Chapter 1
INTRODUCTION
Situation Analysis
The Internet allows people to learn information about any topic and offers an
answer to any type of question, as it contains endless knowledge and information. One of
the biggest advantages of online is that it offers connectivity to computer and Internetenabled devices to connect with cloud services, such as cloud storage and cloud computing.
A device can have access to more powerful computers to perform complex tasks with cloud
computing whereas your business works on other tasks.
Staying updated, on trend and organized in this world is essential. Many documents
have gone digital, physical documents still exist, and probably house a lot of them.
Reducing the time spent for filing, searching documents and freeing up time for more
important tasks are some of the concerns in every company and working environment and
they are now upgrading to a more modernized system.
According to Lancaster (2021), it is not a secret that all organizations deal with tons
of paperwork. All these documents need to be kept in order and arranged well in a particular
place. With the quick speed of digital systems development, businesses have numerous
options to manage all paperwork and decrease the risks of losing important documents.
Smith (2017), added that 7.5% of all business documents are lost – and never found.
Moreover, according to Schmidt (2017), whether you’re using paper documents, digital
documents, or both, your biggest problem arises when you need to put these documents
1
through business processes. On the other hand, employees are expected to use any effective
method to save the documents such as Document Management System.
As discussed by Clelland (2021), document management, often referred to as
Document Management Systems (DMS), defines the use of a computer system and
software to store, manage and track electronic documents and electronic images of paperbased information captured through the use of a document scanner. Document
Management System is used to automatically organize, secure, digitize, and classify
company documents, making them easy to access, edit and share. Originally, DMSs were
born as companies sought to shift operations away from a paper-based office. Additionally,
Hollander (2020) added that a DMS is an automated business software solution used to
organize, secure, store, capture, digitize, and tag business files. Additionally, Ward (2021)
also asserted that many businesses deal with high-stakes information that needs to be kept
secure and private, or accessed quickly. In such instances, a smoothly operating DMS is
essential.
On the other hand, Ismael (2017) proposed an Electronic Document Management
System that keeps and organizes data in an organization. Aside from that, the system
handles the synchronization process. In his research, system requirements for the computer
science institution of Polytechnic University were analyzed, software design and
identifying available resources were determined, and a desktop-based application was
developed and implemented successfully. Moreover, Jones (2017) proposed a study
eGovernment: Document Management System that investigates via a case analysis, the
rationale for the implementation of an organizational-wide, corporate, analyzes how the
2
electronic document management system (EDMS) was deployed and how the case
organization was transformed and the findings are mapped against the normative literature.
Additionally, Mokhtar (2017) proposed an integrated document management
system, his study includes indication that electronic document management technology can
truly support in managing document evidence. This scenario leads towards the
development of an integrated document management for academic quality assurance
systems. iDMQA is certainly useful in reducing the duplication of document evidence that
occurs with the current system. Seonghyeon et al. (2018) developed a prototype of a
construction document management system for global contracts, which provides the userneeded information in a timely manner. The developed system, the survey validated its
usefulness contributes in collecting and organizing the latest issues on the global
construction market, which provides better understanding of the target countries for
decision makers. It is achieved by the proposed study of Djedović et al. (2017) which is
the automatic integration of Business Process Management and Electronic Document
Management Systems. The developed system enables monitoring of defined Key
Performance Indicators in the identification process of the bottlenecks in the process.
Moreover, DMS has been revised or improved in the organization environment. As
Maaranen (2017) said that it needs an improvement wherein difficulties from using the
system were removed and the employee commitment to use the M-Files DMS was
increased in the case organization.
Kia et., al (2017), states that Information systems have shown its significant impact
and importance in the digital age. A study reveals the benefits of having a digital process
3
were fast and increased productivity, better monitoring, high level of accuracy, and high
level of consistency of information. According to Alavi M. et al, (2019) many
organizations are developing information systems designed specifically to facilitate the
sharing and integration of knowledge. Keating (2018) agreed that despite the application
of technologies, there are still using the manual process of data storage and retrieval which
hinders the productivity, efficiency, and accuracy of information and the quality service
itself identified four (4) problems in traditional methods of data storage such as it takes too
long to acquire, it costs too much regarding maintenance, it is not scalable enough, and it
requires too much commitment.
Online Document Management Systems is a user capable of sharing all documents
that he wants within his company and business partners. All users need is an Internet
connection to share documents, Instant access to all of your documents from anywhere
with an Internet connection. There’s no software to install, the virtual on-line hard drive
and web interface enable you to store, access, organize, and share files through one central
location. An online DMS provide storage, sharing, different location access, security, as
well as searching, categorizing and back-up capabilities, with online system user can access
documents across multiple offices, online Document Management System allows users to
upload and share document files through a centralized document repository and access files
nay where that they need, Hediyeh et. al (2018) quoted.
In the Philippines, Caluza (2017), the traditional method of data storage has shown
its impact on managing documents from security, retrieval, and monitoring. Many kinds of
literature suggest that this approach would result in a low job satisfaction rating from its
4
clients. Leyte Normal University’s Office of the Registrar is no escape in this dilemma. In
November 2013, the university experienced the strongest typhoon ever recorded known as
Haiyan, locally known as Yolanda. The archive/storage area of the Registrar was
profoundly affected, where most of the documents scattered and deteriorated. With this
experience, it is empirical to study to provide a practical solution.
TITLE
Electronic Document
Management System,
Ismael (2017)
Integrated Document
Management System
Mokhtar (2018)
EGovernment:
Document
Management System
Jones (2017)
STRENGTH
PC based application that should
work as an electronic document
management system and provide
features such as search, reliability,
increased document security using
digital signature.
Reducing the duplication of
document evidence that occurs with
the current system.
•Customer-facing staff have access
to the information they need to
provide a complete service.
• If combined with mobile, flexible
and home working, staff can access
that information wherever they
happen to be.
• Holding information electronically
means that paper originals can
mainly be destroyed, greatly
reducing the need for filing space in
the office.
• Roughly 20% of office space can be
freed up by holding information
electronically instead of on paper.
• Reduction in printing and printers,
as documents are held
electronically. • Significant efficiency
savings can be achieved, resulting in
reductions in staff numbers.
• Provide an audit trail of electronic
information updates.
• Improve information management.
WEAKNESS
Not Online, Not Web based
Not online, Not Web based
Tracking the history of
document uploads
• improved user ownership
• improved training
• improved system utilization
• EDMS strategy aligned to
business strategy
• printing strategy
• improved information
management
• post implementation review
At Don Mariano Marcos Memorial State University South La Union Campus, the
use of the manual process of data storage and traditional methods of data storage still exist.
5
With all this information, and as the interview gone by, the Staff needs to attend this diverse
client and request; the tendency of data filing, retrieval, and releasing of documents on a
manual process. Papers can be easily destroyed due to uncertainty of weather and of the
rats, etc. which can make the documents irretrievable.
These gaps being identified by the literature and through observations and
interviews and past studies the researchers proposed to develop an Online Document
Management System for DMMMSU-SLUC to help the users overcome the downsides of
their traditional system. The proposed system offers the 1) Level of Abstraction/Security:
The feature ensures that the document access is restricted to the authorized department
heads or teachers (within the organization) and for the authorized user only; 2) Searching:
The goal is to increase the speed of searching a file kept centrally. In general circumstances,
there will be 36 tables from a-z/A-Z and 0-9 which will store the file(s) according to their
initial alphabet or number into appropriate tables or according to date. Whenever a user
enters the file name for searching, the system will check the first character of file name
with the table and the list of files starting from that character will be displayed; 3)
Uploading: Document creation is the first step in the document lifecycle and kicks off the
document management workflow. The operations performed are creation, editing, review,
approval, publishing, distribution, and reading. Each phase of the lifecycle is performed by
a person in a specific role with distinct access to and responsibility for a document. It is
important to understand these roles and what each can do in the system. When it comes
time to create a new document in the ODMS, as a document creator, create the new
document, but rather than pulling an external file into the DMS, able to select the pre-
6
loaded template from a list. Each upload has a unique batch number and that you must
provide a Batch Description. All documents will have the same person as the initial author;
additional authors can be added later: 4) Downloading: so, the user can download the files,
if downloaded-the user can edit, save, manage or print the file depending of what type the
file is-is it editable or not: 5) Online: so the user can enter the system from any places,
anytime-anywhere. With cloud computing, you can access your data anywhere as cloud
storage synchronizes data across any of your Internet-connected devices. It makes your
data more secure because your files are stored in a professionally-maintained server.
Therefore, if you are using a cloud storage backup service, you will not lose all your
valuable data even if your home or office burned down.
The Online Document Management System will be used to manage documents
and can dramatically change the usual searching, managing, filing, retrieval of documents
of the users beneficially. Keeping of records or Managing of records is one of its
advantage for it will Control the Generation and Growth of Records, Effectively Retrieve
and Dispose Records, Assimilate New Records Management, Regulatory Compliance,
Minimize Litigation Risks such as floods and pests, Safeguard Important Information,
Cut Costs, Save Time & Efforts, Better Management Decision Making. Storing and
Reports online is also an advantage for they can storeand access the documents anywhere
and any time they want. And since it is online and can extend effortlessly, the future work
ambition is to make it adopt other methods to make it more sustainable, more attractive
and more usable.
Statement of Objectives
7
The main objective of this study is to design and develop an Online Document
Management System for the Don Mariano Marcos Memorial State University South La
Union Campus (DMMMSU-SLUC).
1.
To determine the functional and non-functional requirements of the
proposed Online Document Management System.
2.
To design the proposed Online Document Management System using Rapid
Application Development (RAD); and
3.
To evaluate the performance of the developed ODMS in terms of:
a. runtime execution
b. usability
Time and Place of Study
This study will be conducted at Don Mariano Marcos Memorial State University
South La Union Campus (DMMMSU-SLUC) during the school year 2021-2022, where
the researchers are able to develop Online Management System for the Don Mariano
Marcos Memorial State University South La Union Campus, Agoo, La Union.
Definition of Terms
For a better understanding of this research report, the following terms are
operationally defined:
Admin is someone who can make changes on a computer that will affect other users
of the computer. Administrators can change security settings, install software and
hardware, access all files on the computer, and make changes to other user accounts.
8
Document a written or printed paper that gives information about or proof of
something.
Document Management System (DMS) is a system or process used to capture, track
and store electronic documents such as PDFs, word processing files and digital images of
paper-based content. It provides document security, access control, centralized storage,
audit trails and streamlined search and retrieval.
Functional Requirements is a formal statement of an application's, it serves the
same purpose as a contract, to provide the capabilities specified.
ISO 9126 is a standard to address well known human biases that can adversely
affect the delivery and perception of a software development project.
Non-functional requirements specify the quality attributes of a software system,
such as responsiveness, usability, and reliability.
Online controlled by or connected to another computer or to a network.
Runtime is the period of time when a program is running. It begins when a program
is opened (or executed) and ends when the program is quit or closed.
Runtime Execution is the final phase of a computer program's life cycle, in which
the code is being executed on the computer's central processing unit (CPU) as machine
code. In other words, "runtime" is the running phase of a program.
Rapid Application Development (RAD) Methodology is a development model that
prioritizes rapid prototyping and quick feedback over long-drawn-out development and
testing cycles.
9
Usability refers to the quality of a user's experience when interacting with products
or systems, including websites, software, devices, or applications. Usability is about
effectiveness, efficiency and the overall satisfaction of the user.
User is a person who utilizes a computer or network service. A user often has a user
account and is identified to the system by a username (or user name).
10
Chapter 2
METHODOLOGY
Research Design
Research design refers to the approaches that the researchers performed in the
conduct of the study where descriptive and development research designs were utilized.
The research design is the real facts in relation to the current situation. In this
method, data are collected qualitatively and analyzed through a quantitative method.
According to McCombes (2020), research design also accurately and systematically
describes or measures the gathered data that can be used for determining the level of
usability through data analysis of the system.
According to Verceles (2019), Descriptive-developmental research approach is a
fact-finding study with proper and accurate findings interpretation. The descriptive method
emphasizes what is already present, such as existing conditions, situations, or phenomena.
Developmental research, as opposed to simple instructional development, had been defined
as the systematic study of designing, developing, and evaluating programs, processes.
Accordingly, the researchers will use descriptive and developmental research
design to improve their manual document management system, to purposely devise and
determine the necessities of the faculty in determining the functionality, design, format, of
the Online Document Management System for DMMMSU-SLUC to make it more userfriendly and usable.
11
Materials and Procedures
In conducting the study, the researchers utilized different tools for the attainment
of the objectives of the study.
To determine the functional and non-functional requirements of the proposed
system, the researchers administered a survey questionnaire (refer to Appendix A), it is a
useful instrument to classify the problems encountered regarding their manual document
system in every department at DMMMSU-SLUC in order to determine the level of
usability of the system in the existing procedures. The researchers will also conduct a
survey interview to the chairperson of DMMMSU-SLUC using an interview guide
questionnaire (refer to Appendix B) about the needed requirements and features that should
be incorporated in the system.
In order to design and develop the Online Document Management System, the
researchers will use the Rapid Application Development (RAD) as a guide. Singh (2020)
argued that the RAD is one of the popular SDLC models and follows the several basic steps
such as analyzing, designing, coding, testing, implementation, and maintenance.
Fig.1. RAD Model
12
(The “Materials and Procedure” is from the study of DEMCHENKO et al., 2020)
The requirements refer to the constraints, and requirements of the project. The
researchers should come up with the concept of the app and finalize to define
requirements taken into account with all its intended functions.
For the user design, the researchers determine the functional and non-functional
requirements of the system through survey questionnaires. According to DEMCHENKO
(2020) user design is to build design through a series of iterations and test the product to
make sure it matches the expectations.
In the development, it was performed testing and coding, the feedback are where
the client is satisfied with the system, and then the system was deployed to its desired user.
The researcher will develop the system intended through the needs and sentiments of the
users.
The transition is the final phase of the model; it gives the development team time
to move components into a live production environment where all the necessary
comprehensive testing or user training takes place. The researcher will let the user test the
system and let them evaluate the performance of the system using a survey questionnaire.
To evaluate the performance of the developed ODMS in terms of runtime execution
specifically 10, 100, 1000 documents upload; and usability specifically its Functionality,
Usability and Portability; the researchers will be using ISO 9126 using the questionnaire
(refer to Appendix F) to all the Department Heads, Teachers and Stakeholders of the
institutions (those who will use the system).
Data Gathered
The researchers gathered the functional and non-functional requirements of the
system using the interview guide questionnaire to the deans and chairpersons of
13
DMMMSU-SLUC, the interview guide is used to obtain information of how the system
will be.
To design and build the ODMS, the researchers used RAD to determine the
requirements, user design, development, and transition of the system. Lastly, the
researchers will evaluate the performance of the systems Runtime Execution and usability
using ISO 9126 that was a reliable tool to evaluate a wide variety of the system.
Data Analysis
To evaluate the performance of the developed ODMS in terms of runtime execution
and usability, data will be gathered by conducting surveys from different chairpersons of
Don Mariano Marcos Memorial State University South La Union Campus (DMMMSUSLUC). Their response will be tallied, and the average weighted mean will be computed.
The following Likert Scale will determine the performance of the system to be developed.
The Likert Scale will follow the 5-points system in which 5 is the highest and 1 is the
lowest.
The Likert scale is used in determining the level of usability of the system. It will
measure the level of usability of the system. A statistical range of 1.00 to 1.80 is “very
low usable”, which implies that it is the equivalent value of a poor system wherein it
doesn't meet the function or design of the system and is not usable. A 1.81 to 2.60
statistical range is “not usable”, which means that improving the function or design of the
system is needed wherein it meets the functions or design but still needs improvement for
it to be usable. A 2.61 to 3.40 statistical range is “usable”, which implies that it
satisfactorily met the function of the system, it is usable but still needs improvement to
meet a good performance. Whereas, 3.41 to 4.20 statistical range is “much usable”, which
14
means that the system has met the function and design of the system, is usable and has
good performance. Finally, the statistical range of 4.21 to 5.00 is “very much usable”
implies that the system has met all of the functions and design of the system, is usable
and has an excellent performance.
Table 2. Likert Scale for the Level of Acceptability and Satisfaction
Point Scale
Range
Descriptive Interpretation
5
4.21-5.00
very much usable
4
3.41-4.20
much usable
3
2.61-3.40
usable
2
1.81-2.60
not usable
1
1-1.80
low usable
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from
APPENDIX A
Letter of Request to Thesis Adviser
DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY
SOUTH LA UNION CAMPUS
COLLEGE OF COMPUTER SCIENCE
AGOO, LA UNION
________________________________________________________________________
September 21, 2021
RAYMUND E. DILAN, DIT
Instructor, College of Computer Science
DMMMSU-SLUC
Agoo, La Union
Sir:
We, the undersigned 4th year students enrolled in Bachelor of Science in Computer Science
(BSCS), are currently undertaking a Thesis Writing entitled “Online Document
Management System for DMMMSU-SLUC”.
In connection to this, we would like to ask for your support to become our Thesis Adviser.
We believe that your knowledge, skills and insights will be valuable and enrich our work.
We are hoping for your approval on this matter.
Thank you very much and more power!
Respectfully yours,
BENEDICT R. VIADO
Researcher
ROSE ANNE D. BARROZO
Researcher
MANILYN G. PATIÑO
Researcher
MARK LOUISE C. SORIANO
Researcher
PAUL BRIAN D. BOADO
Researcher
Approved:
RAYMUND E. DILAN, DIT
Thesis Adviser
20
APPENDIX B
Letter of Request to Client
DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY
SOUTH LA UNION CAMPUS
COLLEGE OF COMPUTER SCIENCE
AGOO, LA UNION
________________________________________________________________________
September 21, 2021
CHARLIE S. MARZAN, DIT
Instructor, College of Computer Science
DMMMSU-SLUC
Agoo, La Union
Sir:
We, the undersigned 4th year students enrolled in Bachelor of Science in Computer Science
(BSCS), are currently undertaking a Thesis Writing entitled “Online Document
Management System for DMMMSU-SLUC”.
In this regard, may we ask for your support to become our Client. In our study. We
anticipate your consideration to this humble request. We are hoping for your approval on
this matter.
Thank you very much and more power!
Respectfully yours,
BENEDICT R. VIADO
Researcher
ROSE ANNE D. BARROZO
Researcher
MANILYN G. PATIÑO
Researcher
MARK LOUISE C. SORIANO
Researcher
PAUL BRIAN D. BOADO
Researcher
Approved:
RAYMUND E. DILAN, DIT
Thesis Adviser
Noted:
CHARLIE S. MARZAN, DIT
Client
21
APPENDIX C
Letter of Request to Technical Evaluator
DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY
SOUTH LA UNION CAMPUS
COLLEGE OF COMPUTER SCIENCE
AGOO, LA UNION
________________________________________________________________________
September 21, 2021
AGNES S. SUGUITAN, MIT
Instructor, College of Computer Science
DMMMSU-SLUC
Agoo, La Union
Sir:
We, the undersigned 4th year students enrolled in Bachelor of Science in Computer Science
(BSCS), are currently undertaking a Thesis Writing entitled “Online Document
Management System for DMMMSU-SLUC”.
In this regard, may we ask for your support to become our Technical Evaluator. In our
study. We anticipate your consideration to this humble request. We are hoping for your
approval on this matter.
Thank you very much and more power!
Respectfully yours,
BENEDICT R. VIADO
Researcher
ROSE ANNE D. BARROZO
Researcher
MANILYN G. PATIÑO
Researcher
MARK LOUISE C. SORIANO
Researcher
PAUL BRIAN D. BOADO
Researcher
Approved:
RAYMUND E. DILAN, DIT
Thesis Adviser
Noted:
AGNES S. SUGUITAN, MIT
Technical Evaluator
22
APPENDIX D
Letter of Request to System Critic
DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY
SOUTH LA UNION CAMPUS
COLLEGE OF COMPUTER SCIENCE
AGOO, LA UNION
________________________________________________________________________
September 21, 2021
AMY P. BALCITA, DIT
Instructor, College of Computer Science
DMMMSU-SLUC
Agoo, La Union
Sir:
We, the undersigned 4th year students enrolled in Bachelor of Science in Computer Science
(BSCS), are currently undertaking a Thesis Writing entitled “Online Document
Management System for DMMMSU-SLUC”.
In this regard, may we ask for your support to become our System Critic. In our study. We
anticipate your consideration to this humble request. We are hoping for your approval on
this matter.
Thank you very much and more power!
Respectfully yours,
BENEDICT R. VIADO
Researcher
ROSE ANNE D. BARROZO
Researcher
MANILYN G. PATIÑO
Researcher
MARK LOUISE C. SORIANO
Researcher
PAUL BRIAN D. BOADO
Researcher
Approved:
RAYMUND E. DILAN, DIT
Thesis Adviser
Noted:
AMY P. BALCITA, DIT
System Critic
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APPENDIX E
Survey Questionnaire
DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY
SOUTH LA UNION CAMPUS
COLLEGE OF COMPUTER SCIENCE
AGOO, LA UNION
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Interview Guide Survey Questionnaire
Source: ISO 9126 (ISO 1991; Abran 2003)
Direction: Please evaluate the following item to determine the level of runtime execution
and usability of the Online Document Management System, by checking the following
items.
5 - Strongly Agree
4 - Agree
3 - Neutral
2 - Disagree
1 - Strongly Disagree
Questionnaire: Efficiency, Functionality, Usability, Portability
EFFICIENCY
5
4
3
2
1
5
4
3
2
1
The system quickly responds in 10 documents upload.
The system quickly responds in 100 documents upload.
The system quickly responds in 10000 documents upload.
The system utilizes the resources efficiently.
FUNCTIONALITY
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Software performs the tasks required.
The result is as expected.
The system interacts with another system.
The software prevents unauthorized access.
USABILITY
The user comprehends how to use the system easily.
The user learns to use the system easily.
The user uses the system without much effort.
The interface looks good?
PORTABILITY
The system can be moved to other environments.
The software was accessed easily.
The software complies with portability standards.
Comments and Suggestions:
________________________________________________________________________
________________________________________________________________________
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