College of Informatics

HOAConnect: AN AUTOMATED HOMEOWNERS’ ASSOCIATION FEE

COLLECTION AND BUDGET TRANSPARENCY SYSTEM FOR MABUHAY
HOMES 2000, BARANGAY PALIPARAN II, DASMARIÑAS CITY, CAVITE

A Capstone Project Proposal

Presented to the Faculty of the Information Technology
Philippine Christian University- Dasmariñas

In Partial Fulfillment
of the Requirements for the Degree
Bachelor of Science in Information Technology

Castillo, Mark John S.

Copon, Raemel Gerard M.

Rodriguez, Gio Iverson A.

San Jose, Marj Celine A.

2025
 College of Informatics

CHAPTER I

INTRODUCTION OF THE STUDY

PROJECT CONTEXT

Mabuhay Homes 2000 is a subdivision located in Barangay Paliparan II, Dasmariñas,

Cavite, still relies on manual procedures for collecting monthly fees for community activities
and projects from homeowners. The method not only consumes much time but is also prone
to errors, where it would be difficult to keep track of records and finances accurately. With
transactions processed manually, payments are sometimes miscalculated and fail to be
recorded altogether. Consequently, many residents either forget to pay or deliberately choose
not to, largely because the monthly homeowners’ fee of fifty pesos seems insignificant to
them. Some dismiss it as a minor expense, while others show little interest in how their
contributions are spent. This fifty-pesos monthly fee is intended to fund essential subdivision
improvements, such as building speed humps, supporting trash collection services, or
covering renovations needed within the community. However, the lack of a clear and
transparent system for tracking payments and expenditures has only heightened confusion and
diminished trust in the process.

To address these challenges, the researchers aim to develop HOAConnect: An

Automated Homeowners' Association Fee Collection and Budget Transparency System for
Mabuhay Homes 2000. This platform aims to benefit homeowners as well as HOA
administrators with more streamlined, sometimes convoluted fee collection and record-
keeping procedures. Homeowners get the advantage of having an easy-to-use facility online,
an online payment option complete with features such as GCash payment or bank transfer,
where paying dues can be easily done at their convenience. The homeowners also have a cash
payment option if they want to pay walk-in. They will also be able to upload a proof of
 College of Informatics

payment screenshots or photo of their receipts for verification and receive payment
confirmation through email and Short Message Service (SMS), so each transaction is tracked.
Beyond payments, the system provides a clear view of the overall HOA fee collected, with
full visibility into where these funds are being expended. The system incorporates an easy-to-
use interface to provide easy navigation for all inhabitants, including elderly persons. It
includes an activity calendar that informs everyone of coming events and significant
deadlines. This system will use Optical Character Recognition (OCR) technology to simplify
the registration process. The technology will extract the resident’s key information from the
scanned ID. Once the required documents and informations are submitted for account
creation, the HOA admin will verify and approve each account to ensure security and
accuracy.

In addition, HOAConnect automates many essential tasks for HOA administrators,

providing them with useful tools to enhance efficiency, improve effectiveness, and build
community trust. The system automatically generates bills, rolling over any unpaid balances
to the next month, and provides real-time updates to keep administrators informed about
collected HOA fees and related matters. It tracks down unpaid fees and balances, notifies
homeowners via email and text messages when payments are due or when new
announcements are posted, and effortlessly generates financial reports to keep all relevant
parties informed. Each household is limited to having one registered account in the system;
once the account is verified, homeowners will be notified and can now have access to the
system. Security is still the top priority, ensuring that sensitive information is accessible only
to authorized HOA administrators; thus, confidentiality is maintained, but transparency is
promoted. With these features mentioned above, the system will undoubtedly build a better
and more connected Mabuhay Homes 2000 community.
 College of Informatics

STATEMENT OF THE PROBLEM

General Problem

The Mabuhay Homes 2000 subdivision in Paliparan II, Dasmariñas City, Cavite
continues to rely on manual procedures for collecting monthly fees from homeowners. To
enhance and streamline their processes, the researchers aim to develop HOAConnect: An
Automated Homeowners' Association Fee Collection and Budget Transparency System for
Mabuhay Homes 2000.

Specific Problem

 Who are the individuals that are authorized to create an account in the system?
 How to develop a module that will manage user registration with Optical Character
Recognition technology?
 How to develop a module that will verify user account information to confirm residency
and secure access to the system?
 How to develop a module that will notify homeowners about payment deadlines, unpaid
balances, and community announcements through email and Short Message Service?
 How to develop a module that will facilitate online payment methods for fee collection?
 How to develop a module that will provide real-time updates on collected fees?
 How to develop a module that will enable the administrator to post videos, pictures, and
PDF files of their finished projects?
 How to develop a module that streamlines record-keeping and automates billing,
including the rollover of unpaid balances?
 What is the evaluation of the homeowners and HOA administrators in terms of:
A. Functional Sustainability
B. Usability
C. Reliability
 College of Informatics

D. Portability
E. Security

OBJECTIVE OF THE STUDY

General Objective

The general objective of this study is to design, develop, and implement a web-based
HOACONNECT: An Automated Homeowners' Association Fee Collection and Budget
Transparency System in Mabuhay Homes 2000 Barangay Paliparan II, Dasmariñas City,
Cavite. The system aims to streamline the collection of fees, improve record keeping, and
provide real-time updates on collected payments. It will be a user-friendly website; it also
offers online payment, automated reminders, and the admin will post the detailed
documentation of fund allocation.

Specific Objective

 To develop a module that identify the individuals who are authorized to create an account
in the system.
 To develop a module that will handle user registration with Optical Character Recognition
technology.
 To develop a module that will verify user account information to confirm residency and
secure access to the system.
 To develop a module that will notify homeowners about payment deadlines, unpaid
balances, and community announcements through email and Short Message Service.
 To develop a module that will facilitate online payment methods for fee collection.
 To develop a module that will provide real-time updates on collected fe
 College of Informatics

 To develop a module that will enable the administrator to post videos, pictures, and PDF
files of their finished projects.

 To develop a module that streamlines record-keeping and automates billing, including the
rollover of unpaid balances?
 To determine the evaluation of the homeowners and HOA administrators in terms of:
A. Functional Sustainability
B. Usability
C. Reliability
D. Portability
E. Security

SETTINGS OF THE STUDY

The study will be conducted within the confines of the Mabuhay Homes 2000
subdivision located at Barangay Paliparan II, Dasmariñas City, Cavite. The study involves
both the homeowners’ association officers and the homeowners.
 College of Informatics

SCOPE AND LIMITATIONS OF THE STUDY

Scope:

 Super Admin Interface Module: This module handles the design and layout of the web
pages that the super admin interacts with. This includes managing the accounts of HOA
administrators, ensuring only authorized personnel can access administrative tools, and
overseeing system-wide settings for security and functionality.

 Admin Interface Module: This module handles the design and layout of the web pages
that homeowners interact with. This includes approving homeowners' account
registrations, creating financial reports, monitoring unpaid fees, posting announcements,
and uploading comprehensive documentation of completed projects.

 Homeowner Interface Module: This module handles the design and layout of the web
pages that the homeowners interact with. It provides user-friendly interface specially for
paying HOA fees via online payment or cash with proof-of-payment upload. This also
includes access to real-time updates on total collected fees, fund allocation documentation,
an activity calendar, and notification through email and SMS.

 Registration and Verification Module: This module handles the processes of user
registration and account verification. It uses Optical Character Recognition technology to
extract needed information from scanned IDs. The administrator will review and approve
each registration to verify the residency and maintain one account per household, thereby
improving security.
 College of Informatics

 Payment Gateway Module: This module handles the payment process of HOA fees
through online payments and in cash. Homeowners will also upload the photo of their proof
of payment for verification.

 Notification Module: This module handles the sending of automatic notifications to the
users through email and SMS.

 Budget Transparency Module: This module handles the real-time updates of HOA
collected fees. The homeowners will be able to view the total collected HOA fees and the
detailed documentation file of completed projects. The administrators can overview the
everyday, weekly, monthly, annual, and total collected HOA fees. They are also
responsible for uploading the documentation of every completed project.

 Record Keeping and Billing Module: This module handles the automatic charging of
fees to homeowners and the addition of outstanding balances to the next month. It also
keeps the record of user’s personal information, payments, and their transactions.

 Web Interface Module: This module handles communication between the web-based
interface and back-end system, allowing the user to access online payment, total collected
fee, budget allocation, and notifications.

 Database Management Module: This module handles storing and retrieving of user data
as well as other information such as: user profiles, payment records, financial reports,
media, and announcement.

 Security Module: This module handles the security features of the system, including
 College of Informatics

encryption, access control, and user verification.

Limitation:

 Limited Accessibility: The accessibility of the system is only limited for Mabuhay Homes
200 homeowners and administrators.

 Restricted Accessibility: Some users, particularly elderly homeowners or those persons

with disabilities, may encounter limitations in accessing the system.

 Limited Language Support: The system may lack support to multiple languages, thus
limiting its usage in other countries.

 Reliance on Network Connectivity: The system’s functionality depends on network

infrastructure, which may pose challenges if the network is limited availability or unstable.
 College of Informatics

SIGNIFICANCE OF THE STUDY

The development of HOAConnect: An Automated Homeowners' Association Fee

Collection and Budget Transparency System for Mabuhay Homes 2000 Subdivision in
Barangay Paliparan II, Dasmariñas City, Cavite. The system aims to simplify fees collection,
improve record-keeping, provide real-time updates on collected payments, and promote
transparency by posting the documentation of how funds are allocated. The result of the
proposed system will be a great benefit for the following:

 Homeowners: This system is specifically designed for the residents of Mabuhay Homes
2000, with the goal of enhancing their engagement and satisfaction with HOA processes.
The system will help homeowners by providing a simple and accessible way to pay their
monthly HOA fees of fifty pesos through online options like GCash and bank transfers, or
by cash with proof of payment uploads. It will offer real-time updates on the total fees
collected and posting the documentation of expenses of complete projects, which will help
build trust and accountability among Mabuhay Homes 2000 community. Homeowners will
get automated payment confirmations and reminders through email and SMS, along with
access to a calendar of community events.

 HOA Administrators: The system will simplify fee collection and administrative tasks
by automating billing, tracking unpaid balances, and generating financial reports.
Administrators will no longer rely on manual record payments or follow up on overdue
accounts, as the system offers real-time data and notifications to homeowners. It also
enables them to upload announcement with pictures and videos, along with detailed
documentation of completed projects, which enhances transparency and communication
with residents.
 College of Informatics

 HOA Officers: The system will provide HOA officers with tools to fund manage
efficiently and communicate openly to homeowners. The automated notifications and
transparent budget, for instance, will allow the officers to work on planning in the
community without having to conduct manual record keeping. Real-time updates on
payments and expenditures, along with homeowner feedback, will help them make
informed decisions to improve the subdivision.

 Future Researchers: This study is a significant factor for future researchers because once
it becomes effective in Mabuhay Homes 2000 Homeowners Association they can continue
this study. This will greatly help them understand how an automated fee collection and
transparency system work, including how features with online payment and real-time
updates on fee collected are designed and implemented. The study also allows for the
adaptation of existing studies and encourages improvement or enhancements, such as
adding new features that can benefit not only within Mabuhay Homes 2000 but also for
other communities.

 Developers: This study will help us as a college student or as a developer by improving

our knowledge in critical thinking. We will learn to think creatively to handle and solve
challenges that we may encounter once we implement the study. It will also teach us to
base on the needs of our users or clients because they will be the ones using our proposed
project. Additionally, it will help developers like us to analyze the process before start
doing a project. We need to understand the purpose of the study and who will be using it.
By recognizing our users and understand their abilities, we can adjust our system
accordingly. We will bring these experiences in the future once we are working in the
industry.
 College of Informatics

DEFINITION OF TERMS

To prevent misunderstandings and establish a common understanding of the

terminology used in the study, the following terms are defined in practical terms.

 Homeowners Association(HOA): A group that manages a residential community like

subdivision or condominium. It sets rules, collects fees, and maintains common areas like
parks, gates, and security.

 HOACONNECT: The proposed automated system designed to collect homeowners'

association fees and provide transparency regarding budget allocation.

 Homeowner: a person who owns a house or residential property.

 Optical Character Recognition (OCR): A technology that converts scanned images of

text, such as IDs, into digital data for easier processing.

 Streamline: To make processes efficient and smooth.

 Short Message Service (SMS): is a way to send and receive short text messages using a
mobile phone. It works with a phone number and requires a SIM card and load to send
messages.

 Online payment: A way to pay for goods or services using the internet. HOAConnect uses
online payment gateway, including GCash and bank transfers.

 Proof of Payment is a document or receipt that shows a payment was made. It can be a
screenshot, transaction receipt, email confirmation, or bank statement.
 College of Informatics

 Administrator: a person or group responsible for managing and overseeing a system,

organization, or community. In HOACONNECT the admins are the president and
secretary.
 Web-based: A program can be accessed using a web browser and connected to the internet.