Software Requirements Specification (SRS) - Records Management with Chatbot Assistance

Software Requirements
Specification
for
Record Management with
Chatbot Assistance
Version 1.0 approved
Prepared by: Venus Mitchelle B. Raceles
Federico C. Libadia II
June C. Bautista
Anna D. Colcol
Bachelor of Science in Information Technology IV
October 20, 2022

Software Requirements Specification for Record Management with Chatbot Assistance Page 2
Table of Contents
Table of Contents ii
Revision History ii
1. Introduction 1
1.1 Purpose 1
1.2 Document Conventions 1
1.3 Intended Audience and Reading Suggestions 1
1.4 Project Scope 1
1.5 References 2
2. Overall Description 2
2.1 Product Perspective 2
2.2 Product Features 3
2.3 User Classes and Characteristics 3
2.4 Operating Environment 4
2.5 Design and Implementation Constraints 4
2.6 User Documentation 5
2.7 Assumptions and Dependencies 5
3. System Features 5
3.1 Dashboard 6
3.2 Barangay Statistics 7
3.3 Resident Information 8
3.4 Chatbot 9
4. External Interface Requirements 10
4.1 User Interfaces 10
4.2 Hardware Interfaces 10
4.3 Software Interfaces 10
4.4 Communications Interfaces 11
5. Other Nonfunctional Requirements 12
5.1 Performance Requirements 12
5.2 Safety Requirements 13
5.3 Security Requirements 13
5.4 Software Quality Attributes 13
6. Other Requirements 14
Appendix A: Glossary 14
Appendix B: Analysis Models 15-17
Appendix C: Issues List 17
Revision History
Name Date Reason For Changes Version

1. Introduction
1.1 Purpose
The purpose of this document is to build a computerized barangay record management
system to organize the files and to lessen the barangay officials' paper works. They could complete
things more quickly, and a large workforce wouldn't be required. The system's purpose is also to
offer safer storage, quick file retrieval, preserve dependability and correctness, faster file tracking,
and enhance communication quality. The staff finds that offering software to replace manual
record-keeping and the hand-issuing of barangay clearances, certificates, and other barangay
insurances to be of great assistance. This approach also suggests creating a chatbot assistant that
locals can use to rapidly find answers to their inquiries on the barangay website. This chatbot can
initiate polite dialogues, respond to barangay information, address frequently asked questions, and
provide details on the locations, people to contact, and activities of the barrio. Additionally, the
chatbot can aid in enhancing communication between the barangay and its residents. As the
barangay is frequently the subject of questioning from the locals.
1.2 Document Conventions
The Record Management with Chatbot Assistance is frequently referred to as “the system.”
The document is made using Arial and Times New Roman where:
● Main sections are indicated with bold letters font 18.
● Subsections bolded in font 14.
An appendix B is added for acronyms and abbreviations.
1.3 Intended Audience and Reading Suggestions
This project is a prototype for the Record Management System with Chatbot Assistant and
it can be implemented to any barangay. The project will be implemented in Barangay San Jose,
Caba, La Union under the guidance of the barangay captain. This project is useful for the barangay
officials and its residents.
1.4 Project Scope
The purpose of the record management system is to organize the files of the barangay and
to build good communication to the residents using chatbot assistant. The system is based on a
relational database with its record management and chatbot functions. The system will have a
database server supporting all the residents profiles of the barangay. Above all, we hope to
achieve a user-friendly barangay system.

1.5 References
This SRS template is shareware downloaded from www.processimpact.com. Copyright ©
2022 by JFAV Technotuners. Permission is granted to use, modify, and distribute this document.
https://papers.ssrn.com/sol3/papers.cfm?abstract_id=3558441
http://www.itproportal.com/features/what-are-chatbots-everythingyou-need-to-know/[Accessed
2. Overall Description
2.1 Product Perspective
Record Management with Chatbot Assistance stores the following information.
➢ Barangay statistics description
It includes the summation of how many are there in the designated barangay, and it can
also be interpreted by using graphical charts in which we can see the number of people,
gender, age bracket, etc.
➢ Resident information description
It includes the full name, national ID, alias, birthdate, where he/she on the purok came from,
etc. This information may be used to keep the resident's record for any emergency or for
any other kind of information.
➢ Enquiry Report
It includes the questions and queries of the residents on the barangay or in terms of
emergency and other necessary things they are intended to.

2.2 Product Features
The major features of Record Management with Chatbot Assistance an as shown in below
entity–relationship model (ER model).
Figure 2.2. Entity-relationship model of the system
The ER diagram for Record Management with Chatbot Assistance tables includes;
resident’s information, purok, precinct, payments, permit, users, blotter records, activity, officials
and barangay information. The tables are made to meet the required specification of the system
and provide much more specific details of each entity within the system.
2.3 User Classes and Characteristics
Users of the system should be able to ask queries in relation to barangays that can help
them easily approach their queries to the barangay officials. The residents in the barangay will
have access to the function, and the barangay officials will also have access. The residents in the
barangay should be able to do the following functions:
Statistics analysis of the data
➢ Population

➢ Gender
➢ Age bracket
➢ etc.
View information
➢ Barangay officials and staffs
➢ Resident’s Information
➢ Blotter Records
➢ Activities
➢ Services
Make a request to the barangay official for the Certificates
➢ Issuance of Barangay Clearance.
➢ Certificate of Indigency
➢ Barangay Business Clearance
Frequently Asked Questions (Chatbot FAQs)
➢ Answer and respond to residents' questions.
➢ Provide users with timely updates including transaction and other information.
The Barangay Officials should have following management functionalities:
➢ Residents function
➢ Get all the registrations of the residents.
➢ Add, view, update or delete information of a resident.
➢ Post an announcement or activity.
➢ Offer high-quality services.
➢ Issuance of the certificate and clearance.
➢ Answer the queries of the resident.
2.4 Operating Environment
The operating environment for Record Management with Chatbot Assistance is as listed below.
➢ Client/Server System
➢ Distributed Database (DDB)
➢ OS: Windows
➢ Db: MySQL Database
➢ Platform: Vs Code/PHP/JavaScript
2.5 Design and Implementation Constraints
1. The usecase diagram, sequence diagram and database schema.
2. SQL commands for above queries/applications
3. Implement the database at least using a centralized database management system.

2.6 User Documentation
The project is available on the internet as it is a network based application. The Barangay
website should provide a user manual on how to use Record Management with Chatbot
Assistance. Users of the system will be guided to the system all the way when registering.
2.7 Assumptions and Dependencies
● Assumptions:
➢ Client/User has an active internet connection or has access to one to view the
website.
➢ Client/User runs an operating system which supports internet browsing.
➢ Our website will not be violating any internet ethnic or cultural rules and won’t be
blocked by the telecom company.
➢ Due to a barrier on each resident's queries, the barangay cannot be managed on a
regular basis.
● Dependencies:
➢ We are dependent on our hosting service to provide 24/7 online facilities.
➢ Website interfaces must be friendly and easy to use.
➢ The search mechanism must be simple and fast.
➢ A request for a resident in the barangay that they can answer during duty hours.
3. System Features
Record Management with Chatbot Assistance is an automated process of managing a
barangay that is faster and more secure compared to the usual process. It increases efficiency in
profiling, issuing barangay clearances, generating reports and other barangay-centric features.

3.1 Dashboard
Figure 3.1. Dashboard page
3.1.1 Description and Priority
Dashboards are a unique and powerful way to present data-based intelligence using data
visualization techniques. It should be a high priority for barangays that want to reach
decision-makers and business professionals. The Dashboard at barangay level is used to present
the most valuable and useful set of information about the communities' status in labor and
employment, family income and expenses, demography by (population) and age, water and
sanitation, type of housing and education.
3.1.2 Stimulus/Response Sequences
St-1: A dashboard is a visual display of all of the data.
St-2: It can be used in all kinds of different ways, but its primary intention is to provide
information at-a-glance.
St-3: It sits on its own page and receives information from a linked database.
3.1.3 Functional Requirements
REQ-1: The user intends to view visualizations to monitor metrics of barangay quality.

REQ-2: Information and activities that provide users:the understanding of productive
processes and their impact on them; the engagement and accountability in activities.
3.2 Barangay Statistics
Figure 3.2. Barangay statistics page
The Barangay Statistics organizes, categorizes records and provides information of each
resident and statistics according to population, gender, age bracket, etc. The researchers
developed the system to help the barangay officials and personnel to have a better form of
managing, monitoring and tracking residents’ information, Also, have easy access to the
information details of each resident and quickly generate the reports needed.
St-1: Facilitates and improves learning: graphics make data easy to understand and
eliminate language and literacy barriers
St-2: Understanding content: visuals are more effective than text in human understanding
St-3: Improves communication: analyzing graphs that highlight relevant themes is
significantly faster than reading through a descriptive report line by line

REQ-1: Barangay chairman, secretary, barangay officials or residents will be able to view
different reports generated by the system through lists, graphs, and statistical forms.
REQ-2: Present relevant information through: trend charts and others; quality tools; tables;
images; blank space.
3.3 Resident Information
Figure 3.3. Resident information page
Record Management with Chatbot Assistance maintains information on residents and other
personal preferences. Of course, this project has a high priority because it facilitates identification
of barangay needs vital for monitoring and evaluation and promotes capacity development of the
barangay.
St-1: Add resident’s information.
St-2: Display a detailed list of barangay residents and make a resident profile or generate
one to print the report.
St-3: View, search, or remove resident’s information.

REQ-1: Residents can register and/or update their profile online.
3.4 Chatbot Assistance
Figure 3.4. Chatbot Assistance page
Chatbots are designed to give people or residents an automated way to communicate with
the barangay. They may answer basic questions, make product recommendations, and provide
customer support. This is identified as high priority as being accurate at emulating human
conversation. By using conversational AI chatbots, engagement can be driven based on the user
data and made more interactive.
St-1: Users or the residents can send messages and inquiries.
St-2: They can input any related barangay messages or they can frequently ask questions.
St-3: After sending a message or questions, the user will get a response alert.
REQ-1: Flexible data connections

REQ-2: Complex dialogues
REQ-3: Ongoing optimization
REQ-4: Analytics & reporting
4. External Interface Requirements
4.1 User Interfaces
➢ Front-end software: VS code
➢ Back-end software: phpMyAdmin - MySQL
4.2 Hardware Interfaces
➢ Windows (Windows 10 and 11)
➢ A browser which supports Php, HTML & Javascript.
4.3 Software Interfaces
The following is the software used for Record Management with Chatbot Assistance.
Software used Description
Operating System We have chosen the Windows operating
system for its best support and
user-friendliness.
Database To save the barangay records, resident
records, and other records, we have chosen a
MySQL database.
VS Code To implement the project, we have chosen the
VS code editor for its more interactive support
for development operations like debugging,
task running, and version control.

4.4 Communications Interfaces
The Record Management with Chatbot Assistance shall use the HTTP protocol for
communication over the internet and for the internet communication will be through TCP/IP
protocol suite.
This project supports all types of web browsers. We are using simple electronic forms for
the barangay certificates, residents information, blotter records, etc.
5. Other Nonfunctional Requirements
5.1 Performance Requirements
Record management with chatbot assistance requires it to be compatible with all kinds of
browsers. The steps involved in performing the implementation of the system are as listed below.
5.1.1 Use Case Diagram
A use case diagram is a visual summary of interactions and relationships within a system.
They may show systems in computer software, businesses, or customer experiences. A model
scenario is shown in which individuals interact with a system using a series of specialized symbols
and connectors.
➢ Actors - Actors are individuals who have a relationship with the system and interact with
each step of the process, internally or externally. This may include users, customers,
clients, or employees.
➢ Use Cases - Use cases describe a system function that an actor or person can start or use.
This function may be automatic or manual and may be linked to another actor or function.
Use cases are often represented by an oval or circle encompassing text.
➢ Communication Link - Actors may connect with use cases and other people through a
variety of communication links using a solid, straight line that represents different
relationships between people and objects, such as: associations, generalizations,
extensions, and inclusion.

Figure 5.1.1. Use case of the system
5.1.2 Sequence Diagram
Sequence Time-focused diagrams show the interaction between objects in the context of a
collaboration and detail how operations are carried out. They show the order of the interaction
visually by using the vertical axis of the diagram to represent time and what messages are sent
and when.

Figure 5.1.2. Sequence diagram of the system
5.2 Safety Requirements
If there is extensive damage to a large portion of the database as a result of failure, such as
data corruption, the recovery method restores a previous backup. It may download the backup data
input on the home page in the user interface and reconstruct a more current state by reapplying or
redoing the operations of committed transactions from the backed-up log, up to the time of failure.
5.3 Security Requirements
Security systems require database storage for securing the records, like many other
applications, to secure the integrity of the input data. However, researchers must choose their
database partners to ensure they meet the needs of the security market.
5.4 Software Quality Attributes
➢ ADAPTABILITY: Providing an effective way for the barangay to record and manage
information and also innovative solutions that may be adapted to satisfy the requirements of
the residents for their everyday needs and inquiries.
➢ AVAILABILITY: The Record Management will be available via office time and the chatbot
assistance can respond to the messages via AI or real time, and also the client can use
CRUD (create, update, delete) to display the data input.
➢ CORRECTNESS: Evaluating the correctness and completeness of the program is a way of
overseeing its reliability. It is to test whether you can rely on the result it yields or not.
➢ FLEXIBILITY: Barangay residents and barangay staff will find it faster to transact and
communicate.
➢ MAINTAINABILITY: The administrators and staff in charge should maintain the system
correctly.
➢ PORTABILITY: User can login to the system anytime.
➢ RELIABILITY: The system can be used by multiple users concurrently. Any user can
access the system using even a low performance PC.

➢ ROBUSTNESS: The system will not be broken down easily and not wholly affect by single
application failure
➢ TESTABILITY: The testability of software components is determined by a number of
factors. These include the degree to which it is possible to control the state of the
component under test (CUT) and observe (intermediate and final) test results.
➢ USABILITY: The client should be satisfied with the outcome of the project and meet the
client's needs to become effective and productive.
6. Other Requirements
The services function includes the barangay clearance, barangay certificate, certificate of
indigency, and business permit. Documents that always get by the residents in the barangay. The
documents were arranged so that barangay officials could quickly locate and obtain them.
Appendix A: Glossary
SRS - Software Requirements Specification
ID - Identity
ER model - Entity-relationship model
FAQs - Frequently Asked Questions
DDB - Distributed Database
OS - Operating system
DB - Database
SQL - Simple Query Language
VS code - Visual code
Php - Hypertext Processor
RM - Records Management
REQ - Requirement
HTML - Hypertext Markup Language
HTTP - Hypertext Transmission Protocol
TCP/IP - Transmission Control Protocol /Internet protocol
AI - Artificial Intelligence

CRUD - Create, Read, Update and Delete
PC - Personal Computer
CUT - Control Under Test
DFD - Data Flow Diagram
Appendix B: Analysis Models
Data Flow Diagram (DFD)
The flow of the system begins when the admin processes statistical reports; input the
statistical records. Next is to process residence information. By the time that the reports are
encoded, it will automatically be saved into the database and can be printed. Then, the admin
generates reports at the end of any transaction that will be used in making yearly statistical reports.
Figure 1. Data Flow Diagram of the system

Class Diagram
Class Diagram for Record Management with Chatbot Assistance simply describes
structure of Record Management System class, attributes, methods or operations, relationship
among objects.
Classes of Record Management with Chatbot Assistance:
● Resident Class – It manages all operations of the Record Management . It is the central
part of the organization for which the application is being designed.
● Staff Class - It securely stores and manages personal and other work-related matters.
● User Class – It manages all operations of the user.
● Chatbot Class - It manages all messages of the user.
● Barangay Official Class - It manages all operations of Record Management.
● Activity Class - It manages all problems and stimulates the development of the barangay.
Figure 2. Class Diagram of the system

Activity Diagram
Figure 3. Barangay personnel activity diagram of the system
Appendix C: Issues List
Issue Name Description Priority Level
Security Management
Researchers must implement effective
security measures to protect the data that
will be entered in the future.
High
User interface specification
It will be helpful to review different
document management systems' user
interfaces and usability studies.
Middle

Performance Requirements
Determine the performance level of other
document management systems and what
may be achieved from this project by
evaluating them.
Low

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