Enfants-du-Mekong-Web-based-Application-System Research

Negros Oriental State University
College of Arts and Sciences

Computer Science and Information Technology Department
Main Campus I, Kagawasan Avenue, Dumaguete City 6200
ENFANTS DU MEKONG (EDM)

DUMAGUETE CENTER SCHOLARSHIP
WEB-BASED APPLICATION SYSTEM
By:
Urocay, Maxil S.
Cabales, Chesca C.
Orellana, Kirk
Jumuad, Michelyn D.
A Systems Analysis and Design Project

In Partial Fulfilment of the Requirements
For Bachelor of Science in Computer Science
Submitted to:
CELESTER L. SAYCON, LPT
July 5, 2021
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Table of Contents
List of Figures ............................................................................................................Error! Bookmark not defined.
List of Tables..............................................................................................................Error! Bookmark not defined.
List of Appendices ......................................................................................................Error! Bookmark not defined.
Chapter I INTRODUCTION .......................................................................................................................... 5
Project Context .................................................................................................................................................................... 5
Purpose, Scope and Limitation ............................................................................................................................................ 6
Purpose and Description .................................................................................................................................................. 6
Scope ............................................................................................................................................................................... 6
Limitation ........................................................................................................................................................................ 7
Assumption and Constraints ................................................................................................................................................ 7
Objectives of the Project...................................................................................................................................................... 8
General Objectives .......................................................................................................................................................... 8
Specific Objectives .......................................................................................................................................................... 8
Chapter II REVIEW OF RELATED LITERATURE.......................................................................................... 9
Related Literature ................................................................................................................................................................ 9
Foreign Literature ............................................................................................................................................................ 9
Local Literature ............................................................................................................................................................. 10
Related Studies/Systems .................................................................................................................................................... 11
Foreign Studies/Systems................................................................................................................................................ 11
Local Studies/Systems ................................................................................................................................................... 11
Synthesis ............................................................................................................................................................................ 11
Chapter III: Systems Analysis and Design .................................................................................................... 12
System Planning ................................................................................................................................................................ 12
Activity Organization .................................................................................................................................................... 12
Project Planning............................................................................................................................................................. 13
Risk Management .......................................................................................................................................................... 17
Project Deliverable ........................................................................................................................................................ 18
Schedule and Milestone ................................................................................................................................................. 19
Fact Finding Techniques ............................................................................................................................................... 21
Theoretical Framework of the Study ............................................................................................................................. 25
Conceptual Framework of the Study ............................................................................................................................. 26
2
System Design ................................................................................................................................................................... 27
System Architecture ...................................................................................................................................................... 27
Deployment Diagram .................................................................................................................................................... 28
Design Specification ...................................................................................................................................................... 28
System Specification ..................................................................................................................................................... 29
Database Design ............................................................................................................................................................ 29
System Implementation ..................................................................................................................................................... 30
System Testing .............................................................................................................................................................. 30
System Evaluation ......................................................................................................................................................... 30
Chapter IV Methodology ............................................................................................................................. 32
Environment ...................................................................................................................................................................... 33
System Development Methodology .................................................................................................................................. 33
Requirements Modeling ................................................................................................................................................ 34
Object Modeling ............................................................................................................................................................ 35
System Requirement Specification .................................................................................................................................... 36
Operational Feasibility .................................................................................................................................................. 36
Technical Feasibility...................................................................................................................................................... 37
Schedule Feasibility ....................................................................................................................................................... 37
Economic Feasibility ..................................................................................................................................................... 38
Chapter V Summary of Findings, Conclusions, and Recommendations........................................................... 39
Findings ............................................................................................................................................................................. 39
Conclusion ......................................................................................................................................................................... 39
Recommendation ............................................................................................................................................................... 40
Bibliography ............................................................................................................................................... 41
Appendices ................................................................................................................................................. 42
Appendix A Company Profile ........................................................................................................................................... 42
Appendix B Documentation (Pictures) .............................................................................................................................. 48
Appendix C System Evaluation Results ............................................................................................................................ 53
3
Table of Figures
Figure 3. 1 Conceptual Framework ...................................................................................................................... 26
Figure 3. 2 System Architecture ............................................................................................................................ 27
Figure 3. 3 Deployment Diagram .......................................................................................................................... 28
Figure 3. 4 Database Design ................................................................................................................................. 29
Figure 3. 5 System Waterfall ................................................................................................................................. 34
Figure 3. 6 Use Case Modeling ............................................................................................................................. 35
Figure 4. 1 System Operational Feasibility ........................................................................................................... 36
Table of Tables
Table 3. 1 Project Planning ................................................................................................................................... 13
Table 3. 2 Risk Management ................................................................................................................................. 17
Table 3. 3 Project Deliverable............................................................................................................................... 18
Table 3. 4 Schedule and Milestone ........................................................................................................................ 19
Table 3. 5 Survey Result ........................................................................................................................................ 23
Table 4. 1 Schedule Feasibility .............................................................................................................................. 37
Table of Appendices
Appendix A ................................................................................................................................................. 42
Company Profile ................................................................................................................................................. 42
Appendix B ................................................................................................................................................. 49
Documentation Pictures ..................................................................................................................................... 49
Appendix C ................................................................................................................................................. 52
System Evaluation Result ................................................................................................................................... 52
4
Chapter I INTRODUCTION
This chapter includes the project context of our system, the purpose, scope and limitation, assumptions and
constraints as well as the objectives of our study.
Project Context
Enfants du Mekong Dumaguete Center is a French NGO Scholarship that supporting the poor and deserving
students. Every year they conduct an application process and they accept freshmen or ongoing first year in tertiary
level, which they produce application form and send it to the students who inquire/ask a copy of the form.
We found out that, it will take too long to process the said form because the scholarship will need to produce a
photocopy. They need to send it into the post office, so that the student who inquire can have a copy of the form.
It is also burden for the applicants because they will need to send it into the post office and they are the one to
shoulder the payment which is not really efficient.
Nowadays, Modern technology is very useful and a big help in solving any problems and transaction in everyday
situation, like institutional, political, business and etc. So, we propose to make a web-based application system
for Enfants du Mekong (EDM) scholarship, so that the application process could be done effectively, easily,
convenient and efficient. We all know that web-based system is very useful and efficient in current days. It can
be reach or accessed through devices and advance technology with the power of internet connection and you can
view via HTTP.
This web-based application system will improve or enhance the EDM Application process to make it done easily,
convenient for interested students, and it will not takes time to work the application process. We know that
gathering information is very difficult to arrange/tabulate when there’s a lot of paper to work and to read, unlike
when you use the advance technology like computer and mobile phones, it could be easily to segregate all files
being received.
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Purpose, Scope and Limitation
Purpose and Description

Enfants du Mekong Dumaguete Center Scholarship Web-based Application System is applicable and a
big help for the organization to make the application process easily, faster and not so burden for the applicants as
well as to the scholarship staff. It is good for EDM to have these kinds of system to make their work easy, as the
organization have the resources like laptop and a stable internet connection. So, we really see, that it can be very
useful and applicable for them. This system can also the way of encouraging those poor and deserving students
to apply, for it can be access or reach online. And they will just spend a load than to spend money for sending it
into the post office and it is not efficient for the applicants.
Scope
The Enfants du Mekong Web-based application system focus on enhancing and develop the system of
application process to be modernized and to engage in the current way. Instead of using the traditional way of the
application process.
However, the study has focused on the following:
• The proposed web-based application system will just focus in application form, announcement, and
information about the scholarship.
• It will accept response, when someone fill up the application form and submit it. The scholarship staff will
receive the notification.
• The software will display about the information of the scholarship like VMGO, and History.
• The system will also include the announcements of the scholarship just like the requirements, when will
be the application start and end.
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Limitation
The system will not touch the result of the application process of who will continue to the next step
of the application process. That will not be in included in the system because the staff will be the one to
communicate with those applicants so that they can interact with each other.
Assumption and Constraints

The assumption of the web-based application systems stated below:
1. The system will show the EDM (Enfants du Mekong) information including what is EDM, the tagline, logo,
history, mission, vision, core values, goals, application form, fixed announcements and the contact
information.
2. The system has different boxes that shows the different information. If the user will click that box/button they
will access that specific information.
3. The system can accept the response of the user, when they submit their application and it is directly recorded
in the system database.
4. The application form is similar with the google form that the user will directly encode their response and at
the bottom part is the submit button.
The project is constraint by the following:
1. The system will not cover the progress of the application process, after the applicants submit the form, staff
will review and contact the applicants for the progress or results.
2. The application form of the system is not downloadable, and no feature for submitting any files, images and
etc. It is to ensure that the form remain private and cannot be forwarded and edited by somebody.
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3. The announcement of the staff in the system don't have the feature for any reactions including comments,
likes and etc. It is to ensure or avoid any issues, and if someone have inquiries, they can directly contact the
staff. They will just find the contact information in the contact us box or section.
Objectives of the Project
General Objectives
The main objective of the project is to develop an application system for Enfants du Mekong (EDM)
Scholarship.
Specific Objectives
a. To enhance or improve the system of the EDM Application process.
b. To give chance to the interested applicants to apply, using this system than to use the traditional system
of the organization.
c. To minimize the burden of the organization and will not spend long time in finding new deserving
scholar.
d. To help the interested applicants as well as the staff, not to spend more money.
e. To give importance and use the resources that owned by the scholarship like laptop and stable Internet
connection.
f. To let the applicants, avoid any burden in spending money for applying.
g. To give chance to any students in different places to apply in these French NGO scholarship.
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Chapter II REVIEW OF RELATED LITERATURE
This chapter contains the researched review done by the proponents about the related ideas regarding
to the proposed system. It includes differences and similarities found among other web-based application system
or electronic application system.
Related Literature
Foreign Literature
According to the study of John Anthony Xavier in the book of Public Management and Governance in
Malaysia Trends and transformation edited by Noore Alam Siddiquee that the electronic scholarship Application
System (e-SILA) has been developed for easy use by students to apply for the PSD scholarship and to know the
outcome of their applications through the internet. A scholarship application system has helped to shorten the time
for short-listing applications to three days as the system is equipped with a basic short-listing module. But often
the system will hang due to the poor internet infrastructure, specifically in remote areas of the country. So, they
will still accept the traditional way that sent manually and to be uploaded into the system at the PSD.
Web application system is defined as a computer software using global web browser as the interface
to support organizational functions or process. It is also the integration of computer hardware, software, database,
networks, procedures and people to collect, process, store, and distribute information for specific business
purposes (IGI Global).
In the system of Wen-Kai Shen, he stated some disadvantages in the current base processing or what
are the problems may encounter. Commonly, the inconvenience and time-consuming communications, paper and
ink consumption, heavy workload, difficulties in data maintenance and search, and the deficiency of timely
notification for application deadline. The main purpose of their system is to develop an online web-based system
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which can facilitate the processes of various scholarship applications. The system can also provide different
functionalities for different kind of users including students, guidance directors, committee members and
administrators. The project emphasizing the convenience for the user may participate in the scholarship
application procedure.
Sources:
https://books.google.com.ph/books?id=DaL_SgqDKPcC&pg=PA60&dq=electronic+scholarship+application+s
ystem+public+management+and+governance+in+malaysia&hl=en&sa=X&ved=2ahUKEwiogKzXtIbuAhUPGK
YKHRsAC6MQ6AEwAHoECAAQAg#v=onepage&q=electronic%20scholarship%20application%20system%20pu
blic%20management%20and%20governance%20in%20malaysia&f=false
https://www.igi-global.com/dictionary/web-application-
classification/32221?fbclid=IwAR2Cpr_OkPBkiDaCeRmpA2KVEDGpX8w-B5EInW4W_HQBCwzsGOb9AZL8jwA
https://minds.wisconsin.edu/?fbclid=IwAR2W9oeO3fk1D0_U49YzneT1PEQ7wA-
DBE92yfH1rOQhXBAal6na7WSSqp4
Local Literature
Based on the study of Engr. Ariel M. Marave that the processes in the scholarship office of AYZ City, a
manual processing is very evident in most transactions. They still use traditional way of managing their
scholarship program. So, the Administrator of the municipality finds it difficult to manage for the scholarship
program because in the traditional record keeping, application forms and other requirements for scholarship can
be misplaced, and finding records is also a tedious job using the manual filing especially when there is a bulk of
compilation. The online scholarship application for AYZ City helps the scholarship office in performing their
work easily. The main focus of the project is to eliminate the paper works or the manual method of processing
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used by AYZ City scholarship office. Thus, the result will be a rapid processing of transactions and may lessen
manpower and will result to more secured, reliable and more organized storage of data. Then the scholarship
office should have the internet connection to access the said developed system.
Source:
https://www.ijriar.com/?fbclid=IwAR37D2xyBkQGfSUP1AYtdvW-8w2-
nEPVWp4K8UvPD_ZuIwnmRBAiRFRWJ-w
Related Studies/Systems
Foreign Studies/Systems
The interconnected foreign studies or systems of our study the web-based application system is the system
of Wen-Kai Shen for the Foundation Office at the University of Wisconsin-La Crosse, that dealing a large number
of scholarship application
Local Studies/Systems
The related local study or system of our web-based application system is the Online Scholarship Application
and Record Management System for AYZ City that was developed by Engr. Ariel M. Marave.
Synthesis
With all the related literature or related studies of a web-based system, mostly it’s been stated that it is very
useful nowadays somewhere in the evolving society or in a modern age. The foreign related studies or literature
mostly addressed that implementing this kind of system can reduce the traditional way of the application process.
This new system or ways can minimize heavy workloads, consumption of inks and papers and lesser time. Local
literature also added that this system can be manage, instead of using the traditional way that possibly the papers
may lose and misplaced thus our system can be very helpful to our clients because this type of system can be
improved the application process as well as to be done effectively in a less time manner.
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Chapter III: Systems Analysis and Design
System Planning
Activity Organization
The researchers of this web-based system proposal assign responsibilities that each team must accomplish
in order to keep the system may effectively and efficiently done.
A project manager is responsible for leading the system project in planning, executing, monitoring, controlling
and closing the project. They were accountable for the entire project scope, project team resources, the success or
failure of the project and leaded by Maxil Urocay.
The system analysis is also essential in making our system project because they will analyze and write the
user requirements for the system and will help in monitoring the progress effectively. Our system analyst is Chesca
Cabales.
Programmer plays a big and important role in making our system project because they are the one who handles
in making software programs, integrating systems and software analyzing algorithms, modifying source code,
debugging and will maintain the operating system. We assigned it to Kirk Orellana.
Michelyn Jumuad is our designer which will be the one to create the detailed design documentation, for the
development and integration of computer systems to meet the needs of user requirements.
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Project Planning
In this stage, it shows the following activities as we go along in developing our system project, also includes the duration or some activities when it
starts and end. The activities we include are the steps that we must do in developing our system we use the table in Microsoft office in making the table
order or the functions.
Table 3. 1 Project Planning
Order No. Task Name Assigned to: Start date End date Duration in a Day Status
1. Brainstorming the title All November 2, November 4, 3 days completed
of the project 2020 2020
2. Analyzing the System Analyst November 5, November 8, 4 days completed
proposed system 2020 2020
3. Making the chapter 1 Project Manager November 9, November 12, 4 days completed
contexts 2020 2020
4. Propose and making Designer November 13, November 19, 7 days completed
the Design 2020 2020
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5. Making the chapter 2 Project Manager November 20, November 26, 7 days completed
papers 2020 2020
6. Start coding the main site Programmer November 20, November 27, 8 days completed
2020 2020
7. Coding the Programmer November 28, December 4, 7 days completed
announcement site 2020 2020
8. Coding the EDM Programmer December 5, December 13, 9 days completed
Facts site 2020 2020
9. Coding the EDM Programmer December 14, December 21, 8 days completed
Goals site 2020 2020
10. Coding the Programmer January 17, July 9, 2021 6 months completed
Application Form site 2021
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11. Coding EDM Programmer December 22, December 30, 9 days completed
Vision site 2020 2020
12. Coding EDM Programmer December 31, January 6, 2021 7 days completed
Mission site 2020
13. Coding Contact Us Programmer January 6, January 16, 11 days completed
site 2021 2021
14. Make the System Project Manager December 16, January 4, 2021 20 days completed
planning papers 2020
15. Analyze the system System Analyst January 5, January 13, 9 days completed
functionality 2021 2021
16. Make the System Project Manager January 13, January 17, 5 days completed
Analyst Papers 2021 2021
15
17. Make the System Project Manager January 18, January 24, 7 days completed
Design Papers 2021 2021
18. Make the System testing Project Manager January 25, January 29, 5 days completed
and Implementing
2021 2021
the System
19. Gather data Project January 30, February 3, 5 days completed

Manager
2021 2021
20. Conduct a survey Project January 6, January 8, 2021 3 days completed

Manager
2021
21. System Testing Everybody July 18, 2021 July 18, 2021 1 days completed
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Risk Management
In every system proposal there is always a risk arises or may possibly come in developing it. We will just put
the possible risk that may arise in our system, we will just use the table of Microsoft word and we also include
the possible solution.
Table 3. 2 Risk Management
Order Risk Description Solution
1. Project purpose and need is not well defined Reuse and tackle it with the clients, survey some
users and plan a solution together with the
members
2. Project deliverable definition and design Need to discuss with the group and brainstorm for
incomplete a solution
3. No control over staff priorities Gather a meeting and fine plan for a solution
4. Unplanned work that must be accommodated Discuss in a group for a plan of action including
impact on time and quality to escalate members
may suggest solution
5. Lack of communication, causing lack of Pandemic is a hindrance and a barrier in today’s

clarity and confusion situation but we try and do our best to find money
for load and connect each other
6. Clients late response delays project Waiting is too long and can delay, so we must
always professionally ask the client.
7. No current or loss of Internet connection and We will just pause coding, try to do the paper
may lose communication and pause making documentation if could be possible
the system
8. Clients don’t like the design and outcome Gather a group meeting with the designer so that
we can plan and propose new design
9. Lack of time due to power workload Time inconsistency is always a risk, so must
discuss the group for time management to maintain
the works effective.
10. Added workload because of new instruction Recollect and discuss time management and time
efficiency then assign the members to do some
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and may become barriers task.
Project Deliverable
These are the outcomes of our project “Web-based Application System”, and we will just put it into the table.
Table 3. 3 Project Deliverable
Deliverables
* Define the objectives of our project.
* Define the scope and limitations of the system.
* Define the purpose of the system
* Define the format or layout of the web-based application system
* Gathering a data to the client
* Estimate the time and duration of making the system.
* Applying the project design into coding
* Applying the business models to the website
* Creating the Enfants du Mekong web-based Application system sites
* Testing web-based system website
* Meet stakeholder or client’s needs
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Schedule and Milestone

This is the phase when we will plan or provide the estimated time of our project as we develop the system and we will also use the table in
Microsoft word instead of using any software.
Table 3. 4 Schedule and Milestone
Task Name November December January February
2 | 4 | 15 | 22 | 24 5 | 15 | 21 | 24 | 31 8 | 17 | 20 | 23 | 30 5 | 10 | 15 | 20 | 28
* Identifying the problem

to our proposed plan
Nov2-4
* Make an objective,
scope and the proposal
Nov4-15
* Making and address the

letter to the client
Nov15-20
* Making the system URL
Nov15- Dec5
19
* Making the system
design
Nov22- Dec15
* Coding the program
Dec15-Jul9
* Making the System

Planning part
Dec31- Jan8
* Making the System

Analysis part
Jan8-17
* Making the System

Design part
Jan17-20
* Making the System

Implementation part
Jan20-23
* Making the chapter IV

methodology
Jan23-30
* Making the conclusion

and recommendation
Jan30- Feb5
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Fact Finding Techniques
Important Findings
The Findings that we applied in our research to know more if our system may be applicable for them, the
survey and the observation of the project manager as part of the scholar of the organization was applied.
Based on my observation as part of EDM scholar, I’ve really encountered and experienced the traditional
way of application process. The traditional way of the application process includes the paper-based, where we
will request an application form and fill this out and after we finished, we will send it back to the staff through
LBC or post office. In that way it is so hard for us as an applicant because we aren’t sure if we will be accepted,
then we spend money for processing. In the office of the staff they have a lot of papers from the applicants, they
need to check it manually and arrange it properly. Definitely, the time may spend in the process will takes too
long. For the applicants it was not so effective because if you don’t have money to spend for applying you can’t
apply. For the staff also they will be stress with a lot of documents and there is a possibility that they will lose
some of the files.
We also conduct a survey to the organization which we have 12 respondents (10 scholars and 2 staff). We
just ask in our survey form, their position in the scholarship, what is the way of the application process, then if
EDM will be having a web-based application system is it applicable or useful for them and if they have experience
online application in the organization. We also ask their full name, contact number and email address, just to make
sure that we conduct a true survey.
Based on the result of our survey, we really see or know that mostly they use the traditional way of the
application process, and for the online they use email, some of them agreed that having a web-based system in
the organization maybe useful and applicable. Lastly, some of the scholars experienced the traditional way of
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processing and they didn’t experience the online processing. The staff experienced online application through
email only. The results are shown below.
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Enfants du Mekong Web-based Application System Survey Form
Table 3. 5 Survey Result
Name (First, Age Contact Email Address What is your What is the way Is having EDM web-based Do you have/experience
Middle, Number of the Application system may be online application in
Last) position in Application useful and applicable in your scholarship?
EDM? process of EDM? your organization?
Jay Rota 22 9298287563 jaybaldezamo Scholar Traditional way, Yes No, since it is tradition
Baldezamo @gmail.com paper processing as I have mention the
process I take before is
papers, by delivering on
it is by my friend.
Liezel B. 21 9457008170 namacpacanliez Scholar Traditional ways Yes No, because we are
Namacpacan el@gmail.com (papers) following the traditional
ways.
Maybelle 21 9368702094 mhevhelle26@ Scholar Traditional way Yes No

Francis gmail.com
Amada
Kimberly 27 9358213023 kimberlyc4610 Staff through email and Yes Yes

Cortejo Cano @gmail.com traditional process
Mary Rose 19 9552135014 linihanmaryros Scholar website Yes No

Sabellon es@gmail.com
23
Linihan
Rilyn Montere 20 9618184780 lumapayrilyn@ Scholar Traditional ways Yes No

Lumapay gmail.com
Ruvelyn 20 9105059141 lenaresruvelyn Scholar Traditional Yes No

Beldad @gmail.com
Lenares
Jessa 22 9754864937 jessamacajilos Scholar Traditional Yes No

Macajilos @gmail.com
Chris 20 9334899372 mosquedamae1 Scholar Traditional No No, because there is no

Mosqueda 2@gmail.com COVID-19 at that time.
Leonila 22 9269331074 nhilapalomar13 Scholar Traditional just Yes No, because they only
Labadia @gmail.com like they give us have online application
Palomar an application when the Pandemic
form. strike.
Shiena Rose I. 22 9368390499 shienadelosreye Staff Website Yes No

Delos Reyes s21@gmail.co
m
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Theoretical Framework of the Study

The study is anchored from the study of Shen, Wen-Kai (2011) where covering a study of web-based
application system for the foundation office at the University of Winconsin-La Crosse. According to Wen-Kai
Shen study that web-based application system may solve the disadvantages of the current paper-based processing.
We all know that it is inconvenient, time consuming communication, paper and ink consumption, heavy
workloads, data maintenance difficulties, and deficiency of timely notification for applicable deadlines.
Thus, a web-based application system may be useful for the scholarship because it will probably lessen
the time that they consume, to minimize the applicant’s submitting the forms and requirements manually. The
staff will takes more time in validating the requirements because they do have to arrange it manually. It could also
be hard to communicate each other and if scholarship still remain doing the paper-based system possibly they
may still experience delays in the entire procedure and the answer is probably the web-based application system.
Source: https://minds.wisconsin.edu/handle/1793/52484
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Conceptual Framework of the Study
In this phase we will execute or use the IPO model known as the Input-Process-Output Conceptual
framework. There is a lot of frameworks that could be applied but this is suited or interrelated in our study web-
based application system.
INPUT Process Output
* Problem statements and * Research, plan and design

opportunities
* Based on the client’s detailed Enfants du Mekong Web-
* Survey and Observation specification describing the based Application System
on the current process functionality of the system
* Related literature system
* User/client requirements
Figure 3. 1 Conceptual Framework
The input of our project are the problem statement and opportunities, survey and observation on the current
process, related literature systems and the user or client requirements. Those are the basis that we perform on
doing the project because we can identify the problem and we could also find out that our proposed system useful
and applicable.
The process we take is to research, plan and design, using some method of gathering data basing on the
users or the client’s detailed specification that describes the functionality of the system. It is the only applicable
and effective way that we can come up a better result and can prove the effectivity of our Application Web based
system for Enfants du Mekong Scholarship Organization. .
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System Design
System Architecture
Laptop/Pc Mobile Phone
Actors
Staff Sends data
EDM Web-based
User/applicants
Application System
Uses Fetching Data Database
uses
Browser
Figure 3. 2 System Architecture
This is the architectural model of over system the EDM web-based application. Based on our architecture,
it shows that the actors, specifically the staff and the users or applicants uses the system and they use it through
the user interface, it could be a laptop or desktop computers and mobile phones. The system could be open or
accessible in any browser. If the actors inputs data and submit it, that is the way that a system sends data to the
database and the database fetch data from the system.
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Deployment Diagram
EDM web-based Web Device

Application System Server
(database, browser)
(Applicants, Staff)
Management /
Programmer
Figure 3. 3 Deployment Diagram
Based on our deployment diagram it shows that our project the EDM web-based application system can
be used by the user such as staff and applicants. One user can connect to the web server using the device by using
browser and send data to the database. Then the web server can be always improve or experience some error and
definitely programmer will always manage the system.
Design Specification
At this point we will show the specification of the design of our project which includes its dimensions,
environmental factors, aesthetic factors and etc. The dimension of our sites in the PC is set by 100% width and
the min-height is also 100 minimum view height, while for iPad is set into 768x1024 and for mobile phone is set
by 375 x 667. The design is not so difficult and easy to read for it was so simple because we are just basing on
the theme of the organization and its functionality will be depending in the signal of the user’s device.
28
The design is not using amount of too much design or art because we need to relate it with the organization
theme as well as to be formal in nature. Since it is for the scholarship organization, we make sure that everything
is in a good construction and a user-friendly.
System Specification
The specification of our system web-based application will focus on the application form and we just include
some applicable information’s given by our clients which relates to EDM. When a user or applicants open our
website, they will see the different links and if the user hover it they will be directed into the specific room. When
you click the other button except the application form button you can just view and read everything that is related
to the title name of that button. If the user clicks the application form you will go directly in the answer form,
when you answer it all and submit your information, everything you send will be saved into the database and can
be viewed by the staff.
Database Design
Users Application Form Applicants Information

Staff Personal Info Name
Applications Family Composition Phone Number
House Description Email Address
Siblings Info Address
EDM situation Sex
Motivation letter Age
Birthday
Birthplace, etc…
Figure 3. 4 Database Design
29
In our database, the design is a two-way process, the users are the staff and the applicants. To sum it up
our application form have different and lot of entities which are the personal information, Family composition,
House Description, the sisters and brother’s information, the school or studies information of the applicants, the
situations in EDM centers, and the motivation letter. In our application form entities, each of that entities have
different variables also.
System Implementation
System Testing
In testing our system we asked our clients the Enfants du Mekong Scholars and Staff via google meet
to have a meeting for them to be able to know the system output like how it work. During our meeting we delivered
or present to our clients the entire system features, the every sections that you can see in our website. We have
come up a best Testing ever, because our clients liked our system product, they really appreciate the website we
had come up and they said that it could be very helpful in their Organization. The scholars were amazed in our
website especially after you filled out the form and submit, then it will be stored automatically in the database of
the system. The Social Worker of Enfants du Mekong said that if the Application System will be implemented in
their Scholarship it could be very helpful and beneficial for them.
System Evaluation
Since we present our System product into our clients via google meet demonstrations, after the meeting
we asked our clients to fill out the google form survey we prepared. The google form results will serve as the
basis or an evaluation to the Application system we did. Below are the result of our survey.
Do you prefer that EDM Do the system useful Does the system can FULL NAME YEAR
will have an Application in EDM Scholarship? improve the ways of LEVEL
the application
30
System? process?
YES YES YES JESSA MACAJILOS 3rd Year
YES YES YES Abel, Rolin L. 1st year
YES YES YES Ruvelyn B. Lenares 2nd year
YES YES YES Namacpacan Liezel B. 3rd year
YES YES YES Luther Anthony T. Nieves 5th year
YES YES YES Shiena Rose Delos Reyes Staff
YES YES YES Aldrin V. Macasarte 2nd Year
YES YES YES Jefferson De Asis 2nd year
YES YES YES Madilyn Damasco 4th year
YES YES YES Chris Mosqueda 2nd year
YES YES YES Jefierd P. Dote 2nd Year
YES YES YES Rhizmarc Priolo Nieves 2nd year
YES YES YES Rilyn Lumapay 3rd year
YES YES YES Jeramie Baldado 3rd year
31
Based on the data we had received, we can really say that our system project, the EDM Application Web
Based system is useful and applicable in the scholarship organization for it was so clear that they like and
interested in our system. As you can see in the data above that the 13 scholars and 1 staff of Enfants du Mekong
Scholarship were all answered the three questions as yes. The questions we simply prepared are: do the EDM
scholarship preferred to have this kind of system, then do the system be useful for their organization, and does the
system could improve the ways of their Application process.
32
Chapter IV Methodology
This section describes the methodology based on the template-driver processing in the design of an EDM
Web-based application system. The methodology that we used and applied in our project system is to research
more in that task, and know more before taking action. The description of methods is to know definitely behind
the task before getting into action. In this case it could possibly help the system to become successful and of
course you also need to be time conscious so that your schedule and milestone will become applied and no risk at
the end.
Environment
The locale of this study is in Enfants du Mekong Dumaguete Center which is located in Purok Bogo, San
Jose Extension, Barangay Taclobo, Dumaguete City. The center is the hideout or the house of the first year and
second year scholar, the scholar who are staying in the center is maximum of 20 scholars and they also have a
boarding house for the senior year students specifically the third year and fourth year in a separated area or a long
distance in the center. We just access or connect with our client through Facebook messenger, google meet and
via email.
System Development Methodology
In this phase we use the waterfall model because it is suited in our project or in our system development,
the Enfants du Mekong Web-based Application System.
33
Requirements
Design
Waterfall Model
Implementation
Verification
Maintenance
Figure 3. 5 System Waterfall
Based on the waterfall model, to relate it into our system, during requirements phase it is the time that
we plan everything of what system we will do, and also the requirements needed. In system designing we did the
design or the layout of our Website which are the possible outcome of our system and after we apply it into coding.
During Implementation stage it is the time that we test and evaluate our system into our clients and let them assess
or we ask feedbacks with regards to the system if it is applicable and useful into their organization. In verification
phase it’s the time that our clients verify our work if it does meet the user requirements, if do we still have anything
to add on. By maintenance it depends on the clients if they will use the system and will let us to still maintain
their system.
Requirements Modeling
This is the process where we used in developing our projects and the important thing to have is the
modeling of the requirements. It will showcase the requirements model of our user or the clients as well, the model
that are related in our project is the Object Modeling.
34
Object Modeling
In our web-based application system, object modeling is applicable because it is suited in our user
requirements. Among the list of the object modeling, we just applied the use case diagram for it can meet the
standard of our requirement.
Submit
Fill up application Form Form
Submit Requirements receives data

Applicant Email the
Requirements
Accept results
contact applicants for the result
Results Staff
announced
Figure 3. 6 Use Case Modeling through personal
message
This is our use case object model and it represents that an applicant will fill up the form and submit it then
the staff will be notified. The applicants may also submit their requirements through email and staff receive
everything. The staff will contact the applicants for the results through personal message and by that applicants
may get notified for everything.
35
System Requirement Specification
Operational Feasibility
At this level we will showcase the operational function of our system, and what are the factors need to
be considered. The diagram that we used to explain the concept of our system is the function decomposition
diagram for it relates in our study.
Figure 4. 1 System Operational Feasibility

EDM Web-based
Application System
Answer Application Announce

Submitting
Form Results
Requirements
Enter Personal
Information Fill up application Contact Applicants
Form
Enter Family
Composition Email Senior High
School Card
Enter House
Description Email Birth
Certificate
Enter Siblings
Information Email NCAE result
Enter Siblings of your

Parents Information Email sketch
Dumaguete center to
Enter Studies your house
Information
Email House picture
Enter EDM center
situation
36
This is the process of our system in a way of the functional decomposition diagram. By illustrating the
diagram, it helps us to show the process and sub-processes in each task that must be done. By using this diagram,
it helps us to clearly simplify or breakdown everything about our project system.
Technical Feasibility
At this point we will showcase the technical feasibility in our system, how it relates in our project and
why does we still need to pursue our system. There are two requirements, specifically the hardware and software
requirements, and through that requirements it makes our system to push more.
Hardware Requirements
The hardware requirements that our client has or available are the devices like the Internet connection or
wireless fidelity modem, personal computers and laptops.
Software Requirements
The software requirements that are possibly present in the personal computer devices especially to our
clients is the browsers. Thus, our system web-based application system is useful and applicable for our client
because they all have the resources or materials and they met the hardware and software requirements.
Schedule Feasibility
In this level we will show how we schedule, or the time frame of the task in making our system. To
illustrate our schedule, we will use the table in Microsoft instead of using the Gantt Chart Software.
Table 4. 1 Schedule Feasibility
November December January February

3 6 12 15 20 23 30 2 6 8 12 16 20 26
37
2 6 8 12 16 20 26 2 6 8 12 16 20 26
30 30
1. Making or coding
the main site
Nov 20-26
2. Coding the EDM

announcements site
Nov 27 Dec 3
3. Coding the EDM

Facts site
Dec 4 - 12
4. Coding the EDM

Goals site
Dec 13 - 15
5. Coding the EDM

Vision site
Dec 15 - 21
6. Coding the EDM

Mission site
Dec 22-30
7. Coding the EDM

Contact Us site
Dec 31 Jan 6
8. Coding the
Application Form
Site Jan 7 July 9
Economic Feasibility
This phase is not effective into our project because we are not handling a cost or a payment from our client
as well as we didn’t spend anything for making our system to be made done. Since this project is for educational
purposes only and thus, we don’t have a cost benefit analysis and cost recovery scheme in our system.
38
Chapter V Summary of Findings, Conclusions, and Recommendations
This chapter preserves the summary, conclusion, and recommendation that we derived as we go along in
our study. The study was conducted for Enfants du Mekong Scholarship, because we see or noticedd that they
still use the traditional way of handling the application process.
Findings
As a researcher, we have found out everything as we go along the process in doing our system the Enfants
du Mekong Web-based Application System. We found out that the EDM organization are still conducting their
application process in a traditional manner. As time grows old, the ways of conducting any matter are also
evolving or everything will improve. As we all know that most of the scholarship when handling application
process in todays affair, they conduct it through the help or using the web-based system for they could spent a
less time manner than using the traditional way.
Based on our Fact-Finding data and System Testing , the results showed that our system is applicable and
will be useful for the scholarship as they don’t have yet a website, and they still used the traditional system.
Because as we all know in our times we much rely in online base because it will be more applicable, effective,
efficient and manageabe.
Conclusion
Based on our findings, system testing surveys, and the process we have conducted in our project, we
conclude that our system will be more applicable and useful in our clients, the Enfants du Mekong Dumaguete
Scholarship. Because we had clearly found out that the EDM Dumaguete Center Scholarship was still conducting
39
or using the traditional system in their application process. Thus, our system will become successful and must be
pushed into the organization.
Recommendation
Based on our study and everything we have conducted, and as a researcher we would like to recommend to
our client the Enfants du Mekong Dumaguete Center Scholarship that they should push the new way of conducting
the application process which is the web based application system. And by that they will no longer use that
traditional way which is very time-consuming, less effective and there’s a lot of risk possibilities may arise or
happen. Thus, they should push or apply this kind of evolving and modernized way so that their process and the
organization may improve.
40
Bibliography
Engr. Ariel M. Marave “Online Scholarship Application and Record Management System for AYZ City”. In
Batangas State University, JPLPC – Malvar, 3rd volume 32-33. Malvar, Batangas, Philippines, March 8, 2019.
https://www.ijriar.com/?fbclid=IwAR37D2xyBkQGfSUP1AYtdvW-8w2-
nEPVWp4K8UvPD_ZuIwnmRBAiRFRWJ-w
Wen-kai Shen “An Online Scholarship Application System”. In the University of Wusconsin – La Crosse, iii &
3. La Crosse,Wusconsin, January 2011. https://minds.wisconsin.edu/handle/1793/52484
John Anthony Xavier “Public Manangement and Governance in Malaysia: Trends and Transformations.” In the
Routledge Taylor and Francis group, Edited by Noore Alam Siddiquee, 60… London and New York 2013.
https://books.google.com.ph/books?id=DaL_SgqDKPcC&pg=PA60&dq=electronic%20scholarship%20applicatio
n%20system%20public%20management%20and%20governance%20in%20malaysia&hl=en&sa=X&ved=2ahUK
EwiogKzXtIbuAhUPGKYKHRsAC6MQ6AEwAHoECAAQAg#v=onepage&q=electronic%20scholarship%20applicati
on%20system%20public%20management%20and%20governance%20in%20malaysia&f=false
41
Appendices
Appendix A Company Profile
42
43
44
45
46
47
Appendix B Documentation (Pictures)
48
49
50
51
52
53
54
55
56
Appendix C System Evaluation Results
Do you prefer that EDM Do the system useful Does the system can FULL NAME YEAR
will have an Application in EDM Scholarship? improve the ways of LEVEL
System? the application
process?
YES YES YES JESSA MACAJILOS 3rd Year
YES YES YES Abel, Rolin L. 1st year
YES YES YES Ruvelyn B. Lenares 2nd year
YES YES YES Namacpacan Liezel B. 3rd year
YES YES YES Luther Anthony T. Nieves 5th year
YES YES YES Shiena Rose Delos Reyes Staff
YES YES YES Aldrin V. Macasarte 2nd Year
YES YES YES Jefferson De Asis 2nd year
YES YES YES Madilyn Damasco 4th year
YES YES YES Chris Mosqueda 2nd year
YES YES YES Jefierd P. Dote 2nd Year
YES YES YES Rhizmarc Priolo Nieves 2nd year
YES YES YES Rilyn Lumapay 3rd year
YES YES YES Jeramie Baldado 3rd year
57
Appendix D Approval Letter
November 12, 2020
MISS KIMBERLY CAÑO
Social Worker
Enfants du Mekong
Purok Bogo, San Jose Extension
Dumaguete City, Negros Oriental, 6200
Dear MISS CAÑO,
Greetings!
We are the junior BS Computer Science researcher students of Negros Oriental State University Main Campus 1
Dumaguete City. It is in our curriculum under our program specifically targets Software Engineering and System Analysis
and Design courses to deliver a project that would benefit your most respected organization.
As a team, we are proposing an electronic enhancement of your organization’s current system that is a solution of
your recently experienced problems. We come up with a title “Enfants Du Mekong (EDM) Dumaguete Center Scholarship
Web-Based Application System”. Our professor approved the proposal and now we are asking for your approval to gather
data as a starter for the creation of the said project.
We assure that data or information that will be gathered is highly confidential and it is for research purposes only.
If given a chance, may we ask these following information? a) The VMGO of EDM;
b) A copy of Application Forms; c) EDM Profile and History
Hoping for your kind consideration. Thank you very much. God bless.
Sincerely,
MAXIL S. UROCAY
KIRK ORELLANA
CHESCA C. CABALES
MICHELYN D JUMUAD
Noted by:
CELESTER L. SAYCON, LPT

CSIT INSTRUCTOR
Approve by:
KIMBERLY CAÑO
58

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Negros Oriental State University

College of Arts and Sciences

ENFANTS DU MEKONG (EDM)

A Systems Analysis and Design Project

Figure 3. 1 Conceptual Framework ...................................................................................................................... 26

Figure 3. 2 System Architecture ............................................................................................................................ 27

Figure 3. 3 Deployment Diagram .......................................................................................................................... 28

Figure 3. 4 Database Design ................................................................................................................................. 29

Figure 3. 5 System Waterfall ................................................................................................................................. 34

Figure 3. 6 Use Case Modeling ............................................................................................................................. 35

Figure 4. 1 System Operational Feasibility ........................................................................................................... 36

Table 3. 1 Project Planning ................................................................................................................................... 13

Table 3. 2 Risk Management ................................................................................................................................. 17

Table 3. 3 Project Deliverable............................................................................................................................... 18

Table 3. 4 Schedule and Milestone ........................................................................................................................ 19

Table 3. 5 Survey Result ........................................................................................................................................ 23

Table 4. 1 Schedule Feasibility .............................................................................................................................. 37

shoulder the payment which is not really efficient.

view via HTTP.

Purpose and Description

However, the study has focused on the following:

information about the scholarship.

receive the notification.

be the application start and end.

Assumption and Constraints

will access that specific information.

in the system database.

the bottom part is the submit button.

The project is constraint by the following:

Objectives of the Project

Chapter II REVIEW OF RELATED LITERATURE

or electronic application system.

purposes (IGI Global).

in order to keep the system may effectively and efficiently done.

failure of the project and leaded by Maxil Urocay.

Table 3. 1 Project Planning

1. Brainstorming the title All November 2, November 4, 3 days completed

of the project 2020 2020

2. Analyzing the System Analyst November 5, November 8, 4 days completed

proposed system 2020 2020

contexts 2020 2020

the Design 2020 2020

papers 2020 2020

7. Coding the Programmer November 28, December 4, 7 days completed

announcement site 2020 2020

8. Coding the EDM Programmer December 5, December 13, 9 days completed

Facts site 2020 2020

Goals site 2020 2020

Application Form site 2021

Vision site 2020 2020

Mission site 2020

13. Coding Contact Us Programmer January 6, January 16, 11 days completed

site 2021 2021

planning papers 2020

functionality 2021 2021

Analyst Papers 2021 2021

Design Papers 2021 2021

19. Gather data Project January 30, February 3, 5 days completed

20. Conduct a survey Project January 6, January 8, 2021 3 days completed

Table 3. 2 Risk Management

Order Risk Description Solution

5. Lack of communication, causing lack of Pandemic is a hindrance and a barrier in today’s

Table 3. 3 Project Deliverable