How to operate
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1. Lola Maria walks in
Lola Maria, 72 years old, comes to the office. Her husband just passed away and she needs help with burial costs. She brings a death certificate and her senior citizen ID.
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2. The frontliner greets her
Ate Liza at the front desk asks for her name. She types "maria delos santos" in the big search box. The system shows: yes, Lola Maria is already in our records — she got her senior ID here last year. Good — no need to register again.
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3. If Lola Maria were brand new
If the search showed nothing, Ate Liza would click Register Walk-in. She types Lola Maria's name, birthday, address (picks region → province → city → barangay from drop-downs), then ticks Senior Citizen. Lola Maria signs the consent on a touch-screen. Save. The system gives her a Client Code (like MSWDO-2026-000123) — that's her file number for life.
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4. Open her file
Ate Liza clicks Lola Maria's name. The screen now shows everything MSWDO ever did for her — her senior ID, her free birthday cake last year, every record. It's like a folder, but everything is already organized.
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5. Add the burial assistance
Ate Liza clicks Service programs → AICS → New transaction. AICS means Assistance for people in crisis. She picks Lola Maria, picks "Burial" as the type, types the amount (₱5,000), and writes a short note: "Burial of husband. Death cert attached." She marks status: Waiting for funds.
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6. The social worker writes the report
Inday Ana, the social worker, opens the case and writes a short report (called a Social Case Study). She visits Lola Maria's home if needed, confirms everything is true, and recommends approval.
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7. The OIC approves
The OIC (officer in charge) opens her queue, reads Inday Ana's report, and clicks Approve. The system creates a Disbursement Voucher with a printable PDF that goes to the City Treasurer.
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8. Cashier hands over the cash
When the City Treasurer releases the cash, the cashier opens Lola Maria's record and clicks Mark as Released. Lola Maria signs on the screen with her finger. The status changes to Released. Done.
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9. The Mayor sees it the next morning
The Mayor opens the Reports screen the next morning. The number in the Recipients tile counted up by 1. The Total assistance counted up by ₱5,000. Lola Maria's name appears in the day's transaction list. Everything visible, everything accountable.
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10. COA audit, six months later
When COA auditors come, they don't need a stack of paper. They open the same Reports screen, pick the date range, click Print. Every peso, every recipient, every signature — all there in one PDF. The whole audit takes one afternoon instead of two weeks.
Tips
- Every step above touches a different screen of the system. The next help guides explain each screen in detail.
- You can replace Lola Maria with any program — Tatay Juan needing a PWD ID, Ate Lina needing solo-parent subsidy. The flow is always the same: find or register → record the service → approve → release → done.
- No paper is destroyed by going digital. Originals still go to the file cabinet. The computer is the index that finds them in seconds.
Common mistakes
- Do not skip the <em>Find first, register second</em> rule. Registering someone twice splits their history — bad for them, bad for the office.
- Do not write the cash amount on paper but forget to log it in the system. If it's not in the system, COA cannot count it, and the office cannot prove it was given.