[Title of the System in inverted Pyramid Form]

A System Presented to the Faculty of the Information and

Communication Technology Department of
Notre Dame of Jolo College

In Partial Fulfillment of the Requirements for the Degree

in Bachelor of Science in Information Technology

By:

Member Name 1
Member Name 2
Member Name 3

Date of Submission

IT 327 – Capstone Project Documentation Template 1

 Approval Sheet

<This page will be provided to you once your system documentation is approved. This is one page.>

_____________________________________________________
_________________________________________________

<Table of Contents>
<List of Tables>
<List of Figures>
_____________________________________________________
_________________________________________________

Notes:

1. Each chapter should begin with an introductory paragraph, except for chapter 1. An introductory
paragraph (one paragraph) introduces what a chapter is all about.
2. All chapter’s first page should begin in a new page, regardless of whether the last page of the previous
chapter has still more spaces.
3. Document Format from cover page to Chapter 5
Paper size: 8.5 x 11” (Short Bond-paper)
Paragraph Alignment
 Justify
 Double-space
 Left margin indention=0.5”
Page Margin
 Left= 1.4”
 Top, Bottom and Right Margin=1”
Font size and Style
 Font Style= Calibri
 Font Size= 12 (applied throughout the document)
Pagination
 Auto page numbering
 Page number alignment=Center

IT 327 – Capstone Project Documentation Template 2

 Chapter 1
Introduction

Company Profile
[Describe the company/office/agency in terms of their organizational structure, vision-mission and goals,
products, customers/clients, processes, best practices and current challenges.]

Background of the System

[The introductory chapter begins with the background of the system. Background of the system means the
background of the problem with which you would provide IT-based solution. You should describe the
general problem area you are studying in a manner that is sufficient for an educated reader to understand.
Here is where you discuss the motivation for studying the problem: What practical situations brought about
this system? Of what application is the problem or what is its significance?]

Statement of the Problem

[State here the problems clearly that are to be solved by your system. State the problem in declarative form
(not in question form). Immediately below it, give a short description of the nature of the problem. For
example,
Problems Statement: “Expensive to disseminate information”
Disseminating information to far-flung municipalities is expensive. Apart from the preparation of
materials containing the information, the cost of logistics is even more…]
Objectives of the System
General Objectives
Specific Objectives
[Use the SMART principle when stating your specific objectives. Each problem statement should be
provided with 1 or more objectives.]
For example, if the problem is expensive to disseminate information, what are the objectives or actions to
solve this problem?]
Significance of the System
[This section describes the benefits that may be derived by the various stakeholders of your system.
Stakeholders are people who have direct or indirect influence in your system. Describe the benefits of each
stakeholder.]
Scope and Limitation of the System
[This section is divided into two parts: the scope and the limitation. The scope of the system refers to the
functionalities of the system according to the user’s specifications. The limitations of the system on the
other hand, are those that (may be) are desirable system functionalities but cannot be included for some
reasons such as but not limited to budget and time constraints, and hardware availability.]

IT 327 – Capstone Project Documentation Template 3

 Chapter 2
Review of Related Systems and Studies
[Begin this chapter with an introductory paragraph]
[Here is where you describe the various studies conducted related to your system. The information you
obtained from these studies will help you identify the technology to be used in your system and becomes part
of the solution. Record the sources/references and write them in the Reference Section of your document.]
[This section is generally written in the past tense. Sources of information must be cited properly using the
American Psychological Association (APA) referencing format.]
Organize and present literatures using the main topic and sub-topics implied in the background of the system
or in the statement of the problem.]
[For example, your main topic is about inventory and the sub-topics are the processes/tasks in conducting the
inventory. The main topic and sub-topics themselves are the main heading and sub-headings, respectively.
Thus, you present your review of related systems and studies as follows:
Inventory

__________________________________________________________________________________
__________________________________________________________________________.
_____________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________. ___________________________________________________________.
(continue)

Sub-topic 1

__________________________________________________________________________________
__________________________________________________________________________.
_____________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________. ___________________________________________________________.
(continue)

Sub-topic 2

__________________________________________________________________________________
__________________________________________________________________________.
_____________________
_________________________________________________________________________________________
_________________________________________________________________________________________
____________________. ___________________________________________________________.
(continue)

and so on…

IT 327 – Capstone Project Documentation Template 4

 Chapter 3
Method of the System
<The method of the system refers to the model or method that you will use to develop your system. The
sub-headings in this chapter may vary from one system method to the other. It depends mainly on the kind
of software and the method or model that you are planning to use.
The sub-headings below are examples from a system that was developed using a PROTOTYPE approach or
model. For additional information about prototype, refer to the attached sample. If you use this model, a
brief description is provided below.>
User Requirements and Refinement
<State here the initial requirements of the user that are fully understood. State here as well how did you
gather the initial requirements and how did you refine those requirements.>
Quick Design
<The output of the first step above will lead you to creating a quick design. A quick design is an abstraction
of the user requirements using a model. You can use a state model or any other model appropriate for
your system. For your reference, you may use any Systems Analysis books and Software Engineering book
by Ian Somerville. >
Building Prototype
<A prototype is a trial version of your software. This is a running program using the initial user
requirements but a complete program yet.>
Customer Evaluation of the Prototype
<Ideally, the prototype must be shown to your customer or client for critiquing and evaluation. During the
presentation, explain in a step-by-step manner each function or requirement defined earlier in the process.
Allow your client to critique and make suggestions. Document or record the proceedings of this event (e.g.
suggestions etc) as they may be additional requirements. Analyze them.>
Refined Prototype
<Integrate the additional requirements above. The system evolves now as new version. The process of
refinement will continue until all major users’ requirements are integrated.>
<For system/software to be developed using the SDLC or waterfall model, see separate sample attached.>

IT 327 – Capstone Project Documentation Template 5

 Chapter 4
User Requirements and Specifications
<This chapter presents the user requirements and specifications categorized as input, output, process and
control specifications. For example, identify all user requirements that will fall as input.>

Input requirements and specifications

1. Requirements and specifications 1
2. Requirements and specifications 2
3. Etc.

Output requirements and specifications

1. Requirements and specifications 1
2. Requirements and specifications 2
3. Etc.

..up to Control requirements and specifications

Chapter 5
System Design
(to be replaced with approved name of the System)

Entity-Relationship Diagram
Data Dictionary
 Show table with sample values/entries
Context Diagram
Diagram O
Lower Levels Diagram
Process 1
Process 2
Etc.

Chapter 6
Performance Analysis
<This chapter presents the performance analysis of the system. The analysis will focus on performance of the
system in terms of processing data, searching, saving, printing reports, starting-up the system, etc, and how it
responds to unexpected events such as user entering the wrong value or input. Analysis must be expressed in
specific terms e.g. it took 10 seconds to respond after clicking the ‘search’ command or it took 15 seconds to
print 1 page of the report using a desk jet printer, etc.>

Chapter 7
Conclusion

IT 327 – Capstone Project Documentation Template 6

Reeferences

Books

Acevedo, Edgar J. (2001). The Status of IT Application in Notre Dame Schools in Jolo. EJA Publishing House,
214 C Tres de Abril St, Cebu City.

URLs

__________ (2008). The GUI. Httpt://www.ndjc.edu.ph/. Date Accessed: September 29, 2009.

IT 327 – Capstone Project Documentation Template 7

 Appendices

Permission letter
PIECES Framework
Survey questionnaire/interview question etc.
Officer forms/OR/etc.

General Document Format

Paper size : 11”x 8.5”

Page margins : Left Margin: 1.4” and Top/Bottom/Right: 1”
Font style and size : Times New Roman/12 point size

Document Alignment

1. All Chapters and Chapter Titles (e.g. Chapter 2) must be center-aligned and bold.
2. All sub-headings (e.g. Introduction, Statement of the Problem, etc) must be left-aligned, bold and title
case.
3. All first lines of body texts must be 0.5” indented from the left margin and left-aligned.
4. All line spacing must be double-spaced.

<See sample below>

Chapter 1
Introduction

Company Profile

____________________________________________________________________________________
___________________________________________________________________________________________
_________________________________________________________.
____________________________________________________________________________________
___________________________________________________________________________________________
________________________________________________________________. .. [continue]

Background of the System Study [example 1]

People use computers in many ways. In business, computers track inventories with bar codes and
scanners, check the credit status of customers, and transfer funds electronically. In homes, tiny computers
embedded in the electronic circuitry of most appliances control the indoor temperature, operate home
security systems, tell the time, and turn videocassette recorders (VCRs) on and off. Computer programs, or
applications, exist to aid every level of education, from programs that teach simple addition or sentence

IT 327 – Capstone Project Documentation Template 8

construction to programs that teach advanced calculus. Educators use computers to track grades and
communicate with students.
Computer is defined as an electronic device that accepts processes, stores, and outputs data at high
speeds according to programmed instructions efficiently and consistently. Undoubtedly, computers have gone
way too far from just a machine used for completion of specific task. This character comes in handy in the
development and automation of the teacher’s attendance system for the NDJC Dean’s Office.

Background of the System Study [example 2]

The academic deans are the chief executive and administrator of the various colleges or other
academic divisions of an institution. For example, at a large university, the College of Liberal Arts and Sciences,
the College of Education, and the School of Law each have a dean who is appointed by the president or the
academic vice president. Frequently, deans have had experienced as chairpersons of academic departments in
the institution. The responsibilities of deans typically include implementing policies established by the board of
trustees and the president; preparing the budgets and overseeing the spending of funds within the academic
division; supervising the faculty; recommending faculty in their college or school to the academic vice
president for appointment, promotion, tenure, or termination; and maintaining or increasing student
enrollments in their college or school.
[more discussions at least 2 pages]

Statement of the Problem

The development and automation of the Teachers Attendance Management System for the NDJC
Dean’s Office is the focal point of this study. After several personal interviews carried out by the team,
problems and difficulties have been identified.

These problems have manifested in the following manner:

1. Time – Consuming in processing the records.

Based on our personal interview to the in-charge personnel, the records are separately written on
different document after he checks the individual class period attendances of the teachers. Afterwards, still he
would need to prepare the encoding of these data. Using the Microsoft word processor, he then prepares the
tables for the data then breaks it down to their specific title; this will take several minutes or so after he could
start encoding them. Then he would store his works in the computer’s hard drive as a document. Not
mentioning the retrieving of the data when it is needed which entails another human effort and time.

IT 327 – Capstone Project Documentation Template 9

2. Data Inconsistency and Inaccuracy

Since the data undergo many processes before it could be encoded into the computer, the odds of
confusion and error are inevitable because the data are written on paper. When this happens, it could lead to
data inconsistency and inaccuracy.

Objectives of the System

General Objectives

The main objective of this study is to develop a prototype software application of the Teachers
Attendance System. This is for the office to manage efficiently and accurately the attendance of the teaching
personnel and for the personnel in-charge to produce consistent information or report.

Specific objectives

Specifically, upon the implementation of the proposed system, the personnel in-charge will be able to:

1.1. Create a database to store teacher’s attendance.

1.2. Create a search, save…

2.1. for problem no. 2

Note: Each objective correspond to a specific problem stated in the statement of the problem section.

Scope and Limitation of the System

Scope of the System

<This section should be written in paragraph form, not bulleted list.>

The study is confined to the creation of functions and/or features that are required by the system
according to the user specifications. Looking forward to its completion, the system will be able to perform the
following tasks:
 Update the faculty attendance records in the tables.
 Scan and retrieve specific entries in the database fast and efficient.
 Monitors absences and leaves of the faculty members.
 Calculate automatically the deductions for absences due for each teacher.
 Produce report according to the user’s format.

IT 327 – Capstone Project Documentation Template 10

Limitation of the System

The system has several limitations as of the moment due time and financial constraints of the
proponents. Among them are:
 May not run with other Internet browsers, but runs in the widely used Internet browser (e.g.
Internet Explorer, Netscape Navigator, Opera, etc.)
 Information is accessible only to users knowledgeable with the Internet especially those in quests
for more information about AIDS
 The Web application has some features which might not be supported by other Internet browsers
(Java Scripting, Flash, VB Scripting)
 May not run efficiently with lower versions of Windows Operating System (OS lower than
Windows 98)
 Will not necessarily replace the traditional way of information dissemination
 Uses ASP (Active Server Pages) scripting only
 User may not be able to download the contents of the entire site
 Movie and audio files may not run with lower versions of Media Player (Preferably Windows
Media Player Version 7.0 or up)
 The proposed site initially subscribes to a free hosting site from Geocities.com (where most of the
site’s contents are uploaded) and 7host.com (where ASP files are placed), denoting that the web
host spaces are less compared to paid internet space
 The proposed site also subscribes to free site submissions to internet search engines (These free
site submission sites do not guarantee good traffic of the site and the submission takes longer
period than paid site submissions in the Web.)

Chapter 3

Methodology of the Study

The multimedia system on AIDS Prevention and Awareness greatly encourage users to interact with
the system. This prompts the group to use one of the appropriate software engineering models - the
prototyping. The succeeding sections present the specific activity that the group undertook based on the
suggested activity of the prototyping model.

IT 327 – Capstone Project Documentation Template 11

Requirements Gathering and Refinement

In this early work, the group had accumulated data and requirements through interviews and
document analysis from the Department of Health. The group was also given the orientation of their existing
system and their objectives in disseminating the information about AIDS.
With the information gathered, the group has carefully analyzed the data which lead to identifying the
necessary requirements of the proposed system, and for the development of the system subsequently. …

Quick Design

Based from the initial requirements, the group has then planned and made the initial model of the
system. Planning what the system should receive from the user and an appropriate output for that input. An
alternative way on how the seminars would be presented has been also planned. For instance, if the project
would be implemented in the Web, a possible input from the user is his choice of links. This link would then be
the locator on where a particular page resides containing the materials the user intends to use.
The initial design was subjected to several tests and allowed the client to make significant suggestions
to improve the functionality of the system. ..

IT 327 – Capstone Project Documentation Template 12