Final 3

Adapting Web-Based Documentation Management System
For Maligaya Elementary School
A Thesis Presented to
The Faculty of the College of Arts and Sciences
Eulogio “Amang” Rodriguez
Institute of Science and Technology,
Nagtahan, Sampaloc Manila
In Partial Fulfillment
Of the Requirements for the Degree of
Bachelor of Science in Information Technology
By:
Bayanay, Angela Q.
Centeno, Ismael P.
Dela Cruz, Jester V.
Sarmiento, Philip Josua G.
2023
Approval Sheet
This thesis on, “Adapting Web-Based Documentation

Management System for Maligaya Elementary School” prepared
and submitted by Angela Q. Bayanay, Ismael P. Centeno, Jester
V. Dela Cruz, Philip Josua G. Sarmiento in partial fulfillment
of the requirements for the degree of BACHELOR OF SCIENCE IN
INFORMATION TECHNOLOGY has been examined and is recommended
for acceptance and approval for ORAL EXAMINATION.
AL F. SANTIAGO, MSCS
Adviser
Approved in partial fulfillment of the requirements for

the degree of BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY
by the committee for ORAL EXAMINATION on February 17, 2023
with the rating of __________.
MERLITA C. LATIP, MIT EDMUND S. ALMAZAN, MSCS

Panelist Panelist
SHEILA MARIE M. MATIAS, Ed.D

Chairman of the Panel
Accepted in partial fulfillment of the requirements for

the degree of BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY.
HAZEL F. ANUNCIO, MIT ROEL P. BALAYAN, Ed.D

Thesis Writing, Professor CAS Research Coordinator
RODORA T. OLIVEROS, M.Sc.

OIC – DEAN, CAS
Thesis Abstract
Title : Adapting Web-Based Documentation

Management System for Maligaya
Elementary School
Researchers : Bayanay, Angela Q.

Centeno, Ismael P.
Dela Cruz, Jester
Sarmiento, Philip Josua
Degree : Bachelor of Science in Information

Technology
Date of Completion : 2022-2023
The development of technology and the internet in

today's generation has been quite rapid, and many people rely
on them as well as any social media site. In order to assist
the Maligaya Elementary School with their manual document
processing requests, we created a web-based online document
management system to streamline their laborious manual
procedure. Using specific tools, procedures, and strategies,
document management systems are used to collect, store,
retain, and manage documents. There are several benefits to
online document management, including flexible access, ease
of use, the ability to log in from different devices, and the
ability to submit requests from anywhere using your devices.
Boost productivity Online document management enables users
to upload their files and have multiple people look at the
data simultaneously. A system for managing documents online
that serves two basic purposes, namely Admin. The primary
user, Admin, has the ability to Add, Delete, and Update any
system-related information. A document database can be
maintained by an admin.
Keywords: Web-Based, Streamline, Simultaneously, Administrators,

Laborious, Systematize.
Acknowledgement
The researchers are taking this opportunity to express
their deep gratitude to everyone who helped us during this
project. The researchers are thankful for their aspiring
guidance, valuable criticism, and friendly advice during
the project work;
First and foremost, thanks to Almighty God and Savior,
thank you for providing us the wisdom, strength, support,
and knowledge we needed to explore things, for guiding us
through all the challenges we faced, and for giving us the
determination to pursue our studies and make this research
possible;
To Mr. Al Ferrer Santiago, MSCS, thesis adviser, for
his trust, valuable advice, and assistance throughout the
study, and especially for his patience and guidance;
To Mrs. Hazel F. Anuncio, thesis professor, for her
efforts, guidance, and perseverance to make this study
successful;
To Mr. Edmnd S. Almazan, Mrs. Merlita C. Latip, and Dr.
Sheila Marie M. Matias, the members of the panel, thank you
for your time, advice, and encouragement to make this study
better;
Mr. Joneil Pontejos, the thesis statistician, for his
time and effort in facilitating the statistical data
required to finish the study;
Mr. Ulysis Entoma, the thesis grammarian, for the time
and effort in checking the grammar of the study conducted
by the researchers;
Dr. Roel Balayan, research coordinator, for sharing his
expertise and knowledge thought out this study
Mr. William Parrotina, ICT Coordinator of Maligaya
Elementary School, for accommodating us and allowing us to
be our beneficiaries;
To the researchers' families, thank you for your
support, love, and encouragement, and especially for your
financial support during the study;
Finally, to our beloved colleagues and friend, for
those joyful meetings, sleepless nights, and all the
support, as well as for sharing their knowledge throughout
the development of this study.
A.Q.B
J.V.D.C
I.P.C
P.J.G.S
Dedication
This study is entirely dedicated as a small token of

our gratitude to our loving parents, who have always been
our guiding light and unwavering source of support. Your
endless encouragement, patience, and sacrifices have been
instrumental in making this achievement possible. Thank you
for instilling in us a strong work ethic, a love of
learning, and the courage to pursue our dreams.
To our siblings and sisters, relatives, mentors,

friends, and classmates who offered words of advice and
support to help us accomplish this study.
Also, to our beneficiary – the Maligaya Elementary

School for the chance and for believing in our ability to
implement the system. We dedicate this to help them in
terms of managing and processing their documents.
Finally, we dedicated this book to the Almighty God,

thanking him for his direction, strength, mental power,
protection, and abilities, as well as for providing us with
a healthy lifestyle. All of these, we offer to you.
A.Q.B
J.V.D.C
I.P.C
P.J.G.S
Table of Contents
Approval Sheet i
Abstract ii
Acknowledgement iii
Dedication v
List of Figures vii
List of Tables viii
List of Appendices ix
Chapter
1 The Problems and Its Background
Introduction 1
Background of the Study 5
Project Context 6
Purpose and Description 7
Objectives of the Study 9
Significance of the Study 11
Scope and Limitations of the Study 12
Definition of Terms 14
2 Review of Related Works
Related Literature 16
Related Studies 27
Synthesis of Related Works 36
Conceptual Framework 38
3 Methodology and Design

Technical Background 39
Approaches and Techniques 40
Methodology 40
Requirement Analysis 41
Population, Sample Size, Sampling 43
Description of the Respondents 43
Research Instruments 44
Data Gathering Procedure 44
Statistical Treatment of Data 45
System Requirements 47
Hardware 47
Software 47
Peopleware 47
Network 48
Dataware 48
4 Results and Discussion

Requirements Documentation 49
Design of Software or Systems 51
Developments and Testing 59
Implementation Plan 62
Implementation Result 67
5 Conclusions and Recommendations

Summary of Findings 93
Conclusion 97
Recommendation 99
References 100
Appendices 106
Curriculum Vitae 137
List of Figures
Figure Pages
1 Conceptual Framework 38
2 Homepage of the System 51
3 Sign In Page 51
4 Registration for New Account 52
5 Student Information Form 52
6 Contact Details Form 53
7 Student Details Form 53
8 Review Request Details 54
9 Final Confirmation 54
10 Admin Sign In 55
11 Dashboard 55
12 Users Panel 56
13 List of Student Request 56
14 List of Processing Student Request 57
15 List of Completed Request 57
16 Agile Methodology 59
List of Tables
Table Pages
1 Demographic Profile of Respondents in Terms of
Gender 67
Respondents 68
3 The Pre-survey Evaluation to Respondents 69

Gender 70

Respondents 71
6 Respondents Evaluation in Terms of Functional

Suitability 72
7 Respondents Evaluation in Terms of Performance

Efficiency 75
8 Respondents Evaluation in Terms of Compatibility 78
9 Respondents Evaluation in Terms of Usability 81
10 Respondents Evaluation in Terms of Reliability 83
11 Respondents Evaluation in Terms of Security) 85
12 Respondents Evaluation in Terms of Maintainability 88
13 Respondents Evaluation in Terms of Portability 91

List of Appendices
Appendix Pages
A Letter to Adviser 106
B Acceptance of Thesis Adviser 107
C Letter to Statistician 108
D Letter to Grammarian 109
E Letter to Beneficiary 110
F Endorsement Form 111
G Consultation Form 112
H Letter to Panelist 113
I System Flowchart 114
J Unified Modelling Language 115
K Entity Relationship Diagram 116
L Plagiarism Test Result 117
M Survey Questionnaire 122
N Certificate from Statistician 134
O Certificate from Grammarian 135
P User Guide 136

1
CHAPTER 1
The Problem and Its Background
Introduction
Technology is a contemporary marvel that has
revolutionized our daily lives and drastically changed the
way we live, especially in this present generation. Computers
and technology are so important and it has a huge impact in
every aspect of work, because it allows the most difficult
tasks to become seamlessly easy and more efficient. As years
go by, we notice that the evolution of technology is very
fast. The world in which we live is one that is dominated by
technology. Along with cultural shifts, technological
progress has been crucial to the growth of human civilization.
Through a variety of clever and creative methods, technology
offers unique ways to do tasks. Today, the majority of people
rely on technology to live their lives quickly and
conveniently. The usage of computers, smartphones and the
internet is at its highest level to date, and it is
anticipated to keep growing as technology becomes more widely
available, especially for the time being. Other fields where
technology is significantly influencing and assisting humans

2
include finance, automation, the automobile industry, and
several more.
In the vast majority of schools, organizations and
companies, a document is necessary. It serves as a record of
information that can be used as a reference and can be
consulted upon needed. It is a tool used to apply for various
employment, to complete processes to qualify for various
educational institutions, and to aid clients with subsequent
care for enterprises. It's crucial to reduce risk as much as
you can in every industry. A powerful defense against
litigation and complaints is documentation. Consent and
expectations are ensured by documentation. It is beneficial
to describe the reasoning behind your choices and how you or
your client reacted in certain circumstances. To ensure
proper and correct transactions, adequate management of
source documentation is a crucial yet frequently ignored
element. A software product's quality is enhanced by the
inclusion of documentation, which makes it easier to maintain
track of all parts of an application. Document management
system is an automated system for processing, managing,
organizing, and tracking information. It is more advantageous

3
than the manual method of organizing the papers because it
saves a lot of time and causes less trouble for either the
requestor or the staff.
In particular, a document is also applicable in academic
records, such as grades, report cards, certificates of good
moral character, enrollment registration forms, and etc.,
provide insight about student progress and assist parents and
teachers in making critical decisions about students'
learning needs. Teachers and other school personnel can
maintain accountability for student matters by using
attendance records.
To effectively manage the document process, schools
should have a documentation management system. If a requester
needs a document for school, all they have to do is visit the
school website and complete the request form. Think about how
many people are going to the registrar to request the
documents they need, and how few people are in charge of
managing those documents. If you can see it, they won't be
able to deliver the documents promptly because they have other
tasks that they must complete first, which means the
requester's request will be delayed in being fulfilled. Due

4
to the fact that they won't spend their time, requesting
online is the simplest method. Online request tracking is
available.
Mostly, when it comes to handling the document, all of
the schools used a manual procedure. Both the staff and the
requester find this process annoying. When asking something
manually at the school, you should put a lot of effort into
it because occasionally they can't handle all the requests,
leaving them pending and requiring the requester to wait until
it becomes available.
In today’s electronic world, requesting your document
online is applicable, especially in our current situation
that the world has changed because of a pandemic. Face to
face interaction is prohibited nowadays, so online
transactions are relevant.

5
Background of the Study
The Maligaya Elementary School has a lot of problems
with the manual processing that their school has, especially
with the requesting of documents of students and employees.
Requesting a Document is an act of asking for an original
copy or a xerox copy of a certain document that a student or
employee of school needs.
With the manual processing of requesting a document from
the school, Maligaya Elementary School encountered a lot of
difficulties and problems entertaining the requests from both
students and employees of their school. Some of the problems
that Maligaya Elementary School encountered is the timeliness
of accepting and processing the request, since the requester
would need to go to the school to manually fill-up the form
for requesting a document and submit it personally to the
school personnel that handles the request. Another problem is
that the Maligaya Elementary School has in attending the
request for documents is that the school has a lack of staff
or personnel that accepts and process the request of a student
or an employee, this problem results to a piled-up of
requests, and the first come first serve basis is being

6
neglected since due to a piled-up of request form the school
is processing the request that is on top of the form requests.
Manual Requesting of documents in Maligaya Elementary
School is way inconvenient, untimely, and is a much slower
process. It is also requiring a physical contact with
teachers, school clerk, or personnel that would process the
requests, and it is still a problem with our country, since
pandemic and covid-19 is still haven’t completely solve by
the government it is still advise to keep the social
distancing and the physical contacts between persons. That is
why having a manual requesting documents of a student and an
employee is putting the both requestor and school personnel
at risk of being infected with Covid-19.
Project Context
The researcher’s Proposing Online Document Management
System in Maligaya Elementary School to help the employees
and students from suffering for getting their documents. The
registrar of schools in Maligaya was still in manual process
by providing documents for their employees and students. The
registrar school of Maligaya has a lot of documents to process

7
and manage such as the information of students, records grade,
certificate etc. and also for their employees. Processing
documents manually, when employees or students make a request
from the school for a document, it takes a lot of time and
effort like filling up a request form which will then be
processed by the guidance officer and school head after that
they will find the exact document that the requester is asking
for. Sometimes there are no assurances if the document of the
requester is still kept by the guidance or registrar and
sometimes, they are unable to find the document that the
requester needs, so it results in them asking the requester
to come back tomorrow or other day when it's available time
so they can have time to find the document that they
requested.
Purpose and Description
The main objective of this thesis project is to construct
a fast, accurate, secure, user-friendly online document
management system. One of the crucial initiatives for the
school's clerk, registrar, staff, and students is the

8
Maligaya Elementary School Web-Based Documentation Management
System, which was planned and constructed by researchers.
This system might replace the schools' present manual
document processing with online-based full software, allowing
authorized users to speed up the request process, give
current, secure, and easy-to-obtain admittance to student
documents/data, and provide accurate results.
The system features include services for logging in and
out, an administrator module, databases and maintenance, and
support assistants.
The administrator feature enables clerks, registrars,
and designated personnel to manage student and employee
requests, observe and post events and announcements, and also
access the newly established system login/logout service
features that users are required to offer like forms and
information data.
9
Objective of the Study
The objective of the study is to have a more efficient
and effective process in requesting, releasing and managing
documents in Maligaya elementary school which is by
implementing a web based online platform in order to have a
good transaction and be well organized between the requester
and registrar office. The implementation system is used to
process all the documents of employees and students. The
goal of the researchers is to provide a system that meets the
standard of (ISO) 25010 which is the quality standard for
evaluation of software around the globe.
This project is set to be developed to achieve the
following objectives:
1. To develop a system that can process and manage documents
of students and employees.
2. To eliminate the manual process of students and
employees for requesting document.
3. To provide a system for admin to easily track the request
of both students and employees.

10
4. To make it as simple as possible for the school clerk
and registrar of handling the requests, pending
requests, and processing requests of a document.
5. The outcome of the project will be tested and evaluated
by researchers using the criteria under International
Standardization Organization (ISO) 25010.
6. Web-based online platform that users must have an
account to make access and request for their document.
7. Creating a database for user files that will identify
and handle by registrar office
8. The system admin is able to create, save, change and
delete for user data.
9. Requires authentication for every user to secure the
personal data in the system.

11
Significance of the Study
The intended recipients of this project are as follows:
To the School - The study's biggest beneficiaries would be
those that adopted technology innovation through online and
applications to speed up their work.
To the School Personnel - Their workload will be reduced by
the system. They won't have to spend a lot of time processing
the students 'employees’ paperwork and request documents.
To the Students - They will feel confident knowing that their
requests for documents will be fulfilled without issue and
that if they require a duplicate, the system will make sure
they can simply get one.
To the Researchers - If the project is successful, this will
enable them to offer additional solutions, hence eradicating
the need for manual methods of problem solving.
To the Future Researchers. Their own adaptation of the web-
based online document management system for students and
employees can be built using the output of the capstone
project as a basis. Documents will act as the relevant

12
literature, and the system can be upgraded in accordance with
the institutions' eventual needs. Finally, the significance
of the study is further underscored by the fact that it will
provide Maligaya Elementary School access to a wider platform
for information sharing to improve it offering a mechanism
for online transactions with efficacy efficiency.
Scope and Limitation
The study was conducted at Maligaya Elementary School
for their employees and students’ documents that were handled
by the registrar office.
This study aims to help the students or their guardians
and employees by implementing a Web-Based Online Document
Management System platform that will process the document/s
requested by the requestor.
The Researcher gathers information from the registrar of
which document is commonly requested by employees or students
of Maligaya Elementary School thus the documents that the
registrars mentioned to the researchers are the only

13
documents that would be available in the system for users to
request.
The system that the researchers will create is limited
to only allowing the user to request a document/s and track
the status of their request, while the admin will be able to
accept, process, and directly sent an email to the users that
the document is ready to pick-up, admin can also track and
generate a report for all the requests on the system.
Finally, the proponent in the course of evaluating the
software quality characteristics of the proposed system shall
adopt ISO 25010 software quality criteria of functionality,
reliability, usability, efficiency, maintainability and
portability as the criteria being applicable in this type of
project study.
14
Definition of Terms
The following terminology were defined according to
their usage in the study for ease of understanding.
Accurate. Correct in all details, precise in facts,
measures, and statistic
Administrator. provides office support to either an
individual or team and is vital for the smooth-running of a
business.
Authorized. Having official permission or approval.
Automated System. Conceptually, it refers to the method used
to increase production and reduce cost.
Documents. Is a record of some information that can be used
as an authority or for reference upon need.
Employees. Is a person who has signed an employment contract
and agreed to be hired to perform labor in exchange for
compensation. Another user who has access to the proposal
system.
15
ISO 2510. Software engineering product quality that was an
international standard for the evaluation of software
quality.
Proponents. Person who makes a proposal or proposal.
Requester. The person who asks for something or who makes a
request.
Student. A somebody who attends school. Anyone is eligible
to use our proposal system.
System. A set of things working together as parts of a
mechanism or an interconnecting network.
Web-Based. A web-based application is any program that is
accessed via HTTP over a network connection rather than
existing in the device's memory.

16
CHAPTER 2
Review of Related Literature
This chapter deals with the review of related literature
and systems conducted locally and other countries which are
related to the present study which have provided some
insights about the present study. The information gathered
will serve as the path for the researchers on how to deal
with this study.
Related Literature
The literature presented in this study gave insight to
the proponent on how to go about this project study.
Local Literature
According to Hernandez (2020), Modern schools and
universities deal with loads of files, so it’s not surprising
that they developed a need for streamlining and high-quality
information support of their processes, which determines
their implementation of electronic document management
systems. Keep reading if you want to learn all about the main
benefits of implementing a document management system for
educational institutions.
17
The goals of implementing electronic document management
systems are as follows:
1. Creation of a single database in the organization.
2. Ease and efficiency of working with documentation.
3. Minimization of file loss.
4. Control over documentation, its efficient storage.
5. Improving the efficiency of the entire organization as
a whole.
Based on the article that Hernandez wrote, adapting an
online platform for document processes is way far better than
using a manual approach, especially for schools and
universities that caters a large number of files and requests
from the students.
Miñon, Lim, Morano, Fajutagana & Fabito, (2016) stated
that the Universities typically hold large amounts of
documents that contain important and sensitive data. These
documents are needed to be kept securely as it passes from
one office to another, restricting any unauthorized access.
Manual submission of papers to offices revealed that it is
subjected to being unmonitored, misplaced and takes a lot of
time to be processed if not properly supervised.

18
According to the statement above, schools and
universities are usually the ones who need to have a secure
system to protect the documents and important or sensitive
data of both students and employees from unauthorized
persons. Since most of these documents contain important and
confidential data about the person and the school.
According to Arif and Mahoto (2019) A well-maintained
document management process helps businesses remain compliant
with recordkeeping regulations, avoid security risks, and
streamline the overall workflow and productivity of the
company. In order to maintain an effective document
management system for paper documents, there are usually a
few components involved.
According to Arif and Mahoto, having a well-managed
document process can help the beneficiaries to keep all the
documents and data secure, and it promotes faster and best
flow for managing the documents, and implementing such a
system will eliminate the risk of unsecured transactions.
Malak (2022, June 19) stated that some of the document
management system benefits include improving your overall

19
business operations, cutting costs, increasing productivity,
securing your documents, improving collaboration, increasing
compliance, and, most importantly, putting you on the path to
a fully digital workspace. A document management system (DMS)
is a system used to track, manage and store documents and
reduce paper. Most are capable of keeping a record of the
various versions created and modified by different users
(history tracking). There are many reasons to invest in a
document management system. The most important reason is
likely to be the increased efficiency and productivity that
it can bring to an organization.
Malik said that having a document management system
gives a lot of benefits to the administration such as
providing secured transactions between students or employees
and the school personnel. Also, adapting a documentation
system will reduce paper consumption, and users will be able
to track the status of their request through the system.
As stated in Weller, J. (2022) Records management (RM),
also known as records and information management (RIM), is an
organizational function responsible for the creation and

20
maintenance of a system to deal with records throughout a
company’s lifecycle. Document management is part of records
management since many documents are records. However, not all
records are documents. Document management concerns more of
the day-to-day activities involving physical or digital
files, like capturing, storing, modifying, or sharing them.
Forms management can be an important part of records
management. For many organizations, the largest volume of
records consists of printed or electronic forms.
According to Weller, managing a document and records is
a must have since it is an everyday transaction. Especially
with schools and universities that mostly hold a large pile
of documents from students and employees of the school.
LogicalDOC (2022) stated that by using a document
management system, users can easily communicate and
collaborate with one another. Documents are not created or
consumed in a vacuum – information is created for a purpose!
Furthermore, the flow of documents through the business cycle
can be tracked and managed, from sharing and collaboration,
through approval, to reviews and revisions. Even if you start

21
from paper documents, you can digitize them and then let the
document management software handle their conversion into
digital documents and organization in filing cabinets.
Based on the statement above of LogicalDOC, having a
digitized version of your documents can help admins and
personnel of school finish tasks quickly since the document
management system will make the work easier for the
administration to edit and add the information of the
requester on the documents that are digitized.
Adobe (2020) The best document management software also
comes with a built-in advanced search feature to help you
locate what you need when you need it. This is a quick and
easy way to improve your business processes. If your current
collaboration tools are lacking, document management tools
will reduce your stress. They allow multiple people to work
on an electronic document together and share files. Acrobat,
for instance, features version control that records changes
and edits by each user, so you can go back to a previous
version if necessary. Another benefit of Acrobat is the access
control it provides, so only the users you choose can access
documents.
22
MondayBlog (2021) Now that we’re clear on what a document
management system is, let’s look at why they’re so important:
1. Greater efficiency: employees can spend a lot of time
searching for information that they need to do their
jobs.
a. A DMS makes it easier to find and organize
information, so it’s always right where you need it
when you need it.
2. Higher productivity: if information is well-organized
and accessible to the right people, it means time isn’t
lost reinventing the wheel.
a. Working to a single source of truth avoids
duplication of effort or gaps in tasks, which
increases productivity levels.
3. Improved knowledge sharing: accessible information
doesn’t just lead to higher productivity through
avoiding duplication. When information is shared, it
opens up greater opportunities for standardized and
optimized processes, further improving productivity.

23
a. Plus, knowledge sharing means better problem-
solving because there’s often a blueprint for
tackling issues as they arise.
4. Reduced errors: a good DMS includes version control, so
everyone’s always working to the most current
information. This reduces the likelihood of errors
occurring and supports effective collaboration.
MondayBlog wants to say that having a document
management system is important since it provides greater
efficiency, higher productivity, improved knowledge
sharing, and reduced errors. So, implementing a document
management system is really a must have for every business
and things, especially with schools and universities.
Foreign Literature
Rozman (2017) stated that Information technology in the
student management system continues to popularize and
promote. It can make management efficient, fast and
convenient. In view of the problems existing in the current
student information management system, such as long

24
development cycle, difficult maintenance and poor user
experience.
According to Rozman, Information Technology can make a
management of documents way faster, efficient, and
convenient, since using Information Technology researchers or
students can create a system that would handle the
documentation process of schools/universities, and other
beneficiaries.
Rowland, S. G. (2018) DMS and document assembly are the
flip sides of one coin. You need the DMS to find out where
you have been and to organize the documents you create. You
need document assembly to leverage those precedents into
automated systems to allow you to handle the work that used
to require an expensive and highly leveraged staff. Put them
together, and you will find yourself more productive, with
more time for your clients.
Rowland wanted to say that having a document management
system can make the transactions more productive and also

25
using a document management system can make work easier that
results in more clients per day.
Fatin Hazwani Kiplie (2018). Digitization system offers
to organizations in capturing important materials that can be
treated as important information and knowledge for users
either for business, study, or research purposes. This is
because the digitization system has the ability to store
manual information (tangible format such as books, letters,
pictures, etc.) into electronic format. The objective of
system development is accessibility, preservation of
materials, meeting customers and getting expectations.
According to Fatin, Systems can make the process more
accessible for users. In this study, an accessible system is
good for the beneficiary so that requesters such as students
and employees can access the system and use the system more
efficiently, and it provides convenience.
Shepherd, E., & McLeod, J. (2020) declared that the
standards on management systems for records are designed to
assist organizations of all types and sizes, or groups of
organizations with shared business activities, to implement,

26
operate and improve an effective management system for
records. The MSR directs and controls an organization for the
purposes of establishing a policy and objectives with regard
to records and achieving those objectives.
Based on the statements of Shepherd and McLeod, the
management system provides an effective flow for the
transactions of requesters and the administration in terms of
documents.
According to William R. Simpson and Kevin E. Foltz (2018)
The goal of information management systems in an enterprise
is to make the right information available to the right
entities at the right times and in the right formats. The
standard approach is to purchase a new system to meet current
needs. Patches, work-arounds, and added components satisfy
the changing future needs while creating an increasingly
complex system, and operational capability slowly degrades
over time as complexity builds. The system is then rebuilt
from the ground up, at great cost and inconvenience, and the
cycle repeats. This paper describes an approach for constant
change. Instead of building the best system possible based on
today's needs, only to replace it in the future, the goal is

27
a system that is capable of evolving toward a better future
in a consistent and directed way.
Related Studies
Unpublished articles and published journals are found in
this part of the study. These contribute to the development
of the proposed system. The proponent also visited local
websites as reference for the formulation of the proposed
study.
Local Studies
Caluza (2017) stated that the document management
system provides an automated way of organizing, capturing,
tracking, approving, storing, accessing, and completing
tasks involving business files and documents.
According to Caluza, adapting an online management
system for documents can computerize every transaction that
school the school has especially with requesting a document
for users and processing the requested documents for the
admin.
28
Belleza, et.al (2020) claimed that the cloud-based
document management software will even provide you a secure
central online repository of your documents where you can
easily search and retrieve files. The document management
system provides an automated way of organizing, capturing,
tracking, approving, storing, accessing, and completing tasks
involving business files and documents. The cloud-based
document management software will even provide you a secure
central online repository of your documents where you can
easily search and retrieve files.
Based on the statement above, a cloud-based document
management system of documents is an effective way of having
an easy and convenient transaction of users in requesting
documents and tracking the document requested.
According to Farin (2022) The use of technology makes
clear that organizations have begun to advance in paper
documents. Documents are slowly becoming obsolete with the
rise There are a variety of online solutions for viewing and
maintaining online documents, as well as incorporating e-
signature technology. Document management systems have

29
unquestionable capabilities, from workflow management to
document security.
According to Farin, technology has become the answer in
slow processing of paper documents, document processing is
way faster now because of the technology that gives capability
for a document to be processed online.
Patimo & Maribojoc (2021) Effective records management
programs are a major element of the governance of any
organization. Based from the surveys, the Northwest Samar
State University was not fully aware on how to do about
the implementation of this act, National Archives of
the Philippines Act of 2007 (R.A 9470). The university
was still relying on the university code for the records
management provisions. This study was undertaken to develop
and validate the acceptability of the developed University
Electronic Records Management System (UeRMS) for Northwest
Samar State University as perceived by the computer experts,
school officials, teaching personnel and non- teaching
personnel. Thus, the idea and assessment of the respondents
towards the design of the system is very critical. Upon

30
validating the developed system, they observed that it was
much faster to search records compared to manual processes.
Danlog, K.P, Rebujio, E., De Guzman, P., Arrieta, K.I.,
Carranza, B.D (2017) Computerized Record Management System
was designed to provide efficient and accurate recording of
records, to maintain and secure the student's records and
easy retrieval of student records, to lessen the workload of
the staff.
According to the cited source above, having a management
system can lessen the workload of staff, in terms of our study
that the school lacks staff and personnel in-charge of
processing requests. Adopting an online management system is
the best solution for this problem.
According to Pascual (2016) this study focused on the
development of a web-based document tracking and management
of a web-based document tracking and management system that
would provide ease in handling, securing, and tracking the
documents in the department of public works and highways
(DPWH) Laguna II District Engineering Office. It would help
the said department on keeping track of their records, storing
the data and providing an easy retrieval of documents. The

31
client/sender could also submit his/her request using the
system.
Dizon, P.J, Jacob, M.J, Ko, J., Reyes, J.J, Domingo, M,
Rodriguez, E. (2017) The client, the Faculty of Medicine and
Surgery of the Pontifical and Royal University of Santo Tomas
existed for 144years already. They are said to be the
Philippines’ oldest medical school. Currently they are having
problems managing the documents going in and out of their
office since they process their documents manually via pen
and paper. Having this kind of process has many flaws. Papers
do have a tendency of being lost. Piles of papers eat a lot
of space in the office, which will then affect the efficiency
of the people working around it. One of the solutions that
could aid their problems is the Document Management System
(DMS). Document Management Systems (DMS), is the use of a
computer system and software to store, manage and track
electronic documents and electronic images of paper-based
information captured through the use of a document scanner.
Regla & Marquez (2020) stated that the system will allow
users to preserve versions of created documents for
historical tracking thus, reducing the occurrence of working

32
on the wrong versions of files. Moreover, the development of
a document management system for a workplace like Romblon
State University will help speed up their workflow, improve
staff productivity, secure information, reduce storage spaces
and improve customer services
According to Jayoma, Moyon, & Morales, (2020) small to
large companies handle multiple forms of records every day.
These organizations could use these records for historical,
demographic, sociological, medical, or scientific research
and serve as benchmarks to measure the organization's future
activities and decisions. The Department of Social Worker and
Development (DSWD) Caraga continuously generates records
daily. Still, their records management system is
conventional, giving them a hard time retrieving and keeping
track of the record's whereabouts. With this, DSWD Caraga
embarked into record's digitization for its management to
ensure the preservation of permanent and valuable papers,
secured and accessible for future reference as required by
the organization's different offices based on existing rules
and regulations in records management.

33
Foreign Studies
Kaupa, S., & Chisa, K. (2020). organizations that have
implemented the Electronic Document and Records Management
System (EDRMS are deemed to be better equipped to handle both
internally and externally generated records. These
organizations are said to operate at a higher level in terms
of efficiency and effectiveness than those that still rely on
manual filing.
According to Rozman, Tomislav & Kocjan Stjepanovic,
Tanja & Raspor, Andrej (2017). How can you live up to such
expectations when project participants come from various
cultures and organizations? They have various beliefs and
statuses within their organizations. Partners use their own
documentation and communication information systems and
processes used within their organizations. For shared project
purposes, yet another documentation and communication system
is usually selected. Project partners’ knowledge and
motivation to use such systems may vary significantly
Artamonova, A. Ionkina, A. , Tretyakova, E. Timofeevb,
A. (2018) Over the last decade active implementation of
workflow automation has taken place in large commercial

34
organizations to improve the quality of work, reduce labor
costs and time input. EDMS in commercial organizations are
designed to automate and combine in one system all the
processes going on inside the company, starting from the work
of the personnel department, ending with a specialized
analysis of field-oriented data. Following commercial
organizations, scientific organizations with a large flow of
information began to turn to the automation of internal
processes
The study of Wresuh (2021) stated that the study of
Database Management System has been widely used by different
offices as it promotes convenience, accuracy, and an
innovative approach of collection of data and records. This
system tends to be a solution for safety keeping and
management of reports that is vital to every organization.
Government Agencies as well as Local Government Units turning
paperless transactions and retrieval of information being at
the tip of the finger of every employee.
Romero, Aljhon D, Rivera, Nicole Anne (ND) The Web-Based
School Records Management System provides a simple user

35
interface to handle student data and can be used to train
students in the record generating process.
Deng Xu, (2016) It puts forward the design principle and
goal of the university administrative management system and
elaborates on the design of function modules of its major
subsystems. We mainly study the functional design of three
major modules, user authentication module, announcement
management module and official document management module. On
the basis of analyzing various data mining models and
algorithms, data mining models are put forward for
educational decision support systems. In addition, we
introduce the scheme of security design. This system
performance is better, and the function has achieved the
desired goal.
Chen, Ta Hang (2021) Automatic document processing is
always a strategy for business executives to improve
operational efficiency. With Optical Character Recognition
(OCR) and machine learning techniques, businesses are able to
apply Artificial Intelligence (AI) to automate the process.
Jinhua Liu, Caiping Wang, and Yanhua Wu (2021) The
traditional university education and teaching management

36
information system has the problems of low information
recall, poor information precision, and long query time.
Synthesis
The reviewed articles, as well as the resources used to
develop the proposed software, can be related to the present
study in terms of the following:
The above-mentioned concepts about the document
management system are relevant to the present study because
it will serve as the foundation for the development of a
school on managing and processing requests of the documents
requested by the requester. And because of that it will reduce
the time and effort requested by the personnel, also less
hassle for both parties.
Manual processing is inferior to a web-based document
management solution in terms of performance. Additionally, a
database is necessary for keeping track of requestor
information, which is comparable to the advised way for doing
so. Systems for related studies are similar to the proposed
system in those only authorized employees, such as the
administrator, clerk, and school registrar, can access them.

37
In order to determine the goals and important factors
that must be taken into account when developing the features
that will be included on the implementation of the project
document management system, the researchers used the concept
of electronic document management system (EDMS), its
significance, and its essential role in the process of
efficient information production and gathering.
The related studies on information management and record
management methodologies provided details and evidence to
assist researchers in building and creating a successful
document management tool. Lastly, another concern is online
access; while some studies claim that their system can be
accessed online, the proposed system is only LAN-based.
As a result, there is a strong connection between the
linked literature and research and the current study in that
both focus on the necessity of incorporating a Web-based
document management system as opposed to the current
procedure used in Maligaya Elementary School.

38
Conceptual Framework
Figure 1. Conceptual Framework of the Study

39
CHAPTER 3
Methodology and Design
This chapter discusses the study's methods and data
collection tools. The chapter also describes how the
developed online enrollment system is completed.
Technical Background
Adapting Web-Based Documentation Management System for
Maligaya Elementary School, is a web-based system that
students and employees of Maligaya Elementary School can
use to file a request for documents in the school.
The researchers had gathered all related research
about the study and had brainstormed about what technologies
will be used. As the study is ongoing, the researchers are
still searching for tools and software that can be used in
developing the system.
The Web-Based Documentation Management System for
Maligaya Elementary School is a requesting process where
students and employees of the school can request certain
documents from the school. The project will be an IT related
study, HTML, CSS, Javascript, PHP, MySQL, are the technology

40
or language that the researchers will use in creating the
system.
Approaches and Techniques
The researchers used a mixed method research approach,
since the research will focus on both qualitative and
quantitative approaches of data.
In a qualitative approach, the researchers will gather
data through interviews with the school principal, guidance
counselor, and school clerk.
In a quantitative approach, the researchers will use
questionnaire, and surveys to know the effectiveness of the
research.
Methodology
The researchers used a descriptive method, in which
the questionnaire is acting as the primary data collection
tool, with the addition of essential personal data and
information obtained through interviews and communication
with the school personnel. This method was chosen because
it is the best way to gather necessary data and information
about Maligaya Elementary School that would help the

41
researchers in finishing the study. This strategy will also
help the researchers to make the system that would solve
the problem of the school with the current approach that
the school has which is the manual processing of requests.
Requirement Analysis
The proposed solution is known as "Online Document
Request" and it consists of computer software that enables
authorized people to automatically request papers for
Maligaya Primary School students and staff. Users of the
system are the students and employees of Maligaya Elementary
School, where they can use the system to make a request for
a certain document/s that they need. Admin of the system
are the school principal, guidance counselor, school clerk,
and personnel in charge of taking care of the request, the
persons mentioned above will use the system to accept,
process, and notify the requestor about the status of their
requests. For software design and development to be
finished, the following goals and objectives must be met:

42
- Web-based online platform that users must have an
account to make access and request for their
document.
- Creating a database for user files that will
identify and handle by registrar office
- The system admin is able to create, save, change
and delete for user data.
- Requires authentication for every user to secure
the personal data in the system.
- Web-based online platform that users must have an
account to make access and request for their
document.
- Creating a database for user files that will
identify and handle by registrar office
- The system admin is able to create, save, change
and delete for user data.
- Requires authentication for every user to secure
the personal data in the system.

43
Population, Sample Size and Sampling Technique
This research study respondents are the Maligaya
Elementary School students and employees. The number of
students enrolled in the school are 7000, and the number of
employees is 170. The total population is 1 ½ fifty million.
The researchers will use 10 students of Maligaya
Elementary School per grade level (Grade 1 - Grade 6) only,
and only 40 employees of Maligaya Elementary School. The total
sample size is 100 people as respondents.
Description of the Respondents
This study was conducted at Maligaya Elementary School.
The school is located at Ilang-Ilang st. Barangay Pasong
Putik, Novaliches Quezon City.
The study used two types of respondents. First, is the
grade 1 to grade 6 students of Maligaya Elementary School.
Second is employees, specifically the teachers or faculty
members of Maligaya Elementary School.

44
Research Instrument
The researchers will use questionnaires and interviews
as the primary data gathering instrument to know how the
proposed system will help the school in terms of faster,
convenient, and easy transactions in requesting and
processing documents.
Part I……..
Part II is the instrument used to measure the effectiveness
of the project, and it includes all of the survey questions that
participants read and responded to.
Questionnaire. The researchers used close ended questionnaire
as an evaluation tool. The researchers tested the validity and
reliability by conducting a pilot study using google form to
collate the answers of the respondents.
Data Gathering Procedure
All the data that was used in this study were personally
gathered by the researchers. The primary data will be gathered
through the questionnaire that will be answered by the sample
size of respondents of the study which is the students and
employees of Maligaya Elementary School. The secondary data

45
that was used in this study were gathered from books and
articles from the internet that are related to the study.
Statistical Treatment of Data
For a clearer interpretation of the data gathered from
the survey questionnaire, the researcher used the following
statistical procedures:
1. Percentile Distribution. Percentile was used to
compute for the percentage on the respondents answer on the
survey conducted.
𝒇
𝑷= (𝟏𝟎𝟎)
𝒏
where;
P = percentage
f = frequency
n = total number of respondents
46
2. Mean. Mean was used to compute for the median of the
respondents answer on the survey conducted.
∑ 𝑓𝑥
𝑋=
𝑛
where:
X = mean
∑ = Sum of all quantities
F = Frequency
x = Legend
N = Total number of respondents
3. Standard Deviation. Standard deviation was used to
compute for the measure of variability or diversity of the
respondent’s answer.
(∑fx − ∑x)2
𝑺𝑫 = (√ )
𝒏
where;
SD = standard deviation
∑ = Sum of all quantities
f = Frequency
x = Legend
N = Total number of respondents
47
System Requirement
Hardware - The system will be deployed online, admins
such as school principal, guidance counselor, school clerk,
and other personnel can use it in computers.
Software - The system is developed using HTML, CSS,
JavaScript, PHP, and MySQL. There is an email verification
for every user that will register in the system, the system
will also require the user to solve captcha as an
authentication every time the user log-ins.
Peopleware - There are two groups of people who will use
the system. The admins and the users.
Admins - The system administration are the school
principal, guidance counselor, school clerk, and other
personnel in-charge of processing students’ requests. The
admins have all the access in the system, like the number of
pending requests, number of processing requests, number of
completed requests. The admins can also add, edit, and delete
the type of documents a student or employees may request.

48
Users - The users of the system are the students and
employees of the school. The users can use the system for
filling-up the form for document requests online.
Network - “Adapting Web-Based Documentation Management
System for Students and Employees in Maligaya Elementary
School” is an online platform for students and employees
document requests. Users and admins must use a Wi-Fi and other
internet connection to access the system
Dataware - The data storage that the system will use is
MySQL Database. The MySQL database will store the user’s
information as well as the documents that they requested,
forms, and reports that are related to the system.

49
CHAPTER 4
Result and Discussion
This chapter presents statistical data related to the
study's objective. This part of the study includes the
related data analysis and interpretation. In addition, we
evaluate International Organization for Standardization
(ISO / IEC) 25010 for system and software quality
requirements.
Requirements Documentation
The researcher had to conduct an initial interview with
the owner to collect primary data before moving on to the
suggested system. After that, the group engages in mind
mapping (a form of brainstorming) and compiles relevant
research that can aid in the system's improvement, such as
those that can be used as development process support tools.
Developing a web-based documentation management system
for Maligaya Elementary School is the aim of this study. We
wish to assist them in transforming their manual, dated
approach for processing requests for documents into a more

50
modern one. The system's development and use will likewise be
of great use to the school. On the other hand, students or
requesters can make requests for the documents they require
while they are at home.
The proposed system is a website that students, staff,
or either school can use to request and process documents
online. The user admin can be utilized by the corresponding
staff to interact with the requester/clients for managing
requests. It ought to be applied to provide a smooth and
effective transaction between the staff and the requester.
The system's features are determined by the standards
outlined by ISO 25010. This software quality model classifies
system quality attributes such as functional suitability,
reliability, performance efficiency, usability, security,
compatibility, maintainability, and portability.

51
Design of Software or System
Website
Figure 2. Homepage of the System
Figure 3. Sign In Page

52
Figure 4. Registration for New Account
Figure 5. Student Information Form

53
Figure 6. Contact Details Form
Figure 7. Student Details Form

54
Figure 8. Review Request Details
Figure 9. Final Confirmation

55
Admin Panel
Figure 10. Admin Sign In
Figure 11. Dashboard

56
Figure 12. Users Panel
Figure 13. List of Student Request

57
Figure 14. List of Processing Student Requests
Figure 15. List of Completed Request

58
Figure 16. Generating Reports
Figure 17. Print Preview

59
Development and Testing
Agile Methodology
Figure 18. Agile Methodology
1. Requirements definition and Analysis of concepts
In this term, as a group, we develop research that may
be used to attain our future goals, which necessitate the
purposeful completion of the online document management
system.
What the stakeholders need:
• The institution should learn more about computers so
that it can easily process and manage requests.

60
What the system must include to satisfy the stakeholder
needs:
• We implemented an online document management system
to minimize the requirement for requesters to manually
request needed documents, allowing them to assure and
request online.
• They also have an admin panel where they can always
control requests and the efficiency of the
institution. They might also have a chart for quickly
generating reports on a daily basis.
2. Planning of sprints
An effective sprint strategy motivates everyone by
providing a goal and a clear path to success. Sprint strategy,
objective concentration, and a substantial sprint backlog to
get started. We work as a team in stages, with each of us
taking on a manageable task. We are focused on the goals that
we must attain in the future.

61
3. Collaborative design development
• We should incorporate collaborative design development
into our project planning since it can improve overall
system quality by allowing for more thorough problem-
solving. Engaging diverse stakeholders in the design
phase may result in additional support for the final
system.
• The purpose of collaborative design is to integrate
design and collaboration into the software development
process.
• Project teams carefully implement the system's
architecture in program code during the development
phase, thanks to the UML diagrams created during the
design phase, by establishing procedures and algorithms
for information processing, producing project outputs,
and developing a system monitoring system.
4. Create and Implement
• Use some restraint when managing a sprint planning
event. The institution must be ready to set the tone for
the sprint by incorporating the takeaways from the last

62
sprint review, stakeholder feedback, and the system's
goal.
• Each sprint week should only allow two hours for sprint
planning. The sprint planning meeting would therefore
not go longer than four hours for a two-week sprint.
This is referred to as "timeboxing," or giving the team
a certain amount of time to finish a task, in this case
sprint planning.
5. Review and monitor
A system's maintenance may also involve keeping track of
and monitoring its security, removing potential dangers and
threats, generating a list of features that need to be
updated, adapting the system to changing conditions and new
institutional requirements, and performing other duties.
Implementation Plan
A project plan, which is often referred to as a project
implementation plan, is an essential strategic document that
directs teams as they work on a project. It describes the

63
project's anticipated course of action and assigns
responsibility for various tasks.
1. Introduction:
• Purpose - The method used to implement plans and
strategies in order to achieve strategic objectives and
goals. As crucial as, if not more so than, your strategy
is the way your strategic plan is put into action.
• System Overview - An analysis of the project
implementation process is given in the system overview,
which also demonstrates how an online document
management system was turned into a functioning system.
The researcher will set up and prepare the required
procedures in order to complete the study within a
specific time limit. The researcher will then provide
the project beneficiary with the interview questions
required to complete the study. The researcher's job in
the project will then be to talk about the primary issues
that the recipient of the work is facing and offer a
more comprehensive solution.

64
2. Implementation Plan
Project: Adapting Web-Based Document Management System
Date: June 2022
Implementation team members:
➢ Business Analytics Team – Bayanay, Angela and Sarmiento,
Philip Josua
➢ UI/UX Designer Team – Centeno, Ismael and Dela Cruz,
Jester
➢ Research Team – Bayanay, Angela and Sarmiento, Philip
Josua
➢ Software Development Team – Dela Cruz, Jester
➢ Beneficiary – Maligaya Elementary School
Project result: To continuously improve their manual methods
of processing and requesting documents so that: (1) they can
easily request the necessary documents without having to
visit the school; (2) they can easily track and monitor their
request status; (3) they can effectively monitor the
requester; (4) they can notify the requester via email when
65
their request is ready to be picked up; and (5) it takes less
time for the requester than their traditional processes (See
Appendix E for User Manual).
Timeline: June 2022 – January 2023
• Implementation Activities
→ System Research – research about the related topics.
→ System Prototype – make a draft model of the system.
→ System Designing – start to do the front end
(website).
→ Creating System – back end (admin panel).
→ Testing – use hostinger to frequently test the system
features.
→ Testing and Survey – System testing to the beneficiary
→ Implementation Result – System and survey result.
• Technological Infrastructure
Hardware – in term of the hardware that the
system should use are the following:
• Laptop
• Router/Internet
66
• Mobile Phones
Software – here are the list of the software and
programming languages that used to implement the
system.
• HTML
• PHP
• CSS
• JAVASCRIPT
• MYSQL
• Visual Studio
• Hostinger
67
Implementation Result
Pre – Survey Results
Table 1
The demographic profile of respondents
in terms of gender
GENDER FREQUENCY PERCENTAGE Rank
Male 18 72.00 1
Female 7 28.00 2
TOTAL 25 100.00
Table 1 displays the demographic profile of respondents
in terms of gender. As displayed in the table, 72% or 18
respondents are male while 28% or 7 respondents are females.
In general, majority of respondents during the pre - survey
are males.
68
Table 2
The demographic profile of respondents in terms of type of
respondents
OCCUPATION FREQUENCY PERCENTAGE Rank
Students 21 84.00 1
16
Employees 4 2
.00
TOTAL 25 100.00
in terms of the occupation or status of the respondents. As
displayed in the table, 84% or 21 respondents are students
while the 16% or 4 of our respondents are employees of the
school. In general, majority of the respondents during the
pre-survey are students of the school.

69
Table 3
The pre-survey evaluation to respondents
WEIGHTED VERBAL
INDICATOR Rank
MEAN INTERPRETATION
1. The proposed system is
3.56 Agree 4
easily accessible
2. The proposed system
3.64 Agree 2
provides conveniency
very helpful in 3.56 Agree 4
requesting a documents.
able to eliminate the
3.56 Agree 4
hassle of requesting a
documents
way more better than the
3.72 Agree 1
manual approach for
requesting a documents.
GENERAL WEIGHTED MEAN 3.61 AGREE
Table 3 gives the pre survey results as perceived by
respondents. As shown in the table, they all agreed that
proposed system is way better than the manual approach for
requesting a document with weighted mean of 3.72; they also
agreed that the proposed system provides conveniency with
weighted mean of 3.64; and they also agreed that the proposed
system is easily accessible, very helpful in requesting a
document, and able to eliminate the hassle of requesting a

70
document with weighted mean of 3.56. In general, they agreed
on the pre survey with general weighted mean of 3.61.
Post Evaluation Result
Table 4
The demographic profile of respondents in terms of gender
GENDER FREQUENCY PERCENTAGE Rank
Male 62 51.67 1
Female 58 48.33 2
TOTAL 120 100.00
in terms of gender. As displayed in the table, 51.67% or 62
respondents are male while 48.33% or 58 respondents are
females. In general, majority of respondents during the post
evaluation or survey are males.

71
Table 5
The demographic profile of respondents in terms of type of
respondents
OCCUPATION FREQUENCY PERCENTAGE Rank
Students 90 75.00 1
Employees 10 8.33 3
Experts 20 16.67 2
TOTAL 120 100.00
in terms of the occupation or status of the respondents. As
displayed in the table, 75% or 90 respondents are students
while the 8.33% or 10 of our respondents are employees of the
school, and 16.67% or 20 respondents are all IT/CS experts.
In general, majority of the respondents during the post
evaluation or survey are students of the school.

72
Table 6
The evaluation of Web – Based Documentation Management

System for Maligaya Elementary School in terms of
functional suitability
Students/ I.T./ CS
Composite
Employees Experts Ran
Indicator
W.M W.M W.M k
V.I. V.I. V.I.
. . .
1. All of the
defined tasks
and user
objectives are 4.17 Agree 4.45 Agree 4.31 Agree 1
covered by the
system.
(Completeness)
2. The system
provides the
necessary level
of precision ad 3.97 Agree 4.40 Agree 4.19 Agree 2
accurate
outcomes.
(Correctness)
3. The system is
designed to make
it easier to
complete
3.92 Agree 4.35 Agree 4.14 Agree 3
specific
activities.
(Appropriateness
)
GENERAL WEIGHTED 4.0 AGRE 4.4 AGRE 4.2 AGRE
MEAN 2 E 0 E 1 E
73
Table 6 gives the evaluation of Web – Based Documentation
Management System for Maligaya Elementary School in terms of
functional suitability. As shown in the table,
students/employees agreed that all of the defined tasks and
user objectives are covered by the system. (Completeness)
with weighted mean of 4.17; they also agreed that the system
provides the necessary level of precision ad accurate
outcomes. (Correctness) with weighted mean of 3.97; and the
system is designed to make it easier to complete specific
activities. (Appropriateness) with weighted mean of 3.92. In
general, the students / employees agreed on the evaluation of
Web – Based Documentation Management System for Maligaya
Elementary School in terms of functional suitability with
general weighted mean of 4.02.
On the other hand, IT/CS professionals agreed that all
of the defined tasks and user objectives are covered by the
system. (Completeness) with weighted mean of 4.45; they also
agreed that the system provides the necessary level of
precision ad accurate outcomes. (Correctness) with weighted
mean of 4.40; and they agreed that the system is designed to
make it easier to complete specific activities.
(Appropriateness) with weighted mean of 4.35. In general,

74
IT/CS professionals agreed on the evaluation of Web – Based
Documentation Management System for Maligaya Elementary
School in terms of functional suitability with general
weighted mean of 4.40.
Overall, they agreed that all of the defined tasks and
user objectives are covered by the system. (Completeness)
with composite mean of 4.31; they also agreed that the system
provides the necessary level of precision ad accurate
outcomes. (Correctness) with composite mean of 4.19; and they
agreed that the system is designed to make it easier to
complete specific activities. (Appropriateness) with
composite mean of 4.14.
In summary, the respondents agreed on the evaluation of Web
– Based Documentation Management System for Maligaya
Elementary School in terms of functional suitability with
grand mean of 4.21.

75
Table 7

performance efficiency
Students/ I.T./ CS
Composite
Employees Experts
Indicator Rank
W.M. V.I. W.M. V.I. W.M. V.I.
1. A request is
processed by
the system, and
a result is
provided. (Time
Behaviour)
2. The system
employs servers
and other
resources to
access data
from other
apps. (Resource
Utilization)
3. The system can
continue to
function even
when a lot of
people are 4.00 Agree 4.05 Agree 4.03 Agree 2
trying to
access it at
once.
(Capacity)
GENERAL WEIGHTED
3.89 AGREE 4.13 AGREE 4.01 AGREE
MEAN
76
performance efficiency. AS shown in the table,
students/employees agreed that a request can be processed by
the system, and a result will be provided. (Time Behavior)
employs servers and other resources to access data from other
apps. (Resource Utilization) with weighted mean of 3.81; and
the system can continue to function even when a lot of people
are trying to access it at once. (Capacity) with weighted
mean of 4.00. In general, the students / employees agreed on
the evaluation of Web – Based Documentation Management System
for Maligaya Elementary School in terms of performance
efficiency with general weighted mean of 3.89.
On the other hand, IT/CS professionals agreed that a
request can be processed by the system, and a result will be
provided. (Time Behavior) with weighted mean of 4.30; they
also agreed that the system employs servers and other
resources to access data from other apps. (Resource
Utilization) with weighted mean of 4.05; and the system can
continue to function even when a lot of people are trying to
access it at once. (Capacity) with weighted mean of 4.05. In

77
general, IT/CS professionals agreed on the evaluation of Web
Elementary School in terms of performance efficiency with
Overall, they agreed that a request can be processed by
the system, and a result will be provided. (Time Behavior)
employs servers and other resources to access data from other
apps. (Resource Utilization) with composite mean of 3.93; and
they agreed that the system can continue to function even
when a lot of people are trying to access it at once.
(Capacity) with composite mean of 4.03.
Elementary School in terms of performance efficiency with
grand mean of 4.01.

78
Table 8
compatibility
Students/ I.T./ CS
Composite
Indicator
W.M W.M W.M k
V.I. V.I. V.I.
. . .
1. The system may
employ similar
3.6 Agre 4.1 Agre 3.8 Agre
service 2
0 e 5 e 8 e
operations. (Co-
existence)
2. Through the use
of interfaces
(such as Web
Services
Description
Language) and
communication 1
0 e 0 e 0 e
protocols, the
system enables
system
interaction.
(Interoperabilit
y)
MEAN 5 E 3 E 4 E
79
compatibility. AS shown in the table, students/employees
agreed that the system may employ similar service operations.
(Co-existence) with weighted mean of 3.60; they also agreed
that the system enables system interaction though the use of
interfaces. (Interoperability) with weighted mean of 3.90. In
general, the students / employees agreed on the evaluation of
Web – Based Documentation Management System for Maligaya
Elementary School in terms of compatibility with general
On the other hand, IT/CS professionals agreed that the
system may employ similar service operations. (Co-existence)
enables system interaction though the use of interfaces.
(Interoperability) with weighted mean of 4.10. In general,
the IT/CS professionals agreed on the evaluation of Web –
Based Documentation Management System for Maligaya Elementary
School in terms of compatibility with general weighted mean
of 4.13.
80
Overall, they agreed that a request can be agreed that
the system may employ similar service operations. (Co-
existence) with composite mean of 3.88; they also agreed that
the system enables system interaction though the use of
interfaces. (Interoperability) with composite mean of 4.00.
Elementary School in terms of compatibility with grand mean
of 3.94.
81
Table 9
System for Maligaya Elementary School in terms of usability
Students/ I.T./ CS
Composite
Indicator
W.M W.M W.M k
V.I. V.I. V.I.
. . .
1. The system
forbids
making
mistakes by
3.7 Agre 4.3 4.0 Agre
using Agree 2
3 e 5 4 e
incorrect
inputs. (User
Error
Protection)
2. The system is
accessible. 4.1 Agre 4.5 Strongl 4.3 Agre
1
(Accessibilit 3 e 5 y Agree 4 e
y)
GENERAL WEIGHTED 3.9 AGRE 4.4 4.1 AGRE
AGREE
MEAN 3 E 5 9 E
usability. AS shown in the table, students/employees agreed
that the system forbids making mistakes by using incorrect
inputs. (User Error) with weighted mean of 3.73; they also

82
agreed that the system is accessible. (Accessibility) with
weighted mean of 4.13. In general, the students / employees
agreed on the evaluation of Web – Based Documentation
usability with general weighted mean of 3.93.
system forbids making mistakes by using incorrect inputs.
(User Error) with weighted mean of 4.35; they also agreed
that the system is accessible. (Accessibility) with weighted
mean of 4.55. In general, IT/CS professionals agreed on the
evaluation of Web – Based Documentation Management System for
Maligaya Elementary School in terms of usability with general
Overall, they agreed that the system forbids making
mistakes by using incorrect inputs. (User Error) with
composite mean of 4.04; they also agreed that the system is
accessible. (Accessibility) with composite mean of 4.34.
Elementary School in terms of usability with grand mean of
4.19.
83
Table 10
reliability
Students/ I.T./ CS
Composite
Employees Experts
Indicator Rank
1. The system
responds to a
client's
information
request.
(Maturity)
2. The system is
accessible
whenever a
request is
submitted.
(Availability)
GENERAL WEIGHTED
MEAN
Table 10 gives the evaluation of Web – Based
School in terms of reliability. AS shown in the table,
students/employees agreed that the system responds to a

84
client’s information request. (Maturity) with weighted mean
of 3.62; they also agreed that the system is accessible
whenever a request is submitted. (Availability) with weighted
mean of 3.94. In general, the students / employees agreed on
the evaluation of Web – Based Documentation Management System
for Maligaya Elementary School in terms of reliability with
system responds to a client’s information request. (Maturity)
is accessible whenever a request is submitted. (Availability)
with weighted mean of 4.35. In general, IT/CS professionals
agreed on the evaluation of Web – Based Documentation
reliability with general weighted mean of 3.38.
Overall, they agreed that the system responds to a
client’s information request. (Maturity) with composite mean
of 4.01; they also agreed that the system is accessible
whenever a request is submitted. (Availability) with
composite mean of 4.15.

85
Elementary School in terms of reliability with grand mean of
4.08.
Table 11
System for Maligaya Elementary School in terms of security
Students/ I.T./ CS
Composite
Indicator
W.M W.M W.M k
V.I. V.I. V.I.
. . .
1. Only the
authorized
person is given
Agre Strongl Agre
access by the 3.86 4.55 4.21 1
e y Agree e
system.
(Confidentiality
)
2. The system
develops methods
to demonstrate
Agre Agre
that the 3.77 4.10 Agree 3.94 2
e e
information is
delivered. (Non-
Repudiation)
GENERAL WEIGHTED AGRE AGRE
3.82 4.33 AGREE 4.08
MEAN E E
86
School in terms of security. AS shown in the table,
students/employees agreed that the system only give access to
authorized person. (Confidentiality) with weighted mean of
3.86; they also agreed that the system develops methods to
demonstrate that the information is delivered. (Non-
repudiation) with weighted mean of 3.77. In general, the
students / employees agreed on the evaluation of Web – Based
School in terms of security with general weighted mean of
3.82.
On the other hand, IT/CS professionals strongly agreed
that the system only give access to authorized person.
(Confidentiality) with weighted mean of 4.55; they also
agreed that the system develops methods to demonstrate that
the information is delivered. (Non-repudiation) with weighted
mean of 4.10. In general, IT/CS professionals agreed on the
Maligaya Elementary School in terms of security with general

87
Overall, they agreed that the system only give access to
authorized person. (Confidentiality) with composite mean of
4.21; they also agreed that the system develops methods to
demonstrate that the information is delivered. (Non-
repudiation) with composite mean of 3.94.
Elementary School in terms of security with grand mean of
4.08.
88
Table 12
maintainability
Students/ I.T./ CS
Composite
Indicator
W.M W.M W.M k
V.I. V.I. V.I.
. . .
1. The system can
be changed
effectively
and
efficiently
without
causing errors 2
9 e 5 e 2 e
or lowering
the quality of
the finished
result.
(Modifiability
)
2. The ease and
effectiveness
which a
system's test 1
3 e 5 e 4 e
criteria can
be defined.
(Testability)
MEAN 1 E 5 E 3 E
89
School in terms of maintainability. AS shown in the table,
students/employees agreed that the system can be changed
effectively and efficiently without causing errors or
lowering the quality of the finished result. (Modifiability)
with weighted mean of 3.79; they also agreed that the ease
and effectiveness of a system’s test criteria can be defined.
(Testability) with weighted mean of 4.03. In general, the
students / employees agreed on the evaluation of Web – Based
School in terms of maintainability with general weighted mean
of 3.91.
system can be change effectively and efficiently without
causing errors or lowering the quality of the finished result.
(Modifiability) with weighted mean of 4.25; they also agreed
that the ease and effectiveness of a system’s test criteria
can be defined. (Testability) with weighted mean of 4.45. In
general, IT/CS professionals agreed on the evaluation of Web

90
Elementary School in terms of maintainability with general
Overall, they agreed that the system can be change
effectively and efficiently without causing errors or
lowering the quality of the finished result. (Modifiability)
with composite mean of 4.02; they also agreed the ease and
effectiveness of a system’s test criteria can be defined.
(Testability) with composite mean of 4.24.
Elementary School in terms of maintainability with grand mean
of 4.13.
91
Table 13
portability
Students/ I.T./ CS
Composite
Employees Experts
Indicator Rank
1. The system is
flexible whenever
there is a
changes in the
platform.
(Adoptability)
2. The system is
easily
replaceable.
(Replaceability)
GENERAL WEIGHTED
MEAN
School in terms of portability. AS shown in the table,
students/employees agreed that the system is flexible
whenever there is a change in the platform. (Adoptability)
92
is easily replaceable. (Replaceability) with weighted mean of
3.53. In general, the students / employees agreed on the
Maligaya Elementary School in terms of portability with
system is flexible whenever there is a change in the platform.
(Adoptability) with weighted mean of 4.10; they also agreed
that the system is easily replaceable. (Replaceability) with
weighted mean of 3.85. In general, IT/CS professionals agreed
on the evaluation of Web – Based Documentation Management
System for Maligaya Elementary School in terms of portability
with general weighted mean of 3.98.
Overall, they agreed that the system is flexible
whenever there is a change in the platform. (Adoptability)
is easily replaceable. (Replaceability) with composite mean
of 3.69.
Elementary School in terms of portability with grand mean of
3.82.
93
CHAPTER 5
SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATION
This chapter provides an overview and analysis of the
study's findings. The beneficiaries may also choose to follow
the recommendations that are offered.
Summary of Findings
Before proposing a system, the researchers acquired
information that is useful nowadays. Further research
revealed that Maligaya Elementary School, a public school,
continues to use a manual request processing form that can be
difficult for them to manage. It would be advantageous for
their school to propose a Web-based Document Management
System to make things simpler for staff, students, and the
administration.
Based on the data obtained from the respondents, 18 out
of 25 agreed that proposed system is way better than the
manual approach for requesting a document with weighted mean
of 3.72; also 16 out of 25 agreed that the proposed system
provides conveniency with weighted mean of 3.64; and 14 out
of 25 agreed that the proposed system is easily accessible,

94
very helpful in requesting a document, and able to eliminate
the hassle of requesting a document with weighted mean of
3.56. In general, they agreed on the pre survey with general
In particular, it aimed to achieve the following
objectives:
1. To develop a system that can process and manage
documents of students and employees.
2. To eliminate the manual process of students and
employees for requesting document.
3. To provide a system for admin to easily track the
request of both students and employees.
4. To make it as simple as possible for the school clerk
and registrar of handling the requests, pending
requests, and processing requests of a document.
5. The outcome of the project will be tested and
evaluated by researchers using the criteria under
International Standardization Organization (ISO)
25010.
a. Functional Suitability - In general, the
respondents agreed on the evaluation of Web –

95
Based Documentation Management System for
Maligaya Elementary School in terms of
functional suitability with grand mean of 4.21.
b. Performance Efficiency - In general, the
respondents agreed on the evaluation of Web –
Based Documentation Management System for
Maligaya Elementary School in terms of
performance efficiency with grand mean of 4.01.
c. Compatibility - In general, the respondents
agreed on the evaluation of Web – Based
Documentation Management System for Maligaya
Elementary School in terms of compatibility with
grand mean of 3.94.
d. Usability - In general, the respondents agreed
on the evaluation of Web – Based Documentation
Management System for Maligaya Elementary School
in terms of usability with grand mean of 4.19.
e. Reliability - In general, the respondents agreed
in terms of reliability with grand mean of 4.08.

96
f. Security - In general, the respondents agreed on
the evaluation of Web – Based Documentation
in terms of security with grand mean of 4.08.
g. Maintainability - In general, the respondents
agreed on the evaluation of Web – Based
Documentation Management System for Maligaya
Elementary School in terms of maintainability
with grand mean of 4.13.
h. Portability - In summary, the respondents agreed
in terms of portability with grand mean of 3.82.

97
Conclusions
Based on the finding of the study, the researcher came
up with the following conclusion:
1. One of the most prevalent issues in an organization,
particularly in schools, is manual document processing.
In the case of Maligaya Elementary school, students and
employees / requester spend a lot of time in filing-up
for a document request.
2. The researchers have successfully created and develop a
system for Maligaya Elementary School which entitled
Web-Based Documentation Management System, which will
help all the students and employees of the school to
request their needed documents online, and also those
person in-charge in accepting and completing the
documents by notifying the requester that their
requested document/s are available for pick-up.
3. We can conclude that Adapting a Web-based Documentation
Management System for Maligaya Elementary School would
really be beneficial not only to the requesters but also
to the person who’s in-charge for processing the
requested documents, since this system would have an

98
admin panel that they can easily access the number of
requests, pending requests and processing request.
4. Our study especially the system has eliminated the
hassle and time consuming of Maligaya Elementary School
in terms of requesting a document for the user which are
the students and employees, and the system also spared
the person in-charge of processing the document request
some inconvenience in managing the requests.
5. The researcher came up with the conclusion that the
proposed system, "Adapting Web-Based Documentation
Management System for Maligaya Elementary School,"
should be implemented in accordance with ISO 25010 due
to its compatibility, performance efficiency,
compatibility, usability, reliability, and evaluation in
terms of security, maintainability, and portability.
Functionality is a prerequisite for system and software
quality.
99
Recommendations
1. In order to request documents at Maligaya Elementary
School, a web-based document management system must be
put into place.
2. The school must choose web hosting that can accommodate
all the requested documents/files and other data that
are needed. To stabilize all online transactions, they
must choose a larger bandwidth based on their
requirements.
3. Every month, maintenance must be carried out.
4. The staff members who will manage the system's
administration should either have computer and software
training or be familiar with it.
5. Students and users must secure their private information
and refrain from disclosing it to anyone.
6. Payment implementation for each document requested.

100
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Appendix A
Letter to Adviser
107
Appendix B
Acceptance of Thesis Adviser

108
Appendix C
Letter to Statician
109
Appendix D
Letter to Grammarian
110
Appendix E
Letter to Beneficiary
111
Appendix F
Endorsement Form
112
Appendix G
Consultation Form
113
Appendix H
Letter to Panelist
114
Appendix I
System Flowchart
115
Appendix J
Unified Modelling Language

116
Appendix K
Entity Relationship Diagram

117
Appendix L
Plagiarism Test Result

118
119
120
121
122
Appendix M
Survey Questionnaire
Pre=Survey
123
124
Post Survey
125
126
127
128
129
130
131
132
133
134
Appendix N
Certificate From Statician

135
Appendix O
Certificate From Grammarian

136
Appendix P
User Guide
137
Curriculum Vitae
138
139
140

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Adapting Web-Based Documentation Management System

For Maligaya Elementary School

The Faculty of the College of Arts and Sciences

Eulogio “Amang” Rodriguez

Institute of Science and Technology,

Nagtahan, Sampaloc Manila

Of the Requirements for the Degree of

Bachelor of Science in Information Technology

Dela Cruz, Jester V.

Sarmiento, Philip Josua G.

This thesis on, “Adapting Web-Based Documentation

Approved in partial fulfillment of the requirements for

MERLITA C. LATIP, MIT EDMUND S. ALMAZAN, MSCS

SHEILA MARIE M. MATIAS, Ed.D

Accepted in partial fulfillment of the requirements for

HAZEL F. ANUNCIO, MIT ROEL P. BALAYAN, Ed.D

RODORA T. OLIVEROS, M.Sc.

Title : Adapting Web-Based Documentation

Researchers : Bayanay, Angela Q.

Degree : Bachelor of Science in Information

The development of technology and the internet in

Keywords: Web-Based, Streamline, Simultaneously, Administrators,

The researchers are taking this opportunity to express

their deep gratitude to everyone who helped us during this

project. The researchers are thankful for their aspiring

guidance, valuable criticism, and friendly advice during

the project work;

First and foremost, thanks to Almighty God and Savior,

thank you for providing us the wisdom, strength, support,

and knowledge we needed to explore things, for guiding us

through all the challenges we faced, and for giving us the

determination to pursue our studies and make this research

To Mr. Al Ferrer Santiago, MSCS, thesis adviser, for

his trust, valuable advice, and assistance throughout the

study, and especially for his patience and guidance;

To Mrs. Hazel F. Anuncio, thesis professor, for her

efforts, guidance, and perseverance to make this study

To Mr. Edmnd S. Almazan, Mrs. Merlita C. Latip, and Dr.

Sheila Marie M. Matias, the members of the panel, thank you

for your time, advice, and encouragement to make this study

time and effort in facilitating the statistical data

required to finish the study;

Mr. Ulysis Entoma, the thesis grammarian, for the time

and effort in checking the grammar of the study conducted

Dr. Roel Balayan, research coordinator, for sharing his

expertise and knowledge thought out this study

Mr. William Parrotina, ICT Coordinator of Maligaya

Elementary School, for accommodating us and allowing us to

To the researchers' families, thank you for your

support, love, and encouragement, and especially for your

financial support during the study;

Finally, to our beloved colleagues and friend, for

those joyful meetings, sleepless nights, and all the

support, as well as for sharing their knowledge throughout

the development of this study.

This study is entirely dedicated as a small token of

To our siblings and sisters, relatives, mentors,

Also, to our beneficiary – the Maligaya Elementary

Finally, we dedicated this book to the Almighty God,

3 Methodology and Design

4 Results and Discussion

5 Conclusions and Recommendations

2 Homepage of the System 51