LOCAL GOVERNMENT UNIT 3: DIGITAL BARANGAY OFFICE SCHEDULING SYSTEM (REAL-TIME AVAILABILITY, RESCHEDULING, REPORTING AND DEPARTMENT SELECTION WITH AI CHAT ASSISTANCE)

Abstract

This study presents the Digital Barangay Office Scheduling System (DBOSS), a digital platform designed to improve appointment management, real-time availability tracking, rescheduling, reporting, and department selection within Local Government Unit 3 (LGU 3). DBOSS addresses persistent challenges in traditional barangay scheduling systems, including scheduling conflicts, extended waiting periods, and administrative burdens. By integrating AI-powered chat assistance, the system delivers a seamless and user-friendly booking experience. The primary objectives of the study are to enhance operational efficiency, minimize scheduling conflicts, improve service accessibility, and streamline the reporting of barangay services. DBOSS is developed using a modular system architecture. The backend utilizes PHP, with MySQL serving as the database management system, while HTML, CSS, and JavaScript power the frontend interface. The microservices architecture ensures efficient communication among essential modules such as appointment scheduling, AI chat support, and service reporting. To ensure the reliability and usability of the system, the researchers conducted unit testing, integration testing, and user acceptance testing (UAT) with both barangay staff and citizens. The system is hosted on the Indevfinite Cloud Infrastructure, providing scalability, secure data handling, and remote access capabilities necessary for effective barangay appointment operations. The findings revealed that DBOSS significantly improved scheduling efficiency by reducing manual scheduling time and eliminating double bookings through real-time availability tracking. The AI-powered chat assistant successfully guided users through the scheduling process without the need for human intervention, thereby increasing accessibility. System performance tests showed quick response times and high reliability, enabling smooth appointment booking and rescheduling. Survey responses from users indicated a preference for DBOSS over traditional scheduling methods due to its convenience and effectiveness. Furthermore, the reporting feature enabled barangay officials to monitor peak service hours, identify trends in service demand, and assess resource requirements for better management decisions. The results suggest that digital transformation in barangay operations, as demonstrated by DBOSS, leads to increased efficiency, reduced administrative workload, and enhanced user satisfaction. Automation of scheduling processes and the integration of AI assistance proved beneficial, especially for individuals with limited digital literacy. However, challenges such as the need for personnel training, internet connectivity issues, and initial resistance from some users were observed. Future system enhancements may include additional AI functionalities, the development of a mobile application, and the integration of predictive analytics. Overall, DBOSS showcases the potential of technology-driven innovations in modernizing local government services.