ONLINE

UCCICS CAPSTONE PROJECTS MONITORING

AND MANAGEMENT SYSTEM

Leoven Torrechiva Marc Christian Orais Ken Gabaca
Project Manager Technical Writer Programmer
Kinasangan, Cebu City Tinago, Cebu City Talisay City, Cebu
bevys_gurl@yahoo.com oraismarc@yahoo.com kenzkee216@yahoo.com

Ronald Ian Gabutan Jhury Espinosa Celso Malinao, Jr.
Systems Analyst Programmer Tester
Banawa, Cebu City Placer, Masbate V. Rama Ave., Cebu City
overload_gamers@yahoo.com jhury23@yahoo.com oslecboy@yahoo.com

Melvin M. Nial
Dean, CCS
University of Cebu

ABSTRACT of the activities of an enterprise in accordance with certain
This project development program called ONLINE UC policies and achievement of defined objectives. As a
CICS CAPSTONE PROJECTS MONITORING AND discipline, management consists of the interlocking
MANAGEMENT SYSTEM is an online system that will functions of formulating corporate policy and organizing,
improve the current Capstone Process. This project will planning, controlling, and directing an organization's
focus on managing the project deliverables, monitoring the resources to achieve the policy's objectives.
group progress, allowing the student teacher interactions,
and security of submitted documents. As of now, the use of Internet is rampant among all the
people around the globe. Its an easy and inexpensive way
to communicate with someone who is far away, for fast and
The system will provide fast and reliable information for efficient research purposes, for active entertainment, for
different users that may include the process of storing, electronic commerce, for sending emails, for online
updating, and retrieving of information between entities. chatting, for downloading software and etc. It could help
Moreover, the system will be using HTML and CSS for you personally, economically, and educationally.
front-end and PHP, MySQL and JavaScript for the back-
end.
An online monitoring system is just like a tracking system
but can be accessed remotely. An example of it is
Keywords SpriteMAX Online Monitoring & Diagnostic System.
Information Technology, capstone project, research- The SpriteMAX online monitoring and diagnostic
developmental method, Philippines system is designed for automated machine health
monitoring. SpriteMAX is an independent, modular,
powerfully networked online system that remotely
INTRODUCTION monitors, maintains and automatically reports the health of
Information systems are implemented within an your plant machinery. SpriteMAX technology is based on
organization to improve the effectiveness and efficiency of simplicity, robustness, connectivity and diagnostic
that organization. Capabilities of the information system intelligence (www.azimadli.com).
and characteristics of the organization, its work systems, its
people, and its development and implementation An Online Management System can also be accessed
methodologies together determine the extent to which that remotely. An example of this would be COMS Conference
purpose is achieved. Management System. COMS is a feature-rich conference
management system that tries to accommodate the support
Monitoring system is the act of observing and recording of needs of a range of very different conference
activities taking place in a project or program. It is a configurations. In order to be flexible enough to be
process of routinely gathering information on all aspects of deployed efficiently in various scenarios, almost all
the project. To monitor is to check on how project activities features are optional. The Conference Administrator (or
are progressing. It is the observation; - systematic and Chair) can configure COMS online and see the effects of
purposeful observation. Monitoring also involves giving any changes in real-time. Functions that are disabled are
feedback on the progress of the project to the donors, not visible to users. Thus, the user interface will look and
implementers and beneficiaries of the project. Reporting feel as simple as possible but it will be exactly as robust as
enables the gathered information to be used in making necessary (www.conference-service.com).
decisions for improving project performance.
A management system is the organization and coordination
The University of Cebu is one of the leading Universities in
the Visayan region, located at the heart of Cebu City. This
University is offering many major courses, and one of them
is the Bachelor of Science in Information Technology also
known as College of Computer Studies (CCS). Offering
one of the best education and training available, the CCS
th
requires the 4 -year students to have a Capstone Project.
Capstone projects are demonstrations of the skills the
student has learned during the course of their education.
As of now, the University of Cebu CICS Department has
been implementing their Capstone project in a semi-
Computerized manner. The students would still need to
produce and acquire hard copies of documents, thus not
learning the benefits provided by the present technology.
What can the researchers do to help the department and the
students quicken the process of finishing the project? What
technology can be applied and be used by the department to
boost the output of the students further? What techniques
can be used to help in the management and compilation of
the students production?
With those questions in mind, the researchers have decided
to create an online monitoring and management system that
would focus on the Capstone Project. The System would
allow the administration to monitor the students activities
as well as the progress of each group. The system also
permits the interaction of the students and their respective
advisers.
Objectives of The Study
This study aims to design and develop a prototype online
monitoring and management system for the Capstone
Projects of the College of Information and Computer
Studies of the University of Cebu-Main Campus.
Specifically, the proposed system will provide the
following features, general modules, and access issues:
1. The system will be able to carry out and deliver the
features related to monitoring and management of the
Capstone Project electronically:
1.1. Project Progress Tracking
- It allows the students and advisers to know the
progress made by the students on their Capstone Project.
1.2. Clear and Organized Documentation
- The forms and documents passed would have a
uniformed format.
1.3. Integrated File Management
- The centralized database would be provided for all
files to be stored.
1.4. Accessible Resources
- The source documents needed to complete the project
would be provided on the website to be downloaded by
all the students.
1.5. Clear and Organized Documentation
- The forms and documents passed would have a
uniformed format.
1.6. Clear and Organized Documentation
- The forms and documents passed would have a
uniformed format.
1.7. Integrated File Management
- The centralized database would be provided for all
files to be stored.
1.8. Accessible Resources
- The source documents needed to complete the project
would be provided on the website to be downloaded by
all the students.
1.9. Tight System Security
- All users would be asked to register using their ID
number as the username to allow them access to the site.
1.10.Interactive System Capability
- Interaction between the students, advisers and
administrator would be available at the main wall
through announcements. Advisers specifically would
be able to post comments on the groups they handle.
2. The system will be able to provide the following
general modules:
2.1. Users management
- It enables different user profiles that allow each
user to manage and access the right information,
depending on their profile (student, teacher, adviser and
admin), as well as improved security throughout the
system.
2.2. Groups Management
- It allows the students to manage the created
group and to know their group progress.
2.3. Deliverables Management
- It allows the teacher to view, manage, and
organize submitted manuscripts by the students.
2.4. Activities Management
- It allows an integrated calendar of activities
(deadlines, meetings and consultations) to be updated by
the administrator.
2.5. Manuscripts Management
- It allows the teacher to view, manage, and
organize submitted manuscripts by the students.
2.6. Forms Management
- It allows the teacher to view, manage, and
organize submitted forms by the students.
2.7. Panel of Examiners Management
- It allows the administrator to specify the panel
members of the group.
2.8. Grades Management
- It allows the instructor to post the students grade
status.
2.9. Students Management
- It allows the administrator to generate a list of
students enrolled in the subject.
2.10. Sections Management
- It allows the administrator to group the students
based on their respective sections.
2.11.Teachers Management
- It allows the administrator to assign specific
accounts as teachers.
 2.12. Advisers Management
- It allows the administrator to assign specific
accounts as advisers.
2.13. Consultation Management
- It allows the administrator and adviser to
manage the group consultation.
2.14.Groups Management
- It allows the administrator and adviser to have
information on the group progress.
2.15.Deliverables Monitoring
- This allows the administrator and adviser to know
the documents and deliverables uploaded by the
group.
2.16.Re-takers Monitoring
- It allows the administrator to know the
students status.
3. Access issues The system automatically displays an
error message in case the user wants to access things
outside of their domain.
Scope And Limitations Of The Study
The study aims to design and develop a prototype of an
online and monitoring and management system for the
Capstone Projects of the College of Computer Studies of
the University of Cebu-Main Campus. The system has four
primary users, administrator, adviser, teacher, and students.
The system allows the administrator and advisers to post
meetings, consultation schedule, announcements, and
deliverable deadlines on the systems main wall to notify
and inform the students. The admin would be able to add a
section at the beginning of each semester. The
administrator would also be able to update student and
teachers access depending on the student and teachers
status. The teacher would be able to add groups to their
advisory, granting the instructor access to the students
group. This access allows the adviser to download the
deliverables posted by the students to be checked. Each
instructor at the end of the semester would be able to
upload or post the students grades.
The students, on the other hand would be assigned a Project
Leader to create a group. Each student would be able to
download source documents provided by the administrator
or adviser. Only the project leader would be able to upload
the deliverables to be checked.
The system is only applicable to the Capstone Project of the
CCS. For security purposes, only students enrolled in the
subject would be allowed to register. Registration and
subject activities would be monitored by the administrator.
Students who have graduated and had finished the subject
would still have access to the account but the status would
be inactive and would only be able to download the
deliverables posted on the group. In addition, the site does
not support chat and friend request with co-students. In the
case of system crash or failure, the system does not support
automatic backup of the data stored by the student, teacher
or administrator. Thus, the admin must manually create
backup copies of the database or the files uploaded.
RELATED LITERATURE
Graduation projects, also referred to as capstone projects, are
papers that students must submit in order to graduate, and they
are usually written in the students senior year. The ideas for
these projects may be provided by university faculty, or the
students can develop their own. A graduation project must
address a real-world problem, and students are expected to
present logical and applicable solutions to that problem. The
project can be viewed as the total of the students education and
skills gained throughout their years of schooling
(www.wseas.us).
Collaboration and communication among project teams are
essential for web-based project monitoring system to generate
real-time reports. Up to date information can overcome potential
problems that will affect project target. Public Works
Department (PWD) of Malaysia has been using its web-based
system (which is known as SKALA) to generate real-time
reporting for project monitoring. SKALA reporting system
depends on the accuracy of data input by project team members.
Lagging of real-time data input at any event will produce
inaccurate project reporting. This study emphasizes on the
collaborative working among project team members. The
research methodology comprises literature reviews, data
collection, and analysis. Data collection based on survey
questionnaires were disturbed randomly among PWDs project
teams. Statistical method such as Frequency Analysis Average
Index and Kruskal-Wallis were used to analyze the data
collected. Finally the result of this study has identified various
factors for SKALA improvements about project teams
collaboration and communication. This will assist PWD to
implement, manage and monitor all its projects in a timely
manner to take prompt actions (www.efka.utm.my/thesis).
This paper presents a case study, describing the use of a hybrid
version of the Team Software Process (TSP) in a capstone
software engineering project. A mandatory subset of TSP
scripts and reporting mechanisms was required primarily for
estimating the size and duration of tasks for tracking project
status against the project plan. These were supplemented by
metrics and additional processes developed by students.
Metrics was identified using the GoalQuestion-Metric (GQM)
process and used to evaluate the effectiveness of project
management roles assigned to each member of the project
team. TSP processes and particular TSP forms are identified as
evidence of learning outcome attainment. The approach
allowed for student creativity and flexibility and limited the
perceived overhead associated with the use of the complete
TSP. Students felt that the experience enabled them to develop
further and demonstrate teamwork and leadership skills.
However, limited success was seen with respect to defect
tracking, risk management, and process improvement. The case
study demonstrates that the approach can be used to assess
learning outcome attainment and highlights for students the
significance of software engineering project management
(alumnos.elo.utfsm).
METHODOLOGY Object Modeling
Fishbone Diagram Each object represents some entity of interest in the system
The proponents used a Fishbone Diagram in illustrating the being modeled, and is characterized by its class, its state
behavior of the system to be developed. It includes a set of (data elements), and its behavior. The behavior of the
entities that describes all the interactions between the users system results from the collaboration of those objects.
and the system. Collaboration between objects involves those sending
messages to each other. The result is a model of the
Figure 1 presents the categories: management, manpower, solution domain, a detailed description of how the system is
machinery, materials, and methods. to be built.

Network Model

Figure 1: Fish Bone Diagram.

Figure 3: Network Model

Functional Decomposition Diagram

Figure 3 shown above describes the relationship

Online UC-CICS Capstone Projects Monitoring and

Management System

between computers as well as its users who will access

Monitoring
Management the server. The users are connected to a switch and then
through a router. Administrators have the highest
privilege on the proposed system.
Manage Users Manage Groups Manage Deliverables Manage Calendar Manage Manuscripts
Monitor Groups Monitor Deliverables Monitor Re-takers

Account

Create Groups Create Calendar

Create Deliverables Create Manuscripts
View Re-takers

View Groups View Deliverables Create

User Account
Retrieve Groups Retrieve Deliverables Retrieve Calendar Retrieve Manuscripts

Object Modeling
Inquire Groups Inquire Deliverables Inquire Re-takers Retrieve

Update
User Account Update Groups Update Deliverables Update Calendar Manuscripts

Report Group Report Deliverables Report Re-takers

Update Delete Groups Delete Deliverables Delete Calendar Delete Manuscripts
Each object represents some entity of interest in the system
being modeled, and is characterized by its class, its state
User Account

Delete User Account

(data elements), and its behavior. The behavior of the

Manage Consultations Manage Forms Manage Panel of Examiners Manage Grades Manage Student Manage Sections Manage Teachers Manage Advisers system results from the collaboration of those objects.
Manage Files Collaboration between objects involves those sending
messages to each other. The result is a model of the
Add Forms
Add Add Teachers
Add
Consultation Date Add Advisers

Download Files Add Panel of Grades Create Student Sections

Examiners solution domain, a detailed description of how the system is

Consultation Group Upload Files Delete Forms
View
Grades Add Student Update Sections

View
Sections
Update Teachers Update Advisers

View Advisers
to be built.
Update Forms View Panel of View Student View Teachers

Examiners Update Grades

Delete Forms Update Student

Figure 2: Functional Decomposition Diagram

Entity Relationship Diagram
An Entity-Relationship Diagram (ERD) is a snapshot of
data structures, show objects in a database and relationships
between tables within that database. It is a specialized
graphic that illustrates the interrelationships between
objects in the database. It is a model that identifies the
concepts or entities that subsist in a structure and the
relationships between those entities and often used as a way
to envision a relational database.
Figure 4: ERD
CONCLUSION
The developed system yielded conclusions based on the
findings that the researchers have gathered. The study area
was CICS department, of the University of Cebu Main
Campus, located at Sanciangko Street, Cebu City. The
development of the CCS Online Management and
Monitoring System served as a tool in a much easier way of
managing and monitoring the capstone project through the
automation of the subject process. The users expectations
with regards to the systems performance in carrying out
business transactions were met.
Also, the grading function helps the panel and advise users
automatically to calculate the grade given to the students,
allowing for faster calculation of results.
RECOMMENDATIONS
Although the CCS Online Management and Monitoring
System are efficient, the system should still undergo
improvements like other systems do. The proponents
recommend future enhancement for the next researchers, as
the implementation of a dynamic Calendar where the
administrator or advisers can post activities, deadlines, and
even meetings. Also, the proponents recommend to the next
researchers a more dynamic Grading system, because in the
present grading system, after the panel and the adviser
submit the grades, it cannot be edited anymore.
The researchers strongly recommends this system to be
implemented by the CCS Department of the University of
Cebu since the deployment part backed up by the results of
the evaluation instrument generated positive insights and
results as to the systems capacity to automate the capstone
processes of the aforementioned department.
ACKNOWLEDGEMENT
This dissertation would not have been possible without the
guidance and the help of several individuals, who in one
way, or another, contributed and extended their valuable
assistance in the preparation and completion of this study.
First and foremost, we would like to extend our utmost
gratitude to our adviser, Mr. Melvin Nial whose sincerity
and encouragement to us never fails. We thank him for the
knowledge he shared to all of us, for compassionately
checking our work and for the dedication in leading us to
our betterment;
To our beloved parents, for devoting us an infinite moral
and financial support as well as the courage and strength to
pursue our dreams. Their patience in terms of emotional
and financial support did serve as our inspiration in
accomplishing this project productively.
This project would be nothing without those people behind
us. We are so blessed for having them. Without these
people, we would not have overcome all the obstacles
passed along the way.
And last but not the least; we would like to thank our
Almighty God for giving us these wonderful people and the
gift of life. We thank Him for being with us always
especially through the times of trial and difficulty. Without
You, Dear Lord, we are as good as nothing, because you
are everything to us.
REFERENCES
[1] Mertens, Sacha. Guideline for Thesis Writing.
http://ti.uni due.de/ti/en/education/finalthesis/
thesis_guideline.pdf
[2] Klopfer, Eric, et al. The Education Arcade.
http://education.mit.edu/papers/
GamesSimsSocNets_EdArc ade.pdf
[3] UIC Honors College. HONORS COLLEGE
CAPSTONE PROJECT.
http://www.ea2215.univbrest.fr/publications/
par_chercheur/ribaud/ An_infrastructure_for_
planning.pdf
[4] http://www.observatoiretic.org/documents/download
[5] http://alumnos.elo.utfsm.cl/~fmontero/referencias/
[6] http://www.efka.utm.my/thesis/IMAGES/4MASTER/
2010/JSB-P1/redzuanma081574d10ttp.pdf