Efficient Online Task Management System for NORSU Offices

CHAPTER 1

THE PROBLEM AND ITS SCOPE

The rationale of the Study

People in the current world are overloaded with tasks. People must manage numerous

jobs effectively to deal with this overload (Neal, Ballard, and Vancouver, 2017). Efficient

task management is most important in the modern workplace, and its importance is amplified

in educational institutions like Negros Oriental State University (NORSU). Managing tasks

and responsibilities within NORSU offices can be a complex and multifaceted process. With

the ever-increasing demand for streamlined operations and improved productivity, the need

for a sophisticated online task management system has become evident. This capstone project

aims to address this need by developing an Efficient Online Task Management System

tailored specifically for NORSU offices. OTMS is a system that will help people manage

several tasks without exceeding deadlines.

The world is evolving, and so is technology. Many organizations used paper-based in

manually inputting their task and used them as their basis for accomplishing tasks. OTMS

will be able to help them navigate the tasks they have in a day and will be notified once the

task is not performed. This system easily assigns tasks to avoid all the time-consuming and

unnecessary meetings (Kumbhalkar, et al., 2018). The online task management system has

been doing a very good task in eliminating the need for hard copies, spaces, protocols, and

time.

The efficient online task management system for NORSU Offices is the tool for

creating and managing tasks through the project life-cycle, is a web application that aids in

tasks, Organizing, Streaming, and prioritizing the object or project can also be complete.

They allow information, metrics, reporting, analytics or any other files to be easily shared

over an internet connection.

 This study aims to help faculty and staff provide efficient real-time tracking, organize

and manage tasks, share information, and communicate with each other.

Statement of the problem

This study aims to develop an Efficient Online Task Management System uniquely

tailored for Negros Oriental State University (NORSU) offices.

Specifically, this study seeks to answer the following problems:

1. What is the current task management and monitoring of Negros Oriental State University

BSC?

2. What are the problems encountered by the different offices of NORSU–BSC on task

management in terms of :

2.1. Task organization;

2.2. Task monitoring;

2.3. Task Reporting; and

2.4. Task Management Analysis.

3. What are the end-user requirements needed in the development of Online Task

Management System in terms of :

3.1. Task organization;

3.2. Task monitoring;

3.3. Task Reporting; and

3.4. Task Management Analysis.

4. What is the acceptance level of the Efficient Online Task Management System for NORSU

Offices in terms of:

2.1 perceived usefulness; and

2.2 perceived ease of use?

Significance of the Study

The outcomes of this study can offer advantages to the following parties:

NORSU Offices. The university offices will benefit directly from the implementation of

an efficient task management system, as it can enhance their operations, improve

productivity, and streamline administrative tasks.

Faculty and Staff. This study would help the faculty and staff manage their schedule,

prioritize tasks effectively, and track the progress of tasks and projects. They can easily

see which tasks have been completed, which are in progress, and which are pending.

Advisors. Advisors can use the system to assign tasks to faculty or staff members when

they need assistance with student support or other responsibilities. This can ensure that

tasks are distributed fairly and efficiently.

Researchers. This study will provide an opportunity for researchers to apply, improve,

and further develop their expertise in programming and system development.

Future B.S Information Technology Researchers. The findings of this study could

potentially serve as a future point of reference for incoming B.S Information Technology

students who shall likewise be developing a system.

Scope and Limitation

In an era of increasingly complex administrative tasks and the growing demand for

efficient information management, Negros Oriental State University (NORSU) recognizes the

need to streamline and enhance its internal office processes. This study aims to design and

implement an Online Task Management System tailored to the specific needs of NORSU's

various offices. The proposed system will facilitate the tracking, assignment, and monitoring

of tasks, enabling improved communication and collaboration among staff. By creating a

centralized and user-friendly platform, this system will help NORSU offices enhance

productivity, reduce administrative bottlenecks, and ensure more efficient service delivery,
ultimately contributing to the university's mission of excellence in education and

administration.

The functionality of the system requires an active internet connection for access.

Access is strictly limited to authorized personnel, namely faculty members and staff. This

approach is intended to safeguard sensitive administrative data and ensure that the system's

resources are used solely for the intended institutional purposes. By restricting access to

designated individuals, the system aims to maintain a secure and efficient environment for

managing crucial tasks and maintaining the integrity of confidential information within the

institution.

Definition of Terms

Efficient Online Task Management System: This refers to the central objective of this

study, a digital platform designed to streamline, automate, and enhance the processes related

to task management within Negros Oriental State University (NORSU) offices. The system

aims to facilitate the creation, allocation, tracking, and monitoring of tasks in an online

environment, ultimately improving productivity, communication, and administrative

effectiveness.

NORSU Offices: In the context of this project, "NORSU Offices" represent the various

administrative and academic units within Negros Oriental State University, including

departments, divisions, and support services, where tasks and responsibilities are managed.

The project focuses on developing a tailored solution to meet the specific needs of these

offices.
Theoretical Framework

1. Planning phase. The Planning Phase is the foundation of the project, where the

objectives and scope of the online task management system for NORSU Offices are

defined. In this phase, the project team conducts a thorough analysis of the current

task management processes within NORSU Offices, identifying the specific needs

and requirements of the end-users. Additionally, the project's feasibility, budget, and

timeline are outlined. Clear objectives and a project plan are established, guiding the

entire development process.

2. Feasibilty Study Phase. In this phase, the project team assesses the technical,

operational, and economic feasibility of the proposed system. Technical feasibility

evaluates whether the required technology is available and whether the team has the

necessary skills. Operational feasibility examines whether the system aligns with the

organization's processes and goals. Economic feasibility looks at the cost-benefit

 analysis to determine if the system's development is financially viable for NORSU. A

comprehensive feasibility study helps in making informed decisions on whether to

proceed with the project.

3. Requirments Gathering and Analysis Data. During this phase, the project team

collects detailed requirements for the online task management system. This involves

collaborating with NORSU Offices' stakeholders, including faculty, advisors, and

administrative staff, to understand their specific needs and workflow. The

requirements are then analyzed and documented to create a comprehensive

understanding of what the system must accomplish. The project team ensures that the

system aligns with NORSU's goals and the unique demands of the offices.

4. Design Phase. The Design Phase involves creating a detailed blueprint for the online

task management system. This includes the architectural design, user interface design,

database structure, and data flow diagrams. The team considers factors like user

experience and accessibility, ensuring the system will be user-friendly for both faculty

and advisors. This phase serves as the foundation for the actual development of the

system, outlining how it will meet the defined requirements and provide efficient task

management.

5. Development Phase. In the Development Phase, the project team writes the code and

builds the online task management system based on the design specifications. They

implement the system's functionalities and integrate it with the NORSU network

infrastructure. Extensive testing is conducted to ensure that the system functions as

intended and meets the requirements gathered in the earlier phases.

6. Testing Phase. The Testing Phase involves rigorous testing to identify and rectify any

issues or defects within the system. This includes functional testing to verify that the

system's features work correctly, as well as performance testing to assess its speed
 and responsiveness. The project team also conducts user acceptance testing (UAT) to

ensure that the system meets the expectations of NORSU Offices' end-users. Any

identified issues are addressed to ensure the system's reliability and efficiency.

7. Implementation and Deployment Phase. In the final Implementation and

Deployment Phase, the online task management system is deployed to NORSU

Offices. This includes data migration, training for users, and providing ongoing

support. The project team ensures a smooth transition from existing task management

processes to the new system, striving for efficient integration into daily office

operations.

1. Planning Phase. In this initial phase, the project team will identify the scope,

objectives, and requirements of the Efficient Online Task Management System for

NORSU Offices. This involves understanding the specific needs of NORSU's

administrative and academic units, setting project goals, defining the project schedule,

and establishing the project team's roles and responsibilities.

2. Analysis Phase. During this phase, the project team will conduct a thorough analysis

of the current task management processes in NORSU Offices. This includes

identifying the existing challenges, bottlenecks, and inefficiencies in the current

workflow. The team will gather requirements from various stakeholders and end-users

to ensure that the proposed system addresses the specific needs and expectations of

NORSU. Through comprehensive data gathering and analysis, the project team will

lay the groundwork for the system's design and development.

3. Design Phase. In this phase, the project team will create the architectural design and

system specifications for the Efficient Online Task Management System. This

involves designing the user interface, database structure, and system functionalities
 based on the requirements identified during the analysis phase. The team will create

detailed mock-ups, wireframes, and system flowcharts to provide a visual

representation of the proposed system. The design phase ensures that the system's

structure and features align with the project's objectives and meet the specific needs of

NORSU Offices.

4. Deployment Phase. During the development phase, the project team will begin

building the Efficient Online Task Management System based on the approved design

specifications. This involves coding the system, integrating necessary functionalities,

and creating the database infrastructure. The team will follow coding best practices

and standards to ensure the system's reliability, scalability, and security. Regular

communication and collaboration among team members are essential to ensure the

timely completion of the development phase.

5. Testing Phase. In this critical phase, the project team will conduct comprehensive

testing to identify and address any issues, bugs, or errors within the Efficient Online

Task Management System. This includes performing unit testing, integration testing,

and system testing to validate the system's functionality, performance, and security.

The team will also involve end-users and stakeholders to gather feedback and ensure

that the system meets their requirements and expectations. Comprehensive testing is

crucial to delivering a robust and reliable system that effectively addresses the task

management needs of NORSU Offices.

6. Implementation Phase. The implementation phase involves deploying the Efficient

Online Task Management System in the NORSU Offices environment. The project

team will carefully plan and execute the system deployment, considering factors such

as data migration, user training, and change management. The team will closely

monitor the system's performance during the initial deployment to ensure a smooth
 transition from the existing task management processes to the new system. Effective

communication and user support are essential to facilitate a successful implementation

and promote user adoption of the new system.

7. Maintenance Phase. The maintenance phase involves ongoing support, monitoring,

and updates to ensure the continued functionality and performance of the Efficient

Online Task Management System. The project team will address any post-

implementation issues, provide user support, and make necessary system

enhancements based on user feedback and evolving requirements. Regular

maintenance and updates are crucial to keeping the system aligned with the changing

needs of NORSU Offices and ensuring its long-term effectiveness and sustainability.

Conceptual Framework

Review Related Literature and Studies

Swapnil Kumbhalkar , Shubham Meshram , Grishma Hedaoo , Raksha Tabhane , Priyanka

Thoke; Prof. Mukesh Barapatre (2018). "Online Task Management System" Iconic Research

And Engineering Journals Volume 2.

Kamsin, Amirrudin (2014). “Improving Tool Support for Personal Task Management (PTM).

Sulay pa: Adya, A., Howell, J., Theimer, M., Bolosky, W. J., & Douceur, J. R. (2002).

Cooperative task management without manual stack management. USENIX

Annual Technical Conference, 289–

302. https://www.microsoft.com/en-us/research/wp-content/uploads/

2002/01/USENIX2002.pdf

Adya, A., Howell, J., Theimer, M., Bolosky, W. J., & Douceur, J. R. (2002). Cooperative task

management without manual stack management. USENIX Annual Technical Conference,

289–302. https://www.microsoft.com/en-us/research/wp-content/uploads/2002/01/

USENIX2002.pdf

Research Methodology

This section covers the planning and design aspects of the system. It also includes the

research design, research environment, reseach respondents, research intruments, data

gatherings procedure and statistical treatment of data.

Research Design
 This study employs a descriptive research design to comprehensively investigate the

current task management processes in NORSU Offices, identify challenges, and develop a

tailored online system for improvement.

Research Environment

Negros Oriental State University (NORSU): The research will be conducted within

the NORSU administrative and academic offices, providing insights into the specific

organizational context and operational requirements.

Research Respondents

NORSU Office Staff: The primary respondents include staff members, administrators,

and office managers in various NORSU offices who are directly involved in task

management.

Research Instruments

Surveys and Questionnaires: Customized surveys and questionnaires will be

developed to gather quantitative and qualitative data. These instruments will assess current

task management practices, challenges, and expectations for the online system.

In-depth Interviews: Face-to-face or virtual interviews will be conducted with key

stakeholders, including office managers and administrators, to obtain more detailed insights,

recommendations, and specific requirements for the system.

Data Gathering Procedure

Surveys and Questionnaires: These will be distributed electronically to NORSU office staff,

allowing them to provide feedback and insights on their current task management processes

and system requirements.

In-depth Interviews: A series of structured interviews will be conducted with key personnel

to gain a deeper understanding of the challenges, priorities, and specific needs within

NORSU Offices.
Statistical Treatment of Data

Survey responses will be analyzed using statistical software to generate descriptive

statistics, such as frequencies, averages, and percentages, to understand the patterns and

trends in the data.

References: