Evacuation Center Management System

Evacuation Center Management System

Abstract

Calamities can have a significant impact on society. It may result in an enormous number of people being evacuated. The local government unit assigned evacuation centers to provide temporary shelter for people during disasters. Evacuation centers are provided to give temporary shelter for the people during and after a calamity. Evacuation centers can be churches, sports stadium community centers, and much more that are capable to provide emergency shelter.

Evacuation centers require efficient management to ensure that evacuees are provided with the essential supplies and services. However, the local government officers encountered serious challenges and difficulties in managing the evacuation centers. They usually encounter management issues like shortages in supplies and essential goods, errors in headcounts of evacuees, inefficient recording of information and other related activities to be managed in an evacuation center.

The capstone project, entitled “Evacuation Center Management System” is designed to automate the management processes of evacuation centers. The said system will assist the local government disaster risk reduction personnel in managing evacuees and their needs. The evacuation center staff can electronically conduct all sorts of recordings plus an inventory of supplies for the evacuees.

The researchers will develop the system following the Software Development Life Cycle (SDLC) technique. After developing, the researchers will present the system to a panel of IT experts for checking, testing, and evaluation. The researchers will then modify the system according to the recommendations of the experts.

The implementation of the system will improve the efficiency of the LGU in managing evacuation centers. The developed system will eliminate the difficulties and problems encountered in managing and providing the supplies and services needed by the affected people. The system will make evacuation center management easy, fast, efficient, and accurate.

Introduction

The capstone project, “Evacuation Center Management System” is intended to be used by the local government in managing different evacuation centers in the locality. The system will automate different management processes in evacuation centers. It will eliminate management issues and provide efficient evacuation center management.

Evacuation centers are provided to give temporary shelter for the people during and after a calamity. Evacuation centers can be churches, sports stadium community centers, and much more that are capable to provide emergency shelter. Efficient evacuation center management is critical in providing evacuees the supplies and services they needed. Without a systematic management approach, evacuation centers cannot be managed effectively and efficiently. Management issues like shortages in essential supplies, errors in headcounts, and profiling of evacuees would likely occur. Thus, there is an intensified need to improve the current method used in managing evacuation centers.

Proposed Solution

To address the above-mentioned concerns, the researchers proposed an automated evacuation center management system. The proposed system will automate the management processes for an evacuation center. The evacuation center staff can electronically conduct all sorts of recordings plus an inventory of supplies for the evacuees. The developed system will eliminate the difficulties and problems encountered in managing and providing the supplies and services needed by the affected people. The system will make evacuation center management easy, fast, efficient, and accurate.

Objectives of the Study

General Objective- the researchers generally aim to develop a system that will automate the management processes of evacuation centers.

The researchers specifically aim the following objectives:

  1. To develop a system that will electronically record information of evacuees.
  2. To eliminate management issues encountered in managing evacuation centers by employing an automated system.
  3. To efficiently provide essential supplies and services to the evacuees.
  4. To obtain accurate headcounts of the evacuees in every evacuation center.
  5. To develop a system that will ease up evacuation center management.

Scope of the Study

The researchers focus on designing and developing an automated system that will automate evacuation center management processes. The system is limited to be used only by LGU evacuation centers. The system is solely for managing evacuation centers and their evacuees. The researchers will determine a sample size of LGU evacuation centers staff and the people to participate in the study.

Significance of the Study

The success of the study is deemed beneficial to the following individuals or groups:

LGU. The system will assist them to effectively correspond during calamities by helping them provide efficient supplies and services to the evacuees. The system will automate all management processes in evacuation centers.

Evacuees. The success of the system will significantly benefit them. By using the system, they can be rest assured that they will receive efficient supply and services while staying in the evacuation center.

Researchers. The project can harness their skills and knowledge in developing successful programs.

Future Researchers. They can use the study as a guide in their pursuit of the project.

Development Tools

The capstone project, “Evacuation Center” is intended to be used by LGU evacuation centers. The system will automate and ease up evacuation center management processes.

This article will provide you with an idea on what are the forms to be included in an Evacuation Center Management System. PHP and Bootstrap were used to develop the said template.

Documentation of the project is available upon request (chapters 1 to 5). Feel free to message us for the complete documentation of the project.

Project Highlights

The Evacuation Center Management system is a database-driven system that will assist LGU staff in managing evacuation centers. It will eliminate manual errors in managing records of evacuees and necessities in the emergency shelter.

The following are the advantages of the system:

  1. Automated Processes – the system will make it easier for LGUS to manage activities and services in the evacuation centers
  2. Records Management – it is a database system that makes evacuation center records electronic, safe, accurate, reliable, and fast.
  3. Report Generation – the system automatically generates reports about the status of the LGU’s evacuation centers.

How the System Works

This article will explain the features and how the system works by providing the forms, modules, and user interface of The Evacuation Center Management System.

Login Form – this form will be used in logging in to the system. The users will set their username and password to access the features and records of the system.

Shown below is the login form design.

Admin Dashboard – This dashboard serves as the homepage of the system administrator when logged in to the system.

The dashboard mainly displays the following information:

  • Number of Family/household
  • Number of Evacuees
  • Number of Male
  • Number of Female

The image shown below is the design of the administrator’s dashboard.

Evacuation Center Management System - Dashboard
Evacuation Center Management System – Dashboard

Type of Calamity – this form will require the system administrator to input the name of the calamity that is the reason for evacuation.

  • Name – typhoon, flood, earthquake

Shown below is the image of the type of calamity form.

Evacuation Center Management System - Type of Calamity
Evacuation Center Management System – Type of Calamity

Barangay Information – this form will require the admin to manage the details of the barangay that offers an evacuation center. The admin will input the name of the barangay.

  • Barangay name

The image shown below is the design of the Barangay Information form. (visit our facebook page for the complete screenshots of the project)

Evacuation Center – this form will require the admin to manage the details of every registered evacuation center.

The admin or encoder will enter the following information using the form:

  • Name
  • Address
  • Contact Info

Shown below is the design of the evacuation center form.

Evacuation Center Management System - Evacuation Center
Evacuation Center Management System – Evacuation Center

Evacuee Information – this form allows the admin or encoder to manage information of evacuees in the evacuation center.

The following information of the evacuees will be encoded in the system:

  • Lastname
  • Firstname
  • Middle Initial
  • Contact
  • Age
  • Gender
  • Brgy
  • Complete Address
  • Head of Family – checkbox
  • Evacuation Center

The image shown below is the design of the evacuee information form.

Evacuation Center Management System - Evacuees Information
Evacuation Center Management System – Evacuees Information

LGU Settings – this will allow the admin to set the LGU that is registered to use the system.

The following information will be encoded in the system:

  • City
  • Contact Info
  • Email Address
  • Website
  • Facebook page

Shown below is the design of the LGU Settings page.

User Accounts – This form will allow the admin to manage the users of the system. The admin will input the following information of the users in the system

  • Username
  • Password
  • Fullname
  • Designation
  • Contact Info
  • Account Category – encoder, admin
  • Account Status – active, inactive

Shown below is the design of the User Accounts forms. (visit our facebook page for the complete screenshots of the project)

List of Evacuees – this form will display the list of evacuees in the evacuation center. The list will reflect with name, barangay, and age of the evacuee.

List of Evacuees by Gender – this form will display the numbers of evacuees base on gender. The report will be presented using a graph and table.

Shown below is the design of the List of Evacuees by Gender form.

Evacuation Center Management System - Evacuees Report by Gender
Evacuation Center Management System – Evacuees Report by Gender

Number of Evacuees by Brgy – this form will display the report of the number of evacuees by barangay. The report will be presented using a graph and table.

Shown below is the design of the Number of Evacuees by Brgy. Form.

Evacuation Center Management System - Evacuees Report by Barangay
Evacuation Center Management System – Evacuees Report by Barangay

Number of Evacuees by Age Bracket – this form will display the report about the number of evacuees by age bracket. The report will be presented using graphs and tables.

The image shown below is the form design of the Number of Evacuees by Age bracket.

Evacuation Center Management System - Evacuees Report by Age Bracket
Evacuation Center Management System – Evacuees Report by Age Bracket

Number of Evacuees by Calamity – this form will display the report of the number of evacuees by calamity. The report will be displayed using a table and graph.

Shown below is the design of the Number of Evacuees by Calamity form.

Evacuation Center Management System - Evacuees Report by Calamity
Evacuation Center Management System – Evacuees Report by Calamity

Number of Evacuees by Center – this form will display the report about the number of evacuees by the evacuation center. The report will be presented through table and graph.

The image shown below is the Number of Evacuees by Center report form. (visit our facebook page for the complete screenshots of the project)

Conclusion

Evacuation centers are provided to give temporary shelter for the people during and after a calamity. This study was conducted to assess how evacuation centers are being managed. The researchers found out that the LGU faced difficulties and serious challenges to efficiently manage evacuation centers. The researchers developed an automated system to electronically manage processes in evacuation centers. The result of the study showed that the developed system met the needs and requirements of the intended users and respondents. The majority of the respondents have seen the potential of the system.

Thus, the researchers concluded that the system is an effective tool to ensure that evacuation centers can efficiently accommodate evacuees. The said system will assist the local government disaster risk reduction personnel in managing evacuees and their needs. The evacuation center staff can electronically conduct all sorts of recordings plus an inventory of supplies for the evacuees.

Recommendations

The significant result of the study prompted the researchers to strongly recommend the implementation of the system. The system is highly recommended for its efficiency and reliability that can be rendered to the target users. The developed system will assist the local government disaster risk reduction personnel in managing evacuees and their needs. The researchers also highlight the importance of having enough knowledge on how to properly use the system.

The researchers specifically recommend the following:

  1. The LGU should install the system to electronically and efficiently manage evacuation centers.
  2. The implementation of the system is highly recommended to keep records of evacuees and other records of the evacuation center safe and secured.
  3. The researchers recommend the system for it will make evacuation center management, easy, fast, accurate, and reliable.

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