Westbridge Institute of Technology, Inc.

#1 National Highway, Brgy. Banlic, Cabuyao, Philippines

OJT Monitoring System for Westbridge Institute of Technology, Inc.

A Thesis Project

Presented to the
Faculty of the Graduate School
Westbridge Institute of Technology, Inc.

In Partial Fulfillment
Of the Requirements for the Degree
Bachelor of Science in Computer Science

Jim M. Bana-ag Jr.

Oneal Bien D. Evangelio

2022
 Westbridge Institute of Technology, Inc.
#1 National Highway, Brgy. Banlic, Cabuyao, Philippines

ENDORSEMENT

This undergraduate thesis entitled “OJT Monitoring System for Westbridge Institute
of Technology, Inc.” prepared and submitted by Jim M. Bana-ag Jr. and Oneal Bien
D. Evangelio, is hereby approved and endorsed as their contribution and support to
the efforts of the Westbridge Institute of Technology, Inc. to fulfil its Vision, Mission
and Goals.

Francis Michael R. Nuñez, Adviser

Thesis Adviser
 Westbridge Institute of Technology, Inc.
#1 National Highway, Brgy. Banlic, Cabuyao, Philippines

APPROVAL SHEET

This Dissertation/Thesis entitled “OJT Monitoring System for Westbridge

Institute of Technology, Inc.” prepared and submitted by Jim M. Bana-ag Jr.,
Oneal Bien D. Evangelio, Cristine Joy Permejo in partial fulfillment of the
requirements for the degree of Bachelor of Science in Computer Science has been
examined and is recommended for Final Defense.

Francis Michael R. Nuñez, Adviser

Adviser

Approved in partial fulfillment of the requirements for

the degree of Bachelor of Science in Computer Science by the Examination
Committee with the rating of _____.

FIRST NAME MI. SURNAME, TITLE

CHAIRMAN

Jim M. Bana-Ag Jr., Proponent Oniel Bien D. Evangelio, Proponent

Proponent Proponent

Accepted and approved as partial fulfillment of the requirements for the

degree of Bachelor of Science in Computer Science.

_______________________
Dean
 Westbridge Institute of Technology, Inc.
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CHAPTER 1

INTRODUCTION

PROJECT CONTEXT

On-the-job training is a practical method for gaining new competences and

skills needed for a job. The advantage of OJT for students is that it gives them both

knowledge and experience at once, frequently resulting in a significantly shortened

learning curve in order to prepare for the real-world jobs.

Students who undergo OJT are observed during the training. This is to help

the administrator and coordinators keep track of the intern’s work performance. With

the help of an OJT Monitoring System, the administrator, the OJT coordinator and

the students of Westbridge Institute of Technology, Inc. will be updated with the

attendance and work performance of the interns, and also record the data

electronically (online). This is to help lessen the expenditure on papers. It will also

lessen the likelihood of lost records. The system will also help give a precise record

of the hours the inte worked during the training. The system will also help the

students communicate with the OJT coordinator and administrator with the use of the

help desk.
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PURPOSE AND DESCRIPTION

The proponents will develop an interactive OJT Monitoring System for the

benefit of the Westbridge Institute of Technology, Inc. (WITI). This will benefit the

school management, the students, OJT coordinator and the administration as well.

The system will be developed through a website. The students will have user

accounts that enable them to upload report documents. Similar to this, the OJT

coordinators will be granted an access to their accounts so they can examine and

review the reports filed by the students. As long as all data is saved in the database

and the process is thus completed online, the system is capable of creating reports

and requirements in real-time. The system will also offer a user-friendly website that

will allow students and coordinators to engage instantly.

OBJECTIVE OF THE STUDY

This project aims to develop an interactive OJT Monitoring System for the

benefit of the Westbridge Institute of Technology, Inc. (WITI).

Specific Objectives

1. To design an OJT Monitoring System with the following features:

a. To design and develop An Interactive On-the-Job Monitoring System

for the Westbridge Institute of Technology, Inc.

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b. To improve the process of keeping the weekly/monthly reports

submitted by the student by collecting the files through an online

system.

c. The OJT students can use an online system to post their inquiries

regarding the OJT course.

d. To make accessible communication between the OJT students and

coordinators by using the system.

2. To construct the proposed system as designed;

3. To test and improve the proposed system using the alpha and beta tests.

4. To evaluate the performance of the proposed system using the ISO 25010:2011.

SCOPE AND DELIMITATION

The research will be able to evaluate the student's overtime and demerits in

real-time. It will also instantly produce a certificate of completion once the student

has completed the required number of training hours. The research will also produce

a printed version of the list of students, courses, and areas that includes the student's

total training hours.

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It will also serve as the student's daily timekeeper. Before the system sends

the daily time input to the OJT organizer, it will also be checked by the company's

OJT Coordinator.

The admin panel can be used to check journals, month-end reports, and

terminal reports. The online evaluation/rating form must be completed by the OJT

Coordinator. Only the interns’ sections of the journal, month-end reports, and

terminal reports contains editable entries. Additionally, it will provide notifications

for the students and messaging between the school management and OJT

coordinator. The system will also provide a portfolio for the interns’ data, including

training-related files and photos.

 Westbridge Institute of Technology, Inc.
#1 National Highway, Brgy. Banlic, Cabuyao, Philippines

CHAPTER II

REVIEW OF RELATED LITERATURE OF THE STUDIES

TECHNICAL BACKGROUND

The research project “OJT Monitoring System for Westbridge Institute of

Technology Inc.” will address the progress of interns within the institution as part of

its technical background.

Recent technological developments have resulted in the creation of online

monitoring systems that will help the OJT coordinators keep track of the intern

students’ progress and also for the interns to communicate with their respective OJT

coordinators. The OJT monitoring system has features of time tracking, progress

tracking and remarks of interns. The OJT coordinator, adviser and intern students

have access to the system, enabling real-time monitoring and feedback.

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RELATED LITERATURE

Internships are an important part of the vocational education process because

they help to improve the quality of competent graduates. The electronic portfolio (e-

Portfolio) platform's complete work documentation process will assist students in

reporting the results of their work to both university and industry supervisors (1).

A university expects a student to learn outside of the classroom in order for

the students to learn the skills needed prior to their course and field of work.

However, this activity will undoubtedly necessitate evaluation and observation by

the university. As a result of such arrangement, the coordinator faces difficulties

such as monitoring the internship activities that the students participate in during the

training period (2).

In a manual system, the coordinator will receive all necessary hard copies of

printed papers, such as evaluation forms, and progress or monitoring forms. Some

unexpected issues this can cause includes lost documents and delayed submissions

(3).

Usually, the monitoring of a student internship program is evaluated using

the interns' journals. In order to increase the quality of the interns' work, it was

evaluated how the students perceived and reflected on his journal. Journals from

students must be turned in for monitoring and feedback (4).

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On-the-job training is when new employees learn by doing their job. It can

take anywhere from a few days to several weeks, depending on the tasks involved.

Often,

new employees begin by shadowing other employees before progressing to tasks that

require supervision. (5)

RELATED STUDIES

The entire process of practical training has been computerized, and a web-

based system of internship management has been created to make it available online.

The site provides internship eligibility assessment, registration, time schedule and

monitoring of industrial internship program at UiTM. The fact that this method

allows students to check the status of their applications online benefits their

educational experience. Instead of checking the status of their application at the

coordinator's office during their downtime, they can focus more on their lessons and

activities (6).

The benefits of implementing portfolios, particularly computerized ones,

have been clear during the past ten years. This study has developed, implemented,

and evaluated a thorough system for monitoring and evaluating the activities of

interns because clinical evaluations of internship training in Iranian medical schools

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do not use portfolios, particularly electronic portfolios. If the program is modified

and improved in accordance to the need of the institution, positive educational

benefits may be applied in all medical settings. (7).

Finally, designing an apprentice monitoring information system can help the

apprenticeship process by eliminating many traditional activities and centralizing

information. The findings of this study will serve as a foundation for the

development of an apprentice monitoring information system, which is expected to

help simplify the apprenticeship process (8).

The system simplified the OJT course procedure by developing a system that

was accessible via the internet. Students have a user account, which allows them to

upload document files containing their reports. Furthermore, the system includes an

interactive website that allows students and coordinators to communicate in real

time. (9)

A Web-Based System of Internship Management has been developed to

computerize the whole process of the practical training. The portal allows internship

eligibility checking, registration, visit schedule and monitoring of industrial

internship program at Universiti Teknologi MARA (UiTM). (10)

DEFINITION OF TERMS
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On-the-job Training (OJT) - is a type of training that takes place in the workplace.

It is a method of learning a new skill or job by working under the guidance of an

experienced worker or supervisor.

Monitoring System - is a system that is used to measure, track, and analyze the

performance of a specific process, system, or activity.

OJT Coordinator, or on-the-job training coordinator - is a person who is

responsible for managing and overseeing an organization's on-the-job training

program.

Web-based System - is a software application or platform that is accessed via a web

browser over the Internet. It is designed to be accessed remotely, allowing users to

access the system from any location with an internet connection.

References:

(1) L. J. ChanLin and W. H. Hung, ―Evaluation of an online internship

journal system for interns,‖ Procedia-Social and Behavioral Sciences, vol. 191, pp.
1024-7, 2015.

(2) M. Hussain, S. Ahmad, and K. Kamal, ―USM internship and career

portal,‖ International Journal of Applied Engineering Research, vol. 11, no. 20, 2016,
pp. 10247-10251, 2016.

(3) Y. C. Fei, W. Waheeb, and S. B. Sulaiman, ―Student internships: A

selective review,‖ Journal of Applied Technology and Innovation, e-ISSN: 2600-
7304, vol. 4, no. 2, pp. 1-5, 2020
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(4) A. Juhana, A. G. Abdullah, M. Somantri, S. Aryadi, D. Zakaria, N.

Amelia, and W. Arasid, ―E-Portfolio web-based for students’ internship program
activities,‖ IOP Conference Series: Materials Science and Engineering, vol. 306, no.
1, p. 012003, IOP Publishing, 2018

(5) Valamis, “On-the-job Training,” Valamis, Dec. 07, 2021.

https://www.valamis.com/hub/on-the-job-training (accessed Jan. 23, 2023).

(6) A. N. binti Jaafar, S. binti Rohafauzi, N. I. binti Md Enzai, F. D. H. bin

Mohd Fauzi, N. N. S. binti Nik Dzulkefli, and M. T. bin Amron, “Development of

internship monitoring and supervising web-based system,” 2017 IEEE 15th

Student Conference on Research and Development (SCOReD), Dec. 2017, doi:
10.1109/scored.2017.8305395.

(7) F. Moeinzadeh, S. H. R. Ayati, B. Iraj, M. Mortazavi, and V. Vafamehr,

“Designing, implementation, and evaluation of internship comprehensive system for

assessment and monitoring,” Journal of education and health promotion, vol. 10, p.

93, 2021, doi: 10.4103/jehp.jehp_626_20.

(8) H. D. Yulianto and R. B. Firdaus, “PERANCANGAN SISTEM

INFORMASI MONITORING MAGANG,” IJIS - Indonesian Journal On
Information System, vol. 6, no. 2, Sep. 2021, doi: 10.36549/ijis.v6i2.144.

(9)A. G. G. Oliveros, “Design and Development an Interactive On-the-Job

Training Monitoring and Help Desk System with SMS for College of Information
and Communication Technology,” Journal of Computer and Communications, vol.
10, no. 07, pp. 72–89, 2022, doi: 10.4236/jcc.2022.107005.

(10) A. Nur, Suziyani binti Rohafauzi, Nur, F. Dzul, N. Nur, and Mohd,
“Development of internship monitoring and supervising web-based system,” 2017
IEEE 15th Student Conference on Research and Development (SCOReD), 2017.
https://www.semanticscholar.org/paper/Development-of-internship-monitoring-and-
web-based-Jaafar-Rohafauzi/5aed470917cfc799cc4665caa82d9fa982aa9cbe
(accessed Jan. 23, 2023).

‌
 Westbridge Institute of Technology, Inc.
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CHAPTER III

METHODOLOGY

REQUIREMENTS ANALYSIS

An OJT Monitoring System is a tool for tracking and evaluating interns'

progress and performance during on-the-job training. A training plan, training

documentation, evaluation and assessment, reporting and analysis, and other features

that help to ensure the effectiveness of the training and the development of the

interns are typically included. Users' expectations in an OJT monitoring system may

differ depending on their roles within the institution. The following are the people

involved in this study:

 Interns: They expect the system to provide a clear and detailed training plan

outlining the OJT program's goals, objectives, and expectations. They also

expect the system to provide them with the tools and resources they need to
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succeed, such as training materials and quizzes. They may also anticipate

regular feedback from the system on their performance and progress.

 OJT coordinator: They expect that the system will provide them with the

tools and resources they need to effectively guide and monitor the interns

under their supervision. They may also expect access to the interns’ progress

and

performance data, as well as the ability to provide feedback and evaluations,

from the system.

 Administrator: They expect that the system will provide a centralized

location for them to manage the OJT program, including the ability to assign

trainers, create training plans, and access data on interns’ performance and

progress. They may also expect the system to enable them to generate reports

and analyze data in order to help improve the program.

 Management: They expect that the system to provide them with an overview

of the OJT program, including interns progress and performance, as well as

program effectiveness. They may also expect the system to enable them to

make informed program decisions and identify areas for improvement.

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Overall, users expect that the OJT monitoring system will be easy to use,

efficient, accurate, and accessible. They also expect the system to provide them with

the tools and resources they need to achieve their objectives, as well as a transparent

method of monitoring and evaluating the interns’ performance and progress.

REQUIREMENTS DOCUMENTATION

OJT Monitoring System

Intern’s Training Documentation Reporting Feedback Completion

Registration Plan of Training and Analysis

Intern’s Registration: Interns must register with the OJT monitoring system and

create an account.

Training Plan: A detailed training plan is created and shared with the interns,

outlining the OJT program's goals, objectives, and expectations.

Documentation of Training: Interns are required to document their progress by

filling out forms, checklists, and other tools provided by the system.
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Reporting and Analysis: Data collected through the monitoring system is analyzed

and used to generate reports and make improvements to the OJT program.

Feedback: Coordinators provide regular feedback to interns on their progress and

performance.

Completion: After successfully completing the OJT program, the interns’

performance is evaluated and a certificate of completion is issued.

DESIGN OF SOFTWARE, SYSTEM, PRODUCT AND/OR PROCESS

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Input Process Output

Knowledge
Requirements:
-Interns’ Information
-Company Information
-Contact Number of
Company
-Planning
Software Requirements: -System Analysis OJT Monitoring
-Internet -System Design System for Westbridge
-PHP -Development Institute of Technology,
-XAMPP -Testing Inc.
-MySQL -Implementation

Hardware
Requirements:
-Any device that has
internet browser and
internet connection.
Feedback

Conceptual Framework

In the figure above, the conceptual framework of the system is illustrated.

The input for the requirements knowledge are Interns’ Information, Company

Information, Contact Number of Company. For the Software Requirements, Internet,

PHP,

XAMPP, MySQL are needed. For the Hardware Requirements, any device that has

internet browser and internet connection. The processes will be Planning, System
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Analysis, System Design, Development, Testing and Implementation. The output of

the research will be OJT Monitoring System for Westbridge Institute of Technology,

Inc.

DEVELOPMENT AND TESTING

The Waterfall method is a traditional method of software development that

follows a linear, sequential process. It is distinguished by a strict separation of the

various stages of development, with each phase building on the previous one.

The following are the main steps in the Waterfall method's development and testing

process:
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Gathering Requirements: The developers collaborate closely with stakeholders to

understand their needs and gather application requirements.

Design: The developers design the application in detail, including the architecture,

interfaces, and data structures.

Implementation: Based on the design, the developers write the code for the

application.

Testing: Once the code is complete, the developers test the application to ensure it is

functioning as expected.

Deployment: After the application has been completed and all testing has been

completed, it is deployed to the production environment and made available to users.

Maintenance: After the application is deployed, the developers perform

maintenance, which includes bug fixes and system updates.

The Waterfall method is a well-structured, well-defined process that is simple

to manage and control. It also makes clear documentation and communication of the

development process possible. However, it does not allow for much flexibility or

adaptation to changing requirements, and identifying issues or bugs until the testing

phase can be difficult.

DESCRIPTION OF PROTOTYPE

IMPLEMENTATION OF PLAN
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