Chapter 1
Introduction
Situation analysis
The capstone project, “Document Tracking System” is intended to be used as a centralized
platform where documents are uploaded. The said project will allow organizations to easily track
and monitor documents for business operations. The system will improve the efficiency of the
organization in organizing important documents to be accessed by authorized personnel in the
company.
With today’s rapid development of technologies, companies and organizations must cope up
with changes and adapt the use of technology to streamline their transactions and business
operations. Documents are an important part of every business operation. Documents are
passed in and out across different departments. Conventionally, the documents are in a form of
hard copies, personally passed on to every employee which consumes valuable time and effort.
Without an effective system to track the movements of the documents, the business may
produce an ineffective service and customer experience will be highly affected. Businesses
require an efficient system that will streamline the process of all document-related transactions.
To address the above-mentioned concerns, the researchers of the study proposed an
automated Document Tracking System. The proposed system will electronically keep all of the
documents for easy tracking and retrieval. The automated document tracking system will allow
smooth exchanging of documents across different departments since authorized staff can easily
and conveniently access the documents they needed. The users can easily retrieve and commit
updates on the files uploaded in the system. The proposed system will eliminate the paper
works and physical storage needed for storing important documents. It will remove all the
difficulties and errors in tracking documents encountered in the manual approach.
Research Paradigm
INPUT PROCESS OUTPUT
ICT Profile of
polytechnic college of
la union
1. Questionnaires
1. Hardware 2. Interviews
2. Software 3. System
I DOCUMENT
3. People ware development
4. Network using rapid TRACKING SYSTEM
5. Service application FOR POLYTECHNIC
4. Level of COLLEGE OF LA
acceptance UNION
using tam
FEEDBACK
Figure 1.Shows the study's paradigm, which illustrates the input, process, and
output.
The paradigm in figure 1 shows the interaction of the Input-Process Output
(IPO) variables that were used in the development and determination of the perceived
features of the document tracking system. The mentioned input was processed by way
of validating in terms of acceptability to produce an accurate, efficient, reliable, and
secure document tracking system.
Statement of Objectives
The study aims to develop a system entitled “Document Tracking System” which seeks
to have the following Purposes
The result of the study prompted the researchers to recommend the implementation of the
system. The developed project is highly recommended for its efficiency and reliability that can
be rendered to the intended users. The researchers suggest that the intended users must have
enough knowledge of how the system works.
The researchers of the project specifically recommend the following
1. The researchers suggest that school and organizations should implement the
system to improve business efficiency.
2. The implementation of the system is highly recommended for it will streamline all
document-related transactions.
3. The developed system is recommended for it will help student and employees
easily track, retrieve, revise and update different documents.
Time and Place of Study
Definition of terms
Rapid application development (RAD) is a software development process The following
used in the study are defined operationally to understand this research clearly:
Database it is used to store data/records like student records, student’s
information and any data that needs to be stored.
Enrollment it is utilized by the respective school to enroll students.
Registrar is in charge of enrolling students and adding or updating student
information.
Student is the one who will use the proposed system to view his/her online
enrollment process.
Profile of Information and Communication Technology This refers to the
organizations that will help with data collection and the development of the Online
Enrollment System. Hardware, software, people ware, and the network are examples of
these things.
Hardwarerefers a collection of components that make up the actual aspect of a
computer.
Software refers to computer programs that operate on personal computers,
mobile phones, tablets, and other smart devices.
Peopleware refers to those who design or utilize computer system for the
schools
Network refers to the interconnectivity of operations of the Website for Rosario
Integrated School
that prioritizes rapid prototyping over extensive planning. A prototype is a functioning
model that functions in the same way as a product component. The functional
modules are produced in parallel as prototypes and then combined to create the whole
product in the RAD paradigm, allowing for faster product delivery.
Technology Acceptance model(TAM)many research have been undertaken, resulting in
revisions to the model that was first proposed.
Level of Acceptability Refers to a successfully constructed application based on the
Technology Acceptance Model's assessment. Perceived utility, perceived simplicity of
use, and user acceptance were all factors in determining the quality of convenience
developments.
Perceived Usefulness (PU)it relates to how much a person believes that using a given
framework would boost their job performance.
Perceived Ease of use (PEU)is the degree to which the individual assumes that using a
certain framework will be able to use it effectively.
Significance of the Study
The success of the project is significant to the following individuals or groups:
School Organizations-The success of the system is deemed beneficial to different companies
or organizations. The system will assist them to efficiently keep and store important documents.
The system will also make the tracking and updating of documents easy, fast and convenient
Employees- Authorized employees can easily access the documents they needed. They can
also conveniently upload the documents in the system for safekeeping and easy retrieval during
committing updates.
Researchers-Their journey in conducting the project can be a charge to their experience as
developers. Developing the project will further enhance their skills and knowledge as
researchers.
Future Researchers-They can use the study as a reference in making their version of the
Document Tracking System.
Scope and Limitations
The researchers mainly focus on designing, developing, and implementing an automated
document tracking system. The system will function as a repository of documents, tracking
platform, and retrieval platform for different documents. The system will allow authorized
members of organizations to electronically access documents to create updates. The
respondents of the project are the intended users like school, companies, organizations, and
employees.
Chapter 2
Methodology
