LOCAL GOVERNMENT UNIT 1: PUBLIC CONSULTATION MANAGEMENT (CONSULTATION SCHEDULING, CONSULTATION TRACKING AND MANAGEMENT, ROLE MANAGEMENT) WITH AI CONSULTANT SUPPORT

Abstract

Empowering public engagement is a vital component of inclusive and participatory governance. However, many barangays continue to rely on traditional and manual methods of consultation, resulting in inefficiencies and limited citizen involvement. To address this gap, the Public Consultation Management System was developed as a web-based platform that streamlines the scheduling, tracking, and management of public consultations. It aims to improve citizen engagement by enabling individuals to book consultation appointments and stay informed about local developments, while assisting barangay officials in identifying concerns and making collaborative decisions that benefit the community. The system was developed using the Agile methodology to ensure flexibility and continuous improvement throughout the project lifecycle. Formal development sprints were carried out, covering planning, system design, development, testing, and deployment. Stakeholder engagement, including barangay officials, administrative staff, and selected community members, was incorporated through feedback sessions, prototype evaluations, and user acceptance testing. This iterative process enabled early identification of usability issues and optimization of features such as consultation scheduling, user notifications, and data security. Continuous integration of user feedback ensured that the system met both operational requirements and end-user expectations. Upon deployment, the system allowed citizens to raise concerns and schedule consultations without the need to visit the barangay office physically. Barangay officials reported improvements in tracking community concerns and responding more efficiently. The platform facilitated secure and organized record-keeping, increasing trust among residents who valued transparency and accountability in how their feedback was handled. The system effectively replaced manual processes, resulting in streamlined workflows and improved engagement. The Public Consultation Management System demonstrated effectiveness in enhancing community participation and communication between citizens and local authorities. By providing a digital platform for expressing concerns and scheduling consultations, the system fostered a more inclusive and responsive governance process. Continued updates, regular communication, and responsiveness to user feedback are recommended to sustain engagement and ensure that barangay-level decision-making remains transparent, efficient, and collaborative.