Republic of the Philippines 

Department of Education 
REGION VII - CENTRAL VISAYAS 
SCHOOLS DIVISION OF MANDAUE CITY 
MANDAUE CITY COMPREHENSIVE NATIONAL HIGH SCHOOL 

Streamlining and Optimizing Processes through the Implementation of a Workflow

Management System: A Case Study on Mandaue City Engineer’s Office

A Capstone Research Proposal to

Mandaue City Comprehensive National High School

In partial fulfillment with the requirements in

Capstone???

Sumalinog, Abram M.
Mercado, Kenn Jhon E.
Abatayo, Johanssen C.
Colimbo, Blaise Mariel R.
Buca, Sam Vincent Noel P.
Rosales, Yanneza Mae G.
Submitted by:

Ms. Dizza Ann S. Prieto

Submitted to:

MAY 2023
 CHAPTER 1
INTRODUCTION

Rationale
The Mandaue City Engineering Office is a vital government department responsible for
the planning, development, and management of various infrastructure projects within Mandaue
City, located in the province of Cebu, Philippines. As an integral part of the local government,
the Mandaue City Engineering Office undertakes a wide range of responsibilities. These include
the design, construction, and maintenance of roads, drainage systems, public buildings, and other
essential infrastructure projects. As such, the office is expected to perform a wide range of tasks,
including project planning, design, implementation, and management. However, the Mandaue
City Engineering Office, like many government agencies, encounters several workflow
management challenges that can impact its operations. These challenges include incomplete
plans from draftsmen or architects, inadequate specifications, subpar initial inspections leading
to incomplete identification of deliverables or scope of work, inaccurate details that are not
feasible for implementation, and the intervention or insertion of additional tasks that hinder the
preparation and completion of assigned Program of Works and Estimates (POWE) tasks.
Overcoming these obstacles is crucial for the office to streamline its processes and ensure the
efficient execution of infrastructure projects.

Efficient workflow management is essential for the Mandaue City Engineer’s Office to
carry out its duties effectively. Failure to address the workflow management challenges
highlighted may result in delays, cost overruns, and reduced quality of infrastructure projects.
Efficient workflow management is essential for ensuring that projects are completed within set
timelines, budgets, and quality standards. By addressing the workflow management challenges
faced by the Mandaue City Engineering Office, the office can enhance its ability to effectively
plan, execute, and manage infrastructure projects, resulting in several benefits. This includes
timely project completion, reduced errors, improved workplace connectivity, increased
connectivity, redundant manual tasks eliminated, multiple tasks handled easily, and increased
trust, transparency, and control (KissFlow, 2022).
 Efficiently planning and managing infrastructure projects involves intricate and
multifaceted processes. According to Cristobal et. al. (2018), the significance of complexity in
project management is widely recognized for several reasons. It impacts various aspects,
including project planning, coordination, control, goal identification, project organization,
management personnel requirements, selection of project management arrangements, and project
outcomes such as time, cost, quality, and safety.

As projects continue to grow in complexity, there is a growing recognition of the

challenges posed by project complexity. Traditional tools and techniques developed for simpler
projects are often inadequate when applied to complex projects. It has been observed that
complexity contributes to project failures within organizations, as noted by Parsons-Hann and
Liu (2005). Therefore, there is a need to identify and characterize different dimensions of project
complexity to gain a better understanding of the intricacies involved in project management. This
understanding can provide valuable support to the global project management community in
addressing and overcoming the challenges associated with complex projects.

By acknowledging and comprehending the various aspects of project complexity, project

managers can better navigate the complexities involved, make informed decisions, and adopt
suitable strategies and approaches to ensure project success. This recognition also emphasizes the
importance of continually improving project management practices to adapt to the evolving
landscape of complex projects. The ability to effectively manage and mitigate complexity can
significantly enhance the likelihood of achieving project objectives and delivering successful
outcomes.

The purpose of this study is to streamline and optimize the operations at Mandaue City
Engineer's Office (CEO) through the implementation of a workflow management system. The
prototype testing will focus on evaluating the functionality of the system to ensure it meets the
defined requirements and objectives, including core workflow management tasks such as task
assignment, progress tracking, notifications, and reporting. Additionally, the usability of the
system will be assessed, considering factors such as ease of navigation, user interface
intuitiveness, clarity of instructions, and task efficiency. Furthermore, the scalability of the
proposed workflow management system will be evaluated to ensure its ability to accommodate
future growth and increased workloads, including handling a growing number of users, tasks,
and data without significant performance degradation. By addressing these aspects, this study
aims to enhance operational efficiency, streamline work processes, and enable effective
management of tasks and resources at the CEO.

Statement of the Problem

This study aims to improve the efficiency and productivity of the Mandaue City
Engineer's Office by creating and implementing a more effective workflow management system.
The objective is to identify the current system's weaknesses and propose enhancements that will
optimize workflow processes and increase overall productivity. 

Specifically, the researchers aim and seeks the following:

1. investigate the current workflow management system employed by the Mandaue City
Engineer's Office (CEO) and identify the pain points faced by staff members within the
system
2. determine how to improve the current workflow management system of the office in
terms of:
1. functionality
2. usability
3. scalability
4. security
3. determine what technologies can be utilized in creating the prototype workflow
management system in terms of:
1. programming language
2. database technology
4. evaluate the capability of the researchers' proposed workflow management system in
terms of:
1. functionality
2. usability
 3. scalability
4. security

Significance of the Study

The significance of the study lies in its potential to improve the efficiency and
productivity of the Mandaue City Engineer's Office (CEO), which would have several benefits.
This study will benefit the following:

Mandaue City CEO. The study would help the Mandaue CEO to optimize workflow
processes and increase overall productivity by identifying weaknesses in the current workflow
management system and proposing enhancements. This would lead to improved performance
and efficiency of the office, which in turn would help to reduce costs, increase revenue, and
improve customer satisfaction.

Staff and Employees. The study would help to reduce the burden on staff members by
streamlining processes and reducing the time and effort required to complete tasks. This would
help to improve staff morale and reduce the risk of burnout and turnover, leading to a more stable
and productive workforce.

Future Researchers. This study will be useful to future researchers who may conduct
similar studies as this will serve as their reference or guide. Moreover, it would greatly benefit
future researchers as this study will contribute new information and data that may be useful for
the study. Future researchers can benefit from a better understanding of how to design such
systems and improve upon them.
Scope and Delimitations
The study will be limited to specific parameters such as:

This research is primarily concerned with designing and creating a workflow

management system that can be employed as an alternative to the existing workflow
management system at Mandaue City Engineer’s Office. The study will only cover the Mandaue
City Engineer’s Office and its workflow management system. Other government offices or
private entities that have implemented similar systems will not be included in the scope of this
study. The study will rely on data gathered from the Mandaue City Engineer’s Office and may
not reflect the experiences of other offices or organizations that have implemented similar
systems.

The study will only focus on the benefits and impact of the workflow management
system on the efficiency and productivity of the Mandaue City Engineer’s Office. Other factors
that may affect efficiency and productivity, such as personnel, equipment, or external factors,
will not be covered in this study. The study will be limited to a specific period of time and may
not reflect changes in the workflow management system or the operations of the Mandaue City
Engineer’s Office beyond that period.
 CHAPTER 2
REVIEW OF RELATED LITERATURE

Related Literature

Workflow. In Malsam's (2023) definition, a workflow is a recurring sequence of

activities carried out by an organization to achieve its business goals. Workflows utilize inputs
like people, systems, and machines to generate outputs, such as finished goods or the completion
of a business process. Effective management of multiple workflows is crucial in any industry to
avoid bottlenecks and ensure smooth production of goods or services.

Workflow Management. According to Pratt (2021), workflow management is the

practice of creating, documenting, monitoring, and enhancing the sequence of steps needed to
accomplish a specific task. Its goal is to optimize these steps for correct, consistent, and efficient
completion of the task. Workflows aid in streamlining and automating repetitive business tasks,
reducing errors and enhancing overall efficiency. As a result, workflow management
significantly benefits businesses by enabling faster, more informed decision-making for
managers and fostering productive and agile collaboration among employees (Tallyfy, 2021). 

Workflow Management Software. Workflow management software assists in

simplifying and optimizing a business process within an organization. It largely does this by
coordinating interactions among different stakeholders or between individuals and information
systems. Workflow management systems route tasks to the appropriate employee at the right
time, providing the pertinent information and nudge to expedite work along the overall process.
It also supports manual and automated tasks through document management for activities, like
expense reports (IBM, 2022). 

Several popular workflow management software options are available for organizations
seeking to streamline their processes. Asana offers collaboration, task tracking, and customizable
workflows, while Trello provides a visual board format for agile project management.
Monday.com serves as a comprehensive work operating system with customizable templates and
automation features. Jira is widely used for software development and issue tracking. Microsoft
Power Automate enables users to create automated workflows between various applications, and
Zapier offers automation capabilities for connecting web applications. These tools provide
flexibility, collaboration, and efficiency to help businesses optimize their workflows and enhance
productivity (Aston, 2023).

Functionality. Functionality is a crucial aspect of software quality, encompassing all the

required and specified capabilities of a system. It is considered high quality when the
implemented functionality aligns with the specifications (Gray, 2018). To ensure accurate
functionality in a software product, it is essential to start specifying it early during the discovery
phase. This involves extracting, defining, and recording the requirements, which can be done
through activities like discovery workshops or other forms of requirements gathering.
Throughout the Software Development Life Cycle (SDLC), this process continues as
requirements may change. It is crucial to document and communicate any changes to all
stakeholders.

Functionality Testing. Having specifications documented enables the evaluation of

functionality throughout the development process by employing white box testing techniques
such as unit tests or subtests, as well as black box testing techniques like exploratory testing
(Gray, 2018).

White box testing. According to Check Point (2023), white box testing is a form of
application testing that provides the tester with complete knowledge of the application being
tested, including access to source code and design documents. White box testing encompasses
various forms, including unit testing, which verifies the functionality of individual components
within the application code; mutation testing, which evaluates code robustness by making small,
random changes and ensuring tests still pass; integration testing, aimed at validating integration
points within the software system or with external systems; white box penetration testing, where
ethical hackers simulate attacks using their extensive knowledge of the code and environment;
and static code analysis, which automatically detects vulnerabilities and coding errors through
predefined patterns or machine learning analysis (Imperva, 2022)

Black box testing. Black box testing, as defined by Hamilton (2023), is a software
testing approach that examines the functionalities of applications without requiring knowledge of
the internal code structure, implementation details, or internal paths. An example of black box
testing is exploratory testing, which involves simultaneous learning, test design, and test
execution. This method encompasses test planning, analysis, design, and execution, all carried
out in a collaborative and immediate manner (Software Testing Help, 2023).

Usability. Usability refers to the extent to which a product or design enables a user in a
specific context to effectively, efficiently, and satisfactorily achieve a defined goal (Interaction
Design Foundation, 2016). Usability is a multidimensional aspect of a product, system, or user
interface that encompasses several factors. These factors include intuitive design, which refers to
the ease of understanding the structure and navigation of the interface; ease of learning, which
measures how quickly new users can complete basic tasks; efficiency of use, which evaluates the
speed at which experienced users can accomplish tasks; memorability, which assesses whether
users can remember enough to effectively use the system in subsequent visits; error frequency
and severity, which examines the occurrence and seriousness of user errors and their recovery;
and subjective satisfaction, which gauges user preference and enjoyment of the system
(usability.gov, 2019).

Scalability. Software scalability, as defined by CyberlinkASP (2021), is the degree to

which a software system can be easily expanded or contracted. Primarily, it refers to the
software's capability to handle increased workloads by accommodating additional users or
removing them with minimal cost implications. Additionally, software scalability encompasses
the ability to effectively process and manage growing volumes of data. Moreover, scalable
software exhibits stability while adapting to modifications, upgrades, revamps, and resource
reductions (Full Scale, 2020).
Security and Data Privacy
User Authentication. Authentication is an essential component in upholding network
security and safeguarding sensitive resources within organizations. By permitting access solely
to authenticated users or processes, such as computer systems, networks, databases, websites,
and network-based applications or services, organizations can establish a secure environment for
their operations (Shacklett, 2021). 

According to tutorialspoint (2023), authenticating users plays a crucial role in ensuring

the security of private data by preventing unauthorized access. Implementing a robust
authentication mechanism allows organizations to control User A's access to specific data while
safeguarding User B's private information. In the absence of a secure authentication process,
hackers can exploit vulnerabilities and gain unrestricted access to sensitive data that would
typically be within the user's authorized scope. Recent high-profile breaches of prominent
websites underscore the severe consequences that corporations face when they fail to adequately
protect their online platforms. Such repercussions include financial losses, reputational damage,
and a loss of trust from customers. The cumulative impact of these factors can result in
significant harm to a company following a data breach.

Data Encryption. Data encryption, according to Groot (2023), involves the conversion
of data into an alternative form or code, rendering it accessible only to individuals possessing a
secret key or password for decryption. Encrypted data is commonly known as ciphertext,
whereas unencrypted data is referred to as plaintext. Presently, encryption stands as a widely
adopted and highly effective approach for ensuring data security within organizations. 

The original data that requires encryption is commonly referred to as plaintext or

cleartext. To encrypt this plaintext, it needs to undergo specific encryption algorithms, which
involve mathematical calculations performed on the raw information. Multiple encryption
algorithms exist, each varying in terms of their application and security level. In addition to the
algorithms, an encryption key is also required. By utilizing the encryption key alongside a
suitable encryption algorithm, the plaintext is transformed into encrypted data, known as
ciphertext. Instead of transmitting the original plaintext through insecure communication
channels, the ciphertext is sent to the recipient. (Simplilearn, 2023).

Data Sharing. According to Amazon Web Services, data sharing involves enabling
multiple applications, users, or organizations to access the same data resources. It encompasses
various components such as technologies, practices, legal frameworks, and cultural elements that
ensure secure data access without compromising data integrity. 

The practice of data sharing enhances organizational efficiency and promotes

collaboration with vendors and partners. However, it is crucial to have a comprehensive
understanding of the associated risks and opportunities when engaging in data sharing. Data
sharing offers numerous advantages for organizations, encompassing the ability to align
company goals, enhance decision-making processes, and boost overall productivity.
Furthermore, data sharing plays a pivotal role in stimulating innovation and advancing data
quality across the organization (castorBlog, 2023). 

Privacy Policies and Consent. In the IT context, a privacy policy and consent are
documents that outline how the personal information provided by users will be utilized by a
technology, product, or service. The term "privacy policy" has become prevalent in IT due to the
extensive collection and diverse use of personal data by various IT products and systems (Rouse,
2023).

According to Cookieyes (2023), privacy policies, and consent holds significant

importance as it serves the purpose of informing users about the collection, utilization, and
protection of their data. By providing clear guidelines, it ensures that users are fully aware of
their rights and can make well-informed decisions regarding the disclosure of their personal
information. Moreover, a privacy policy plays a crucial role in establishing and fostering trust
between an organization and its users. By demonstrating a commitment to safeguarding personal
data and adhering to legal and regulatory obligations, an organization can enhance user
confidence and strengthen its relationship with the users. This transparency and dedication to
privacy protection contribute to building a positive reputation and maintaining compliance with
applicable laws and regulations. Consequently, a well-crafted privacy policy not only safeguards
user privacy but also promotes a responsible and ethical approach toward data handling within an
organization.

Programming Languages Commonly Used for App Development

Hypertext Preprocessor (PHP). According to Toal, PHP is a popular, open-source
server-side programming language extensively utilized for developing websites, applications,
and customer relationship management systems. As a widely-used general-purpose language,
PHP can be seamlessly embedded into HTML, making it favored by developers for simplifying
HTML code. Its ability to integrate with HTML enhances its versatility and aids in creating
dynamic and interactive web experiences.

PHP has a wide range of practical applications. It is commonly used for developing web
pages and web-based applications, offering customization, interactive user interfaces, online
transactions, and database integration. PHP is utilized in numerous web-based applications and
Facebook apps due to its three-tiered architecture and popularity among developers. It is also
employed in web content management systems like WordPress, Drupal, and Joomla, enabling
content manipulation and management. PHP frameworks such as CakePHP and CodeIgniter
facilitate the creation of ecommerce applications, while tools like PHP-GTK 2 and ZZEE PHP
GUI allow the development of GUI-based desktop applications. PHP can be used to create Flash
elements, manipulate images, represent data through charts and graphs, and generate PDF files.
Its integration with HTML makes it accessible for new programmers and enables the creation of
diverse applications, from simple websites to complex online management platforms (David,
2023).

Javascript. JavaScript is a popular lightweight programming language for web

development. It enables developers to create dynamic interactions in web pages, applications,
servers, and games. Typically used together with HTML and CSS, JavaScript complements CSS
by formatting HTML elements and allows for user interaction that CSS alone cannot achieve
(Chung, 2023).

JavaScript, as defined by tutorialspoint (2021), is a lightweight and dynamic computer

programming language. It is primarily used in web pages to enable client-side scripts for
interactive and dynamic content. JavaScript is an interpreted language with powerful object-
oriented capabilities.

Python. Python is a high-level, interpreted, and object-oriented programming language

with dynamic semantics. Its built-in data structures and dynamic features, such as dynamic
typing and binding, make it ideal for Rapid Application Development. Python is also commonly
used as a scripting or glue language to integrate existing components. The language's simple and
readable syntax promotes code maintainability, reducing associated costs (Python.org, 2017).

Databases
Structured Query Language (SQL). Structured Query Language (SQL) is a
programming language specifically designed for managing and manipulating data in a relational
database. In a relational database, information is organized into tables with rows and columns,
representing different data attributes and relationships. SQL allows you to perform various
operations, such as storing, updating, removing, searching, and retrieving data from the database.
Additionally, SQL provides functionality for maintaining and optimizing database performance
(AWS, 2021). 

MySQL. MySQL, an Oracle-developed relational database management system

(RDBMS), relies on structured query language (SQL) for its functionality. MySQL is a crucial
component in numerous software stacks utilized for creating and managing a wide range of
applications, including customer-facing websites and robust data-driven B2B services. With its
open-source nature, stability, and extensive set of features, combined with continuous
development and support from Oracle, MySQL is extensively employed by internet-centric
organizations like Facebook, Flickr, Twitter, Wikipedia, and YouTube, all of which rely on
MySQL backends (Talend, 2021).
 OracleDB. Oracle Database (Oracle DB), as described by Rouse (2021), is a highly
regarded relational database management system (RDBMS) developed by Oracle Corporation.
Initially created in 1977 by Lawrence Ellison and a team of developers, Oracle DB has
established itself as a trusted and widely adopted solution for storing, organizing, and retrieving
data while preserving relationships between different data types. The system is designed with a
relational database framework, enabling direct access to data objects by users or through
application front ends utilizing structured query language (SQL). With its scalability, Oracle
serves as a preferred choice for global enterprises that handle and process data across wide and
local area networks. Notably, the Oracle database incorporates its own network component to
facilitate seamless communication across networks.

Related Studies

Every project or event consists of tasks, activities, people, budget, and deadlines. The
success or failure of the project depends on how well the tasks are executed and the order in
which they are completed. Jyothi (2016) introduced a solution called Task Matrix, which aids
project management teams and team members in effectively organizing tasks. The Task Matrix
offers several features. Firstly, it allows the user to input the current to-do list and categorize
activities into the appropriate matrix. Additionally, it enables the assessment of the time required
to complete the tasks and allows for the reallocation of activities if necessary. The Task Matrix
can also assist in determining priorities when addressing performance weaknesses or problems
and selecting the best solutions based on agreed-upon criteria, thereby minimizing the influence
of hidden agendas.

The evaluation of employee performance is crucial for the smooth operation of higher
educational institutions. Osaman et al. (2019) have introduced an automated task management
system designed specifically for higher educational institutions, such as universities, to assess the
performance of their faculty members and staff. This system enables managers to evaluate
individuals and departments based on various metrics, including the number of assigned tasks,
the number of completed tasks, and the number of tasks that are overdue or incomplete. The
primary goal of this study is to achieve important business objectives such as enhancing
competitiveness, increasing productivity and efficiency, fostering innovation, accelerating
growth, and reducing costs within the organization.

Modern scientific research often involves complex systems that require large-scale
simulation and data analysis pipelines. These pipelines necessitate scalable workflow
management systems to effectively coordinate and automate tasks and data movement across
distributed computational resources, including campus clusters, national cyberinfrastructures,
and commercial and academic clouds. In their work, Deelman et al. (2015) discuss the design,
development, and evolution of the Pegasus Workflow Management System. Pegasus is capable
of mapping abstract workflow descriptions onto distributed computing infrastructures. It
facilitates workflow sharing and collaboration among scientists and allows users to take
advantage of evolving computing infrastructures without modifying the workflow description.
Pegasus handles the movement of workflows between different execution environments and
ensures their proper setup to align with the capabilities of each specific environment.

In their study, Treldal et al. (2016) conducted a comprehensive review of literature,

standards, and requirements related to task management tools. The review highlighted several
key considerations for an effective task management tool. Firstly, the tool should have the
capability to capture and store the history of decisions, agreements, comments, and questions, as
these are crucial for effective task management. Tasks should be able to link to deadlines,
phases, schedules, and the Building Information Modeling (BIM) model. Additionally, the tool
should support data management and integration with other tools, including social networking
platforms. The ability to reference issues in documents or specific locations on the construction
site is also desirable. The tool should provide structured and customizable workflows, user
rights, and roles. It should also automate management activities and enable the categorization
and prioritization of tasks. Visualizing information within the tool is important to enhance
understanding, leverage knowledge, and promote transparency. Furthermore, the task
management tool should be easily accessible, user-friendly, and continuously supported and
developed to meet the requirements of individual projects.
 The Data Center at LAPAN Bandung possesses extensive storage capacity for
observational data, necessitating the development of software capable of efficiently handling
large datasets. Rawat et al. (2021) devised a MySQL-based management system that
encompasses user management, data request management, admin administration, and tool and
data management. This system effectively manages substantial data volumes. As the quantity of
data collected from equipment within aerospace offices or workshops continues to expand, it
becomes imperative to employ a database management system (DBMS) for categorization and
handling. At the Aerospace Observer Workshop and Center, data and equipment information is
proficiently managed and organized through the utilization of data management tools. The
request data management component identifies the most sought-after data by visitors while user
management oversees authentication processes to safeguard data against unauthorized access and
monitor visitor activity on FTP LAPAN Bandung. 

Hadoop is a highly scalable parallel computation platform used for running numerous
jobs concurrently. To effectively handle these computations, a workflow and scheduling system
is required. In a study by Islam et al. (2012), four essential qualities for a Hadoop workflow
management system were identified: Scalability, Security, Multi-tenancy, and Operability.
Conventional workflow management tools were found to lack at least one of these qualities. In
response, Apache Oozie was developed as a specialized workflow management system for
Hadoop. Oozie offers significant advantages in terms of security, scalability, and operability for
Hadoop-based applications, benefiting organizations like Yahoo and others.

According to Wang et al. (2011), it is becoming increasingly vital for applications in

large-scale distributed systems to provide reliable scheduling by considering resource
dependability. However, most existing reputation models for evaluating reliability disregard the
important role of task duration. Furthermore, most recent work optimizes the makespan and
dependability of workflow applications using list heuristics rather than genetic algorithms (GAs),
which can provide numerous suitable answers for choosing. 

Alexopoulos et al. (2011) conducted a study highlighting the challenges faced in digital
production engineering, where distributed engineering teams with different IT technologies need
to collaborate in developing and deploying production systems. The study presents the concept
and implementation of a workflow system specifically designed for collaborative computer-aided
production engineering. This system utilizes web services and the BPEL (Business Process
Execution Language) to support the execution of production engineering operations within the
Extended Enterprise (EE). Additionally, it facilitates the exchange of electromechanical data
using XML in the AutomationML standard. The study demonstrates the practical application of
this workflow system in an assembly engineering project within the automobile sector.

Ouyang et al. (2014) state that process-aware information systems enable the design and
execution of workflows, offering automated support for business operations. Workflows are
described explicitly, outlining the control-flow relationships between various activities within a
business process. They also specify the information required and produced by these activities and
establish the connection between tasks and the resources (human or otherwise) capable of
executing them. The use of process-aware information systems allows for more efficient and
effective execution of processes, continuous compliance monitoring with standard procedures,
and easier adaptation to changing market conditions. 

Silva et al. (2017) conducted a study emphasizing the importance of automating

computational task execution to enhance scientific productivity. Scientific workflows have
emerged as a crucial concept for capturing data processing and computation in complex
scientific applications. These workflows enable scientists to model and express the entire
sequence of data processing steps and their dependencies. By utilizing workflow management
systems (WMSs), scientists can abstract away the application details and delegate the execution
management to the WMS on a computational infrastructure. However, many existing WMSs are
built in a monolithic manner, which poses challenges when adapting them to evolving
requirements. To address this, the study suggests the development of more modular WMSs,
where execution engines tailored to specific environments can be invoked as needed. This
approach allows for better support of diverse execution environments with varying capabilities,
offering flexibility and efficiency in scientific workflow execution.
 According to Niculae (2011), as modern organizations' business processes become
increasingly complex, they require the inclusion of various time-related aspects such as
deadlines, service level agreements, and schedules. However, existing conceptual models in the
field of Business Process Management lack the capability to formally define workflows with
time constraints. This limitation hampers the process designer's ability to incorporate time-
related aspects into the business process model. Furthermore, the available workflow
management systems that facilitate the execution of business processes in organizations do not
adequately address time-related considerations. As a result, there is a growing need for workflow
processes that can be extended to include proper support for time-related aspects in
contemporary organizations.

              According to Ntalian et al. (2010), workflow patterns are employed to create a clear,
adaptable, and reusable visual representation of the service, enabling effective communication
and collaboration among stakeholders. To ensure cost-effectiveness and technical compatibility,
web services are utilized to implement the e-government service. The framework has undergone
testing in the context of an agricultural public service offered by the Greek Ministry of
Agriculture. The development of this e-government service was based on an open-source
solution and is currently accessible online. Its implementation in the agricultural sector has
yielded promising outcomes, demonstrating its affordability and straightforwardness, as well as
its ability to enhance organizational and technical interoperability, transparency, and efficiency. 

Enhancing management efficiency is achieved by automating the planning of reclamation

facilities' technical operations. This automation allows for a comprehensive evaluation of
multiple factors and projected outcomes, resulting in reduced risks and unproductive expenses.
The decision support systems developed at both federal and regional management levels ensure
an optimal allocation of investments in the technical operation of reclamation facilities, taking
into account existing limitations. The relevant modeling results inform effective managerial
decisions, leading to improved outcomes (Yurchenko, 2018).

According to Aziz & Hafez (2013), global construction industry productivity has
experienced a continuous decrease over the past four decades. Lean construction emerges as a
solution through the implementation of a novel production management approach in the
construction field. Key attributes of lean construction encompass a well-defined set of objectives
for the delivery process, with the primary goal of optimizing performance and satisfying
customer requirements at the project level. This approach emphasizes concurrent design and
construction, along with the consistent application of project control throughout the project's life
cycle, spanning from design to final delivery. 

According to Dave et al. (2015), three complementary conceptualizations of production

exist: transformation, flow, and value. The flow portion of conventional production management
has sometimes been overlooked, especially the information flow, which is crucial from a lean
construction management viewpoint since it has a substantial impact on all other resource flows.
The site crew cannot effectively perform look-ahead and weekly planning activities without
correct resource information regarding the construction jobs. In this context, Caldas et al. (2002),
point out that for effective production management in a fragmented and dynamic environment,
information integration and interchange between multiple organizational information systems
and sources is essential. But because the construction sector is project-based, such data
frequently resides in dispersed systems and is not always accessible to the site crew, this makes
an obstacle to achieving such efficiency.

According to a study by Mathhews et al. (2015), access to reliable information at the

right time and in the right place is critical for decision-making and ensuring that a project is
completed within the parameters that were stated at the start. A crucial characteristic of excellent
quality documentation is the capacity to give a contractor with the information required to allow
work to be completed as required, efficiently, and without delay. However, design and technical
paperwork containing all of the essential information for construction is seldom generated.
Building information modeling (BIM) has arisen as a technique to improve the collection and
management of information throughout the design process, in response to the inherent issues
associated with traditional 2D drawings. A BIM is a shared repository for information about a
facility that serves as a trustworthy foundation for choices throughout its life cycle, which is
described as "existing from inception to demolition." This can result in faster and more accurate
information transmission, lower costs associated with interoperability, automation of inspection
and analysis, and assistance for operation and maintenance tasks. Having timely access to
information on a construction project's performance allows the design team and contractor to
enhance their decision-making and guarantee project deliverables are reached. 

CHAPTER 3
METHODOLOGY

Research Design
This study utilizes a qualitative research approach, employing a case study design to
assess the feasibility of implementing a prototype workflow management system. The
methodology involves collecting data through surveys and interviews to gain insights into the
challenges faced by employees at Mandaue CEO concerning their current workflow management
system. The gathered data from the interviews will serve as the foundation for developing the
prototype workflow management system. A prototype is an initial model or version of a product
created to evaluate a concept or process (Ramirez, 2018). It serves the purpose of assessing new
designs, allowing analysts and system users to provide feedback and improve accuracy. Acting as
an intermediary step between the formalization of ideas and their evaluation, a prototype plays a
critical role in refining and validating designs.

Research Locale
The study will be conducted at Mandaue City Engineer’s Office (CEO) located at Plaridel
St., Mandaue City. The Mandaue City Engineering Office plays a crucial role as a government
department in the planning, development, and management of infrastructure projects in Mandaue
City, Philippines. Its responsibilities encompass project planning, design, implementation, and
management. However, similar to other government agencies, the Mandaue City Engineering
Office faces workflow management challenges that can potentially affect its operational
efficiency.
 Figure 1. Mandaue City Engineer's Office

Research Participants
The study will focus on individuals employed at Mandaue City Engineer’s Office,
specifically those involved in the planning and design department. These participants will be
selected to gain valuable insights into the challenges they have encountered at various stages of
the workflow. By targeting this specific group, the research aims to gather information and
understand the problems faced by professionals in this particular field of work.

Research Instrument
The research study will employ a comprehensive approach, combining interviews and
observations, to gather valuable background information, delve into employee experiences and
expectations, assess satisfaction levels and perceived efficiency, and closely observe the existing
workflow processes. The data collected through these methods will be subjected to thematic
analysis, enabling a deeper understanding of the underlying themes and patterns. The resulting
findings will be succinctly summarized, followed by a thoughtful discussion of their
implications, and finally, practical recommendations will be provided for the successful
implementation of a workflow management system. The overall aim of the research instrument is
to showcase the potential benefits of a workflow management system in streamlining and
optimizing work processes within the Mandaue City Engineer's Office.
Data Gathering Procedure
The usability and performance of the prototype workflow management system will be
assessed by the Mandaue City Engineer's Office through the use of open-ended questionnaires.
Representative users from the office will evaluate the user interface and overall user experience
of the system. Their interactions and feedback will be observed to identify any areas of confusion
or difficulty in using the system. Based on their feedback, necessary improvements will be made
to enhance usability. The evaluation process will be repeated to validate the effectiveness of the
changes and ensure the system meets user expectations.

Data Analysis
In analyzing the data gathered during the interview, the researchers will use SWOT
analysis to develop a workflow management system to streamline workflow processes and to
optimize the operations of the Mandaue City Engineer’s Office (CEO). The SWOT analysis will
allow the researchers to identify strengths and weaknesses in the current system, explore
opportunities for improvement, and assess potential threats. By leveraging strengths, addressing
weaknesses, capitalizing on opportunities, and mitigating threats, the researchers aim to create an
optimized workflow management system that enhances efficiency and productivity at the CEO.

Ethical Consideration
In this study, the personal details of the participants and their answers have been
safeguarded and not disclosed to the public or any external individuals associated with the
research. The participants' identities were separated from the results and conclusions of the study.
Prior to gathering data, it was important to obtain informed consent and assent from the
participants, ensuring that they fully understood the nature of the study. Additionally, the
participants had the freedom to opt out or withdraw from the study at any point without facing
any negative repercussions. All of these practices adhere to the principles of research ethics.
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