Online Criminal Record Management

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Pangasinan State University-Urdaneta City Campus 1Bachelor of Science in Information and Communication Technology

Online Criminal Record Management System for the Province of Pangasinan

Chapter 1

INTRODUCTION

Situation Analysis

Crime is geographical, it occurs at a specific place, specific time

and specific reason. It can affect everyone and anyone at any time.

Occurrence of crime has varied factors such as social class, income level,

poverty level, employment levels and other demographic factors. These

social factors and crime data are overlaid to determine a pattern between

crime and location (Reno, 1999).

With crime destroying peace within the society, the government

provides Police forces. According to the Websters dictionary (2004 ed.),

the police is a unit of organized civil force for maintaining order,

preventing and detecting crime, and enforcing the law. Police officers

hold an important position of trust in our communities. As first

responders to every imaginable emergency, the job description for police

officers is a challenging one and incorporates a high level of

professionalism, competence and skill.

Police officers spend much of their time patrolling cities,

neighborhoods and rural areas to prevent crime, detect criminal activity

and apprehend violators. Patrol duties include crisis intervention, the

issuing of traffic tickets, making arrests, and public safety and security

functions such as checking doors and watching for dangerous


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conditions. Investigating crimes for the purpose of bringing criminal

charges is an important function of law enforcement. Criminal

investigations require interview and interrogation skills, the use of

sophisticated surveillance and computer equipment, and compiling

information into complex reports (Keefer, 2012).

When a certain crime is committed it will be recorded. A criminal

record is a report that lists all prior criminal convictions. It may be

limited to state and local offenses, or it may include state, local and

federal convictions. It is obtained by requesting a search of the criminal

databases that are maintained by various police organizations. A

criminal record is important because it may be the determining factor as

to whether a person is eligible for a job, able to adopt a child or travel to

a foreign country (Radostitz, 2012).

Record management nowadays is greatly enhanced using

computer-based platform. The management of electronic information is

important to organizations in order for them to properly administer files

and records used in the business operation. Records and other

information are now managed through computers (David, 2006).

Record Management System (RMS) is very useful to different

institutions, business and groups who want to create and store records

on a database as a repository. The idea behind a RMS is to make

different records available in the office. A record management system

would most often be used as archival as well. According to Johnson


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(2004), the primary task of a record management system is to create

historical files of records storage repository where files can be stored and

utilized appropriately.

With record management on the web data is found faster, easier,

and decision-making is improved by immediate analysis and information

retrieval. Improved record-keeping reduces resource waste. Less paper

and storage system space is used when proper protocols are followed.

Accidental destruction and permanent loss is avoided when proper

records management ensures recent backup copies exist (Lutzenberger,

2012).

With the rise of electronic government, e-commerce and general

use of Web sites to communicate official ordinances has resulted in an

increasing number of records existing solely online, and being published

only in that form. Traditional paper-based record-keeping infrastructures

commonly fail to identify, control, and capture records published in

electronic format, particularly when responsibility for creation, control,

dissemination and maintenance of records is widely distributed. This is a

problem because records must meet certain requirements in order to

qualify as evidence. Application of records management system

principles to Web site maintenance ensures that records published on

the site are controlled and can meet the requirements for organizational

accountability (Pennock and Kelly, 2006).


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The current functions and structure of the Stations of the Province

of Pangasinan present a highly centralized system with all authority

vested in the Inspector General of Police who is at Police headquarters.

The structure was set up like this so as to exercise control on all other

police units and that the Inspector General is accountable to all police

actions. Information sharing among departments within the police is not

easy. It is hampered by the bureaucracy of writing formal requests to the

heads of department seeking authority to access data required. As a

result, information within the police takes long to process as it has to

pass through a lot of officers.

In order to successfully analyze and solve crimes in Pangasinan,

an integrated and holistic review of the existing situation is required.

What was required is an improved crime recording and information

system, which allows information on crime to be accessed, integrated

and analyzed in combination.

The developed Online Criminal Records Management System

(OCRMS) in this study purportedly aimed to provide the police officers

with essential information on a person under enquiry. Essentially it is an

index of records about individuals who have a criminal record. It helps

officers to trace the criminal records of a certain person they have

arrested. Tracing of the records is not just mainly into their respective

Police Department but also into other Police Departments. The system is

envisioned to be optimal in allowing people to ask an inquiry and


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provides the list of most wanted criminals. The OCRMS also enabled the

police officer to view, add and update the record of criminals and helped

the different police stations of Pangasinan to share information anytime

and anywhere. The system generated reports on the crime rate, the

number of victims of a certain crime, the number of arrested criminals.

Conceptual Framework

This section of the research outline provides the conceptual

framework, which states the tool which the proponents used to guide

their inquiry. The set of ideas are hereby indicated which are used to

structure the project proposal, a sort of map that may include the

research question, the literature review, methods and data analysis.

Researchers used a conceptual framework to guide their data collection

and analysis (Jeffels, 2012).

Criminal Record. Police stations rely on the criminal records they

had stored into their storage area. The job of Police Officers who are in-

charge in locating the criminal records is hard because it consumes time

that can affect their respective workloads. Sometimes this also needs

more than one Police Officer to be able to locate these criminal records.

Criminal Record Systems (CRS) using available computer

technology proposes remarkable advantages over traditional paper

systems. A well-constructed and implemented CRS can diminish


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expenses of managing paperwork associated with record keeping. A well-

designed CRS allows for timely retrieval of needed information. An

effective CRS delivers the information to trace the criminal records

without any problem associating to searching of criminal records. This

will be convenient for the organization.

With this concept, the proponents developed a system that stores

these criminal records for easy access and retrieval.

Criminal Record Management. It is a systematic way of

managing the criminal record of individuals which provides the

efficiency, reliability and accuracy of data retrieval. Criminal Record

Management (CRM) includes all the crime details, and the person who

commits crime. This concept is needed in the developed system to

maintain the records of the police station in the Province of Pangasinan.

It enables to easily locate the records which can be helpful to the Police

Station to minimize the time spent by the Police Officers in doing their

work. Nowadays, crime is growing rapidly in which The Police Stations

need to manage many criminal records.

In connection to this, Criminal Record Management (CRM) helps

the Pangasinan Police Station to manage the large collection of criminal

records. These criminal records are used and managed to contribute in

the delivering of public services and fulfillment of its objectives in the

Province of Pangasinan. Record management is a systematic way of


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operating, maintaining, improving, and organizing of criminal record-

effectively. Aside from the consideration on where the criminal records

are stored, proper maintenance and organization of these records should

be considered in the development of the proposed system.

Online. It is the condition of being connected to anetwork of

computers or other devices. The term is frequently used to describe

someone who is currently connected to the Internet. With the OCRMS

that can be accessed through the Web, police officers can access

information not only in their respective police departments but also to

other police departments of Pangasinan. The community can also have

access to the current information regarding the state of crime as well as

use the Web in reporting crimes.

Research Paradigm

Figure 1 illustrates the research paradigm presupposed in

developing the OCRMS. The paradigm shows the relationship between

the research inputs, the processes presupposed, and their corresponding

output.

As indicated in the figure, the inputs of the project are the set of

information concerning the forms, policies, and procedures of the

existing system of Police Provincial Office, Villasis and Binalonan Police
http://searchnetworking.techtarget.com/definition/networkhttp://searchnetworking.techtarget.com/definition/network


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Input Process Output

Feedback

Figure1. Research Paradigm of the OCRMS

Station and constraints integrated in the proposed system. These inputs

are processed by undergoing the different phases of the RAD

methodology. After processing the inputs the output will be is the

OCRMS.

The processes indicated refer to the research objectives namely, (1)

Documentary analysis of forms, policies and procedures of the existing

1. Documentary analysisof the forms, policiesand procedures of theexisting system used bythe Police ProvincialOffice, Binalonan andVillasis Police Station.

2. System Development

using Rapid ApplicationDesign (RAD).

Online Crimin

Record

Management

System

For the Provin

of Pangasinan

1.)Forms,policies and

procedures ofthe existingsystem of thePoliceProvincialOffice, VillasisandBinalonanPolice Station

2.)Functional

requirementsof the

proposed

system.

3.)Non-

functional

requirements

of the

proposed

system.


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system used by the Police Provincial Office, Villasis and Binalonan Police

Station; (2) Determine the System Development using Rapid Application

Design (RAD).

Having processed all the information gathered, the researchers

came up with the concrete output, which is the Online Criminal Record

Management System for the Province of Pangasinan.

Statement of Objectives

The general objective of the study is to develop the Online Criminal

Record Management System (OCRMS) for the Province of Pangasinan.

Specifically, this study aimed:

1.To analyze the forms, policies and procedures used by the police

station;

2.To determine the functional requirements of the OCRMS;

3.To determine the non-functional requirements of the OCRMS; and

4.To develop an OCRMS: Online Criminal Record and Information

Management System using the Rapid Application Development.

Importance of the Study

The developed project isa vital element in the improvement of the

manual processes done at Pangasinan Police Stations.

Through the use of OCRMS for the Province of Pangasinan, the

following were aimed as beneficiaries:


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The Province of Pangasinan.The web-based system would help

the Province of Pangasinan in the interconnection and collaboration of all

the police stations within the province.

The Police Stations. The web based system would enhance the

process of managing their criminal records and in the generation of

needed reports. With the use of the developed system, the stations can

have more reliable approach in managing the records and disseminating

information within their organization. Recording, updating and tracking

will be easier and faster compared with their existing system.

The Police Officers. The system interface would beeasily

accessible to the police officer and provides design to efficiently handle

the management of records. It wouldminimize the manual process and

helps the officers in the recording, retrieving, and managing of criminal

records.

The Community.The system would provide the community their

needs, such as crime rates, most wanted list, missing persons and send

inquiry. This system helps the community to lessen their time and effort

to go in the Police Station to inquire about certain subject to the police

officers. It also helps those people who want to find a missing person

because posting of missing person is catered by the developed system.

The System Developers.This study is of a great challenge as

theyapplied the theories and skills that they have learned. This also

allows them to enhance their skills in developing application systems.


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Future Researchers.They would be able to read and use this as

their reference for their own and other related studies and to improve the

system for further enhancement.

Scope and Delimitation

The developed Online Criminal Record Management System of the

Province of Pangasinan is intended for implementation in the Police

Provincial Office and two selected police stations from the area of

Pangasinan only. The access of criminal records wasexclusively intended

only for authorized users and not for public consumption. The Online

Criminal Records Management System for the Province of Pangasinan

provides the police officer with essential information on a person under

enquiry. Essentially it is an index of records about individuals who have

a criminal record. This information includes details such as names,

aliases and known addresses. It also contains information on missing

persons as well as those who have existing cases. It helps officers to trace

the criminal records of a certain person they have arrested. It also gives

users a chance to ask an inquiry. The OCRMS allows the police officer to

view, add and update the record of a criminal; it helps the different police

stations to share information and allows them to get in contact with each

other. It also generates reports on the crime rate, most wanted list, list of

crimes and list missing person.


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Definition of Terms

Criminal Record.A criminal record is a report that lists all prior

criminal convictions.

Database.Adatabase is an organized collection of data, today

typically in digital form.

Entity Relationship Diagram.It is a data model illustrating the

logical structure of databases showing entities and relationships between

tables within a database.

Most Wanted List.An actual or supposed listing of the names of

persons who are urgently being sought for a specific reason, as

apprehension for an alleged crime.

OCRMS. Online Criminal Record Management System is a web-

based system that caters with the management of criminal records. The

propose system will cater the following features: tracking of criminal

records, managing criminal records, sending of inquiry, viewing of most

wanted criminals and viewing of crime rates by the citizens and

generating reports.

Prototyping. Prototyping is a valuable approach used prior to the

development of the entire solution, to validate those individual

components of the system will operate as expected.

RAD (Rapid Application Development). This is a software

development methodology that uses minimal planning in favor of rapid

prototyping.


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Record Management.The procedures and practices employed to

structure control and regulate records whatever their medium,

electronic, paper or microform. The management of records ensures

efficiency and economy in their use, storage and disposal and the

selection of those value for permanent preservation.

Sequence Diagram. A sequence diagram, in the context of UML,

represents object collaboration and is used to define event sequences

between objects for a certain outcome. A sequence diagram is an

essential component used in processes related to analysis, design and

documentation.

Use Case Diagram. A use case is a methodology used in system

analysis to identify, clarify, and organize system requirements.


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Chapter 2

REVIEW OF LITERATURE

This chapter presents a summary of some related studies and

literature that provide some background knowledge and insight

necessary for the development of the present study.

Processes used by Police Stations inCriminal Record Management

(Sember, 2008) stated in his article that a criminal record is simply

information that's kept about a person's arrests and convictions. State,

local and federal authorities store and use them for many purposes. They

can be used for identification and to locate possible suspects in unsolved

cases. Courts can also use criminal records to determine sentences for

crimes that are committed by that same person at a later time. Another

use for criminal records, one that's becoming more frequent in recent

years, comes in the form of background checks. Similar to the example

that you just read, a background check is often used to determine if a

person applying for a job has ever committed a crime. A criminal record

begins when a suspect is arrested for a crime. The person

is fingerprinted and photographed. All of his or her personal information

is recorded along with the information about the current arrest. If he or

she is convictedof the crime, that information is also stored.

Police have been manually recording crime on the series of Law

Enforcement Assistance Program (LEAP) paper forms. These are checked


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by the station supervisor and then faxed for data entry on to the LEAP

database by the Central Data Entry Bureau (CDBE) at the Victoria Police

Centre. There, a dedicated team of 70 data entry staff receive the faxed

forms from across Victoria on the 10 fax machines, 24 hours a day, 7

days a week. For most crime categories the process for recording crime

follows the steps: matter becomes to the police officer; police records

information on to a running sheet or day book; police officer completes

the relevant manual LEAP forms; a supervisor (usually of sergeant rank)

checks the LEAP forms; station send the LEAP forms to Central Data

Entry Bureau; and CDBE staff process the LEAP forms and enter the

data electronically on LEAP. Police at the station can receive a report of a

crime by telephone or over the front counter. They are then required to

record the information on the various manual paper forms. (Brouwer,

2009)

Criminal records are now mainly stored on computer databases.

The first level of database storage is at state and local levels. Every police

agency that makes an arrest retains a record of it, just as every court

that convicts someone of a crime retains a record. All court convictions

are public record and can be searched and viewed by anyone. Criminal

records can cross state lines. State and local law enforcement and justice

agencies report criminal records to state repositories. The state

repositories then share that information with the federal databases on a

voluntary basis. The information is stored in searchable computer


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databases. Law enforcement in each state can then conduct a criminal

record search within its own state repository, as well as within any of the

federal databases. Often, the searches are conducted using

fingerprint data and names. Criminal records can also cross borders. As

the world becomes a more global society, the exchange of criminal

records between countries will become extremely important. Currently,

each country can keep (or not keep) criminal records using any method it

chooses. The laws vary greatly about what kinds of crimes exist in each

country, how records are kept and what information is contained in

those records.

Record-keeping is an essential part of many business types today.

Whether you work in a medical office, university, legal firm or other

institution, managing the forms that keep these businesses running is

often a full-time job in itself. At times, the amount of paperwork

generated by the organization can appear overwhelming. Common

problems faced by record management may be alleviating by having

systems in place to handle them. Lost records can range from a minor

inconvenience for businesses to an enormous hassle that takes months,

or even years to resolve. For instance, if clients request documents from

the company on a regular basis and you are unable to provide them in a

timely manner (or at all); you risk the loss of their business in the future.

If important records are needed for a legal matter, such as defending the

company against a lawsuit, not supplying the appropriate documents


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can cost huge sums of money, or even mean the dissolution of the

business entirely. One way to avoid losing records is to have a detailed

organization and storage process. (Waters, 2012)

Criminal records began as handwritten or typed files that were

kept at local police stations. Obviously, that type of system had its

downside. Sharing of information contained within these files rarely

occurred between police agencies. It was fairly easy for a person to

escape his or her criminal past by simply moving to another city, state or

even out of the country (Sember, 2008).

The first pieces of information in a criminal case file are generated

at the point of contact between a suspect and the police. Subsequent

pieces of information are then generated by other criminal justice

agencies. Access to this information is dependent on an efficient system

of information compilation, records and transfer; i.e. an efficient

information management and co-ordination system.

The above literatures stated that criminal records is a record about

the arrest and crime convictions of a certain person and that criminal

records nowadays are stored in computer databases that can be shared

across different agencies. It is also stated that criminal records began as

handwritten and typed file that were kept at the police station, which can

lead to loss of records and a limited access of other agencies to the

information, in relation to this in the developed system will cater on the

processes of recording and managing criminal records and all criminal


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records will be safely stored in a database and with the proposed system

being online the sharing of information between the police stations

within the Province of Pangasinan and dissemination of information

regarding the state of crime within the community to the public will be

easier.

Criminal Record Management System

The Uganda Police, since inception, has been handling crime-

related issues for the country. The Police force, as a consequence,

maintains a large volume of information. To ably manage their

information requirements, the Police are currently using an information

system. The Criminal Records Management Information System

(CREMIS) would manage the criminal records of the Police with greater

ease and flexibility. The designed system would then be accessed by login

via a browser. Authorized users would have varying privileges and the

administrator would be responsible for managing the entire system. The

resultant system was able to handle the criminal records that police use

in their operations. Most functionalities of the ordinary police system

were implemented especially the management of criminal records, access

control, report generation and case assignment. The adoption of this

system would be very valuable to the Police. Such a system can help

them handle their ever-increasing criminal record information. There

could be more functionality added to the system like staff management


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modules, wider information sharing networking as well as greater

security controls for the system. (Akol, 2007)

Online Criminal Record is a website for criminal record global; it is

useful for police to get information of the criminals in less time which

reduce the human efforts. The researchers use a scanner for scanning

the fingerprints for identity of criminals. Online Criminal Record includes

three phases. In the first phase, user chooses their tasks independently

online through LAN. In phase two, user/police can search, modify, and

update the criminal data at the server database. Server is capable of

independently executing necessary client request. In phase three, the

administrator can save the final criminal record and the clients results

in the database. The project manages several servers, one for each

laboratory. The project is intended to reduce the workload of the

policemen/ investigators, managing the record. The project can be used

in various departments. (Nawale, Songra&Karnik, 2012)

The Development of Criminals Record Information System will

facilitate the keeping of records of criminals for future references. If

adopted, it will be difficult for criminals to elude the authorities. And it

will be easier for the authorities to apprehend and convict criminals. This

system if hosted on the Internet and linked to PDAs (Personal Digital

Assistants) or mobile phones of the Nigeria Police personals, it will help

in addressing the challenges facing our National Security as a nation.

(Kawai & Samson, 2011)


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Developing a centralized, computerized system and techniques will

let the police officers overcome the lengthy and traditional process of

maintaining criminal records. The portal can handle data of criminals

who are under the judicial surveillance or are under trial. This portal will

be most useful for searching of details of the criminals. Missing citizen

search, secure registration and profile management facilities for

detectives and security agencies (Nawale, Songra&Karnik, 2012).

With the gathered literatures the proponents adopted some of the

features of a criminal record management system such as the system

being hosted on the internet, login via web browser, authorized user with

different privileges, management of criminal record, sharing of

information, posting of missing citizen and report generation is also

implemented in the developed system. The developed system can be

accessed by any computer or laptop that is connected to the internet but

cannot be accessed by PDAs (Personal Digital Assistant) and the

developed system will only be intended to interlink the different police

station within the Province of Pangasinan.

Rapid Application Design (RAD)

Computer Assisted Software Engineering (CASE) tools and

prototyping are used for describing processes to increase the pace at

which a software is developed. If a company is developing a graphical

interface for gaming software, rapid software development tools would


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facilitate speedy development of codes by integrating all the basic

parameters in the prototype tools. A developer would simply use the tools

instead of writing a separate section of codes for that procedure.

Sometimes, some features of a program are compromised in order to

generate the end product in less time. In simple words, the raw data of a

firm is entered into this application, which processes it into finished and

structured business and data models as software and its prototypes. The

result is in accordance to the user's requirements.

RAD is a combination of entities like a well-defined methodology, a

dedicated and trained staff, proper and efficient management practices,

which uses both efficient manual and computer tools. The entire system

of operation can be summarized as a software development mechanism

providing higher quality in less time, using (1.) Software essentials

restructuring (2.) Prototyping and verification designs (3.)Integrating all

changes in the current model (4.)Minimizing the effort of reviewing,

testing, and other such steps (Magar, 2012).

There are many advantages of using RAD, and it can solve many

concerns of the user as well as the developer. Conventional software

development methods take, on an average, almost 20% more time than

the RAD procedure. Using RAD can enable quicker visualization of the

end-design, and hence, allow rapid software testing and rectifying steps.

The customer is able to have a faster look at the design to add valuable

inputs, in order to make the design more user-friendly. The current


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competitive scenario demands frequently upgraded software in order to

effectively satisfy customers' requirements. RAD enables a faster and

updated version to reach the end user, by systematically eliminating

redundant steps or using the prototype methods. Cost overruns and

meeting the time constraints are another advantage, though not a big

consideration in high-end uses. RAD makes the development process to

be a more credible one by facilitating a scope for the customer to actively

provide inputs and feedback in the development process. This may also

prove feasible from the point of view of a developer. It protects the

current project from being subjected to variations in the market.

One of the successful utilization of Rapid Application Development

as a methodology in system development is the Computerized Criminal

Information System for Mangaldan Police Station developed by (Ayson,

2012). Ayson asserted that Rapid Application Development is applied in

the project development since the researcher and the respondents

worked closely together and paired together to facilitate constant

communication. On these situations, Rapid Application Development will

be best fitted for systems development.

In relation to literature above the proponents used Rapid Application

Development as a methodology which can assist faster software

development, and at the same time ensure maximum quality of the

project as a whole.


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Chapter 3

METHODOLOGY

This chapter discusses the procedures and methods used in this

project. It also includes the research design of the project and how the

data were gathered, as well as, the research instruments.

Research Design

The proponents used the Rapid Application Development (RAD) as

their methodology to design and develop the Online Criminal Record

Management System for the Province of Pangasinan. The reasons for

using this methodology are the following: a) converge early toward design

acceptable to the customer and feasible for the developers; b) limit a

projects exposure to the forces of change and save development time,

and c) possibly at the expense of economy or product quality (Magar,

2010).

Rapid Application Development (RAD) refers to a development life

cycle designed to give much faster development and higher quality

systems than the traditional life cycle. RAD is a people-centered and

incremental development approach. Active user involvement as well as

collaboration and cooperation between all stakeholders are imperative.

Testing is integrated throughout the development life cycle so that the

system is tested are reviewed by both developers and users

incrementally.


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The RAD life cycle is composed of four stages namely Requirements

Planning, User Design, Rapid Construction and Transition. Figure 2

shows the Rapid Application Development (RAD) model.

Figure 2. The Rapid Application Model

Requirements Planning (RP).Itis the combination of elements of

the system planning and systems analysis phases of the System

Development Life Cycle (SDLC). Users, managers, and IT staff members

discuss and agree on business needs, project scope, constraints, and

system requirements. It ends when the team agrees on the key issues

and obtains management authorization to continue. The proponents

performed the following procedures in this stage: establish a general

understanding of the business problems that surround its development


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and evaluation operation, get familiar with the existing system and

identify the processes that will be supported by the proposed application.

The RP stage started with a series of interviews with the Villasis

and Binalonan police officers. These interviews initiated the development

process by establishing mutual understanding of objectives of the project

development in general and the system in particular.

It was initiated as a study regarding the current system used and

problems encountered by the Villasis and Binalonan police station with

the management of criminal records. The interview was conducted to

prepare the requirements definition.

Outlining the systems area model and identifying the scope of the

system is undertaken. The functionality of the system is expressed in

terms of the business processes and the data that supports the system.

User Design (UD).During this phase, users interacted with

systems analysts and develop models and prototypes that represented all

system processes, inputs, and outputs. The RAD groups or subgroups

typically use a combination of Joint Application Development (JAD)

techniques and CASE tools to translate user needs into working

models. User Design is a continuous interactive process that allows

users to understand, modify, and eventually approve a working model of

the system that meets their needs. In this stage the proponents


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associated the details of the business activities with the system and

developed the system infrastructure which includes the system layout,

and a work plan defining the steps necessary for the transition of the

system.

The detailed system area model, an outline system design, and an

implementation plan are produced. The tasks of this stage are:

a) Outline System Design. An outline system design is developed

using the system area model. Upon completion of the outline

design, interactions between procedures (series of functions)

and data is identified. The system structures and tentative

layouts of critical screens and reports that are supported by the

system are designed.

b) Refine System Design.The developed design is reviewed. The

consistency of the analysis and design is confirmed via

interaction analysis and prototyping. By interaction analysis,

the interactions between functions and data are analyzed to

identify the missing functions or data. The completeness of the

detailed system area model and outline system design is

verified. The prototype of screens are developed and shown to

Villasis and Binalonan Police Station.


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Rapid Construction (RC).Rapid construction focuses on program

and application development task similar to the SDLC. In RAD, however,

users continue to participate and can still suggest changes or

improvements as actual screens or reports are developed. Its tasks are

programming and application development, coding, unit-integration and

system testing.The objective of the Rapid Construction stage is to:

complete the detailed design of the proposed system, create and test the

software that implements the system, generate a system that operates at

an acceptable level of performance, prepare documentation that is

necessary to operate the proposed system and to design, develop, and

test the required transition software.

After the design of the system which is performed in the User

Design (UD) stage, the proponent performed the Rapid Construction (RC)

stage, the tasks of the RC stage are:

a) Prepare for Rapid Construction.Development of environment

including workstations and workspaceswas prepared and

finalized by the proponents to start the project. Additionally, the

database is designed based on the preliminary data structure

that is developed in the UD. In this phase the proponents

designed the database of the system that is developed.

b) Construct System. After the preparation for the rapid

construction, the detailed definition of the design of each


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function is coded. During this phase the proponents started the

coding of the developed system.

Transition (TR)/Cutover.This phase resembles the final tasks in

the SDLC implementation phase, including data conversion, testing,

changeover to the new system, and user training. Compared with

traditional methods, the entire process is compressed. As a result, the

new system is built, delivered, and placed in operation much sooner. Its

tasks are data conversion, full-scale testing, system changeover, user

training.The researchers main objectives in this stage are: to install the

system in production operation with minimal disruption of normal

business activity, to maximize the effectiveness of the system in

supporting the intended business activities and to identify future

enhancements.

Population and Locale of the Study

The study was conducted at Villasis and Binalonan Police Stations

and the Pangasinan Police Office, Lingayen, Pangasinan. Information

gathered from the records management systems (RMS) in these locales

were treated as representative of typical situations in parallel institutions

found across the province of Pangasinan, especially that police stations

usually utilize a common RMS. The chosen locales were also

subsequently treated as the pilot testing sites for the proposed OCRMS.


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Due to the sensitive nature of police records, information identified

as useful to this study were retrieved through respondents who are

based in the police stations, which include the desk officer, Police Chief

Inspector, Senior Police(SESPO), Senior Police Officer(C, Inves/Intel

Sector), Senior Police Officer (Warrant/Subpoena Sec.), Senior Police

Office(C, operation/property/custodian/supply Sec.).

Data Instrumentation

The proponents used three approaches to arrive at a relatively

specific and feasible source of data and these are: structured interview,

collaborative session and prototyping. The aforesaid sets of data were

retrieved using three different instruments discussed below.

Structured Interview.It is a fixed format interview in which all

questions are prepared beforehand and are put in the same order to each

interviewee.With the use of interview guide, the proponents are able to

gather data pertaining to the process and problems of managing the

criminal records. The interview guide also served as a basis for

formulating the proposed system.

Police Officers Interview Guide (POIG). This is a researcher-

developed instrument composed of two parts. This instrument aims to

seek information concerning the processes and problems encountered by

the Police Station in the management of criminal records. Validation of


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this instrument was done during the Title Defense, where it was

presented before the panel of evaluators for this study.

The first part of the POIG is a 6-item multiple-choice

questionnaire. Print copies of the instrument are furnished individually

to the respondents on a scheduled appointment with them for the

purpose.

The second part of the POIG is composed of a series of questions

structured from the responses made by the respondents in the first part.

It was administered in a form of a structured oral interview with the

same set of respondents. The purpose of this interview is to retrieve more

intensive information to qualify the responses made in the multiple-

choice questionnaire. See Appendix B for the copy of the POIG.

Collaborative Session. This was accomplished by the proponents

and respondents. Thru this, the proponents asked suggestions from the

respondents regarding the system as their bases for deciding on the

software specifications of the system.

Prior to the designing of the system, it is also beneficial in

considering judgments of each proponent on the researchers to identify

and resolve conflicts regarding on classifying requirements and

developing of the system. This would be accomplished having the

different proponents of the target organization and the researchers work

together to encounter their individual goals. By having this, scope and

limitations of the proposed system are clearly defined and they could


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initially start constructing the system. Concerning the objectives; this

tool could help also the researchers to answer the objective no. 3

together with the objective no.4, which is the functional and non-

functional requirement in the organization.

Prototyping. Prototyping is a valuable approach used prior to the

development of the entire solution, to validate those individual

components of the system operates as expected. Prototyping lets the

proponents get valuable feedback from the users in the early stage of the

project, until they meet the software specification that both the

proponents and respondents agreed upon. After conducting the POIG

and collaborative session, prototyping was used as an instrument in the

development of the project. Through the use of this, the respondents

were enabled to see the tentative features of the final project. Across the

processes in developing the system, the prototype underwent necessary

modifications until both proponents and respondents were finally

satisfied with the results.

Data Analysis

Analysis of data is a process of inspecting, cleaning, transforming,

and modeling data with the goal of highlighting usefulinformation,

suggesting conclusions, and supporting decision making. Data analysis

has multiple facets, approaches and tools, encompassing diverse
http://en.wikipedia.org/wiki/Informationhttp://en.wikipedia.org/wiki/Information


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techniques under a variety of names, in different business, science, and

social science domains.

In order to achieve the 1st objective of this research the

proponents used sequence diagram. Sequence diagram shows the

interactions between the police officers and the existing system. By the

use of this type of modeling, it helped the proponents distinguish the

sequence of activities done by the police officers with regards to the

management of criminal records. The proponents determined the

processes used in the management of criminal records, sharing of

information between police stations and generation of reports as well as

the problems encountered in using the existing processes. With the use

of the sequence diagram, the proponents are able to identify what

processes needs improvement that can be incorporated in the

development of the proposed system. See Appendix C for the Sequence

Diagram.

In order to arrive at the needed information for the 2ndobjective of

this research, the proponents used Use Case Diagram. This diagram

helped the proponents identify the interaction between the system and

its users. It also helped them describe what the system does and how the

actors use it, but not how the system operates internally. The use case

diagram shows the inputs of the users and the outputs of the system,

which identified the services that the OCRMS provides. Through this type

of modeling the proponents identified the different services and limits


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that the system provided for the different users. See Appendix D for the

Use Case Diagram.

In order to achieve the needed information for the 3rdobjective the

proponents used Entity Relationship Diagram. ERD shows the logical

structure of the database showing entities and its relationship between

tables. This helped the proponents to confirm that the features of the

system and provide direction to the development of the system. With the

use of ERD the proponents are able to determine the non-functional

requirement of the proposed system. See page 48 for the Entity

Relationship Diagram.

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