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 on-

the-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 Multi-

Service 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.

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