SIA-DOCU-Quathru
SIA-DOCU-Quathru
SIA-DOCU-Quathru
EASY PEasy
_______________
In Partial Fulfillment
of the Requirements of the Degree
Bachelor of Science in Information Technology
December 2024
TABLE OF CONTENTS
TITLE PAGE……………………………………………………………………… i
TABLE OF CONTENTS……………………………………………………....… ii
Problem Statement............................................................................................. 5
System Objectives............................................................................................. 4
Nonfunctional Requirements............................................................................ 7
Security....................................................................................................... 8
Reliability.................................................................................................... 9
Usability...................................................................................................... 10
Performance................................................................................................ 11
Functional Requirements................................................................................. 12
Gantt Chart....................................................................................................... 14
Budget Requirements........................................................................................ 15
System Paradigm……………………………………………………………. 17
Data Flow Diagram (DFD) .............................................................................. 18
Context Diagram.....................................................................................……. 19
Entity-Relationship (ER) Diagram.................................................................. 20
Hardware Requirements.................................................................................. 24
Software Requirements................................................................................... 25
UI Designs...................................................................................................... 26
Code............................................................................................................... 27
Appendices……………………………………………………………………. 28
Letter of Intent……….................................................................................... 29
UI Designs...................................................................................................... 26
Code............................................................................................................... 27
Questionnaires / Survey…………………………………………………….. 28
CHAPTER I
SYSTEM INTRODUCTION
System Introduction
Physical Education resources, events, and equipment. It provides a centralized platform where
PE administrators and educators can easily manage their PE resources, track equipment usage,
and create and update event schedules. The system is specifically tailored to meet the needs of
o Easy PEasy helps administrators keep track of all PE equipment, including details
such as item name, quantity, and status. It simplifies the process of adding,
2. User-Friendly Scheduling:
o The system allows administrators to create and manage event schedules with ease.
It enables the scheduling of classes, events, and activities, ensuring that all PE
sessions are organized and efficiently managed. Teachers can quickly view and
3. Streamlined Interface:
o The platform features an intuitive design that enhances user experience. The
simple and clear interface allows users to interact with the system effortlessly,
reducing the learning curve and enabling PE staff to focus on managing activities
can be a time-consuming and complex task. Teachers and administrators often face challenges in
tracking and maintaining PE equipment, creating schedules for various activities, and ensuring
that all tasks are completed efficiently. With the growing number of physical education classes,
events, and students, these administrative tasks become overwhelming, leading to inefficiencies
The need for an efficient, automated system to streamline these processes is crucial to improving
productivity and enhancing the overall PE experience. Many institutions still rely on manual
processes for managing PE inventory, scheduling events, and tracking student interactions with
equipment, which can lead to inconsistent results and poor time management.
Background of the Study: Continued
To address these challenges, Easy PEasy was developed. Easy PEasy is an intuitive and
comprehensive platform designed to simplify every aspect of PE management. The system aims
to provide a seamless and user-friendly experience for PE department educators and facilitators
by automating tasks such as inventory management, event scheduling, and equipment tracking.
Problem Statement
significant challenges that hinder efficient operations and productivity. These challenges stem
from the reliance on outdated, manual processes for inventory tracking and event scheduling,
First, inventory tracking issues are prevalent, with the current manual system being prone to
errors such as misplaced or lost equipment. The lack of a centralized inventory management
Second, the absence of an integrated scheduling system results in scheduling conflicts, where
overlapping bookings and event misunderstandings occur, causing confusion and disruptions
Additionally, time-consuming management tasks prevent educators from focusing on their core
teaching responsibilities. They are forced to spend excessive time organizing and managing
equipment and schedules, which reduces their ability to engage students effectively.
Moreover, the system's inability to provide real-time updates creates inefficiencies, as staff and
students are not promptly notified about changes to event schedules or equipment availability.
Finally, the current system lacks the capability for manual analytics, making it difficult to track
the frequency of equipment usage by students or departments. This absence of data hinders
In light of these challenges, there is a critical need for an automated system that can streamline
inventory management, optimize event scheduling, and provide real-time updates and insights to
System Objectives
The primary goal of this research is to develop Easy PEasy, a comprehensive and user-
friendly application designed to address the operational challenges faced by the Physical
Education (PE) department. The system will streamline inventory management and event
To achieve this overarching goal, the following specific objectives will guide the development
scheduled events, the system will ensure that event times are communicated
PEasy will save educators valuable time. This will allow them to focus on their
o Easy PEasy will incorporate a real-time update feature to ensure that all changes
feature will help maintain a smooth workflow and reduce disruptions due to last-
minute changes.
o The system will include a reporting and analytics feature that allows PE
application. It details the nonfunctional and functional requirements that ensure the system’s
performance, security, usability, and reliability. Additionally, it includes a description of the key
functional characteristics of the system, a Gantt chart for project planning, budget requirements,
Nonfunctional Requirements
Non-functional requirements refer to the attributes that determine how well the Easy
PEasy system performs under various conditions. These include aspects such as security,
reliability, usability, and performance. Meeting these non-functional requirements ensures that
the system operates efficiently and meets the needs of its users.
Security
To protect sensitive data, such as student information and equipment tracking details, the
Role-Based Access Control (RBAC): Different user roles (e.g., admin, educator,
student) will have specific access rights, ensuring that users can only perform actions
Reliability
Reliability ensures the system is available and functions correctly over time. The Easy
Error Logging: The system will have mechanisms in place to detect errors and failures,
Usability
Usability focuses on making the system intuitive and easy for users to interact with. To
achieve this:
Simple Interface: The user interface will be designed to be intuitive and accessible, even
User Feedback: The system will include feedback mechanisms, such as confirmation
messages and error alerts, to ensure users are informed about their actions.
Performance
Performance requirements ensure the system can handle the expected load and deliver fast
Scalability: The system will be designed to scale as the number of users increases,
ensuring that performance remains consistent even with a growing number of students
and staff.
Low Latency: The system will ensure that actions like event scheduling, equipment
Efficient Data Processing: The application will be optimized to handle large amounts of
Functional Requirements
Functional requirements describe the specific functionality that the PEasy Planner
system must support in order to fulfil its objectives. These include inventory management, event
update, and track PE equipment, with real-time data reflecting equipment availability.
Real-Time Updates: The system should provide real-time notifications for equipment
Analytics and Reporting: The system should allow facilitators to generate reports on
Gantt Chart
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For the development and implementation of PEasy Planner, a cost-effective solution using
XAMPP (a free and open-source cross-platform web server solution) and a small server setup
for internal office use, the estimated budget is broken down into the following categories:
would suffice for a small office use, possibly around PHP 15,000 - PHP 25,000
o XAMPP and Database Tools: These are open-source tools, so there are no
licensing fees associated with the system. The use of MySQL or SQLite is also
free.
between PHP 30,000 - PHP 50,000 for a small project. If developed in-house, it
administrator to help set up and maintain the server, this would cost
o Backup Storage: Purchase of external hard drives or cloud storage (optional) for
Explanation:
Development Costs: The costs reflect a reasonable price for a small-scale internal project
in the Philippines. The price range considers if you hire external developers or assign the
Hardware and Hosting: A local server for a department’s internal use would cost
between PHP 15,000 - PHP 25,000, depending on the specifications of the machine or if
you opt for a basic desktop PC with sufficient specs for web hosting.
Software Licenses: As XAMPP and the database tools are free, there are no additional
licensing fees.
Staffing Costs: Depending on whether you have in-house developers or outsource the
development, staffing costs can range from PHP 50,000 - PHP 75,000 for the
Miscellaneous Costs: A small amount for backup storage and any additional materials
SYSTEM MODELING.
System Paradigm
The development of the PEasy Planner system will follow the Agile methodology. Agile is
customer feedback, and rapid delivery. This methodology is particularly well-suited for projects
that require adaptability and frequent changes during the development process.
Why Agile?
The decision to adopt Agile for the PEasy Planner project is driven by several key factors:
1. Flexibility and Adaptability: Agile allows for continuous revisions and adaptations
throughout the project lifecycle. Given the dynamic nature of the requirements and the
possibility of discovering new needs as the system is developed, Agile will ensure that
2. Continuous Feedback: With Agile, we can involve stakeholders (i.e., the PE department
educators and facilitators) early and often in the development process. This continuous
feedback loop helps ensure the system meets their evolving needs, leading to a higher
3. Faster Time to Market: Agile promotes incremental delivery of features. This means
that parts of the system will be ready for use at each iteration, enabling PE department
members and stakeholders. Frequent meetings, called sprints, allow team members to
share progress, identify any issues early, and work together to resolve them.
5. Risk Management: Since Agile operates in short, manageable cycles (typically 2–4
weeks), any potential risks or issues can be identified and addressed early, minimizing
The development of the PEasy Planner system will be organized into sprints. Each sprint
will last for a period of 2–4 weeks, where a set of well-defined features or tasks will be
developed, tested, and reviewed. The sprint will conclude with a demo or a review meeting,
where stakeholders provide feedback on the progress and functionality. This feedback will then
o The project begins with high-level planning where the core features of the system
o The stakeholders will provide feedback on the initial feature list, and any
o During this phase, the system architecture will be defined and the initial user
o Agile's flexibility will allow modifications based on feedback from users during
earlier sprints.
o Each sprint will conclude with testing and review, ensuring that each feature is
4. Testing:
sprint.
o This ensures that issues are caught early, and the system remains stable and
o After the development and testing cycles, the application will be deployed in a
live environment.
issues. This feedback will be used to improve and refine the system in subsequent
sprints.
o The system will be delivered to the PE department at the end of the last sprint.
o Ongoing maintenance will be carried out through additional sprints, ensuring the
By following the Agile methodology, the PEasy Planner system will be developed in a way that
components.
Figure 18
Agile Model of the REDirect: A Hybrid Application for Red Cross Dasmarinas
In Figure 18. The Software Development Life Cycle (SDLC) and Agile Method
are depicted as the chosen approaches for constructing the proposed system. This
approach consists of several distinct phases. The first phase is planning, which involves
proposal that included the project's background, objectives, scope, and anticipated output.
Following the presentation, the client approved the suggested project. The proponents
Context Diagram
The Context Diagram is a high-level, simplified version of the DFD that provides an
overview of the system's boundaries and its interaction with external entities. It focuses on the
system as a single process and depicts the primary external actors interacting with the system.
In the case of PEasy Planner, the context diagram highlights the following:
Data flows between the system and these entities, such as submitting equipment requests,
Figure 2
The context diagram helps clarify the scope of the system by showing which entities
The Data Flow Diagram (DFD) is a key modeling tool used to represent the flow of
information within the system. It provides a visual representation of the processes, data stores,
data flows, and external entities involved in the PEasy Planner system. The DFD helps in
understanding how data moves through the system, from input to output, and how it is processed
and stored.
In the context of PEasy Planner, the DFD includes the following components:
External Entities: These include the PE Educator, Student, and External Systems.
They interact with the system, providing data inputs (such as event schedules or
equipment requests) and receiving outputs (such as updated event details or inventory
status).
Processes: These represent the core activities of the system, such as managing the
Data Stores: These represent where data is stored within the system, such as the
Data Flows: These are the arrows connecting the above elements, showing how data
The DFD serves as a foundational step in understanding the system's functionality, ensuring that
The Entity-Relationship (ER) Diagram is used to model the database structure of the
system. It defines the entities involved in the system, their attributes, and the relationships
between them. The ER diagram is an essential part of database design, ensuring data integrity
and organization.
For PEasy Planner, the ER diagram defines the following key entities:
PE Educator: An entity representing the educators who manage inventory and events.
Student: An entity representing the students who borrow equipment and check
schedules.
Inventory: An entity representing the physical items managed by the system, such as
sports equipment.
The ER diagram helps define the structure of the database, including how entities are related
(e.g., a PE Educator can schedule multiple Events, and a Student can borrow multiple Items).
This ensures that the database is organized efficiently and can handle the system's data
requirements effectively.
Figure 3.
ER Diagram of “Easy PEasy”
The Use Case Diagram illustrates the functional requirements of the system by showing
the various actions (use cases) that the users (actors) can perform within the system. It defines
the interactions between actors and the system, helping to capture the core functionalities that
need to be implemented.
For PEasy Planner, the use case diagram identifies the following actors and use cases:
PE Educator: The primary user of the system, who can perform actions like managing
System: The central entity that provides functionalities to the actors, including storing
The use case diagram provides a clear understanding of the system's functionality and how users
Figure 4.
The System Architecture Diagram provides a detailed overview of the physical and
software components of the PEasy Planner system. It outlines how the various components
(hardware, software, and network) interact to ensure the system operates efficiently. This
diagram is essential for understanding the overall structure of the system and how data flows
Frontend (Web Browser): The interface where users interact with the system, typically
Backend (Web Server): The server that processes user requests and handles the business
Database: The data storage component where all the information related to inventory,
External Systems: These include any third-party services or APIs integrated with the
system.
The system architecture diagram visually represents how data flows between the web
browser, server, database, and external systems, providing a clear understanding of the technical
Hardware Requirements
During the system development process, two main devices were utilized. For the
android application, the programmer utilized a personal computer with the following
specifications: 8GB RAM for the processor, CPU i5 11400, GTX 1650 for the GPU, and
240GB SSD for storage. On the other hand, for creating the web page, developers used a
personal computer with the following specifications: 16GB RAM for the processor, CPU
In addition to these main devices, HP and Lenovo laptops were employed for tasks
storage, 4GB Memory, AMD Ryzen 3 4300U Processor, and a 14” Display. While HP
with 128GB, 8GB Memory, i5-8250U Processor, and a 15.6” Display The utilization of
development.
Software Requirements
utilized Android Studio as the primary development platform, and Java served as the main
programming language. For the web page admin, PHP programming language was
employed, complemented by JavaScript and CSS. Firebase was chosen as the database to
The user interface design built using __________, and_______. Short description of UI
Design
Figure 1
Figure 1 shows the login interface where the user can enter their account.
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APPENDICES
APPENDIX 1
Communication Letters