MANUAL

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Web-Based Application for MAAB Registration
for Philippine Red Cross Baguio City Chapter

By:
Cayabyab, Emarie A.
Pascua, Ara Coleen J.
Toledo, Jann Michael U.

Saint Louis University On-the-Job Trainees
Bachelor of Science in Information Technology

JULY 2018

Red Cross MAAB System Overview
This Section provides a description of the Red Cross MAAB system including its
definition, primary goal, context, capabilities and utilization.

Definition
The Red Cross MAAB System is an intranet Web based system unifying the
personnel of Philippine Red Cross Baguio City Chapter to have the privilege to register
new memberships, monitor memberships and handle renewal of membership with the
use of either mobile phones, tablets, laptops or computers which are connected on the
system's network.

Objectives
To help Philippine Red Cross Baguio City Chapter in:
•

Automating their manual membership system.

•

Lessening the use of paper and save it for other paper works.

•

Properly monitoring membership most especially those Expiring Membership.

•

Having a backup of every data.

•

Having a protection against data loss, and in order to avoid the risk of losing
paper works or folders caused by misplacement, fire hazard and water hazard.

•

Make the registration more easy and reliable.

External Hardware
In this section, all of the hardware components to be used for the implementation
of the system will be specified. These are following external hardware needed:

•

Client Hardware:
o

Employee Workstations - personal computers used by the employees to
perform the tasks for Red Cross MAAB System.

o

User Client - personal smartphones/MSO MAAB registration computer
used by clients to communicate with the Red Cross MAAB system over
the intranet.

•

Server Hardware:
o

Authorized Staff Workstation - a computer used by authorized staff in
keeping the data and facilitating the MAAB System.

MINIMUM SYSTEM REQUIREMENTS
These are the necessary specifications of the server computer to have,
in order to the run the Red Cross MAAB system.

•

•

Windows 7 (32/64 bit) Intel Processor or AMD Processor

•

Built in discrete Graphics Card

•

1 GB RAM

•

5 GB available hard drive space

•

Broadband Internet/ Intranet Connection

Networks:
o

Local Area Network - the Red Cross MAAB internal local area network (A
network that associates devices and share a common communication
line) that will be used for computer communication among employees,
clients and the Red Cross MAAB system.

Software
This is the necessary software of a computer device to run the Red Cross MAAB
system.
•

Browser - a software tool that runs on employee and user personal
computers/mobile devices that allow them to communicate with the Red Cross
MAAB system over the network.

•

WAMP Server - software tool that runs on the server computer that hosts the
Red Cross MAAB system and its database.

External Roles
The Red Cross MAAB system interacts, either directly or indirectly with the
following significant roles:
•

Employees - any person from Philippine Red Cross Baguio City Chapter
o

Accountant - authorized staff who performs accounting functions.

o

Cashier - authorized staff that handles the receiving and disbursing of
money in a establishment.

o

System Administrator - any authorized staff that ensures the data in
the system are correct.

•

Users - any person that will avail Philippine Red Cross Memberships.
o

Clients - Users that will register and renew their membership to
Philippine Red Cross.

Rationale for Project Development
At the day of the orientation, one of the task that was demonstrated to the onthe-job trainees is facilitating the red cross membership. Upon observing, the client
will write the necessary information to the membership form. After gathering the
necessary details, the process will proceed to SI and payment. At the end of the day all
of the data in membership forms will be encoded to a single excel file. The current
MAAB registration relies on the use of paper in recording data of the clients availing
the membership. There is a backup for every data recorded, but only with the use of a
spreadsheet application.
During our duty at the Multi Service Office, we encountered and observed some
problems at the MAAB registration. These are the problems that we assessed:
1.) Not all information and new membership are recorded.
2.) Some of the details of are incomplete.
3.) Some of the unrecorded membership forms are missing.
4.) The company doesn't have complete past records that may be used for
future references.
5.) The company’s way of monitoring expiring memberships is by retrieving
the data one by one from a spreadsheet application and by having a list
of contact details and to easily notify the person.
During the orientation it was also suggested to the on-the-job trainees to
automate the MAAB registration process. With all of these observations, we decided to
create a system that may help the development of Red Cross Membership process. We
aim to help the Red Cross Baguio City Chapter to ensure the integrity of the
information, monitor the recording of membership and also to lessen the workload and
stress to missing papers.
The system was designed to bind both clients and staffs, to make the Red Cross
Membership process faster and efficient. The system can be accessed through a
browser with the use of either a mobile phone or a computer that is connected within
the same network as the server and it is only accessible within the Multi-Service
Office. With the implementation of the Red Cross MAAB system, paper works will be
lessened and the system will provide a better way of registering, managing and
monitoring the information of the client memberships.
The system’s data is stored in a centralized database which provides data
uniformity across the authorized staff terminals and it can handle large data without
affecting the performance of the computers connected to the system. The database can

only be accessed within the server computer in order to secure the information of the
clients. Server computers will be managed by the authorized staff wherein the data
can be accessed, remove and updated through the system. This is also to ensure the
security of database.

Features of Proposed Web-Based Application
In order to help Red Cross Membership, we designed the system into simple way to
use it. The system capabilities are the following:
•

Easily create membership and save the information to the database.

•

The application can be used through mobile phone browser.

•

Deletion of data upon registration is available.

•

With the same network, Computers/mobile phones can access the homepage of
the system. Clients can only view the registration while the system’s database
can only be viewed on the server computer.

•

Membership accommodated to the current date can be easily seen at the
“Registration” page of the system.

•

Active membership can be seen at the “Membership List” page and it is
automatically sorted out based on the membership type or level.

•

A table of the list of Expiring members for the next month is also available to
the “Expiring Members” tab.

•

“Save to excel” button is provided, in order to easily save a copy of a specific
table to the computer of the staff.

•

An “Archive” tab is provided, in order for the company to easily identify expired
memberships.

System Flow of Proposed Project
Upon the deployment of the proposed project, the new system will be utilized
only for the Red Cross Membership. Refer to Figure 1.0.
With the use of available computers and mobile phone, the user can easily
access the system. For the Membership, the staff will assist the client through the
registration. If the client had already chose a specific type of membership, they will be
asked to personally input their information or will be needing the assistance of the
staff to guide the clients on entering their information whether using a mobile phone
or

with

the

use

of

the

MAAB

registration

computer.

Figure 1.0 The flowchart for the flow of designed system

If the user will use mobile phone, they will be tasked to connect to the network,
open the browser and type the URL ”192.168.2.112” and it will automatically redirect
them to the registration page. On the other hand, if the user is using a computer
simply open the “PRC MAAB System” icon and it will redirect to the registration page.
After which, simply click the create new membership button and input all required
data. The client should ensure all the data inputted is correct before adding. In case
that the client inputted wrong details, the client should approach the staff for the
deletion of the data and input the data again by clicking “Create New Membership”
button. After that, the client’s data will now proceed to SI and payment. After
completing the process of the membership, the staff or the client should input the OR
Number and ID Number. The staff should take note that the OR Number and ID
Number is filled up and correctly or else the data or information will not be inputted to
the database. In case the data is not recorded to the system, there is a possibility that
the ID Number is already existing or duplicated and/or there are important details
that are not filled up. After ensuring all data is correct, it will now be saved to the
database.
If the staff would like to access membership list and expiring membership
simply click the tab and the database will be accessed easily. The staff can sort search
and save the following data to excel. If the Staff would like to see the past records
simply go to archive tab to see all expired memberships. Authorized staff can only see
the all of the records regarding Membership List, Expiring Membership List and the
Archived Memberships.

Utilization of the Red Cross MAAB System
The web application can be accessed on the staff computers on the MultiService Office. The application is located at the desktop, namely Red Cross MAAB.
However, the system can also be accessed through mobile phones, which are intended
for the use of clients by opening a web browser and by visiting the IP Address
192.168.2.112.

IMPORTANT NOTE: In order to connect to the system, the user should be
connected to the same internet connection as the server.

For Personal Computers
•

Simply open the “PRC MAAB Registration” icon at the desktop and it will
automatically redirect the user to the register page.

•

Simply open the “Staff PRC MAAB” icon at the desktop and it will
automatically redirect the authorized user to the system.

For Mobile
•

Simply open the browser and enter the URL 192.168.2.112 and it will
automatically redirect the user to the application.

Client Mobile/Phone Registration:
The Red Cross MAAB mobile/phone homepage
allows the client to register to the system by pressing the
Create New Member.
The homepage also shows the recent registration
which the client can also review the details that they have
recently entered.

IMPORTANT NOTE: If the client incurred mistakes in the information entered,
the clients should inform the authorized staff right away. The staff will be
responsible in the deletion of the client record. If the deletion of the record is
successful the client can redo the process of registration.

Client/Mobile Create New Membership:
Upon pressing the Create New Membership button, A
modal will appear and requires the user to input their
necessary information for the membership such as Type of
Membership, OR Number, ID Number, Member Name (First
Name, Middle Name, Last Name), Address, Contact Number,
Birthdate, Age, Gender, Date of Validity and Expiration.
If the client had incurred mistakes in the form they
can simply erase the fields or they can press outside of the
form and redo the registration process.

Finishing Up the Phone/Mobile Registration:
Once the necessary client details are provided and
counter-checked by the client.
Pressing the “Add” button at the end of the form will record the
information on the system’s database and will be displayed
both at the client’s mobile phone and to the computers
connected to the Red Cross MAAB system as well.

HOW TO USE RED CROSS MAAB SYSTEM
In this section, the Step-By-Step directions for using the system will be
instructed.

REGISTRATION
•

The “Registration” tab contains a list of all new membership of the current date.
The company can validate all of the membership that was entered that day. See
figure below.

IMPORTANT NOTE: NOT FILLING UP the following will not be accepted by
the system: OR NUMBER, ID NUMBER, NAME AND BIRTHDATE. This
can also be done by the clients with the use of their personal mobile
phones. The Staff assigned should always double check the legitimacy of
the details provided by the client. Kindly look inputted ID numbers
because DUPLICATED ID NUMBER will not be registered to the system

Steps to ADD New Membership:
1. Simply click the “Create New Member” Button.

2.) A modal will appear and requires the user to input their necessary
information for the membership such as Type of Membership, OR Number,
ID Number, Member Name (First Name, Middle Name, Last Name), Address,
Contact Number, Birthdate, Age, Gender, Date of Validity and Expiration.

3.) Just click the “Add” button to successfully add the information to the
database

4.) After adding, you can validate the information entered by looking at the
table at the “Registration” tab. In case that entered data is incorrect, click
the “x” button at the right side of incorrect data to remove and re-enter the
information by repeating the first step.

IMPORTANT NOTE: Please make sure that the staffs are the only one
who are allowed to click the X button and make sure that the user staff is
clicking the right X button. In this case, Clicking the button accidentally
can cause deletion of data to the database without prompt.

MEMBERSHIP LIST
•

This page consists of all active and valid membership. Memberships are sorted
out and categorized based on the type of membership such as Classic, Premier
Bronze, Premier Silver, Premier Gold, Premier Platinum, Senior and Senior
Plus.

Displaying Valid membership registrations (According to Category)
In this page you can see the list of members accordingly. Simply Click to the
tab of desired category and it will display list of members of the specific type.

EXPIRING MEMBERSHIP
This page displays a table that consist of all expiring memberships 1 month
prior on membership validity expiration. This will serve as a notification in order to
contact and remind the member about the expiration of the membership. The table
displays all important information only such as OR Number, ID Number, Name,
Contact number and Address for references.

ARCHIVES
In this page you will see all Expired Membership. This record will serve as a
reference for future purposes.

SEARCH
A search field is provided located at the upper right of membership list table,
expiring members table and archives table. This is will be used for searching specific
name or specific registration date and etc. It is provided for the company for easy way
to look for a certain membership.

SORT
In order to sort tables according to column name at the membership list,
expiring members and archives table, simply click the header of the specific column.

TOTAL NUMBER OF ENTRIES
The count of membership can be seen at the lower left of the table. Specifically,
membership list and expiring membership tables. instead of counting a lot of
numbers, the table provides a number of membership that serves as a basis for the
total number of entries.

SAVE AS EXCEL
Save the table as an excel file is specifically for registration, expiring members
and member list table only. In order to help the company, the developers integrated
save to excel feature for them to have a physical copy and having an option of printing
it. With the company legacy system, they are sending the records with excel format to
the main office. The developers designed the system in such a way because the system
will be implemented explicitly to the Philippine Red Cross Baguio City Chapter.

Expiring Membership
•

If the user wants to save or have a copy of all Expiring Membership for
next month:

1. Click “Excel” button and it will automatically download an excel file.

Member List
At the Membership page, there are different tab of type of membership
such as Classic, Bronze, Silver, Gold, Platinum, Senior and Senior Plus including
the All tab wherein all of the members are shown. If the user wants to have a
copy of List of Membership in a specific type:
1. Click the tab of the desired type of membership.

2.

Click “Excel” button and it will automatically download an excel

file containing all of the information needed.

By Specific Registration Date
If the user wants to have a copy of List of Membership in a specific registration
date:
1.) Put the desired date in the search box at the upper right of the table and follow
the format of YEAR-MONTH-DATE.
2.) Click and choose “All” at the drop down at the upper left of the table.
3.) Click “Save as Excel” button and it will automatically download an excel file.

By Specific Month and Year
If the user wants to have a copy of List of Membership in a specific month and
year:
1.) Put the desired month and year in the search box at the upper right of the table
and follow the format of YEAR-MONTH.
2.) Click and choose “All” at the drop down at the upper left of the table.
3.) Click “Save as Excel” button and it will automatically download an excel file.

By Specific Year
If the user wants to have a copy of List of Membership in a specific year:

1.) Put the desired year in the search box at the upper right of the table.
2.) Click and choose “All” at the drop down at the upper left of the table.
3.) Click “Save as Excel” button and it will automatically download an excel file.



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