the Administrative Officer II to update the system regularly

REVIEW OF RELATED LITERATURE

Third, the role of records managers is often to educate, advise and support users. This will also be used in the system for each member's profile to store information about them. The system will follow in the footsteps of the successful ERMS and have the principles applied.

There will be accounts for the members who need it, and it will be an integral part of the office's operations. This feature of the system makes it look like an enterprise resource planning software or ERP. Each stakeholder in the system represents a 'department' and the system will integrate the tasks performed by these stakeholders to complete the cycle of an event.

Most companies that install an ERP must adapt or even rework their processes to fit the requirements of the package. The proposed system though no longer needs a consultant as it will be tailored to their business processes.

CONCEPTUAL /THEORETICAL FRAMEWORK

UGNAYAN NG PAHINUNGOD

MEMBERSHIP

FUND-DRIVEN

OCULAR VISIT

DUTIES OF THIRD PARTIES

The final arrangements for programs must be discussed with Pahinungod by the requesting party seven days before and two days before the scheduled date of the program. It is usually the mission coordinator who works with the requesting party and other people involved in the execution of the event. Failure of the requesting party to finalize details on the designated dates will result in the cancellation of the mission.

PROCESSING OF REQUESTS

For the Health Training, letters are sent to departments that have expertise in the requested subject. When registering as members, the volunteers had chosen the programs they wanted to be a part of. They confirm or decline their membership for that event depending on their availability on the date of the event.

If they are available, their records are checked for the forms needed for that event, if any. If they do not have a record, a copy of the form(s) will also be sent along with other necessary documents such as a list of requirements. When there is already a sufficient number of volunteers, the program is ready to be rolled out.

Figure 3. Event-driven Process Chain (EPC) diagram for Processing of Requested Event

AVAILABILITY OF VOLUNTEERS

DATABASE MANAGEMENT SYSTEM (DBMS)

A DBMS also provides security features that protect against unauthorized users attempting to gain access to confidential database information; and prevents data loss in the event of a system crash. In addition, the DBMS is also responsible for the integrity of the database, ensuring that no two users can update the same record at the same time and preventing duplicate entries.

INFORMATION SYSTEM

DESIGN AND IMPLEMENTATION

JOOMLA! INTEGRATION

USER ACCESS

The proposed system can use the way the framework assigns user rights by customizing the user groups.

EVENT / PROGRAM LIFECYCLE

ORGANIZATION

FUND MONITORING

REPORT GENERATION

MISSION SPECIAL CASES

SITE MEMBERSHIP APPROVAL

CONTEXT DIAGRAM

TOP LEVEL DATA FLOW DIAGRAM

Shown in figure 8 is the sub-explosion of the process Manage event for representative account. If they are also representatives for organizations other than the Ugnayan ng Pahinungod, they will also have the privilege to make requests. The notification they will receive along with the event details is the instruction on how to join or decline the event.

The administrator uses all the functions of the system, including the creation of accounts, the suspension of a user and the removal of a user. The representative accounts will have an icon that will indicate whether they are verified or not. Then the administrator or the chairperson will just click on a link to see the status of tasks in an event.

Once all tasks have been completed, it will display the details needed to approve the event, namely: approved/rejected location, available/conflicting date, volunteer names, and/or sufficient/insufficient funding. The administrator can enter event performance and generate monthly and annual reports derived from it.

Figure 8: Sub-explosion of Process 1: Manage events (Representative)

ENTITY-RELATIONSHIP DIAGRAM

ERD ENTITIES

DATA DICTIONARY

TECHNICAL ARCHITECTURE Architecture: Web Client-Server

DEFINITION OF TERMS

Program
Mission
Sponsor
Partner
Push

Ti PGH ket itakderanna ti Philippine General Hospital.

RESULTS

But since Administrative Assistant II is responsible for all office administration, he also has access to all functionalities of the application. The administrative officer IV, who is responsible for fund management in the office, has access to the management of fund data for the events. But the common field for all events is the date, estimated cost, title, category, volunteer team size and other information fields.

A wide description section is provided to provide space for artistic and strategic advertising of the events. A summary of the details for quick viewing is available for the potential volunteers of the event, who are the members of the website. Some event will be published and made visible to members only and therefore only the members of the site will have access to it.

Each prospective location is displayed along with the summary of the ocular evaluation for each. The annual report is modeled on the annually released book of the organization that summarizes the achievements of the organization for the entire year.

DISCUSSION

The feed displayed on the user's control panel is also customized, following the user's programming preferences and showing only the upcoming programs that interest him [which he originally set at registration and can be updated at any time]. The system provides information about what organizations participate in the events. Being able to see which organizations are already part of the missions can give third parties a sense of trust in the organization.

The web-based management system provides effective means of disseminating information and helps increase publicity because it provides a wider audience, unlike personal face-to-face campaigns.

CONCLUSION

RECOMMENDATION

BIBLIOGRAPHY