Police Thesis

CHAPTER 1 Introduction A. Background of the Study In the early years man had a difficult to accomplish their task in short period of time. Their works was never accurate and efficient since people had to do their jobs or responsibilities, manually. Hence, man has continuously looked for a better ways of doing things, for each invention and new development man had to extend their capabilities for making jobs easier and faster so as save time and effort. Man’s curiosity brought for the way of automation.Automation can be defined as a technology concerned with performing a process by means of programmed commands combined with automatic feedback control to ensure proper execution of the instructions. The development of this technology has become an increasingly dependent on the use of computers and computer related technologies. Advanced systems represent a level of capability and performance that surpass in many ways the abilities of human to accomplish the same activities.Manual procedures in performing transactions create problems which results to delay in the generation of reports, consume a lot of time in recording information and retrieving of files. One organization which uses manual record system and encountered those problems is the office of Philippine National Police (PNP) Roxas Zamboanga del Norte. The PNP Roxas, Zamboanga del Norte composing different registered of crime and incident from the different barangay of Roxas Zamboanga del Norte. PNP in cooperation of Local Government Unit (LGU) shall developed and implement programs on preventing crime and incident.The Local Government Unit (LGU) should provide the needs of the PNP Roxas Zamboanga del Norte. According to the PNP staff, recording and retrieving information of the incident and crimes happened and generating of report consume a lot of time since those transactions are done manually. This is the main reason why the researcher wants to conduct a study in the said office. The researcher wa nts to help their office by developing system software, making their transactions faster and easier to handle. B. Theoretical Framework. This study is anchored on Roger Clarke’s (1999) Diffusion of Innovation Theory.His theory describes the pattern of adoption, explains the mechanisms by which they occur, and assists in predicting whether a new invention will be successful. In its early stages, DOI theory was limited to expert in one specific field, examining and evaluating the diffusion of a process which relevant to their specialization. For example, medical sociologist would look a new technology occurring in health care and record the general rates of adoption, at the same time education researcher would study the spread of new teaching methodologist and its inevitable diffusion throughout the school system.Other theory is Everett Roger’s (1995) Diffusion of Innovation Theory. She defines innovation as an idea, practice, or object that is perceived as new by an ind ividual or other unit of adoption. In matters little, so far as human behavior is concerned, whether or not an idea is â€Å"objectively† new as measured by the lapse of time since its first use or discovery. The perceived newness of the idea seems new to the individual, it is innovation.This definition broadly takes on innovation to include not only products such as technological innovation but also ideas and processes that stimulate the development of human potential and organizational processes. Aside from that, Roger also stated in the year 2003 that Diffusion of Innovation theory is the process by which an innovation is communicated through certain channels over time among the members of a social System. † In other words, the study of the diffusion of innovation is the study of how, why, and at what rate new ideas and technology spread through cultures.The Office of PNP, Roxas, Zamboanga del Norte one of the offices that use a manual system in making Spot Report. T heir Spot Report procedures are done through the recording the information into the log book. By adopting the theory the researchers had enhanced the Spot Report of the said office and made known as Automated Crime and Incidents Record Keeping System. C. Conceptual Framework This figure below is the conceptual framework of the study which is represented by these three frames. The first frame refers to the system currently used by the office of the PNP Roxas Station which is Manual Record System.Through the used by the Manual Record System problems occur such as time consuming and delay in the recording and retrieving of information and generation of reports which can be seen in the second frame. Frame two (2) is the reason why the Automated Record System, Frame three (3) will be the focus of the researcher’s study in order to help the PNP in the processing of their transactions easier and faster. ManualRecordSystem| | Time consuming and delayed in the recording and retrieving of information and generation of reports| | Automated Crime and Incidents Record KeepingSystem| Figure 1.Conceptual Framework of the study This figure shows the conceptual framework of the study indicating the present system used at the PNP in processing their transactions. The problems they have encountered and the proposed system that that will help the PNP solve the problems they have encountered. D. Statement of the problem This study aims to design an Automated Record System at the Office of PNP Roxas Zamboanga del Norte. This study will seek to answer the following 1. What are the problems encountered in the Manual Record System at the Office of the PNP Roxas? 2. What system can be made to eliminate those problems?E. Objectives of the Study This study will be conducted in order to: 1. Identify the problems encountered in the PNP Roxas. 2. Develop a system that could eliminate those problems. F. Scope and Limitation This study was conducted at the Office of the PNP, Roxas Zamb oanga del Norte. The study was focused on the spot report, encoding incidences, crimes and generating reports. This study was conducted during the second semester of the SY 2011-2012. G. Significance of the Study The researcher conducted a study on Automated Record System at the Office of the PNP, Roxas Zamboanga del Norte.This study will aim to help the personnel responsible in the crimes and incident records and in the generation of reports to reduce time am effort in recording and retrieving of files. Through this Automated Record System, time consumed in recording information of the crimes, incidence and delays in the generation of reports encountered by the personnel will be reduced if not totally eliminated. For the researcher, this study will enhance their knowledge regarding system development For the future researchers, this study will serve as their reference in conducting system study. H. Operational Definition of Terms Activities or Programs.This refers to the different activities of the PNP like monthly assembly, police drill, etc. Admin. The one who is in charge and provides the recruitment information. Alert Team. The One who is responsible on responding incidents. Finance. The one that responsible on financing matters. Intelligence Division. The one who is responsible on secret record movement and illegal activities of the community. Investigator. The one who is responsible on investigative matters. Operation. The one who is responsible on operational function PCR. â€Å"Police Community Relation† the one who is responsible of the relationship of the community and police.Radio Operator. The one who is responsible in transmitting and receiving information. Spot Report. A report regarding to a happened incidents or crimes. Warrant & Subpoena Server. Te one who is responsible on issuing warrant and subpoena. Chapter 2 Review of Related Literature As we continue to barrel through the information age, it is hard to imagine conducting busi ness without computers. Each day, millions of people working in offices and homes around the world depend on computer technology to do their jobs efficiently and economically.To truly understand the computer’s history involves a daunting journey through mathematics, physics, and electrical engineering; through binary code, Boolean logic, real time, magnetic core memories, floating-point numeral notation, transistors, semiconductors, integrated circuits, and much, mush more. Luckily, most office workers do not need to understand this complex history to use computers and the dizzying array of software programs they execute. When computers were first developed nearly fifty years ago, the people who programmed them considered the task quite maddening.Fortunately, learning to use a personal computer today is often as simple as spending a few hours reading an instruction manual or following a hands-on tutorial. In recent years, computer technology has been incorporated into a wide range of costumers and industrial product. Computers are routinely used into word processing, email, video games, and other application that require repetitive tasks that can be automated. The offices and government institutions mentioned below are among the thousand of offices where application for membership are automated.One example is the Department of Social Welfare and Development. They are currently using the e-Donation Management System through a Memorandum of Agreement (MOA) with Globe X-Change Inc. (GXI) and Memorandum of Understanding (MOU) with the National Computer Center (NCC). The DSWD e-Donation Management System aims to provide the donor community a more convenient and cost-effective option of giving cash donation through the use of technology, such as short messaging services [SMS] or text message, as well as via online or internet.Likewise, it is a costume-designed turnkey solution that delivers, managers, and reconciles contribution and donations via text online transactions, working on a banking industry-standard ICT security environment, and a stable and scalable database system. This system takes the nature of an electronic payment system which is efficient and transparent, as well as fully received trough donation. Another is Tricare records-processing system. The TED system helps civilian providers get paid promptly for the services they provide to Tricare beneficiaries outside of military treatment facilities.Records are processed for provider payments in less than 24 hours in most cases. The ease and speed of the TED system gives providers an incentive to participate in Tricare. Increased participation in Tricare networks provides beneficiaries better access to health care. By verifying and analyzing the information in each records, the TED system allows providers payments to occur promptly and helps prevent payment of duplicate, fraudulent or erroneous claims. The information in the TED system provides data for developing health car e treads and budgets projection.TED system staff members have processed more than $140 billion of purchased services for Tricare beneficiaries worldwide since 2004. The Government Services Insurance System also uses the ECard System in which using your eCard plus, you can check your GSIS records, renew your active status (for Pensioners), and even apply for GSIS loans, when you go to any [email  protected] kiosk installed in all GSIS offices and other major government offices all over the country and manage your eCard Plus ATM account or pay bill online.Also the electronic medical record (EMR) is a computerized medical record created in an organization that delivers care, such as a hospital and doctor’s surgery. Electronic medical records tend to be part of a local stand-alone health information system that allows storage, retrieval and modification of records. Aside from that the Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.A record can be either a tangible object or digital information: for example, birth certificate, medical x-rays, office documents, databases, application data, and e-mail. Records management is primarily concerned with the evidence of an organization’s activities, and is usually applied according to the value of the records rather than their physical formal. Haryana Government is also using a system known as Haryana Land Record Information System. This system is a based software system used by the Haryana government for the computerization of land records in its tehsils. It was developed by NIC Haryana state Unit.Chapter 3 Methodology A. Settings of Study One of the first section citizens read in the local newspaper is the police spot report which contains information on crimes and incident that could af fect them directly. The kind of information provided, however, largely depends on the publication. Local newspapers typically review these records, called spot and reports and print the crimes and incidents happen. Many police departments maintained a handwritten daily spot report. A police report is a record of crimes and incident and committed in a certain area during a certain period of time.Police agencies are required to keep a record of daily activities that can be inspected by the public. So as a police investigator, a factual, precise, accurate information must be posted in the police spot record and its depends upon the agency what type of information they want publish. Police spot report in certain cases, note a suspect’s name, age and address. A name of the victim or complaining party might also be included, but police might avoid providing additional of information if discretion is warranted. Where the crime occurred(at a residence, a business or elsewhere) should be noted as well.Likewise, if a vehicle was damaged or an item was stolen, those things might also be noted. This are the information to be stored in the system to make it easy to find the crimes in the previous recorded incidents. The purpose of a police spot report is to provide an accurate written account of a police officer’s observations during the investigation of a criminal incident. A police spot report can only be written by the officer(s) involved in the investigation of an incident. Each officer who makes a report must swear to its accuracy by signing it.The purpose of making a police spot report into database is to make the investigator easy to find or locate the file that being input in the previous record. PNP Head The figure below shows the organizational structure of the Office of the PNP. ADMIN Operation Radio Operator Intelligence Division Warrant/Subpoena Server PCR SALAAM Alert Team Investigator Finance Figure 2 Organizational Chart The organizational cha rt of the Office of the Philippine National police Roxas Zamboanga del Norte. This figure shows the hierarchy supervision at the Office of the Philippine National Police (PNP). B.Research Design and Procedure of the Study Request letter was sent to the Office of the Philippine National Police (PNP) asking permission to conduct a study in their office. It was followed with the distribution of questionnaire and the conduct of an interview. The researchers in return were provided useful tools such as the organizational structure and different forms like Spot Report form and the master list of the Crimes and Incidents. The researcher have also browsed the internet to gather some related literatures as their basis for the study. The preparation of the manuscript for the system proposal followed.Upon approval, the researcher started to design an Automated Crimes and Incident Record System. Figure 3 on the next page shows the Gantt chart that reflects he work plan in developing a system. C ost and benefits analysis was made to determine the affordability and worthiness of the system. Gantt chart (Work Plan Schedule) Planned starting date – September 2011 |   |   |   |   |   |   |   |   |   |   |   |   | Number of Months|   |   |   |   |   |   |   |   |   |   |   |   | Activities|   | Sept|   |   | Oct|   |   | Nov|   |   | Dec|   |   | Jan|   |   | Feb|   |   | March|   | Apr|   | 1.Conducting aninterview|   |   |   |   |   |   |   |   |   | |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | 2. Planning|   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | 3. Problem|   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | Definition|   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | 4.System analysis|   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | 5. Presentation|   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | of the |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | proposal|   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   |   | Planned completion date – April 2012 Figure 3 (Gantt chart) This chart shows the work plan schedule in developing the system.Different activities were listed in order to determine the coverage of the certain activity. This chart also shows when the activities begin and end. C. Data Gathering Procedures The first procedure done by the researchers was conducting an interview to some of the staff of (PNP) for them to know how the PNP Officer processes the Record of Crime and Incidents and what are the problems encountered with regards to the transaction mentioned. When the reserchers found out that the office transactions are done manually, they sent a letter of request to the PNP officer.When the permission was granted, they conducted a formal interview to the PNP Officer , at the same time the questionnaire were given in order to gather more information Another way in which the researchers collected data was browsing the internet and reading some books. The researchers then prepared the proposal for presentation. D. Research Instruments Interview. A tool that was used to gather additional information on how the PNP Officer processed the Crime and Incidents Records. Questionnaires. A tool that was used to collect valuable information from the PNP Officer regarding the flow of processing the Records of Crime and Incidents.Observation. A tool that was also used to gather information by observing on how the Crime and Incidents Records is being done at the Office of the PNP. Journal. A tool that was used to record all observation and investigations done by the researchers so that they will be guided in the preparation and the final presentation of the proposal. Modeling tool. A tool that was used to describe the internal and external behavior of the system. It was composed of two models which is the essential and behavioral model. The environmental model describe the external behavior of the system. E. Data AnalysisData gathered from the research interview was carefully analyzed and interpreted through the cost and benefit analysis. Costs and Benefits estimates and totals at the equivalent money value of the benefits and cost of this system to establish whether this system is worthwhile and affordable to use. The purpose of the cost analysis is to calculate all the anticipated cost associated with the system. It concerns not only the cost of building the system, but also the cost of installing, operating and maintaining the system as well as the auxiliary cost, while the benefits analysis has two kinds.One is the tactical benefits that are often associated in reductions in clerical or PNP personnel and the ot her one is the strategic benefits which are an opportunity to save few clerical people as the ability to let the organization do things what would be possible with the current system. F. Cost and Benefit Analysis The purpose of the cost analysis is to calculate all the anticipated cost associated with the system. It concerns not only the cost of building the system, but also the cost of installing, operating and maintaining the system as well as the auxiliary cost, while the benefit analysis has two kinds.One is the tactical benefits that are often associated in reductions in clerical or PNP personnel and the other one is the strategic benefits which are an opportunity to save few clerical people as the ability to let the organization do things what would be possible with the current system. System Development Cost Visual Basic 6. 0Php 9,250. 00 Consultant Fee Php 9,025. 00 TotalPhp 18,275. 00 Present System Annual Operating Cost Office SuppliesPhp 15,465. 00 ElectricityPhp 2,564. 0 0 Hardware MaintenancePhp 2,000,00 TotalPhp 20,029. 00 Proposed System Annual Operating Cost SuppliesPhp 7,560. 00 ElectricityPhp 3,600. 40Hardware MaintenancePhp 2,100. 00 Total Php 13,260. 40 Annual Operating Cost:Php 13,260. 40 Present Annual Operating Cost A. Supplies 1. Ink (6 tubes/yr @ 1,130/tube)Php 6,780. 00 2. Ribbon Cartridge (5 boxes/yr @ 145. 00/box)Php725. 00 3. Bond Paper (5 rims (US long)/yr @240. 00/rimPhp 1,200. 00 (5 rims(US short)/yr @ 235. 00/rimPhp 1,175. 00 4. Stapler (1 pc/yr @ 145. 00/pcPhp 145. 00 5. Stapler Wire (30 boxes/yr @ 50. 00/box)Php 1,500. 00 6. Folder (30 pcs/yr @ 8. 00/pc)Php 240. 00 7. Fastener (15 boxes/yr @ 150. 00/boxPhp 2,250. 00 8. Puncher (1 pcs/yr @ 220. 00/pcPhp 220. 00 9. Ballpen (30 pcs/yr @ 8. 00/pc)Php 240. 00 10. Liquid Erasure 1 bot. /yr @38. 00/pcPhp 38. 00 Total: Php 14,513. 00 Electricity (Annual Consumption) No. of CPU 1 No. of Monitor 1 No. of Printer 1 Monitor Type Monochrome Working Days 200 General Charge 3. 95 Hours Used/ Days 6 System Unit Power Consumption/Day (6 hrs/ day * 400 watt) 2,400 watt/day HP Printer power Consumption/day (6 hrs/day * 90 watt) 540 watt/ day Monitor Power Consumption/ day (6 hrs / day * 30 watt) 180 watt / day Watt used for by device per day 2,400+540+180=3,120 wattsWatt used for all device / yr (3,210 * 200) 624,000 watts / yr Kilowatt used / yr (624,000 watts / 1000) 624 kilowatts / yr Watt / yr = (watt / day) * (working days / yr) =3,120 * 200 =624,000 Amount Due = (kilowatt / yr) * Generation Charge =624 *3. 95 Php 2,464. 80 Proposed System Annual Operating Cost B. Supplies 11. Ink (3 tubes/yr @ 1,130/tube)Php 3,390. 00 12. Ribbon Cartridge (2 boxes/yr @ 145. 00/box)Php 290. 00 13. Bond Paper (4 rims (US long)/yr @230. 00/rimPhp 920. 0 (4 rims(US short)/yr @ 225. 00/rimPhp 900. 00 14. Stapler (1 pc/yr @ 145. 00/pcPhp 145. 00 15. Stapler Wire (20 boxes/yr @ 50. 00/box)Php 1,000. 00 16. Folder (22 pcs/yr @ 8. 00/pc)Php 176. 00 17. Fastener (12 boxes/yr @ 150. 00/boxPhp 1, 800. 00 18. Puncher (1 pcs/yr @ 220. 00/pcPhp 220. 00 19. Ballpen (18 pcs/yr @ 8. 00/pc)Php 144. 00 20. Liquid Erasure (1 bot. /yr @38. 00/pcPhp 38. 00 Total: Php 9,023. 00 Electricity (Annual Consumption) No. of CPU 1 No. of Monitor 1 No. of Printer 1 Monitor Type Monochrome Working Days 200 General Charge 3. 95 Hours Used/Days 8System Unit Power Consumption/Day (8 hrs/ day * 400 watt) 3,200 watt/day HP Printer power Consumption/day (8 hrs /day * 90 watt) 720 watt/ day Monitor Power Consumption/ day (8 hrs / day * 30 watt) 240 watt / day Watt used for by device per day 3,200+720+240=4,160 watts Watt used for all device / yr (4,160 * 200) 832,000 watts / yr Kilowatt used / yr (832,000 watts / 1000) 832 kilowatts / yr Watt / yr = (watt / day) * (working days / yr) 4,160 * 200 =832,000 Amount Due = (kilowatt / yr) * Generation Charge =832 *3. 95 Php 3,286. 40 Annual Benefit Present System Annual Operating Cost = Php 14,513. 00 Less Proposed Annual Operating Cost = Php 9,023 Annual Sav ings: Php 5,490. 00 Table of Annual Net Benefit Year| Annual saving| (1+i)n| Present value| Cumulative Value| 1| 5,490. 00 | 1. 024| 5621. 76| 5621. 76| 2| 5,490. 00 | 1. 049| 5759. 01| 11518. 02| 3| 5,490. 00 | 1. 74| 5896. 26| 17688. 78| 4| 5,490. 00 | 1. 100| 6039. 00| 24156. 00| 5| 5,490. 00 | 1. 126| 6181. 74| 30908. 07| This Table shows the table of annual net benefit. Project in percentage from 1-5 the cash flow. This table shows that Present value are computed by getting the product of annual saving and (1+i)n while the cumulative value is computed by getting the sum of the present value of that particular year and the cumulative value of the previous year. Where I = interest rate n = no. of years 3% = interest rate Payback Period 2+ Proposed System Annual Operating Cost- Cumulative Value in 3 Years Present Value in 3 Years The Cost and Benefits Analysis given above will help the Finance officer to decide whether to implement a computerized Land Patent Form System. It shows that the total annual operating cost of the present system is Php 14,513. 00; the researcher’s analysis reveals that the proposed system is lower operating cost, lower supplies expenses, less physical space needed, fewer operators required, faster turnaround time, greater accuracy, more comprehensive reports and improves morale-financial benefits school pegs at Php 5,490. 0 annually. Base on the cost-benefits estimates, the office would see a return on each investment in 2 years and seven months. In this case, it is very clear that the expected benefits of the proposed system do exceed the expected cost. G. Hardware and Software Hardware and software requirements are very essential in the automation of the system and they are the component in the system analysis. In choosing hardware factors to be considered include the following ability, affordability, speed and robustness of the hardware to save time and energy. H. Hardware and Software ConfigurationHardware Configuration C omputer: Personal Computer with Pentium (R) or higher processor Memory: 512MB of Random Access Memory or Higher Display: 32bit (1024 x 768 pixels) Monitor: video Graphics Accelerator (VGA) or Higher : Resolution monitor (Super VGA recommended) Hard Dick Requirements: At least 700MB of free space Video Display Adapter: 64MB (Any branded video card) Key board Features: Standard 101/102-Key or Microsoft PS/2 keyboard Mouse: Microsoft mouse compatible pointing device Power Supply: AVR (Automatic Voltage Regulator) 500watts & 220volts outlet UPS (Uninterrupted power Supply) 300watts & 220volts outlet Printer: EPSON LQ300+2 (dot matrix printer) : MP1600Le (photocopier/printer/scanner) Software Configuration Operating System: Microsoft windows 2009 Dark edition, Windows 98, Windows XP, SP2, SP3, Windows 2000 Application Software: MS Office Programming Language: Visual Basic I. Essential Model The essential model is a modeling tool shows what the system must do in order to satisfy t he user’s requirements on how the system is implemented. It consist of two major components namely the environmental model and behavioral model. I. 1. Environmental modelThe environmental model is modeling tool that defines the boundary and the interaction between the system and the environment. It consists of the statement of the purpose event list and context diagram. I. 1. 1 Statement of Purpose The Manual Crime & Incidents Record System of the PNP Roxas Zamboanga del Norte is use to record update and edits information about Crime and Incidents such as Car crash, Robbery etc. and surveying of records. It is also used to generate reports such as Spot Report. I. 1. 2. Event List The event list is a narrative list of all activities that occur in the environment to which the system responses.It has seven events namely: 1. PNP Head request Spot Report 2. Responder Submitted Spot Report 3. Provincial Police Office Request Report 4. Provincial Police Requires Report 5. Region al Police Office request Report 6. PNP Roxas submits the spot report Responder PNP Head Spot Report Spot Report Manual Crime and Incidents Record Keeping System Note Spot Report Master list of crimes and incidents Master list of crimes and incidents Master list of crimes and incidents Master list of crimes and incidents Provincial Office Regional Office Figure 4. The Context Diagram that shows the Automated Crime and incident’s Record Keeping System.The figure shows the different external entities in which the system responses. The Responder, PNP head, Provincial Police Office, Regional Police Office are the persons involve in the processing of the Crimes and Incidents record system or information and in generation of reports. Legend: Terminal – the external entities of the individual or group of people. Flows – the connection between processes. Process – it represent various individual functions that system carries out. Data Store – store the coll ection of data. Responder Spot Report Spot Report Spot Report File Spot Report ProcessRequest Figure 5. Event List 1: PNP Head Request Spot Report This figure shows that when the PNP Head requires a report, the Spot Report File and Master List of Crimes and Incidents File were retrieved to print the Spot Report and Master List of Crimes and Incidents Legend: Terminal – the external entities of the individual or group of people. Flows – the connection between processes. Process – it represent various individual functions that system carries out. Data Store – store the collection of data. Responder Process of the Spot Report Note Spot Report Master list of crimes and incidentsFigure 6. Event List 2: PNP Head Request Spot Report This figure shows that when the PNP Head requires a report, the Spot Report File and Master List of Crimes and Incidents File were retrieved to print the Spot Report and Master List of Crimes and Incidents Terminal – the exter nal entities of the individual or group of people. Legend: Flows – the connection between processes. Process – it represent various individual functions that system carries out. Data Store – store the collection of data. Provincial Police HeadquartersMaster list of crimes and incidents Master list of crimes and incidents Master list of crimes and incidents Spot Report File Process Request Figure 7. Event List 3: Provincial Police Headquarter request Master List This figure shows that when an PNP Head submit’s the Spot Report and Master List file to the Provincial Police Office. Legend: Terminal – the external entities of the individual or group of people. Flows – the connection between processes. Process – it represent various individual functions that system carries out. Data Store – store the collection of data. Process RequestSpot Report PNP Head PNP Head submit’s the Spot Report Provincial Police Office Figure 8. Eve nt List 4: PNP Head submit’s Spot Report This figure shows that when an PNP Head submit’s the Master List file to the Provincial Police Office. Legend: Terminal – the external entities of the individual or group of people. Process – it represent various individual functions that system carries out. Flows – the connection between processes. Data Store – store the collection of data. Master list of crimes and incidents Regional Police Headquarters Master list of crimes and incidents Spot Report FileMaster list of crimes and incidents Process Request Figure 9. Event List 5: Regional Police Headquarter request Master List This figure shows that when the Regional Police Office requires a report, the Spot Report File and Master List of Crimes and Incidents File were retrieved to print the Spot Report and Master List of Crimes and Incidents Legend: Terminal – the external entities of the individual or group of people. Process – it rep resent various individual functions that system carries out. Flows – the connection between processes. Data Store – store the collection of data. Process RequestPNP Head Spot Report PNP Head submit’s the Spot Report Regional Police Office Figure 10. Event List 6: PNP Head submit’s Spot Report This figure shows that when an PNP Head submit’s the Master List file to the Regional Police Office. Legend: Terminal – the external entities of the individual or group of people. Flows – the connection between processes. Process – it represent various individual functions that system carries out. Data Store – store the collection of data. 1. 2 Behavioral Model This model is primary concern on the internal behavior of the system to interest with the environment.This model includes Data Flow diagram, Process specifications and Data dictionary. The behavioral model includes the following: 1. 2. 1 Data flow diagram (DFD) –are us ed to describe how the system transforms information. They define how information processed and stored and identify how the information flows through the processes. 1. 2. 2 Data dictionary – specify relationship between each of said user application. Program and said sets of data stored in said database associated with each of said user application programs. 1. 2. 3 Process Specifications – a step by step flow of transaction on each process.Top Level Data Flow Diagram 1. Process Submission of Spot Report 2. Process Request Spot Report File Spot Report Spot Report Master list of crimes and incidents Spot Report File Spot Report Master list of crimes and incidents Figure 11. This figure shows entire flow of the data through the system. It implies how the transaction is processed and described how the different process involved. Data Store – store the collection of data. Flows – the connection between processes. Process – it represent various individu al functions that system carries out. Terminal – the external entities of the individual or group of people.Legend: 1. Process Submission of Spot Report Spot Report Spot Report File Spot Report Figure 12 Process Submission of Spot Report This figure shows that during the process of Submission of Spot Report. Legend: Terminal – the external entities of the individual or group of people. Flows – the connection between processes. Process – it represent various individual functions that system carries out. Data Store – store the collection of data. Spot Report Master list of crimes and incidents 2. Process Request Master list of crimes and incidents Spot Report Spot Report File Figure 13Process Request This figure shows that during the Process of Request and Release of Spot Report and Master List File of Crime and Incidents. Legend: Terminal – the external entities of the individual or group of people. Data Store – store the collection of data. Process – it represent various individual functions that system carries out. Flows – the connection between processes. J. 2. Data Dictionary Alphanumeric=* either number or letter or combination of both* Address=*address of the person where involve in an incidents or crime Character=*a letter, number and special character*sContact No. =*Contact No. of Person Involve [email  protected]{numeric} Date =*(mm/dd/yy)* [email  protected]{numeric} Name =Name of person [email  protected]{character} Numeric =*a number (0-9)* Request information =*an information of a particular crime or incidents* [email  protected]{alphanumeric} Record =*It refers to all the information of the requested item which is being inputted by Responder* [email  protected]{alphanumeric} Record File =*refers to the file in which all the record information about the Crime and Incidents is stored. This file is also used during retrieval of information* @{alphanumeric} Spot Report =*refers t o the file in which all the record information about the Crimes and Incidents is stored. This file is also used during retrieval of information* [email  protected]{alphanumeric} ={Full name}+{age}+{address}+{sex}+{time}+{date}+{place}+{evidence}+{Materials}+{summary of the incidents} J. 3 Process Specification Process 1: Submission of Spot Report Begin Open Spot Report File If Close Close Spot Report File End If End Process 2: Process Request Begin Open Spot Report File If Close Close Spot Report File End If End