1

DEVELOPMENT OF A WEB-BASED DOCUMENT MANAGEMENT

SYSTEM FOR ACCREDITING AGENCY OF CHARTERED COLLEGES
AND UNIVERSITIES IN THE PHILIPPINES OF MARIANO MARCOS
STATE UNIVERSITY COLLEGE OF INDUSTRIAL TECHNOLOGY

Charmaine A. Agpaoa
Jusua A. Agtang
Earl John V. Leano
Mhelissa Jane A. Pascual

In Partial Fulfillment of the Requirements for the Course

CAPSTONE PROJECT

CMPT 197

Mariano Marcos State University

College of Industrial Technology

Laoag City

BACHELOR OF SCIENCE IN INDUSTRIAL TECHNOLOGY

Computer Technology

OCTOBER 2022
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CHAPTER I

INTRODUCTION

Project Context

Document management is a system or process for capturing, tracking, and

storing electronic documents such as PDFs, word processing files, and digital

images of paper-based content. Document management can help you save time and

money. It offers document security, access control, centralized storage, audit trails,

and streamlined search and retrieval.

The main function of the Accrediting Agency of Chartered Colleges and

Universities in the Philippines (AACCUP), Inc. is to accredit curricular programs in

the Philippines, particularly at state universities and colleges. It was founded in 1987

and was officially registered and recognized by the Securities and Exchange

Commission (SEC) on September 4, 1989, making it the youngest of the country's

four (4) accrediting agencies until late 2003. AACCUP's charter states that one of its

functions, if not the primary purpose, is "to develop a mechanism for and conduct

the evaluation of programs and institutions" (Corpus, 1987).

Paper storage may necessitate a significant amount of physical space. A

document management platform can combine disparate documents to improve

control, access, and process efficiency. It provides benefits in terms of information

retrieval, security, governance, and lower operational costs. Furthermore, proper

record management is becoming a legal requirement (IBM).

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The researchers discovered that the MMSU AACCUP-CIT is still using the

existing manual method, in which the faculty sends the files and documents face-to-

face to the executive committee in charge of the AACCUP Center. The goal of the

researchers is to develop a document management system for the Accreditation

Agency of Chartered Colleges and Universities in the Philippines (AACCUP) of

Mariano Marcos State University College of Industrial Technology to provide a

convenient method with a single click, reducing the workload of the faculty in

charge in the AACCUP room, which will be organized, managed, and oriented by it.

Purpose & Description

The goal of the proposed project is to create an AACCUP document

management system for MMSU-CIT. A system for sending and receiving files and

documents from the user using the system's transfer file feature, in which the user

can send files and the administrator can receive files, Tracking the documents using

the file tracker features to identify and find the transferred files and managing the

transferred documents using the managed features such as creating, updating,

retrieving, viewing, deleting, and restoring. storing files using the storing features

that allow you to organize the files by time, name, size, item type, and date.

The researchers proposed system's procedure is a client-to-server type of

web-based system that can accommodate and execute the AACCUP center's ten (10)

sections.

1. Vision & Mission

2. Faculty
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3. Student Guidance and Admission

4. Curriculum and Institution

5. Research

6. Extension and Community Involvement

7. Library

8. Physical Faculties

9. Laboratories

10.Administrator

Conceptual Framework of the Study

Figure 1. Input Process Output Model

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The input–process–output (IPO) model shown in figure 1 is used in this

research to describe the framework of a data processing system or another process in

systems analysis.

The Input-Process- Output system requirements, system development, and

system implementation are three significant steps or elements to consider in this

process. First, the system requirements are from the input phase, where the data will

be gathered through various instruments such as interview guides, observation, and

questionnaires.

Second is the system development, which is in the processing phase. This is

where the data gathered from the input will be used to construct and begin the

initiation of the system. With the complete data and information gathered, it will

begin the phase of feasibility followed by the required analysis. The structure of the

system will be planned by a depth analysis of what navigation panels and other

functions will be put on the UI. designing the user interface and creating databases

for the system to make it functional. The development phase is a lot of debugging on

how to make the system complete and a lot of revisions from its documents will also

be a part of this phase, which is the final results of the computed statistics used.

Lastly, the System Implementation is the Output Phase when the system is

now ready to be deployed and implemented for the final defense. The Web-Based

Document Management System is finally to be implemented in the College of

Industrial Technology AACCUP to reduce all of the paperwork and all manual

activities done by the faculty in charge of the AACCUP of the College and also to

improve it to be more advanced and organized.

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Statement of the Problem

The study aims to provide and develop a Web-Based Document

Management System for digitization of MMSU-AACCUP CIT. Specifically, the

study will try to answer the following questions:

1. What are the major problems encountered in the AACCUP document

management of CIT with its existing system?

2. What document management system should be developed to address

the problems encountered?

3. What is the performance level of the proposed system as assessed by

the respondents in terms of:

3.1 Functionality sustainability

3.2 Performance efficiency

3.3 Compatibility

3.4 Usability

3.5 Reliability

3.6 Security

3.7 Maintainability

3.8 Portability

Objectives of the Study

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The study aims to develop a web-based document management system for

AACCUP of MMSU-CIT with the appropriate features to make document

management efficient.

Specifically, the study sought to:

1. To identify the major problem encountered in AACCUP document

management of MMSU-CIT with its current system.

2. To develop web-based systems which will address the problems

encountered.

3. To determine the level of user acceptability of the developed system

in terms of;

a) Functionality sustainability

b) Performance efficiency

c) Compatibility

d) Usability

e) Reliability

f) Security

g) Maintainability

h) Portability

Scope and Limitations

The proposed system is centered on the AACCUP MMSU-CIT Laoag

campus. This web-based document management system is exclusively accessible to

admins and users only. The user has only seen the section that is for him and the
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common one. The files that are intended to be accessed are DOCX, XLSX, PDF,

PNG and JPEG.

Significance of the Study

This study programs the digitization of AACCUP documents. This study is

significant for the intended users because it provides a secure method of storing,

managing, and organizing document data.

Executive Committees of MMSU-CIT AACCUP-This study will help the

Executive Committees monitor the 10 areas of AACCUP in the most

convenient method.

To Academic Faculties/AACCUP Users: The system is perfect for helping

the academic faculties to have a better way of sending documents to

AACCUP.

Definition of Terms

AACCUP - (Accrediting Agency of Chartered Colleges and Universities in the

Philippines) Table 1 presents the results of the evaluation of the

Development of a Web-Based Document Management System for the

AACCUP of MMSU CIT in terms of its functional sustainability and on its

evaluation, it obtained a total score of___ which is highly satisfactory.

Accreditation is viewed as a process by which an institution at the tertiary

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level evaluates its educational activities, in whole or in part, and seeks an

independent judgment to confirm that it substantially achieves its objectives,

and is generally equal in quality to comparable institutions.

Back-End - The part of a computer system or application that is not directly

accessed by the user, typically responsible for storing and manipulating data:

CSS - Is a style sheet language used for describing the presentation of a document

written in a markup language such as HTML.

Database - Is an organized collection of structured information, or data, typically

stored electronically in a computer system.

Document Management System - Paper documents have long been used in storing

information. However, paper can be costly and, if used excessively, wasteful.

Document management software is not simply a tool but it lets a user

manage access, track and edit the information stored.

EJS - Embedded JavaScript. It is a simple templating language/engine that lets its

user generate HTML with plain JavaScript.

Enterprise Management System - is a software package that supports the various

requirements of complex organizations. The software allows personnel to

manage multifaceted companies whose infrastructures are often scattered

geographically.

Front-End Developer - A front-end web developer is the person who implements

web designs through coding languages like HTML, CSS, and JavaScript.
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HTML - Hypertext Markup Language, a standardized system for tagging text files

to achieve font, color, graphic, and hyperlink effects on World Wide Web

pages

IPO - Input Process and Output

JS - Is a programming language that is one of the core technologies of the World

Wide Web, alongside HTML and CSS.

PHP (Hypertext Preprocessor) - it is a server-side scripting language that is

specifically designed for web development. It is open-source, which means

you can download and use it for free. It is extremely simple to learn and

apply..

Programming - Is the process of designing and writing computer programs. As a

skill set, it includes a wide variety of different tasks and techniques, but our

tutorials are not intended

SQL - Is a standard language for storing, manipulating and retrieving data in

databases.

UI - User interface (UI) is everything designed into an information device with

which a person may interact.

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CHAPTER II

REVIEW OF RELATED LITERATURE

This chapter deals with the review of related literature which is related to the

present study, which is the Web-Based Document Management System for

AACCUP and it has provided some insights about the present study. The

information gathered will serve as the path for the researchers on how to deal with

this study.

Foreign Studies

In highly regulated environments (pharmaceutical, medical device, biotech,

blood/tissue, etc.), web-based document management is critical to company success.

Web-based document management software systems and the maximization of ROI

are necessities for companies that need to thrive in the current competitive

atmosphere. Hundreds of companies around the world use Master Control to

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automate core business processes and document management activities to promote

collaboration, improve decision-making, and accelerate time to market. Master

Control is a leading global provider of web-based document management software

solutions. The Master Control Documents web-based document management

software solution has been successfully implemented, validated, and inspected in

regulatory environments without a single instance of noncompliance since it was

initially introduced in 1998. Organizations worldwide use Master Control’s web-

based document management software solutions to manage, control, and maintain

accurate documentation for regulatory entities such as the FDA and EMEA

(MasterControl.com).

The Advantages of Web-Based Document Management Effective web-based

document management allows companies to reduce product time-to-market by

automating and accelerating processes such as document change, distribution,

notification, and approval. Utilizing an off-the-shelf product that is configurable and

designed to be quickly implemented and validated, Ensure the document's integrity.

Documents are electronically routed through predefined workflows. Maintain

compliance with 21 CFR Part 11: Support standard databases used in life sciences

and other industries with similar regulations. Create an avant-garde web-based

document management architecture (MasterControl.com).

Related Literatures

A document management system (DMS) is a system that receives, tracks,

manages, and stores documents in order to reduce paper usage. Most can keep track

of the various versions created and modified by different users. In the case of digital
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document management, such systems are based on computer programs. The term

has some overlap with content management system concepts. It is frequently

considered a component of enterprise content management (ECM) systems and is

associated with digital asset management, document imaging, workflow systems,

and records management systems (Wikipedia, 2022). The Records and Document

Management System is a computer-based system which provides detailed

information about the documents and the whole process of recording. It gives

accurate and efficient information that is reliable and complete. This requires

records management solutions to be integrated into the archiving of documents

(Inettutor, 2019).

Document storage has always been a primary goal of information systems.

However, managing sensitive information throughout its lifecycle, from creation to

destruction (or archival), has become increasingly important in the last decade. The

growing awareness of the impact of technology on privacy has increased the

urgency of better enforcing record retention policies. Organizations today must not

only comply with regulations but also strike a balance between operational record

keeping requirements, minimizing liability associated with storing private

information, and personal privacy preferences.

Local Studies

According to PascualbD.S.(2016), the development of a web-based

document tracking and management system would make it easier to handle, secure,

and track documents at the Department of Public Works and Highways (DPWH)

Laguna II District Engineering Office. It would help the preceding department by

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keeping track of their records, storing data, and providing easy retrieval of

documents. The client/sender could also submit his/her request through the system.

The Document Tracking System (DTS) of the University of the Philippines

(UP) is an information system capable of tracking the paper trail of documents

created within UP offices. The DTS includes information on the originating and

receiving offices and personnel, as well as the time elapsed between

offices/units/departments. In this information system, document attachments,

revisions, updates, and remarks are also supported (UP, 2020).

The Web-Based Records Management for St. Paul University of Quezon

City was created to lessen the workloads and other hassles of the school's doctors,

nurses, and students. The goal of this study is to develop a functional Web-based

system that can assist doctors and nurses in their daily processes, such as keeping

track of patient records, monitoring inventory levels, sending SMS messages, and so

on, while also benefiting students by allowing them to schedule their desired

appointments around their educational and personal schedules. The system was built

with the help of Data Flow Diagrams (DFDs) and Unified Modeling Languages

(UMLs). The mobile app was created in PHP with the Laravel framework as the

front-end and Microsoft Azure SQL as the back-end. The system was evaluated by

20 end-users and 10 information technology experts using ISO 25000 software

quality questionnaires. According to the evaluation, the system passed the software

quality test. The developers concluded that the intended end-users are able to use the

system as intended (Calucin, 2018).

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Barangays are the smallest but most important units of government. The

government distributes its services via its officials. However, as the population

grows, so does the quality of service, particularly in the handling of records and

documents. Following a thorough site investigation and a series of surveys, an

integrated "Document Management System" is proposed to alleviate these issues,

with Barangay Paligui in Apalit, Pampanga chosen as the model. The DMS, an

open-source system, was conceptualized using the Kanban Agile Methodology and

extensive reviews of literature. Its primary goal is to provide a centralized document

management system that can be accessed by any barangay official using their office

desktop computers and mobile phones. OwnCloud uses the infrastructure for

securing, storing, and sharing files, and a customized user interface is written in

HTML, CSS, JavaScript, and PHP. The system was evaluated by the users and

found to be useful and acceptable for use (Requinto, 2019).

The aim of the study was to provide the Cagayan de Oro Academy for

International Education with a web-based information and monitoring system for

processing school transactions. A complex and flexible online information and

monitoring system is designed to meet specific needs. Researchers used the

prototyping lifecycle model to create the proposed system. These applications

enhance traditional transaction processing systems. Staff find it tedious and tedious

to search for and create reports of student information, as well as repeat processes

involved in completing and updating records. The proposed system allows for the

publishing and viewing of grades, timetables, student, guardian, and staff profiles

and other important data in the system. The web-based information and monitoring

system is an extension of a basic information system achieved through system

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design with improved or broader capabilities by functionally or technically relating

two or more information systems. This will enable the academy to provide quality

service to its students. This thesis study has a significant impact on school

monitoring and information; it reduces school administration workload and saves

time (Tubongbanua, 2017).

Synthesis

The preceding research was centered on the creation of a web-based

document management system for the AACCUP of Mariano Marcos State

University's College of Industrial Technology. They also stated that a document

management system (DMS) is a significant system that receives, tracks, manages,

and stores documents; it is a computer-based system that provides detailed

information about the documents and the entire recording process. According to

their findings, creating a web-based document tracking and management system

would make it easier to handle, secure, and track documents. Furthermore, all of the

preceding studies demonstrated the significance of the Document Management

System, allowing researchers to move forward with the implementation of the Web-

Based Document Management System for AACCUP at Mariano Marcos State

University College of Industrial Technology.

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CHAPTER III

TECHNICAL BACKGROUND

The research focused on creating a web-based document management

system for Mariano Marcos State University's College of Industrial Technology's

AACCUP. The researchers chose a document management system (DMS).

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System Architecture Design

Figure 2: System Architecture of Document Management System of CIT-AACCUP

Figure 2 shows the diagram in the system architectural design of the CIT-

AACCUP Document Management System development. It uses the Model-View-

Controller (MVC) framework to structure the system. In the Framework, the client

side that displays data on the user interface is the web browser, which also serves as

the view. An application programming interface (API) manages all crud operations,

acting as a controller from the user interface. Furthermore, the database server

serves as a model for managing all data as well as the relationships between

database tables.
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Use Case Diagram

Figure 3: Use Case Diagram of a User

Figure 4: Use Case Diagram of an Admin

As shown in figures 3 and 4, the use case diagram depicts that the

development of the Web-based document management system for MMSU-CIT-

AACCUP will be divided into two parts: the user and the administrator. The User

and Executive committees, as well as another authorized person, will be Academic

Faculties and another authorized person.

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Software

Figure 5: Different Programming Languages

Figure 5 above depicts the different programming languages in the system's

implementation. The software that the researchers need to use is Node.js, which is

an asynchronous back-end programming language. A common task for a web server

can be to open a file on the server and return the content to the client. The MySQL

Workbench provides a visual console to easily administer MySQL environments and

gain better visibility into databases. JavaScript, HTML, CSS, and W3School are

used for recreation and designing the proposed system.

Hardware

Figure 6: Laptops
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Figure 6 shows that in terms of hardware, researchers should have an i3 core

laptop/PC or higher processor in order to have a convenient process of implementing

the coding.

Network

Figure 7: Internet/ Networks

Figure 7 above depicts the internet/networks that the researchers also need a

network for particular sites to browse for tutorials or source codes for proper

implementation of the system.

Peopleware

Researchers are in charge of providing all the needs and platforms to

implement the proposed system, which the researchers aim to have a substantial

system that receives, tracks, maintains, and stores documentation. The researchers

intended to provide a system for the MMSU-CIT-AACCUP.

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CHAPTER IV

METHODOLOGY, RESULT, AND DISCUSSION

This chapter presents the methods that were used in this research to examine

the process of gathering the necessary data and information. This includes the

research design, data collection methods, and tools, research process, sources of data

and data analysis.

Research and Design

This study was conducted using the Descriptive Quantitative Method. The

approach was chosen because it accurately depicts the nature of the situation at the

time of the analysis. It entailed acquiring data about occurrences, organizing,

tabulating, depicting, and describing the data. It also made use of description to

arrange data into patterns that emerged throughout the study (Myers, 2012).

Furthermore, the process of descriptive research entails more than just data

collection and tabulation. It includes a component or interpretation of what is

described in terms of meaning or importance. As a result, descriptions are frequently

integrated with comparison and contrast exercises that include measurements,

classifications, interpretation, and assessment. This technique was chosen because it

allows for a thorough assessment, determination, and pinpointing of the proposed

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system's influence on future users. As a result, descriptions are typically combined

with comparison and contrast procedures including measurements, classifications,

interpretation, and evaluation. The descriptive research technique was used in this

study, especially the summative assessment type, to address concerns related to

technology usage, implementation, and tracking difficulties that may develop after

deployment. Penuel, et al. (2011) and Burkhardt, et al. (2003).

Software Development Methodology

Figure 8: Agile Software Development

Figure 8 above depicts the Agile methodology refers to a software

development methodology built on the principle of repetitive development, wherein

needs and solutions are developed through collaboration between self-organizing

and cross-functional teams. Agile development's greatest benefit is that it enables

teams to produce more quickly, with higher quality and predictability, and with a

greater capacity to adapt to change.

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The products are divided into small incremental builds. Iterations of these

builds are offered. Duration of each iteration lasts from about one to three weeks.

Cross-functional teams collaborate on multiple projects concurrently during each

iteration.

1. Planning

When management concludes that using information technology to

improve a process flow is required, the Initiation Phase of planning begins

and the initial inquiry or brief study of the problem is conducted to see if the

systems project should go further. Planning establishes the framework in

which the project responds to the needs indicated by the case and evaluates

the viability of a proposed solution. The study is performed to decide

whether or not the project should be approved and will also create a project

plan and budget estimates for the project's development if it is approved.

The planning objectives are to:

● Determine the most important assumptions and restrictions affecting

the answer to that problem.

● Determine and verify an opportunity for the college to improve the

AACCUP into an online and digitized system.

● To meet the demand, I suggest looking into alternate concepts and

methodologies.

2. Designing
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The system is designed in this phase to meet the functional requirements

defined in the previous phase. Because faults discovered during the design

phase can be highly costly to fix later in the software development process, a

range of aspects are addressed in the design to reduce risk.

These are some of them:

● Identifying potential risks and developing design features to mitigate

them

● Performing a security risk assessment

● Creating a conversion strategy to move current data to the new

system

● Determining the operating environment

● Defining major subsystems and their inputs and outputs

● Processes are assigned to resources.

3. Requirements Analysis

Using the high-level needs determined in the previous phase, this

phase explicitly specifies the precise functional user requirements. In this

phase, the requirements are established to a degree of depth that allows

systems design to proceed. They must be quantifiable, testable, and related to

the AACCUP Center's need or opportunity identified during the Initiation

Phase.

The purposes of this phase are to:

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● Complete reengineering of the functions to be supported, such

as determining what information drives the business process,

what information is created, who creates it, where it goes, and

who processes it.

● create extensive data and process models, including inputs

and outputs for the system.

● Develop the test and evaluation requirements for determining

acceptable system performance.

4. Develop and Testing

The success of the development phase is dependent on the successful

completion of the previous stages. The following items are included in the

development phase:

● Translating the detailed requirements and design into system

components

● Testing individual elements (units) for usability

● Preparing for integration and testing of the Web-Based Document

Management System. This phase also includes integration, system,

security, and user acceptability testing, such as debugging and

revisions. The user, in collaboration with personnel in-charge of

quality assurance, verifies that the newly constructed or changed

system meets the functional requirements.

5. Release
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After the system has been tested and accepted by the user, this step

begins. The system is installed at this phase to support the required

AACCUP tasks. The performance of the system is compared to the

performance targets set during the planning phase. Notification of users, user

training, software installation on production computers, and system

integration into regular work activities are all part of the implementation

process. This phase continues until the system meets the established user

requirements and is ready to go into production.

6. Acceptance Testing or Feedback

There is formal testing based on user requirements and function

processing. It determines whether the software conforms to specified

requirements and user requirements or not. It is conducted as a kind of Black

Box testing where the number of required users involves testing the

acceptance level of the system. It is the fourth and last level of software

testing. During this phase, they will adhere to ISO/IEC 25010, which serves

as the standard foundation and guide for satisfaction.

Study Participants

This study will be conducted in MMSU-CIT AACCUP which is randomly

selected to 2 Executive Committees from AACCUP, 2 Computer Technology

Faculty, 3 Academic Faculty and 3 Students. The individuals in this study serves as

guide for the proper implementation of the proposed system which is the
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Development of Web-Based Document Management System for AACCUP of

Mariano Marcos State University College of Industrial Technology.

Locale of the Study

The research will be conducted at the MMSU-CIT. It is situated in Brgy. 7-A

Nuestra Señora de Natividad, Laoag City, P.Gomez St. It is located between Balay

da Blas and the Ilocos Norte College of Arts and Trades, in front of Shamrock

Elementary School.

Research Instrument

A product quality evaluation system is built around the quality model. The

quality model describes which quality characteristics will be considered when

assessing the properties of a software product. The degree to which a system

satisfies the stated and implied needs of its various stakeholders, and thus provides

value, is defined as its quality. The needs of those stakeholders (functionality,

performance, security, and maintainability, for example) are precisely what are

represented in the quality model, which divides product quality into characteristics

and sub-characteristics. As shown below, figure 9 depicts the ISO/IEC 25010.

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Figure 9. ISO/IEC 25010

1. Functional Suitability

This characteristic represents the degree to which a product or system

provides functions that meet stated and implied needs when used under

specified conditions. This characteristic is composed of the following sub-

characteristics:

● Functional completeness - The level wherein the set of

activities discusses all of the achievement of certain

objectives and user goals.

● Functional correctness - The degree to which a product or

system delivers the required precision and correct results.

● Functional appropriateness - The degree to which the

functions aid in the completion of specific tasks and goals.

2. Performance efficiency

Under specified conditions, this characteristic represents performance

in relation to the number of resources used. The following sub-characteristics

make this characteristic:

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● Time behavior - When a product or system performs its

functions, the degree to which its response and processing

times and throughput rates meet requirements.

● Resource utilization - The degree to which a product or

system meets requirements in terms of the amount and type of

resources it uses to perform its functions.

● Capacity - The extent to which a product's or system

parameter's maximum limits comply with specifications.

3. Compatibility

The extent to which a product, system, or component can exchange

information with other products, systems, or components while sharing the

same hardware or software environment. This trait is made up of the

following sub-characteristics:

● Co-existence - The degree to which a product can perform its

required functions while sharing a common environment and

resources with other products without negatively impacting

any other product.

● Interoperability - The degree to which two or more systems,

products, or components can exchange information and use

that information.

4. Usability

The extent to which a product or system can be used by specific users

to accomplish specific goals with effectiveness, efficiency, and satisfaction

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in a specific context of use. This trait is made up of the following sub-

characteristics:

● Appropriateness recognizability - The degree to which

users can determine whether a product or system is suitable

for their needs.

● Learnability - The extent to which a product or system can

be used by specific users to achieve specific goals of learning

to use the product or system effectively, efficiently, risk-free,

and satisfactorily in a specified context of use.

● Operability - The degree to which a product or system has

features that make it simple to use and control.

● User error protection - The degree to which a system

protects users from making mistakes.

● User interface aesthetics - The degree to which a user

interface allows for pleasant and satisfying interaction.

● Accessibility - The extent to which a product or system can

be used by people with the widest range of characteristics and

capabilities to accomplish a specific goal in a specific context

of use.

5. Reliability

The extent to which a system, product, or component performs

specific functions under specified conditions over a specified time period.

This trait is made up of the following sub-characteristics:

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● Maturity - The degree to which a system, product, or

component meets reliability requirements in normal

operation.

● Availability - The degree to which a system, product, or

component is operational and accessible when needed.

● Fault tolerance - The degree to which a system, product, or

component performs as expected despite the presence of

hardware or software flaws.

● Recoverability - The extent to which, in the event of an

interruption or failure, a product or system can recover the

data directly affected and restore the system to its desired

state.

6. Security

The extent to which a product or system safeguards information and

data so that people or other products or systems have data access appropriate

to their types and levels of authorization. This trait is made up of the

following sub-characteristics:

● Confidentiality -The extent to which a product or system

ensures that data is only available to those who have been

granted access.
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● Integrity - The degree to which a system, product, or

component protects computer programs or data from

unauthorized access or modification.

● Non-repudiation - The degree to which actions or events can

be proven to have occurred so that they cannot be rejected

later.

● Accountability - The extent to which an entity's actions can

be traced back to the entity.

● Authenticity - The extent to which a subject's or resource's

identity can be proven to be the one claimed.

7. Maintainability

This property denotes the degree of effectiveness and efficiency with

which a product or system can be modified to improve, correct, or adapt to

changes in the environment and requirements. This trait is made up of the

following sub-characteristics:

● Modularity - The degree to which a system or computer

program is made up of discrete components, so that changing

one has little impact on the others.

● Reusability - The extent to which an asset can be used in

more than one system or in the construction of other assets.

● Analyzability - The degree of effectiveness and efficiency

with which it is possible to assess the impact of an intended

change to one or more of a product's parts on the product or

 34

system, or to diagnose a product for deficiencies or causes of

failure, or to identify parts to be modified.

● Modifiability - The extent to which a product or system can

be modified effectively and efficiently without introducing

defects or lowering existing product quality.

● Testability - The degree of effectiveness and efficiency with

which test criteria for a system, product, or component can be

established and tests performed to determine whether those

criteria have been met.

8. Portability

The ease with which a system, product, or component can be moved

from one hardware, software, or other operational or usage environment to

another. This trait is made up of the following sub-characteristics:

● Adaptability - The scope to which a product or system can be

quickly and successfully adapted for new or changing

hardware, software, or other operational or usage

environments.

● Install ability - The simplify by which a product or system

can be successfully installed and/or uninstalled in a given

environment.

● Replaceability - The level to which a product can replace

another specified software product in the same environment

for the same purpose.

 35

RESEARCH INSTRUMENT

DEVELOPMENT OF A WEB-DOCUMENT MANAGEMENT SYSTEM

FOR AACCUP OF MARIANO MARCOS STATE UNIVERSITY COLLEGE

OF INDUSTRIAL TECHNOLOGY

Name (Optional): ____________________________________________

Position / Designation (Optional): _______________________________

 36

Directions: Please rate the application by checking (✓) the number that most closely

reflects your opinion.

Rating Scale.

1 — Not Evident

2 — Needs Improvement

3 — Moderately Satisfactory

4 — Satisfactory

5 — Highly Satisfactory

Criteria Ratings

1 2 3 4 5

Functional Sustainability

❖ Functional Completeness

➢ The application provides all the

functions required that covers all tasks

that it is expected to accomplish.

❖ Functional Correctness

➢ The application provides correct results.

❖ Functional Appropriateness

➢ The application facilitates the

accomplishment of specified tasks and

objectives.
 37

Performance Efficiency

❖ Time Behavior

➢ The application is responsive in

performing its functions.

❖ Resource Utilization

➢ Resource utilization by the application

is within expectations.

❖ Capacity

➢ The application is able to handle the

expected number of users.

Compatibility

❖ Co-existence

➢ The application can co-exist with other

applications without impacting their

functions.

❖ Interoperability

➢ The application is able to exchange

information with other systems.

Usability

❖ Appropriateness recognizability
 38

➢ Users recognize that the application is

appropriate for their needs.

❖ Learnability

➢ The application is easy to learn.

❖ Operability

➢ The application is easy to operate and

control.

❖ User Error Protection

➢ The application protects the end user

from making errors

❖ User Interface Aesthetics

➢ The web application has a pleasant

design and provides satisfying

interaction with the user.

❖ Accessibility

➢ The application is accessible to a wide

range of users.

Reliability

❖ Maturity

➢ The application is reliable under normal

operation.
 39

❖ Availability

➢ The application is operational and

accessible whenever required.

❖ Fault Tolerance

➢ The application operates as intended

despite of the presence of hardware or

software faults

❖ Recoverability

➢ The application is able to recover from

interruptions or failures.

Security

❖ . Confidentiality

➢ The application is accessible only to

authorized users

❖ Integrity

➢ The application prevents unauthorized

access to or modification of programs

and data.

❖ Non-repudiation

➢ The application confirms that tasks have

been performed.
 40

❖ Accountability

➢ The application provides information

about its users and their system

activities.

❖ Authenticity

➢ The application is able to verify the

authenticity of its users.

Maintainability

❖ Modularity

➢ Changing application components has

minimal impact on its other

components.

❖ Reusability

➢ The application assets or components

are reusable.

❖ Analyzability

➢ The impact of changes on the

application is easily analyzed.

❖ Modifiability

➢ The application can be modified

without introducing defects or reducing

 41

functionality

❖ Testability

➢ It is easy to test the effectiveness and

efficiency of the web application

functionalities.

Portability

❖ Adaptability

➢ The web application is adaptable to a

wide range of devices and usage

environments.

❖ Install ability

➢ The application is easy to install and

update

❖ Replaceability

➢ The application can easily replace

another, similar product in the same

environment.

Statistical Tool
 42

The term "weighted arithmetic mean" refers to the arithmetic mean of sample

results that has been adjusted for the number of subsamples in each sample. Its goal

is to affect a sample in relation to the surface area that it represents. A single surface

sample is made up of a single subsample.

A composite sample may contain two to four subsamples of the same area as

each other, as well as one sample of every single surface in the composite. The

weighted arithmetic mean is calculated by adding the product of the sample's result

multiplied by the number of subsamples in the sample and dividing the total number

of subsamples in all samples.

Weighted Arithmetic Mean Formula:

The Weighted Arithmetic Mean was utilized in the data analysis after the

data was collected. The weighted arithmetic mean was used to calculate the average

responses for each of the five (5) options in the questionnaire: 4.51-5.00 (Highly

Satisfactory), 3.51-4.50 (Satisfactory), 2.51-3.00 (Moderately Satisfactory), 1.51-

2.50 (Needs Improvement), and 1.00-1.50 (Not Evident).

The points that were used are:

Numerical Rating Descriptive Rating

4.51-5.00 Highly Satisfactory

3.51-4.50 Satisfactory

2.51-3.00 Moderately Satisfactory

 43

1.51-2.50 Needs Improvement

1.00-1.50 Not Evident

Data Collection Methods and Tools

Data collection tools are the devices/instruments used to collect data, such as

a paper questionnaire or a computer-assisted interviewing system. Case studies,

checklists, interviews, observations, and surveys or questionnaires are all tools used

to collect data.

The researchers chose the following tools used to collect data:

● Interview

● Observation

● Questionnaire

Data Gathering Procedure

Interviews, document analysis, and observation manuals are important

sources of information which will be used to collect the required information.

Interviewees will include the following individuals:

1. Members of the Academic Faculty.

2. Students

Ethical Considerations
 44

This study is a collection of principles and values that should be followed

while doing human affairs. The ethical considerations make sure that no-one acts in

such a way that is harmful to society or an individual. It refrains people and

organizations from indulging in vicious conduct.

a. Voluntary Nature of Participation / Mechanism to Withdraw,

Participation in this study is entirely voluntary. The findings will also

be kept strictly confidential. If a participant no longer wishes to participate,

he or she will notify the researchers in person or by phone

(09708165488/[email protected]).

b. Protect the Privacy of the Data

Following data collection, researchers ensure that no one can access

the participants' information by storing it in a secure location, such as a

padlocked cabinet. The researchers store all of the hard copies on it and keep

the key so that no one else can access the data. The researchers protect the

softcopy by easily encrypting files as zip to secure information and data.

c. Duration of Participation

The duration of participation will take about 5 to 10 minutes for

every participant.

d. Participant Access to the Data

The researchers and their advisers are the people who are familiar

with the research rights of the participants. The researchers will also serve as

the validation tool's assessment coordinator. It was also scrutinized further

by the University Research Ethics Review Board. Participants should contact

the URERB chair, Janelyn V. Rojas, if they have any questions about their
 45

rights, including grievances and complaints. Earl Jhon V. Leano, MMSU's

lead researcher, can also be reached via text/phone (09708165488) or email

at [email protected]. Participants can also meet with the URERB

chair and study experts in person.

e. Deletion of Data After the Study

When working with data, the researcher will maintain strict

confidentiality. They are in charge of the participants' data privacy. The

hardcopy can be disposed of by shredding the data and permanently deleting

the encrypted zip file.

Result and Discussion of Findings

This presents the results of the User Acceptance Test or ISO/IEC 25010 to

determine the overall acceptance rate of the proposed system, a Web-based

Document Management System for the AACUP of MMSU-CIT, and includes a

narrative description, results, and discussion.

A. Functional Sustainability
TABLE 1. The participants’ evaluation repots’ frequency distribution in terms
of Functional Sustainability

Functional Sustainability Total Average

Functional Completeness 9x5+1x4 4.9

Functional Correctness 7x5+3x4 4.7

Functional Appropriateness 9x5+1x4 4.9

Total Average: 4.83

Legend: Numerical Ranking Descriptive Interpretation

4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident
 46

Table 1 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of functional sustainability, and it received a total average of

4.83 on its evaluation, which is highly satisfactory.

B. Performance Efficiency

TABLE 2. The participants’ evaluation repots’ frequency distribution in terms

of Performance Efficiency
Performance Efficiency Total Average
Time Behavior 9x5+1x4 4.9
Resource Utilization 10 x 5 5.0
Capacity 9x5+1x1 4.6
Total Average: 4.83
Legend: Numerical Ranking Descriptive Interpretation
4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident

Table 2 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of performance efficiency, and it received a total average of

4.83 on its evaluation, which is highly satisfactory.

C. Compatibility

TABLE 3. The participants’ evaluation repots’ frequency distribution in terms

of Compatibility

Compatibility Total Average

Co-existence 9x5+1x4 4.9

Interoperability 8x5+2x4 4.8

Total Average: 4.85

 47

Legend: Numerical Ranking Descriptive Interpretation

4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident

Table 3 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of Compatibility, and it received a total average of 4.85 on its

evaluation, which is highly satisfactory.

D. Usability

TABLE 4. The participants’ evaluation repots’ frequency distribution in terms

of Usability
Usability Total Average
Appropriateness
5 x 10 5.0
Recognizability
Learnability 9x5+1x4 4.9
Operability 5 x 10 5.0
User Error Protection 5 x 10 5.0
User Interface Aesthetics 5 x 10 5.0
Accessibility 5 x 10 5.0
Total Average: 4.98
Legend: Numerical Ranking Descriptive Interpretation
4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident

Table 4 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of functional usability, and it received a total average of 4.98 on

its evaluation, which is highly satisfactory.

E. Reliability

TABLE 5. The participants’ evaluation repots’ frequency distribution in terms

of Reliability
 48

Reliability Total Average

Maturity 9x5+1x4 4.9
Availability 10 x 5 5.0
Fault Tolerance 10 x 5 5.0
Recoverability 10 x 5 5.0
Total Average: 4.97
Legend: Numerical Ranking Descriptive Interpretation
4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident

Table 5 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of reliability, and it received a total average of 4.97 on its

evaluation, which is highly satisfactory.

F. Security

TABLE 6. The participants’ evaluation repots’ frequency distribution in terms

of security
Security Total Average
Confidentiality 9x5+1x4 4.9
Integrity 9x5+1x4 4.9
Non-repudiation 7x5+3x4 4.7
Accountability 9x5+1x4 4.9
Authenticity
Legend: Numerical Ranking 10 x Descriptive
5 Interpretation 5.0
4.51-5.00 Highly Satisfactory
Total Average: 4.88
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident

Table 6 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

 49

CIT in terms of security, and it received a total average of 4.88 on its

evaluation, which is highly satisfactory.

G. Maintainability

TABLE 7. The participants’ evaluation repots’ frequency distribution in terms

of maintainability
Descriptive Interpretation
Maintainability Total Average
Modularity 9x5+1x4 4.9
Reusability 9x5+1x4 4.9
Analyzability 9x5+1x3 4.8
Modifiability 10 x 5 5.0
Testability 10 x 5 5.0
4.92
Legend: Numerical Ranking
4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident

Table 7 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of maintainability, and it received a total average of 4.92 on its

evaluation, which is highly satisfactory.

H. Portability
TABLE 8. The participants’ evaluation repots’ frequency distribution in terms
of portability

Portability Total Average

Adaptability 9x5+1x4 4.9
Install ability 9x5+1x3 4.8
Replaceability 9x5+1x3 4.8
Total Average: 4.83
Legend: Numerical Ranking Descriptive Interpretation
4.51-5.00 Highly Satisfactory
3.51-4.50 Satisfactory
2.51-3.00 Moderately Satisfactory
1.51-2.50 Needs Improvement
1.00-1.50 Not Evident
 50

Table 8 shows the results of the evaluation of the Development of a

Web-Based Document Management System for the AACCUP of MMSU

CIT in terms of portability, and it received a total average of 4.83 on its

evaluation, which is highly satisfactory.

CHAPTER V

CONCLUSION AND RECOMMENDATIONS

Conclusion

Based on the findings, the following are concluded:

1. According to the information gathered from the interview guide

questionnaires, the major problem encountered on the manual system of the

 51

AACCUP MMSU-CIT is that there is no platform for sending, receiving,

and storing files, as well as lost files and data unavailability.

2. The information gathered about what document management system

should be developed to address the problems encountered has resulted in the

development of a document management system for creating, updating,

retrieving, viewing, deleting, restoring, storing, organizing, and tracking

files.

3. Based on the result of UAT instrument, the respondents highly satisfied on

the proposed system which is a web-based document management system for

AACCUP MMSU-CIT. The system is functional sustainable with a weighted

mean of 4.83, performance efficient with a weighted mean of 4.83,

compatible with a weighted mean of 4.85, usable with a weighted mean of

4.98, reliable with a weighted mean of 4.97, secured with a weighted mean

of 4.88, maintainable with a weighted mean of 4.92 and portable with a

weighted mean of 4.83.

Recommendation

From the foregoing conclusions, the following are the researcher’s

recommendation:
 52

1. The researchers suggest Forgot Password feature should be inputted into the

system.

2. Video file extension. The researchers recommend to add video files

extension in Web-based document management system.

3. The researcher suggests adding a sub-folder feature for organizing files.

4. Enhanced user profile to include critical information such as name, age and

other important details also profile picture.

5. The researchers suggest that the admin in the folder of the user cannot view

by the user

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system for St. Paul University Quezon City.Philippine EJournals| A Web-

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Based Clinic Records Management and Inventory System for St. Paul

University Quezon City.

Corpus,M.T.(1987).AboutAACCUP. http://www.aaccupqa.org.ph/index.php/about-

aaccup?

fbclid=IwAR0uKkC2EBE7IpGgGdne2EDVOBbJyvgueKjGniJ2r_sm2hXd4

YeF9PD_kJg

IBM.What is document management.https://www.ibm.com/topics/document-

management

Inettutor.com. (2019). Records and document management system review of related

literature.Records and Document Management System Review or Related

Literature (inettutor.com)

Pascual, D. et al. (2016). Web-based document tracking and management system of

the department of public works and highways (DPWH), Laguna II district

engineering office, Los Baños.https://ejournals.ph/article.php?id=10833

Requinto, AM.R. et al (2019).Implementing document management system (DMS)

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Tubongbanua, JB. P. et al.(2017).Web-based information and monitoring system of

Cagayan de Oro City academy for international

education.https://ejournals.ph/article.php?id=13825
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UP Information Technology Development Center.The UP document tracking

system(DTS).(2020).https://itdc.up.edu.ph/news/the-up-document-tracking-

system-dts

Wikipedia.(2022).Document management system.Document management system -

Wikipedia
 55

QUESTIONNAIRES

Development of a Web-Based Document Management System for the

Accrediting Agency of Chartered Colleges and Universities of Mariano Marcos

State University College of Industrial Technology.

Name (Optional): ____________________________________________________

Position (Optional): __________________________________________________

The following are the sample questions to be asked for the interview:

1. What are the processes involved in the accreditation process?

________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________

2. What are the difficulties, if any, you encounter in the accreditation

process?

________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________

3. What solutions can you suggest to reduce the problems encountered?

________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
________________________________________________________
_________________________________________________
56