Chapter 1

INTRODUCTION

Background of the Project

In our own understanding technology is the making, usage, knowledge and modification of machine, systems and techniques in order to solve an issue, achieve a goal or perform a certain function. Technology helps in making work easier, it creates new machines or tools, it changes or creates cultures and it also helps in development of a society. About the role of science and technology in society and that technology positively influences our quality of life by helping us learn, live safely, and stay healthy.

Technology, for example; office application, accounting program and internet, makes things to process faster, neater and efficiently. Before technology was advanced, nearly everything was slow and required a lot of work and manpower. Typing on a typewriter, finding information from a pile of books in the library, doing accounting manually those are very slow and time consuming process. It is the technology that speeds up everything. In the past, if we want to read some books we need to go to a library or buy from bookstores first before we can read it but today with the help of technology like the internet and mobile devices like cellphones, tablets and laptops we can save more time without going to the libraries or stores, gain more

knowledge with unlimited books or have fun in reading books and documents through our devices.

Nowadays there are many website in the internet that offers books and documents in different electronic formats available for download and online viewing. One of these websites is the Scribd. Scribd is an online digital library that offers millions of documents and it uses a technology called iPaper which is powered by Adobe Flash. So documents can be easily embedded on web pages much like videos from YouTube. If you have a Word document, an Excel spreadsheet, a PowerPoint presentation, or a document created in PDF, RTF, TIFF or PostScript format, you can upload it to Scribd with a few clicks, and then embed it right into a web page or blog. You don't need a web hosting account, you don't have to understand FTP file transfer, and the people who want to view your document won't have to install any special software or download a browser plugin. A minor downside to Scribd is that is somewhat disorganized and difficult to navigate through the thousands of documents. But if you like to leisurely browse through a variety of different categories then it offers no problem. Scribd has the usual categories like health, culture, pets, sports, tutorials, etc.

You can also search from the websites which makes it a little easier to find what you're looking for but there's still a lot of stuff to sift through. Published documents are quickly indexed by the major search engines such as Google and

Yahoo, which means that whatever you publish on Scribd is likely to show up in search engine results much faster than the majority of smaller websites that can take days to be indexed and appear in search results.

Nowadays, students rarely go to the library because of the technology and they can search faster using computer with the help internet of what information are they looking for. But with the help of propose system, Document Management System for IAST library, that is similar to scribd, students from Institute of Arts, Sciences and Technology can use this system to read or download the documents, School Memorandums or electronic books uploaded by the library management in the IAST Library Computers.

Objective of the Project The project aimed to develop a system entitled IAST Library Document Management System that provides faster, easier and more convenient managing and viewing of electronic documents. It seeks to meet the following objectives: 1. To provide a better way of viewing a documents needed by the students. The students can and browse search uploaded documents faster and easier and they can also copy it to their flash drives or any other data storage. 2. To have an efficient way of providing information to the students about their lessons. The students can view documents like memorandums, thesis documentations or books related to their courses. 3. To let students and teachers share their documents with others.

Students and Teachers can ask the library the upload their documents so that others can read it or download it. Significance of the Project

The project will attempt to develop and test the Document Management System. It will be significant to the following: Library.The library management can upload books and documents in digital format to increase the educational resources for the students to view in the library. Teacher.The Teachers can ask the library manager or the System Administrator to upload his/her documents to be viewed or download by the students. Student. The students who need a self-study or want to learn more, this system can provide them. They dont spend much time and effort in reading a book. It can also help them to view more documents and books other than the ones in the library. They can view, print or download the documents uploaded through this system. Scope and Delimitation The propose system IAST Document Management System can manipulate and manage documents upload the by the System Administrator. The System administrator can upload documents in different file formats (PDF, Word,

Powerpoint, Excel, text)and can choose a category for the document. After the document is uploaded, it will be converted in PDF format only because browsers cant embed other file format like powerpoint without needing a third party softwares. The system administrator can manage the uploaded documents by editing the information about it or delete documents. After uploading the document, it will be available for viewing. The students can zoom, rotate, download, copy and paste or print the document. This system is exclusively for the use of IAST students and teacher only. It can be access only Inside the IAST library and only limited number of students can use the system at the same time. It also takes some time to upload many documents and the documents that the students can view is the only the documents that uploaded by the System Administrator, so at first there are only few documents available for viewing. The System administrator cannot edit the content of the uploaded documents and the only allowed file types to be uploaded are Microsoft word documents (.doc, .docx), Powerpoint (.ppt, .pptx), Excel (.xls, .xlsx), Portable Document Format (PDF) and Text(.txt).

Definitions of Terms To facilitate understanding of the system, the following are operationally defined and presented:

Document Management System.The propose system of the proponents. It is use by the System Administrator to manage documents easier and more efficiently. Electronic Documents.any electronic media content that are intended to be used in either an electronic form or as printed output. System Administrator.The one who will managethe propose system and has a full control of the system.

Chapter 2

METHODOLOGY

This section describes the method that will used by the proponents in the development of the project. With the help of such methodology, the proponents had made the project more reliable. It is essential to frame the methodology part properly. With the help of this methodology, the proponents would be able to understand the foundations of describing methods. Thus, the proponents work would be much easier. System Framework The proposeIAST Library Document Management System Library Undergoes an Iterative Waterfall Methodology for its Development. The waterfall model is a sequential design process, often used in software development processes, in which progress is seen as flowing steadily downwards (like a waterfall) through the phases of Analysis phase, Design phase, Development phase and implementation phase.

Figure 1 Iterative Waterfall Model

Analysis phase In this phase, the system requirement will be determine. The proponents will conduct an interview with the IAST Library Management and IAST students. The interview will also be done for further validation of the information gathered from them and information gathered from observation and research. The proponents will analyze the gathered data and will be used for the needs in developing the propose system. The proponents will also determine the different processes and entities involved in the existing and propose system and will be used for the development of the system. Design phase In this phase, the gathered information from requirement gathering phase will be transformed into logical description in the user design phase. The diagrams and preliminary designs are presented in this phase. The proponents

will evaluate the different documents and books in the Library for the appropriate design to be used in the system. The proponents will use Hyper Text Markup Language (HTML) and Cascaded Style Sheet (CSS) to construct the framework of the system. The proponents will use Adobe ColdFusion as the Server-side Scripting Language for the system to be able for the admin to upload and manipulate data and for the users to view the documents. The database used in the system is Microsoft Access as the data holder. Development phase In this phase, a prototype will be built and will be presented to the evaluators. The feedback from the evaluators about the system prototype will be gathered and it will be used for further improvements and enhancement. Implementation phase In this Phase, the propose system will be implemented and deployed. It is the testing phase wherein the users test the functionality of the system if the proponents attain the expectations and needs of the users. Data Gathering Tools Interview The proponents conducted an interview with the IAST Library

Management and with the students from different courses. The proponents

interviewed about the categories and subcategories that will be used for the documents. Document Based The proponents gather some information from the other system documentation related to the propose system. Internet Research The proponents conducted internet research about the propose system to enhance their knowledge and gather more information about the system.

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Chapter 3

PRESENTATION OF THE SYSTEM

This chapter presents about the overview of the existing system and the overview of propose system that will improve the services of the current system of Pangasinan State University IAST Library. This chapter also shows the Dataflow Diagram (DFD) and the Entity Relationship Diagram(ERD) with the data dictionary of the propose system. Overview of Existing System

The proponents conduct an observation at PSU Bayambang IAST Library of how the students spend their time inside the library. From the observation of the proponents, some students were having a hard time looking for the information they needed because they need to read each book or documentation and spend more time looking for the details that they needed. The proponents also observed that the library has a small amount of space so adding more books and documents will be difficult. We also observed that some and books documents were not in the right place because sometimes students will just put it back anywhere. It is also observed that the students were having a hard time copying down the details they need and they spend more time writing.

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Overview of Proposed System system PSU Bayambang IAST

The propose

Library Document

Management System will enhance and improve the services of the library. With the help of the propose system, the students can search the information they needed faster and easier, unlike in the existing system that they have to write it down and spend more time writing. The documents in the propose system are categorized by course and subjects so that the students will find the information theyre looking for easily. It has also a simple user-interface and navigations so that the user can navigate throughout the system without difficulty. The System administrator can also manage the documents to be viewed by users without difficulty. The administrator can edit the information about the documents or delete unwanted documents. The Admin Panel navigations and controls are made simple so that the administrator can manage the documents more efficiently.

System Model

In the conduct of the Propose System, several tools will be used to afford the fundamental basis for Propose System development. These include the use of process model and data model that represent the Entity Relationship Diagram. Process Model

Process model was a core diagram in structured analysis and design. It was a tool used to analyze and understand the system. In process modeling,

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data flow diagram was created to graphically show the flow of information through the system. It showed what kinds of data input to and output from the system, where data come from and go to and to and where the data were stored. A process model is approximately an anticipation of what the process will look like. The diagram shows the discussion those entities involve and how these entities are related with each other were presented. Data flow diagram explains how data is processed and transferred in a system. How the data interact with each other. Figure 2 shows the Context Data Flow Diagram It illustrates the movement of data from different entity namely: student and the administrator. Figure 3 show the Top Level Data Flow Diagram of the Propose System which illustrates the major processes that are involved in the Propose System. It also shows the step bystep process of the proposed system.

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Figure 2 Context Data Flow Diagram

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Data Model Data Model was a representation of the different entity classes that an institution wants to process information about, containing the specific behind that information and the relationship itself. It was used to represent a real world situation about which data is necessary to be collected that can be very useful and that is stored in a database. Figure 4 show specific relationship of those entities involved in the propose system. The developer made use of Entity Relationship Diagram since it is a medium to achieve a common understanding of data among users and developers.

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Entity Relationship Diagram

Figure 4 Entity Relationship Diagram of the propose System

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Database Dictionary This section described the different fields, their data type and possible values of the fields or attributes that were defined in the Entity Relationship Diagram. Table 1 DOCUMENT_DETAILS Table

Field Name

Data Type

Size

Description

Example

Document_ID(PK) Document_Title

integer varchar

10 30

Document Identification Document Title given by the uploader

1 Heads First Java Java for beginners BSICT Programming PDF

Document_Description

varchar

255

Document Description given by the uploader

Document_Category(FK1) Document_Subject(FK2) Document_fileFormat

varchar varchar varchar

20 20 20

Documents category Documents subcategory File Format of the uploaded Document

Document_fileName

varchar

10

Documents File name

Heads First Java

Document_fileSize Document_totalPage

integer integer

20

Documents File Size Total pages of the document

16000000 35

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Table 2 DOCUMENT_CATEGORY Table

Field Name Document_CategoryID (PK) Document_Category

Data Type integer

Size 10

Description Document Identification

Example 2

varchar

50

Category of the document defined by the uploader

BSICT

Document_Category Description

varchar

255

Description of the document defined by the uploader

Documents for BSICT

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Table 3 DOCUMENT_SUBJECT Table

Field Name Document_SubjectID

Data Type integer

Size 10

Description Document Subject Identification

Example 2

Document_Subject

varchar

50

Subject of the document defined by the uploader Hardware Category for Hardware

Document_Subject Definition

varchar

255

Definition of the document subject defined by the uploader

Document_CategoryID

integer

10

Main category ID of subcategory

BSBA

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CHAPTER 4

FEASIBLITY ANALYSIS This Chapter provides the feasibility of the propose system, if it is acceptable to the major aspects of business operations, such as operational, technical, economic feasibility and Cost Benefit Analysis. Operational Feasibility The propose system is operationally feasible because it has a userfriendly interface and it is easy to use and the users of this system are from the Institute of Arts, Science and Technology that has a basic or better knowledge of using computers. Unlike the manual searching of documents or books that is time-consuming and slow, the system will provide the students a faster way of viewing of documents because of it has a document search capability and the documents are well categorized and organized. Also for the system administrator is only required to have a basic knowledge about computers and can undergo training from the proponents to fully understand how the propose system work. Technical Feasibility The Pangasinan State University Institute of Arts, Science and Technology library already have client computers that can be used for the propose system so it is technically feasible. Their client computers already have the minimum hardware and software requirement for the system and ready for the installation

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of the additional software required in order for the system to run. As for the Server computer, the library needs a computer with higher specification to have a faster and more reliable connection with the client computers. There are also many affordable computers in the market if they want to add more computers for better and faster service. The only additional software needed by the client computers are web browsers and operating system. The web browsers must be javascript enabled and can support html5 and css3. You can see the server hardware and software recommendation in chapter 5.

Economic Feasibility Economic feasibility is conducted to test if the propose system If economically feasible for implementation or not. With the use of cost and Benefit Analysis table economic feasibility of the propose system can be visualized clearly. It shows that implementing the propose system is a wised decision and one of the best ways to cope with our economic problems.

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CHAPTER 5

SUMMARY AND RECOMMENDATIONS This chapter presents the summary, conclusions and recommendations in developing the PSU Bayambang IAST Document Management System. SUMMARY

The

propose

system

is

definitely

operationally,

technically

and

economically feasible. It is operationally feasible because it only required the users to have a basic knowledge on using a computer. The system administrator user can also undergo training to fully understand how the propose system works. It is also technically feasible because the IAST library already have the client computers that reach the minimum hardware requirement required by the propose system. It is ready for the installation of additional software that can be bought or download online. As for the server computer they will need the same or higher hardware and software specification as you can see in the Recommendation part. CONCLUSION

Technology makes things easier, faster, neater and more efficiently.Before technology was advanced, nearly everything was slow and required a lot of work and manpower. Typing on a typewriter, finding information from a pile of books in

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the library, doing accounting manually those are very slow and time consuming process. It is the technology that speeds up everything. The propose system provides students a faster and easier way of viewing documents. Students can search and view the uploaded documents through the computers and they can also download and copy it in their removable data storage and save a lot more time. They can also share their documents with other students. It also provides the library additional educational materials in electronic document format through propose system. They can add documents they want easier without worrying about spaces. The system administrator can be asked by the students and teachers to upload their documents and share it with others. The proponents concluded that the propose system entitled PSU Bayambang IAST Document Management system will be a great help and provides more efficient and easier viewing of documents for the library and the IAST students.

RECOMMENDATIONS

The proponents recommend the implementation of the propose system entitled PSU Bayamabang IAST library Document Management System to have a better and improved library services. Through investigation and further study, the proponent recommends the following:

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System Users The users must have a basic knowledge and understanding of how to use a computer. For the system administrator, it is recommended to undergo training from the proponents to fully understand how the propose system works.

Hardware and Software

For the client computers, the minimum hardware and software requirements are as follows: Hardware:

Pentium 2.0-Gigahertz (GHz) processor or faster At least 256 megabytes (MB) of RAM At least 80 gigabytes (GB) of available space on the hard disk Keyboard and a Microsoft Mouse or some other compatible pointing device Video adapter and monitor with Super VGA (1024 x 768) or higher

Software: Latest Web Browsers (i.e. Google Chrome 32.0.1) Operating System ( Windows XP professional or higher)

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For the Server Computer, the minimum hardware and software requirements are as follows:

Hardware: Pentium Dual Core 2.8 Gigahertz (Ghz) or faster Atleast 2 Gigabytes (GB) of RAM Atleast 1Terabyte of available space on hard disk Keyboard and a Microsoft Mouse or some other compatible pointing device Video adapter and monitor with Super VGA (1024 x 768) or higher

Software: Adobe Coldfusion 9 Standard Edition or latest Operating System (Windows 7 Professional or higher) Latest Web Browsers (i.e. Google Chrome 32.0.1) Microsoft Access 2007 or latest

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BIBLIOGRAPHY

A.BOOKS Kendall, G. et.al.(2005) SYSTEM ANALYSIS AND DESIGN 8th EDITION Thomson Publishing, New York

Rob, P. et.al.(2010) DATABASE SYSTEMS, Design, Implementation and Management 9th EDITION Thomson Publishing, New York B. UNPUBLISHED MATERIALS Basilio, B. et.al.(2008). Bani Elementary School Grading System Bani Bayambang, Pangasinan De vera, B. et.al.(2009). Ariel and Fe Reservation System Tamaro Bayambang, Pangasinan Galvan, M. (2008). Online Job portal of the university of Luzon [Project Study] University of the Cordilleras, Baguio City

C. ELECTRONIC SOURCES
http://www.studymode.com/essays/Document-Management-System-1468672.html

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APPENDIX C Source Documents

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APPENDIX C Gantt Chart

Figure 5 Gantt Chart

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