Legal and Legislative Information System 1.

1 Statement of the Problem Legislative division plays a big role in the government, not only in senate but also in municipalities. Legislative division handles the entire bill, ordinances or resolution that senate or municipalities have. It also undertakes the formulation, preparation, reproduction and distribution of records for the regular and special sessions of the City Council, committee meetings and public hearings conducted by the regular committees and attending to the various needs of the City Council. Legislation, as we all know, is the process of making a law, ordinance or resolution. Legislation process takes a lot of time, from the proposal of the law up to the part when the proposal becomes a law or rejected. As how the legislative division plays an important role in municipalities, legal department plays also an important role in municipalities. Legal department is responsible for providing legal services and advices to the municipality. In an organization, especially in the legal and legislative office, files are so important and usually, in these offices there are a huge number of files that they have to organize. One of important things in the offices is the files and handling and managing of bulk files is really needed. Another one is for back up purposes. Since there are a lot of files and failure of a system to handle all of these, the tendency of lost, tampered or not recovered is high. And the last one is to enhance the search capability.

1.1.1

What your project will address

As the proponents of this particular system, the proponents views that keeping track of all the sessions that the legislative department have arranged and to keep track also the cases that has been processed by the legal department. Upon our interview, our client has a database of the new ordinances and resolutions, but they dont have a system that monitors the whole session that theyve made. The proponents think that the work of the employees under legislative division will be easier if they have a system that monitors the session itself. For the ordinances and resolutions, it will be better if there will be more categories available for the users convenience in browsing. For the legal department, there should be also a system that monitors all the cases the legal department handles. As the proponents visits the office of legal department, the proponents saw a bunch of papers which indicates that theyve been manually arranging all Project Study PUPQC 1

Legal and Legislative Information System the cases that has been passed to them. The maintenance of the files is a little bit tedious to do if it is done manually. The proponents think that it will be safer to have the data store in a database for safety purposes and to have backups also. The proposed system will be a big help in this kind of problem since the system will be working on to a paperless compilation of data.

1.2 Background and Objectives of the Project With the collected information thru interviews, the proponents thought of creating the system that can be of help to the institution. Quezon City councils website shows the ci ty ordinances, but only the approved city ordinances are being displayed while the sessions and pending proposals are not. The Legal and Legislative Information System (LLIS) is pursuing to develop for Local Government Unit to improve handling of the resolutions and ordinances in the legislative body of the municipal and cases involved in legal office as well as its archives. The proponents aim to build a more flexible system that will lessen the works of the employees and saves the time. The system will compromise easy research from the built-in e-library system of resolutions and ordinances where they can search for status, date, session, proponent of the ordinances and sessions. Another objective is to access up-to-date resolutions and ordinances, and last but not the least, to give access to the public. Some citizens are the main objective of the ordinance and they are concerned to what is currently happening to the approval of the ordinance that they have been waiting. There are also meddlesome citizens who just want to scrutinize councilors, and there are also learners who gather information for the completion of their paper works. The proponents also target to have a more organize data filing. The objectives also includes creating a system that will provide access to the public of the resolutions and ordinances that only needed to be display but will ensure the security and confidentiality of the files. And to make a LLIS that will suits the needs of the two offices and making it as one. 1.2.1 Current relevant institutional gaps

The proponents assumed that if there is any relevant institutional gap in doing the system, it is the distinction of two offices. In the proposed system which is the Legal and Legislative Information System (LLIS), it offers catering the handling and monitoring of files of the both Project Study PUPQC 2

Legal and Legislative Information System offices which is different from one another. But since the main function of the legal and legislative office is the handling and monitoring of document it is also the main concern of the system. 1.2.2 Improvements/enhancements to the current systems

As the proponents gathered information about the current system, the exponents saw potential improvements that will provide by the proposed system such as the searching capability, notification, and real-time update of the approved measure (resolution and ordinance) and the monitoring of the file, segregation of files, scheduling and statistical reports. 1.2.3 Requests by users/clientele for systems development initiative

After the proponents did some gathering of information such as research and interviews, there is no special request by the user/client (as of the last interview), but they want a system that can accommodate their work. 1.3 Significance and Scope of the project The Legal and Legislative Information System (LLIS) will play an important role in a municipal. Now a days, many of the researchers creating advantages through modernization thought that a system for filing is not much to concern with but the truth is, keeping files in order and a systematic way will be very helpful to an organization especially in a municipal. LLIS is more of data filing but proponents thought that it should extend its proficiency to fit in the needs of the user in easier way. Proponents also want to find ways to make a simple computerized system flexible and make an innovation out of it. In a municipal, resolutions and ordinances and handling of cases in the legal office are important components in maintaining a well establish city. Data filing might look easy but bringing all the files together is not easy to maintain as well as keeping it tracks. Proponents did not ignore the importance of the papers, it still holds as supporting documents of every file that will be kept in the system. Indeed, functionalities will be more of filing and data storage. But this function will also take good care of the monitoring as well as organizing the files and accessible public for he displays with proper security. Project Study PUPQC 3

Legal and Legislative Information System LLIS will take the legal and legislative works in a single system creating a more centralized system. The system will also generate statistical reports concerning the sessions and cases involved in legal office.

1.4 Documentation of Existence and Seriousness of the problem Upon analyzing the status of the current system, proponents noticed problems that encountered and can come across by the user/client in the future. In general, proponents believed that there are flaws in the current system. The documentation of existence and the seriousness of the problem will soon be discussed further by the sub-category below.

1.4.1

Documentation of current system/s (if any)

The current system make used of both traditional and computerized technology. For the legislative, the resolutions and ordinances are called measures. The difference of ordinance from resolution is it involves supporting documents and concerns with generating revenue of the municipal and it can only be approved by the city mayor. The process will be described in details on the process models of the existing system.

1.4.2

Problem/s identified with the existing systems

In an organization, especially in the legal and legislative office, files are so important and usually, in these offices there are a huge number of files that they have to organize. One of important things in the offices is the files and handling and managing of bulk files is really needed. Another one is for back up purposes. Since there are a lot of files and failure of a system to handle all of these, the tendency of lost, tampered or not recovered is high. And the last one is to enhance the search capability.

1.4.3

Process models of existing systems contributing to the problem

The figures below will show the process involved in approving city resolutions and ordinances.

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Legal and Legislative Information System

Figure 1 Process on Approving resolution From filing of the resolution by the respective councillor, it will received by the office of city secretary. They will be responsible on creating an agenda and will prepare for 1 st reading. It will forward to the committees for the reviews. The 2nd reading will be diagnosed by the City councillors, where they will meet in a session for the discussion. In the 2 nd reading, the presiding officer, which is the City vice Mayor will be the one to sign for the approval of the resolution. Any corrections or clarification for the proposed resolution will be review again by the committee.

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Legal and Legislative Information System

Figure 2 Process on Approving Ordinance The process on approving ordinance is almost the same as the process in resolution. From filing of the councilor to the office of the secretary, the proposed ordinance will not be put on committees for review and will soon be discussed for 2nd reading. But in this measure, the approver is the city Mayor. In the ordinance, 3rd reading is included. If there are any corrections or clarifications of the ordinance, it will be given back to the city councilors for 2nd reading. For the legal office, there are two types of cases civil and administrative. In the administrative cases, it is mainly for the employees, any related cases involving the employee and employees work will be under this case. While in the civil cases, it involves citizen cases but situations that can be handling by the barangay are not included or city territory cases such as the taxes and buying of a property for a project. Any cases involving the city mayor or the municipal is also included in the civil cases. In two cases, there are different requirements before filing a case. The administrative and civil also have different way of process. Project Study PUPQC 6

Legal and Legislative Information System 1.4.4 Data models of these existing systems

Figure 3 The figure above shows the data process of legislative departments existing system of Quezon City Hall.

Figure 4 The figure above shows the data process of legal departments existing system of Quezon City Hall.

1.4.5

Data (or any form of statistics) that may be relevant to prove existence and seriousness of the identified problems

The proponents believed that to sustain a quality service to the public, they should give a focus on the facility, management and the reliability of the office. Each office should manage the resources efficiency including the maximization of the employee and machines. Assume that the facility has already met the requirements and will not discuss these issues further.

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Legal and Legislative Information System According to the National Statistical Coordination Board the total rate of court-case disposition in the Philippines for the year 2010 is 0.83. For the municipal trial court in the cities, they rated 0.88 as of 2010. It is where the municipal of Quezon City included. Generally, there is a high rate of court-cases. If we imagined the handling of these files for a municipal, especially the municipal here in the metropolitan, it will surely give a headache. To give an easier work and maximize the time of the employees of the legal office, proponents proposed the Legal and Legislative Information System (LLIS). It will handle the cases of the municipal which includes the administrative and civil cases, from the filing until it was given a verdict. Handling bunch of files in the legislative office is also their problem. Even theres a long process in approving a measure, the system will only manage the status of the file itself and does not cover the whole process in detail. From this, they can keep track of the measure and inform the chief officer of whats happening through notifications. LLIS will let authorized user to set schedules of trial and the schedules of the sessions as well as the attendance of the councilors in a session. Notifications apply in both chief officers of the two offices (legal and legislative office). Query will be easier using the software because of the query options. Aside from the summary of each case and measure, viewing and printing of statistical reports is will deliver by LLIS. The proponents desire to give high-quality software that will be flexible enough to provide the needs of the client.

1.5 Review of Existing Alternative For the alternatives, the client is currently using lotus note and databases of ordinances and resolutions and they have also archives section where the hard copies of all the ordinances and resolutions are placed. It is said that some of the copy of the ordinances or resolutions are in the database and some others are hard copy which is kept in archives section. The proposed system, Legal and Legislative Information System (LLIS) will address the problems that the client has. The proposed system will handle the management of the files that the legislative and legal department will have. It will also monitor the ordinances and resolutions, from the time that it has been proposed up to the time it was approved and Project Study PUPQC 8

Legal and Legislative Information System implemented. Same goes with the cases that the legal department has, the proposed system will also monitor the case from its beginning up to the part where the verdict has been given.

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