NWU Vedasto J.

Samonte School of Graduate

Studies
Master of Science in Management Engineering

In Partial Fulfillment on Project Development and Evaluation

Feasibility Study

Document Tracking System

Submitted by:

Christian A. Sagadraca

Aristotle Aaron C. Agpaoa

Submitted to:

Jennifer dela Cruz-del Amen, MSME, MSCpE, PhD

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

ACKNOWLEDGEMENT

The researcher would indebted to so people who have suggested and shared their

ideas to the conceptualization of this research.

This Feasibility Study has been made possible by the guidance, supervision, cooperation

and participation of the following:

To our Almighty God who always look up and secure the safety of the proponents

in doing this project

To our parents for the moral support and who always guide and give words of

wisdom to inspire us in doing our best in preparing the Feasibility Study.

To our beloved intelligent Professor, Jennifer dela Cruz-del Amen, who has

greatly shared her knowledge with us with patience and diligence in helping us meet the

necessary works for the completion of our Feasibility study.

Sincerest gratitude is extended also to our respondents, the Local Government

Unit Administration of San Nicolas, Ilocos Norte for the time they spent in the interview.

Together, we sincerely acknowledge and give thanks the person/s mentioned

above who have brought the success of doing this Feasibility Study. We are very grateful

for this wonderful accomplishment.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Partners combine its expertise in running this business with the help of our

parents and guardians who hands out their support financially to make this project

successful. The management is not only looking forward to self-benefit but also with the

customers and community. Proving good quality products that ensures the safety and

satisfaction of the customers.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Chapter 1

THE PROJECT AND ITS SETTING

INTRODUCTION

In an organization, documents are the building block of an organization.

Documents play a central role of facilitating the proper function and overall success of

any organization. Now a day’s organization deals with massive number of documents i.e.

contacts, proposal, material, guidelines manuals, memorandum, etc. everyday. These

documents maybe the basis of the organization to evaluate the organization status and its

employees or documents needed for its day to day operations.

Due to massive amount of documents organization need to deal daily, a

Document Management System (DMS) is a must-have tool in today’s digital advance

world, where in documents are well-organized. DMS is a system that allows the creation,

storage, managing, indexing, protection and retrieval of digital document [3]. DMS is a

powerful software that can help the organization to organize the documents in one place.

Also, it improves the workflow of the organization in terms of productivity,

accuracy and security.

The importance of tracking documents in the organization gives the researchers

the idea to utilized and develop a software, Document Tracking System (DTS). DTS is an

open source software and a user- friendly barcode-based system. It is a software that can

be used as a supplementary tool to disseminate and retrieve a document in an office.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

We come out with the name “Document Tracking System (DTS)” coined from the

document referring to contracts, proposal, material, guidelines manuals, memorandum,

etc. and tracking, denoting to track all the document uploaded in the system.

This study will show the affordances of DTS leading to a new experience that

support productivity, efficiency and effectiveness in an organization.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

BACKGROUND OF THE PROJECT

The origins of Document Management were in the late 19th century with the

invention of the file cabinet by Edwin Grenville Seibels, he developed the vertical file

system, in which documents are organized in a drawer contained in stack cabinet

however, documents need a lot of space to occupied for its storage. Also, it will take a lot

of time to find a document in the cabinet. In 1980s, Document Management began its

history in where the technology is being accessible. In this era the electronic management

System is rising for managing, organizing and storing documents. However, in using

EDMS, Personal Computer (PC) is giving the organization to create and store a

document, in this case PC are needed to be an updated version but in the 1980s PCs are

outdated and the maintenance of the technology are uncontrolled. After this tragedy,

early 1990s, Document Management System (DMS) was develop, one of the companies

that adopt the system was the Biel’s Document Management. DMS is system that is more

user- friendly, reduce storage space, enhance security, and retrieving of documents, it’s

also improved the quality and productivity. The development of DMS coupled with

growth of technology leads to the introduction of different system like the File Tracking

System or FTS.

In 2013, Telepen launched a File Tracking System (FTS) that can track a file

within the government offices. FTS was developed using a free and open source software

by the National Informatic Center (NIC) in Kerala, India. It was developed as a web

application for keeping a track the ins and outs of the file in government offices. It was

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

developed for easily recorded or query information about the petition or files received

within the respective offices.

The development and introduction of FTS and for reasons like most organizations

have to deal with massive number of documents daily. The Researchers have

conceptualized another development of DMS, the DTS.

In an organization tracking of document are very significant. document is being

received and transferred physically form one desk to another within an office. The

tracking System offers clear visibility of the document movement through the document

processing station. There is a time when the file needed to go through in several

personnel before it can be acceptable. However, during this movement, files are

carelessness and incompetence handling in transferring leading to a missing file of

illegally transferred. There are organization that do not have an organizer when it comes

to their documents and in this state lost or illegal transition of document is highly

possible.

Document Tracking System (DTS) is an open source software and a user-friendly

barcode-based that can determine and track a digital document. With the use of DTS

dissemination and tracking of documents will dramatically be improved and will prevent

loss of documents and at the same time prevents illegal transmission of this

document form one office to another. DTS is a key to improve the facilities in monitoring

the movement of the document within an organization., in this way the document is also

secured by using the correct username and password in accessing the DTS.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

THE PROJECT

Name of the enterprise

The proposed project name of the business that the partners envision to put up is

“IT Link”. The name of the business represents the nature of the business itself, an IT

Solution and Services. We call it “IT Link” because we want to establish a relationship to

our customers that they can trust us to LINK them and their respected business in the

need of an IT services and solutions.

Location

The location of the business is at Brgy. 3. San Ildefonso, Nalupta Avenue, San

Nicolas Ilocos Norte in front of the San Nicolas Public Market. The business is accessible

to the public because it is nearby our main target market and it is center of the

municipality. It is surrounded by different establishments, like other business offices,

schools and offices which is good for the business to be able to have a good sale and to

generate profit. The business’ vision is to be a market leader that contributes to the

growth and needs of its customers while its mission is to provide a reliable IT Solution

and Services that combines quality with value price.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Project long-range objectives

IT LINK can help your company discover better business IT needs and identify

new types of products and services to offer to help you grow and work sufficiently. If you

don’t adopt new IT solutions, your products and services are likely to grow stale.

Consumers demand constant innovation, especially as technology continues to evolve to

match their ever-changing needs and desires.

In our line of business, we we’re expecting to achieve to become the primary

provider of IT solution and services in Northern Luzon and expecting to extend it in the

whole island afterwards. We will help to contribute substantially to economic growth for

developing digital country. Because in the digital era, innovation, entrepreneurial

dynamism, and information technology production will drive our country’s competitive

edge. The IT industry and IT-enabled industries make important contributions to

economic growth.

Although profit maximization is also a short-term objective, IT LINK aim for

long-term economic profit in our products and services. The expression "satisficing,"

which relates to the minimization of production costs, started to be used together with

profit maximization to refer to long-term financial objectives. Business growth relates to

the expansion of the products and services offered, which in IT have become increasingly

transnational.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Feasibility Criteria

This feasibility study is intended to evaluate the feasibility of selling IT solution

and services especially the Document Tracking System to be implemented in the LGU of

San Nicolas.

Specifically, it aims to evaluate and analyze the following areas:

 The Technical aspect of the study

 Product Description

 Product Process

 Equipment/Materials

 Office Location

 Office Lay-out

 The Marketing aspect of the study

 General Business Condition

 Competitive Condition

 Target Market

 Demand

 Product

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

 Pricing Strategy

 Promotion

 The Financing aspect of the study

 Capitalization

 Sources of Funds

 Total Sales

 Total expenses

 Income Statement (5 years projected)

 Balance Sheet (5 years projected)

 Cash Flow Statement (5 years projected)

 Return on Investment

 Ratio Analysis

 The Management aspect of the study

 Form of Ownership

 Structure

 Job Analysis

 Company Policies

 The Socio-economic aspect of the study

 Contribution to the government

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

 Contribution to the society

Highlights of the Project

Based on the research conducted, it was noted that most of the organization has a

problematic management when it comes to tracking and disseminating documents in one

office to another. In this case some of document are being misplaced and received late

than usual date. When the number of records accumulates, the problem would gradually

emerge. The retrieval process, in turn, takes longer time and thus affects the smoothness

of the administration and decision-making process. No organizations can remain

competitive if retrieving records frequently encounters difficulties and worse if they are

not retrievable at all.

Major Assumptions

Our assumptions to the research are listed below to give emphases on the study:

To the customers – we believe that the customers will benefit because the study

was made from them and we priced the product at a reasonable price. They will benefit

by buying the product and they will see that it can be used for a long period of time.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

To the researchers – in doing the study, we have acquired new skills and

knowledge that we can use in our profession. This paper helps us enlighten our thinking

with regards to the reality of life especially as we walk towards the path of the business

world.

To the Document Tracking System – this research will give a proper

dissemination and tracking of documents in respective office that will give an efficiency

in tracking and disseminating of documents and to display a well-organized system

that will valuable to the users.

Definition of Terms

For a better comprehension on this feasibility study, the following definitions of

terms are provided

 Document – an original or official paper relied on as the basis, proof, or

support of something. A computer file containing information input by a

computer user and usually created with an application (such as a

spreadsheet or word processor).

 Tracking – in order to find them or note their location at various points.

 System – a set of things working together as parts of a mechanism or an

interconnecting network.

 IT – the use of computers to store, retrieve, transmit, and manipulate data

or information. IT is typically used within the context of business

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

operations as opposed to personal or entertainment technologies. the

application of technology to solve business or organizational problems on

a broad scale.

 Administrator – a person who performs official duties in some sphere, a

person legally vested with the right of administration of an estate.

 Username – an identification used by a person with access to a computer,

network, or online service.

 Password – a secret word or phrase that must be used to gain admission to

something.

 Login – an act of logging in to a computer, database, or system.

 Database – data structure that stores organized information.

 Display – the way in which words, pictures, etc. are shown electronically,

for example on a computer screen.

 Window – is a graphical control element. It consists of a visual area

containing some of the graphical user interface of the program it belongs

to.

 File – any of several different types of container used to store papers,

letters, and other documents in an ordered way, especially in an office.

 Download – to receive data from a remote system, typically a server such

as a web server.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

 Upload – is a file transfer that begins with data you already have and

involves your computer sending data.

 Search – try to find something by looking or otherwise seeking carefully

and thoroughly.

 Storage – the retention of retrievable data on a computer or other

electronic system; memory.

 Capitalization – the monetary contribution of each partner in starting up a

business

 Demand – refers to the quantity of goods does a buyer is willing to buy at

a given price.

 Form of ownership – refers to a type of business form of organization

 Income Statement – type of financial statement that shows the annual

sales of the business with its expenses incurred for the whole year.

 Management – the overall organization structure of a certain business.

 Marketing Strategy – a series of marketing activities that an organization

do to acquire customers.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Chapter 2

THEORETICAL AND CONCEPTUAL FRAMEWORK

Theoretical Framework

In general, the significant or benefit of this project is to manage the documents in

Offices of LGU San Nicolas through web-based application which enable the users ease

in retrieving the documents.

Table 1. Substantial benefits the LGU San Nicolas can expect to reap form the use of

DTS.

Problem/Issue DTS Impact

Missing or lost files/documents. Electronic files, if indexed and backed-up
properly, will not get lost.
Take long time to retrieve required The documents will be linked to cases as
documents (lost documents). soon
as they are scanned and indexed.
Available to
users immediately.
File available to only one user at a time. Electronic files are available to multiple
users at the same time.
Documents are copied to circulate. The need for extra copies will be
eliminated.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

LGU San Nicolas is an LGU that has around 152 staffs and 5 officers of the day

who will act as administrative staff who will be responsible for the document in and out

to/from the faculty. For this project, the OMT methodology with UML notation is used in

order to analyze the system. The scope of the Electronic Document Tracking System in

LGU San Nicolas has been analyzed and is shown by using a use case diagram. Figure 2

shows a use case diagram of the current system of the Electronic Document Tracking

System. The description of the use case diagram is listed in the Table 2 below.

Table 2. Use case descriptions

Send document The faculty will receive document from sender either from own
staff or outside organization.
Record document The staff (system) that responsible for the document will record
the document and keep the document in a respective file.
Request for The receiver will request for the document and the staff
document responsible need to make sure that the documents are in a file
for easy retrieval and can be access easily.

Current LGU SN Document

Tracking System

Send Document

<<extends>>

Record Document

RECEIVER

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Request for
Document

SENDER

Fig. 2. Use case diagram showing the current document tracking and management system
in LGU SN

Conceptual Framework

The technical study of the project comprises product description, product process,

equipment and materials, plant location and plant layout. In this area, it discusses on how

the system “Document Tracking System” is construct, what programming language,

codes and equipment’s are needed, and where will the researchers going to put the said

business and its layout.

The marketing study covers the general business condition, competitive condition,

target market, demand, supply, product, pricing strategy, promotion, and packaging. This

area talks about the structured questionnaire floated to the respondents and the result

determines the demand and supply and for the researchers to know whether their product

will penetrate the target market.

The financial study shows the capitalization, sources of funds, total sales, total

expenses, income statement, balance sheet, cash flow statement, return on investment,

and ratio analysis. This area discusses if the business is profitable or not. In addition, it

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

serves as a guide for the researchers to know if the transactions within 3 years are

increasing.

The management study shows the form of ownership, the structure of the

business, job analysis and company policies that the researchers had formulated.

The socio-economic study shows the contribution of the study to the

government and to the society. This area proves that the business existed not only

for profit purposes, but also for the improvement of the welfare of the people.

Framework of the Study

TECHNICAL MARKETING FINANCING MANAGEMENT SOCIO-

ECONOMIC

Product General Capitalization Form of Contribution

Description Business Ownership to the
Condition Government
Product Sources of Structure
Competitive Funds Contribution
Process
Condition to the Society

Equipment/ Total Sales Job Analysis

Demand
Materials

Total Company
Plant Product
Expenses Policies
Location

Income
Plant Pricing
Statement
Lay-out Strategy

Promotion Balance sheet

Packaging Cash Flow

Statement

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Return of
Investment

Ratio Analysis

Chapter 3

PROJECT METHODOLOGY

This chapter describes and discusses how the researchers will gather the necessary

data and information that will be used in the entire study. It describes who will be the

respondents and focus of the research. This also shows the procedure of source of data

and methods of collecting data; these chapters also discuss the type of research, research

design, and the research locale where the study will be conducted and description of our

product and the outlook of the industry and the size of the industry, target market, market

segmentation and presentation, in marketing and sales activities, detailed of our product

and service description that we will going to apply to our business and the competition in

the market.

The Project Approach Summary

DTS was developed by using Object Modeling Technique (OMT). OMT is one of

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

the most popular object-oriented development techniques. It is primarily used by system

and software developers supporting full life-cycle development, targeting object-oriented

implementations and has proven easy to understand, to draw and to use.

There are five main phases in OMT methodology namely analysis, system design,

object design, implementation (programming/coding, installation) and testing as

shown in Figure 1.

Analysis System Object Implementation Testing

Design Design (Coding)

Fig. 1. OMT phases.

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

CHAPTER 4

Market Study

As we still have the COVID19 in our life, we continue to pursue the so called new

normal. Technology continues to grow an exponential rate, easy and affordable access is

quickly becoming a necessity of life. “Document Tracking System (DTS)” provides

Local Government Unit with the ability to experience that support productivity,

efficiency and effectiveness.

Demand

Technical Feasibility

In this topic, we will discuss the product, the development process of our system.

We will also discuss the machinery and equipment and also other computer application

that we will use in the system.

The Services

The following services of IT Link are listed below:

 System Development

 System Maintenance and Troubleshooting

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 NWU Vedasto J. Samonte School of Graduate
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Master of Science in Management Engineering

Manufacturing Process

IT Link will provide the

product and services to the costumers and then the costumer will give income or profit to

IT Link in return. The income or profit that the customer gave in return will used to

provide the product and services.

Plant Size and Production Schedule

IT Link will operate 5 days a week. IT Link opens at 8:00 am ahead. Our goal is

to give the needs of the customers and others in early manner of time.

IT Link Time Schedule

Opening Closing Operating Hours

Monday 8:00 AM 5:00 PM 9

Tuesday 8:00 AM 5:00 PM 9

Wednesday 8:00 AM 5:00 PM 9

Thursday 8:00 AM 5:00 PM 9

Friday 8:00 AM 5:00 PM 9

Total Operating Hours per week 45

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Machinery and Equipment

The proposed study is going to be of 3 units of computer systems and computer

peripherals and details of the equipment for the projects is given below:

List of Hardware Brand and Description Amount

Desktop PC’s 2 unit of PC with complete accessories Php 30,000.00

Server 1 unit of Server Computer 50,000.00

Printer 3 in 1 CISS Printer 7,595.00

Internet Connection Internet Service Provider (PLDT/GLOBE) 2,999.00

Total Machinery and Equipment Cost Php. 90,594.00

Plant Location

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 NWU Vedasto J. Samonte School of Graduate
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Master of Science in Management Engineering

Plant Layout

Building and Facilities

Description Amount

Rent (1,500.00*12) Php. 18,000.00

Construction of the Shop 3,000.00

Total Building and Facility Cost Php. 21,000.00

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 NWU Vedasto J. Samonte School of Graduate
Studies
Master of Science in Management Engineering

Raw Materials and Supplies

The material needed for the operation of the business:

Description Price

Bond Paper Php. 175.00

Ball Pen 50.00 /box (5 pcs)

Stapler 100.00

Staple wire 30.00

Printer Ink CMYK 1,200.00

Record Book 30.00

Fire Extinguisher 2,550.00

Total Raw Materials and Supplies Cost Php. 4,135.00

Utilities

Description Monthly Cost Total Amount (year)

Electricity Php 3,000.00 Php 36,000.00

Water 175.00 2,100.00

Total Utility Cost Php 38,100.00

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