Chapter 1

INTRODUCTION

Background of the Project

In our own understanding technology is the making, usage, knowledge

and modification of machine, systems and techniques in order to solve an issue,

achieve a goal or perform a certain function. Technology helps in making work

easier, it creates new machines or tools, it changes or creates cultures and it

also helps in development of a society. About the role of science and technology

in society and that technology positively influences our quality of life by helping

us learn, live safely, and stay healthy.

Technology, for example; office application, accounting program and

internet, makes things to process faster, neater and efficiently. Before technology

was advanced, nearly everything was slow and required a lot of work and

manpower. Typing on a typewriter, finding information from a pile of books in the

library, doing accounting manually those are very slow and time consuming

process. It is the technology that speeds up everything.

In the past, if we want to read some books we need to go to a library or

buy from bookstores first before we can read it but today with the help of

technology like the internet and mobile devices like cellphones, tablets and

laptops we can save more time without going to the libraries or stores, gain more

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knowledge with unlimited books or have fun in reading books and documents

through our devices.

Nowadays there are many website in the internet that offers books and

documents in different electronic formats available for download and online

viewing. One of these websites is the Scribd. Scribd is an online digital library

that offers millions of documents and it uses a technology called iPaper which is

powered by Adobe Flash. So documents can be easily embedded on web pages

much like videos from YouTube. If you have a Word document, an Excel

spreadsheet, a PowerPoint presentation, or a document created in PDF, RTF,

TIFF or PostScript format, you can upload it to Scribd with a few clicks, and then

embed it right into a web page or blog. You don't need a web hosting account,

you don't have to understand FTP file transfer, and the people who want to view

your document won't have to install any special software or download a browser

plugin.

A minor downside to Scribd is that is somewhat disorganized and difficult

to navigate through the thousands of documents. But if you like to leisurely

browse through a variety of different categories then it offers no problem. Scribd

has the usual categories like health, culture, pets, sports, tutorials, etc.

You can also search from the websites which makes it a little easier to find

what you're looking for but there's still a lot of stuff to sift through. Published

documents are quickly indexed by the major search engines such as Google and

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Yahoo, which means that whatever you publish on Scribd is likely to show up in

search engine results much faster than the majority of smaller websites that can

take days to be indexed and appear in search results.

Nowadays, students rarely go to the library because of the technology and they can search faster using computer with the help internet of what information are they looking for. But with the help of propose system, Document Management System for IAST library, that is similar to scribd, students from Institute of Arts, Sciences and Technology can use this system to read or download the documents, School Memorandums or electronic books uploaded by the library management in the IAST Library Computers.

Objective of the Project

The project aimed to develop a system entitled “IAST Library Document

Management System” that provides faster, easier and more convenient

managing and viewing of electronic documents. It seeks to meet the following

objectives:

1. To provide a better way of viewing a documents needed by the students.

The students can and browse search uploaded documents faster

and easier and they can also copy it to their flash drives or any

other data storage.

2. To have an efficient way of providing information to the students about

their lessons.

The students can view documents like memorandums, thesis

documentations or books related to their courses.

3. To let students and teachers share their documents with others.

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Students and Teachers can ask the library the upload their

documents so that others can read it or download it.

Significance of the Project

The project will attempt to develop and test the Document Management

System. It will be significant to the following:

Library.The library management can upload books and documents in

digital format to increase the educational resources for the students to view in the

library.

Teacher.The Teachers can ask the library manager or the System

Administrator to upload his/her documents to be viewed or download by the

students.

Student. The students who need a self-study or want to learn more, this

system can provide them. They don’t spend much time and effort in reading a

book. It can also help them to view more documents and books other than the

ones in the library. They can view, print or download the documents uploaded

through this system.

Scope and Delimitation

The propose system “IAST Document Management System can

manipulate and manage documents upload the by the System Administrator. The

System administrator can upload documents in different file formats (PDF, Word,

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Powerpoint, Excel, text)and can choose a category for the document. After the

document is uploaded, it will be converted in PDF format only because browsers

can’t embed other file format like powerpoint without needing a third party

softwares. The system administrator can manage the uploaded documents by

editing the information about it or delete documents. After uploading the

document, it will be available for viewing. The students can zoom, rotate,

download, copy and paste or print the document.

This system is exclusively for the use of IAST students and teacher only. It

can be access only Inside the IAST library and only limited number of students

can use the system at the same time. It also takes some time to upload many

documents and the documents that the students can view is the only the

documents that uploaded by the System Administrator, so at first there are only

few documents available for viewing. The System administrator cannot edit the

content of the uploaded documents and the only allowed file types to be

uploaded are Microsoft word documents (.doc, .docx), Powerpoint (.ppt, .pptx),

Excel (.xls, .xlsx), Portable Document Format (PDF) and Text(.txt).

Definitions of Terms

To facilitate understanding of the system, the following are operationally defined

and presented:

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Document Management System.The propose system of the proponents. It is

use by the System Administrator to manage documents easier and more

efficiently.

Electronic Documents.any electronic media content that are intended to be

used in either an electronic form or as printed output.

System Administrator.The one who will managethe propose system and has a

full control of the system.

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Chapter 2

METHODOLOGY

This section describes the method that will used by the proponents in the

development of the project. With the help of such methodology, the proponents

had made the project more reliable. It is essential to frame the methodology part

properly. With the help of this methodology, the proponents would be able to

understand the foundations of describing methods. Thus, the proponents work

would be much easier.

System Framework

The proposeIAST Library Document Management System Library

Undergoes an Iterative Waterfall Methodology for its Development. The waterfall

model is a sequential design process, often used in software development

processes, in which progress is seen as flowing steadily downwards (like a

waterfall) through the phases of Analysis phase, Design phase, Development

phase and implementation phase.

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Figure 1

Iterative Waterfall Model

Analysis phase

In this phase, the system requirement will be determine. The proponents

will conduct an interview with the IAST Library Management and IAST students.

The interview will also be done for further validation of the information gathered

from them and information gathered from observation and research. The

proponents will analyze the gathered data and will be used for the needs in

developing the propose system. The proponents will also determine the different

processes and entities involved in the existing and propose system and will be

used for the development of the system.

Design phase

In this phase, the gathered information from requirement gathering phase

will be transformed into logical description in the user design phase. The

diagrams and preliminary designs are presented in this phase. The proponents

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will evaluate the different documents and books in the Library for the appropriate

design to be used in the system.

The proponents will use Hyper Text Markup Language (HTML) and

Cascaded Style Sheet (CSS) to construct the framework of the system. The

proponents will use Adobe ColdFusion as the Server-side Scripting Language for

the system to be able for the admin to upload and manipulate data and for the

users to view the documents. The database used in the system is Microsoft

Access as the data holder.

Development phase

In this phase, a prototype will be built and will be presented to the

evaluators. The feedback from the evaluators about the system prototype will be

gathered and it will be used for further improvements and enhancement.

Implementation phase

In this Phase, the propose system will be implemented and deployed. It is

the testing phase wherein the users test the functionality of the system if the

proponents attain the expectations and needs of the users.

Data Gathering Tools

Interview

The proponents conducted an interview with the IAST Library

Management and with the students from different courses. The proponents

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interviewed about the categories and subcategories that will be used for the

documents.

Document Based

The proponents gather some information from the other system

documentation related to the propose system.

Internet Research

The proponents conducted internet research about the propose system to

enhance their knowledge and gather more information about the system.

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Chapter 3

PRESENTATION OF THE SYSTEM

This chapter presents about the overview of the existing system and the

overview of propose system that will improve the services of the current system

of Pangasinan State University IAST Library. This chapter also shows the

Dataflow Diagram (DFD) and the Entity Relationship Diagram(ERD) with the data

dictionary of the propose system.

Overview of Existing System

The proponents conduct an observation at PSU Bayambang IAST Library

of how the students spend their time inside the library.

From the observation of the proponents, some students were having a

hard time looking for the information they needed because they need to read

each book or documentation and spend more time looking for the details that

they needed. The proponents also observed that the library has a small amount

of space so adding more books and documents will be difficult. We also

observed that some and books documents were not in the right place because

sometimes students will just put it back anywhere. It is also observed that the

students were having a hard time copying down the details they need and they

spend more time writing.

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Overview of Proposed System

The propose system “PSU Bayambang IAST Library Document

Management System” will enhance and improve the services of the library. With

the help of the propose system, the students can search the information they

needed faster and easier, unlike in the existing system that they have to write it

down and spend more time writing. The documents in the propose system are

categorized by course and subjects so that the students will find the information

they’re looking for easily. It has also a simple user-interface and navigations so

that the user can navigate throughout the system without difficulty.

The System administrator can also manage the documents to be viewed

by users without difficulty. The administrator can edit the information about the

documents or delete unwanted documents. The Admin Panel navigations and

controls are made simple so that the administrator can manage the documents

more efficiently.

System Model

In the conduct of the Propose System, several tools will be used to afford

the fundamental basis for Propose System development. These include the use

of process model and data model that represent the Entity Relationship Diagram.

Process Model

Process model was a core diagram in structured analysis and design. It

was a tool used to analyze and understand the system. In process modeling,

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data flow diagram was created to graphically show the flow of information

through the system. It showed what kinds of data input to and output from the

system, where data come from and go to and to and where the data were stored.

A process model is approximately an anticipation of what the process will look

like. The diagram shows the discussion those entities involve and how these

entities are related with each other were presented. Data flow diagram explains

how data is processed and transferred in a system. How the data interact with

each other.

Figure 2 shows the Context Data Flow Diagram It illustrates the movement of

data from different entity namely: student and the administrator. Figure 3 show

the Top Level Data Flow Diagram of the Propose System which illustrates the

major processes that are involved in the Propose System. It also shows the step

bystep process of the proposed system.

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Figure 2

Context Data Flow Diagram

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Data Model

Data Model was a representation of the different entity classes that an institution

wants to process information about, containing the specific behind that

information and the relationship itself. It was used to represent a real world

situation about which data is necessary to be collected that can be very useful

and that is stored in a database. Figure 4 show specific relationship of those

entities involved in the propose system. The developer made use of Entity

Relationship Diagram since it is a medium to achieve a common understanding

of data among users and developers.

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Entity Relationship Diagram

Figure 4

Entity Relationship Diagram of the propose System

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Database Dictionary

This section described the different fields, their data type and possible

values of the fields or attributes that were defined in the Entity Relationship

Diagram.

Table 1

DOCUMENT_DETAILS Table

Field Name Data

Type

Size Description Example

Document_ID(PK) integer 10 Document Identification 1

Document_Title varchar 30 Document Title given by the

uploader

Head’s First

Java

Document_Description varchar 255 Document Description given by

the uploader

Java for

beginners

Document_Category(FK1) varchar 20 Document’s category BSICT

Document_Subject(FK2) varchar 20 Document’s subcategory Programming

Document_fileFormat varchar 20 File Format of the uploaded

Document

PDF

Document_fileName varchar 10 Document’s File name Head’s First

Java

Document_fileSize integer 20 Document’s File Size 16000000

Document_totalPage integer Total pages of the document 35

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Table 2

DOCUMENT_CATEGORY Table

Field Name Data Type Size Description Example

Document_CategoryID

(PK)

integer 10 Document Identification 2

Document_Category varchar 50 Category of the

document defined by the

uploader

BSICT

Document_Category

Description

varchar 255 Description of the

document defined by the

uploader

Documents

for BSICT

Table 3

DOCUMENT_SUBJECT Table

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Field Name Data Type Size Description Example

Document_SubjectID integer 10 Document Subject

Identification

2

Document_Subject varchar 50 Subject of the document

defined by the uploader Hardware

Document_Subject

Definition

varchar 255 Definition of the

document subject defined

by the uploader

Category for

Hardware

Document_CategoryID integer 10 Main category ID of

subcategory

BSBA

CHAPTER 4

FEASIBLITY ANALYSIS

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This Chapter provides the feasibility of the propose system, if it is

acceptable to the major aspects of business operations, such as operational,

technical, economic feasibility and Cost Benefit Analysis.

Operational Feasibility

The propose system is operationally feasible because it has a user-

friendly interface and it is easy to use and the users of this system are from the

Institute of Arts, Science and Technology that has a basic or better knowledge of

using computers. Unlike the manual searching of documents or books that is

time-consuming and slow, the system will provide the students a faster way of

viewing of documents because of it has a document search capability and the

documents are well categorized and organized. Also for the system administrator

is only required to have a basic knowledge about computers and can undergo

training from the proponents to fully understand how the propose system work.

Technical Feasibility

The Pangasinan State University Institute of Arts, Science and Technology

library already have client computers that can be used for the propose system so

it is technically feasible. Their client computers already have the minimum

hardware and software requirement for the system and ready for the installation

of the additional software required in order for the system to run. As for the

Server computer, the library needs a computer with higher specification to have a

faster and more reliable connection with the client computers. There are also

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many affordable computers in the market if they want to add more computers for

better and faster service.

The only additional software needed by the client computers are web

browsers and operating system. The web browsers must be javascript enabled

and can support html5 and css3. You can see the server hardware and software

recommendation in chapter 5.

Economic Feasibility

Economic feasibility is conducted to test if the propose system If

economically feasible for implementation or not. With the use of cost and Benefit

Analysis table economic feasibility of the propose system can be visualized

clearly. It shows that implementing the propose system is a wised decision and

one of the best ways to cope with our economic problems.

CHAPTER 5

SUMMARY AND RECOMMENDATIONS

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This chapter presents the summary, conclusions and recommendations in

developing the PSU Bayambang IAST Document Management System.

SUMMARY

The propose system is definitely operationally, technically and

economically feasible. It is operationally feasible because it only required the

users to have a basic knowledge on using a computer. The system administrator

user can also undergo training to fully understand how the propose system

works.

It is also technically feasible because the IAST library already have the

client computers that reach the minimum hardware requirement required by the

propose system. It is ready for the installation of additional software that can be

bought or download online. As for the server computer they will need the same

or higher hardware and software specification as you can see in the

Recommendation part.

CONCLUSION

Technology makes things easier, faster, neater and more efficiently.Before

technology was advanced, nearly everything was slow and required a lot of work

and manpower. Typing on a typewriter, finding information from a pile of books in

the library, doing accounting manually those are very slow and time consuming

process. It is the technology that speeds up everything.

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The propose system provides students a faster and easier way of viewing

documents. Students can search and view the uploaded documents through the

computers and they can also download and copy it in their removable data

storage and save a lot more time. They can also share their documents with

other students.

It also provides the library additional educational materials in electronic

document format through propose system. They can add documents they want

easier without worrying about spaces. The system administrator can be asked by

the students and teachers to upload their documents and share it with others.

The proponents concluded that the propose system entitled “PSU

Bayambang IAST Document Management system will be a great help and

provides more efficient and easier viewing of documents for the library and the

IAST students.

RECOMMENDATIONS

The proponents recommend the implementation of the propose system

entitled “PSU Bayamabang IAST library Document Management System to have

a better and improved library services.

Through investigation and further study, the proponent recommends the

following:

System Users

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The users must have a basic knowledge and understanding of how to use

a computer. For the system administrator, it is recommended to undergo training

from the proponents to fully understand how the propose system works.

Hardware and Software

For the client computers, the minimum hardware and software

requirements are as follows:

Hardware:

Pentium 2.0-Gigahertz (GHz) processor or faster At least 256 megabytes (MB) of RAM At least 80 gigabytes (GB) of available space on the hard disk Keyboard and a Microsoft Mouse or some other compatible pointing

device Video adapter and monitor with Super VGA (1024 x 768) or higher

Software:

Latest Web Browsers (i.e. Google Chrome 32.0.1) Operating System ( Windows XP professional or higher)

For the Server Computer, the minimum hardware and software

requirements are as follows:

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Hardware:

Pentium Dual Core 2.8 Gigahertz (Ghz) or faster Atleast 2 Gigabytes (GB) of RAM Atleast 1Terabyte of available space on hard disk Keyboard and a Microsoft Mouse or some other compatible pointing

device Video adapter and monitor with Super VGA (1024 x 768) or higher

Software:

Adobe Coldfusion 9 Standard Edition or latest Operating System (Windows 7 Professional or higher) Latest Web Browsers (i.e. Google Chrome 32.0.1) Microsoft Access 2007 or latest

BIBLIOGRAPHY

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A.BOOKS

Kendall, G. et.al.(2005) SYSTEM ANALYSIS AND DESIGN 8th EDITION

Thomson Publishing, New York

Rob, P. et.al.(2010) DATABASE SYSTEMS, Design, Implementation and

Management 9th EDITION

Thomson Publishing, New York

B. UNPUBLISHED MATERIALS

Basilio, B. et.al.(2008). Bani Elementary School Grading System

Bani Bayambang, Pangasinan

De vera, B. et.al.(2009). Ariel and Fe Reservation System

Tamaro Bayambang, Pangasinan

Galvan, M. (2008). Online Job portal of the university of Luzon [Project Study]

University of the Cordilleras, Baguio City

C. ELECTRONIC SOURCES

http://www.studymode.com/essays/Document-Management-System-1468672.html

APPENDIX C

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Source Documents

APPENDIX C

Gantt Chart

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Figure 5

Gantt Chart

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