South East Asian Institute of Technology, Inc.

COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY

National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________

DOLE STANFILCO BANANA SPRAY SCHEDULING AND MONITORING

SYSTEM (DS-BSSMS)

_______________________________________________________

A Project Study
Presented to
The Faculty of
South East Asian Institute of Technology
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In Partial Fulfillment
of the Requirement for the subject
IT 411: Capstone Project and Research 1
______________________________________________________

By:

Gerly T. Andong

Jessa Wen F. Gipulao

Nasrolah P. Dilna

March 2021

Project Proposal
 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________

Name of Proponents:

Gerly T. Andong

Jessa Wen F. Gipulao

Nasrolah P. Dilna

Proposed Case Study Title

DOLE STANFILCO BANANA SPRAY SCHEDULING AND MONITORING

SYSTEM

1.0 Area of Investigation

CROSSING RUBBER, NATIONAL ROAD, TUPI, SOUTH COTABATO

2.0 Cited Problems

This study sought to answer the following problems of the workers at the

Stanfilco Dole Banana Field:

 Workers are having difficulties recognizing the area that had been

sprayed.

 Workers undergo inaccurate scheduling of spraying.

 Unsecured data because of the manual writing of documentation.

 Difficult to know what kind of medicine to spray.

 Retrieving of the spraying records consume a lot of time and effort.

 Keeping track of all the proceedings on paper is cumbrous and error prone

action.
 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
 The Department is encountering some problems like misplacing records in

finding records of almost hundreds of VAWC cases.

 The assign staff for VAWC cases, need to update some documents of the

victim or complainants.

 The large amount of data, manual system makes things complicated that

might result in data mismatch and create big problem in the future.

Functions of the Proposed System

DOLE STANFILCO BANANA SPRAY SCHEDULING AND

MONITORING SYSTEM – help to develop and provide a tool which to

improve the production process of making an accurate schedule and mend

the monitoring spraying activity. in order to meet the spraying dates, the

sequence of operations is properly planned. to have a total time of

production by having better resources utilization. for having maximum

capacity utilization and reducing the labour cost by minimization of

idleness of machines and manpower.

The allocated worker of the Stanfilco Dole will be the one who is

capable to operate the system and also responsible to the manage

important data of the system.

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
Features of the Proposed System

Features include:

 To keep VAWC case records confidential and secured; and ensure that

authorized personnel can access it.

 To maintain a separate storage for the efficient management of

permanent records, and preserves archival of VAWC case documents.

 The system can ensure the preservation of permanent and valuable

records for the future reference in a more efficient way.

 To create a system that has upload features of the system where the

staff can upload pictures of the victims or complainants’ essential

documents or evidences.

 To create a system that has a function of updating documents.

 To have a good record management that helps in managing and

controlling significant records to protect essential records with security

and organize unusable records.

Programming Language and Database

Front End: Java NetBeans

Back End: Mysql

3.0 Reason for the Choice

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
VAWC Records Keeping and Management System was made up into

proposed because of the following reasons.

 To help the assigned social worker of VAWC cases to

maintain the accuracy and efficiency of the victim complaints.

 To easily retrieve and locate the documents

 To develop an efficient tool that can minimize paper works, have

an efficient and effective system.

 For the residence of the Municipality of Tupi can assure that the

DSWD can have more secured records through records keeping

and management system.

 To develop a system that can update the client’s information and

supporting documents such as records.

 To improve ability of storing vast information of VAWC case

documents.

4.0 Importance of the study

This study aims to help assign staff or personnel to manage the

records of VAWC cases that will organize the data and information that

will be stored, updating the records and will enable faster and more

efficient storage.

Residence of the Municipality of Tupi

The proposed system will help the residence of Municipality of Tupi

to have an assurance that the DSWD can improve the management of

the essential documents.

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________

DSWD Office

With the proposed system will help the DSWD department to

improve the productivity process considering the high rate of the

VAWC cases in order to have an effective and hassle-free

management of keeping and handling records for VAWC cases.

Researchers

This study will serve as a training for the proponents to amplify insights

and knowledge in developing a website and researcher can also benefit

from their study to improve their skills and knowledge in academic

performance.

Future Researcher

The VAWC Records keeping and Management System may serve as a

reference for the future researchers for the improvement of the system in

the near future.

5.0 Target User/Beneficiaries

Company/ Brittannika Golf Course, Inc.

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________

CHAPTER 2

Review of Related Literature and Studies

           This chapter includes ideas, finished thesis, generalization or

conclusion, methodologies, and others. That will help in this chapter in

familiarizing information that is relevant and similar to the present study.

i. Related Literature

i. Foreign Literature

Title: Organisational culture and information management –

academic research

Author: Gillian Oliver, 2011

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
Reference:https://www.sciencedirect.com/topics/computer-

science/record-management-system

The Electronic Record keeping Research project of the

University of Pittsburgh developed a model for developing functional

requirements for electronic records based on warrant. Warrant is

defined as the ‘mandate from law, professional best practices, and

other social sources requiring the creation and continued maintenance

of records’ (Cox & Duff, 1997: 223). It is suggested that warrant is the

most important aspect of the Pittsburgh project calling for additional

study. The culture of the organisation can be considered as an aspect

of warrant, including the industry in which the organisation is based

and country in which the organisation is situated. Elizabeth Yakel

(1996) also discusses the importance of organizational culture in

recordkeeping and considers Duranti’s work on diplomatics in the

cultural context.

Research into ethical issues which will have an effect on the

management of information in organisations has been reported

within information systems, management and accountancy literature.

For example, the effect of national culture on audit practice has been

investigated. Tsui and Windsor (2001) compared ethical reasoning in

auditors from China and Australia, and the results were consistent with

Hofstede’s predictions. Cohen and colleagues (1993) consider possible

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
ethical conflicts for a multinational accounting practice in the context of

Hofstede’s dimensions. Ethical attitudes involved in day-to-day decision

making by managers have been investigated in a multinational study,

differences were found in countries with differing values for Hofstede’s

individualism-collectivism and uncertainty avoidance dimensions

(Jackson, 2001).

ii. Foreign Literature

Title: Records Management Systems

Author: Colleen McCue, 2015

Reference:https://www.sciencedirect.com/topics/computer-

science/record-management-system

Most departments maintain large records management systems

(RMS) that contain crime incident data. In most cases, however, these

“databases” were not necessarily designed to be analyzed. Rather,

these databases were created and are used for case management and

general crime counting. As a result, these databases frequently have

standard or “canned” queries that facilitate gathering frequently used

information reports; however, these often have limited utility for crime

analysis.The benefit of these databases is that they have a known,

stable structure. Queries can be developed and reused repeatedly

because the structure associated with this type of database generally

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
does not change frequently. The disadvantages associated with using

a records management system, however, can include the reliability and

validity of the data, as well as the detail, type, and nature of

information, and even access. Common limitations associated with

generic records management systems include incomplete or inaccurate

data. Unfortunately, reliability, validity, and completeness seem to be

most compromised in the information required for crime analysis,

particularly information relating to MO. MO characteristics generally are

not included in routine crime reports or canned queries, so it is not until

the analyst attempts to use it that the holes in the data are revealed.

Moreover, MO information can be compromised if the particular

categories of information are not anticipated and collected. For

example, information relating to the type of weapon, nature of the

offense, and time of day frequently are collected, but specific details

regarding the behavioral nature of the crime, including the type of

approach (e.g., con/ruse, blitz, etc.), verbal themes, and other

behavioral characteristics used to analyze and link crimes frequently

are incomplete or absent. Much of this information can be found in the

narrative portion of the report. However, in most agencies, the narrative

section has limited availability and utility, given the degree of

complexity associated with the analysis of this type of information.

Recent advantages in natural language processing and text mining

offer great promise for the retrieval of this information.

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
iii. Foreign Literature

Title: Case Management and Child and Family Support Center /

Pusat Dukungan Anak dan Keluarga (PDAK)

Author: Tata Sudrajat, Dr. Kanya Eka Santi, Nurjannah and PDAK

Social Worker team, 2016

Reference:https://resourcecentre.savethechildren.net/node/10326/pdf/p

dak_case_management_guidelines-final.pdf

Recording and reporting are responsibilities that are incumbent

on all team members (case managers, senior case workers and case

workers). The team must record information and make reports in

accordance with their respective duties. Good record-keeping will help

generate effective services. The overarching reason for recording and

reporting is the need to satisfy legal and administrative purposes. From

the legal perspective, orderly recording, reporting, and documentation

will ensure that the services provided to clients can be accounted for.

As regards the administrative perspective, PDAK needs to ensure that

documentation is available on all processes associated with clients and

PDAK’s partners. This is beneficial to all members of the team as a

basis for case reconstruction and responses to subsequent cases

(Summers, 2006). Case managers are responsible for recording and

reporting matters related to case outreach, including as regards case

referral and distribution. Additionally, case managers record and report

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
output and outcomes of all cases that are dealt with, and the

performance of team members, and submit reports as part of the effort

to advocate for improvements in the service system and the policy

framework.

iv. Local Literature

Title: Client Access to Electronic Records — Ethical Challenges

Author: Frederic G. Reamer, PhD, 2017

Reference: https://www.socialworktoday.com/news/eoe_1217.shtml

Remember the days when social workers wrote clinical and

social service notes by hand and stored them in file cabinets brimming

with manila folders? Ideally, those files never went missing or were out

of alphabetical order. Access to the files, which were under lock and

key (assuming the key wasn't lost), was limited to authorized

personnel. Fires and floods never destroyed these precious records.

Reality, of course, was different in many social service agencies. Many

social workers have tales of woe, involving frantic searches for missing

records, unauthorized access, flooded record rooms, and worse. Such

was life before the digital age. Now, of course, growing numbers of

agencies and independent practitioners maintain electronic records

that are stored in the proverbial cloud. Social workers and other staffers
 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
can access these records using electronic access codes, keys, and

passwords.

Things can still go wrong. Today's social workers may have new

nightmares about hacked servers, encryption breaches, unauthorized

uploads, and technological failure. All of us are aware of news

headlines about stunning data ruptures. There are risks no matter

which record-keeping era we prefer. In many ways, electronic records

are safer, despite the well-known risks. And the widespread use of

electronic records has yielded a new form of fruit: In many settings,

clients can access their records at any time of day or night; all they

need is a portal, username, and password.

v. Local Literature

Title: Development of Electronic Document Archive Management

System (EDAMS): A Case Study of a University Registrar in the

Philippines

Author: Las Johansen Balios Caluza, 2017

Reference: https://www.researchgate.net/publication/322219535_Devel

opment_of_Electronic_Document_Archive_Management_System_EDA

MS_A_Case_Study_of_a_University_Registrar_in_the_Philippines
 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
The traditional method of data storage has shown its impact on

managing documents from security, retrieval, and monitoring. Many

kinds of literature suggest that this approach would result in a low job

satisfaction rating from its clients. Leyte Normal University’s Office of

the Registrar is no escape in this dilemma. In November 2013, the

university experienced the strongest typhoon ever recorded known as

Haiyan, locally known as Yolanda. The archive/storage area of the

Registrar was profoundly affected, were most of the documents

scattered and deteriorated. With this experience, it is empirical to study

to provide a practical solution. The researcher utilized an embedded

single case study using thematic analysis in identifying the issues and

coping strategies of the seven participants through in-depth interviews,

focus group discussion, and observation. Moreover, the utilization of

the Systems Development Life Cycle’s Sashimi model in developing

the software was carried out. The result revealed various issues and

coping strategies mentioned by the participants, from a limited storage

area to difficulty in document retrieval and monitoring, and from the

utilization of logbook to misclassification of records. Finally, the results

became the basis for developing the electronic document archive and

management system (EDAMS).

ii. Related Studies

i. Foreign Studies
 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
Title: Management of School Records By Secondary School

Principals In Delta State, Nigeria

Author: N. Osakwe, 2010

Reference: https://www.inettutor.com/source-code/records-and-

document-management-system-review-or-related-literature/

This study examined the management of school records by

secondary school principals in Delta state, Nigeria. As a descriptive

survey, the study population comprised all the 602 public secondary

school principals. The 602 principals were used for the sample. A

structured questionnaire was used to gather data which was

subsequently analyzed using the mean scores and z-test statistics to

answer the three research questions and test the three hypotheses,

respectively. The findings revealed that secondary school principals

differ in their management of school records in terms of gender,

experience and school location. Based on these findings, it was

recommended that government should provide adequate funds and

facilities for the effective management of school records, there should

be adequate training and retraining for principals through in-service

programmers, conferences, seminars and workshops also effective

supervision of school principals is necessary irrespective of gender,

experience and school location. Records and Document Management

System is a computer based which provides detailed information about

the documents and the whole process of recording. It gives accurate

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
and efficient information that is reliable and complete. This requires

records management solutions to be integrated in the archiving of

documents.

ii. Foreign Studies

Title: Students Record Management System Project

Author: Soita Reuben, 2016

Reference: https://www.academia.edu/28742043/Students_Record_Ma

nagement_System_Project_By_Soita_Reuben

The success of any organization such as CCP vocational

Training Institute depends on its ability to acquire accurate and timely

data its operation to manage this data effectively and to use it to

analyze and guide its activities. The Student Records Management

system offer user (Registrar) with a unified view of data from multiple

sources. The main objective of this project is to build a student

database system to records of students. It is purposed to reduce a time

spent on administrative tasks. The system is also intended provide

better services to users, provide meaningful, consistent and timely data

and information and finally promotes efficiency by converting paper

process to electronic form. The system is free of errors and very

efficient and less time consuming due to the care taken to develop it.

All the phases of software development cycle are employed and it is

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
worthwhile to state that the system is user friendly and strong.

Provision is made for future development in the system. 

iii. Local Studies

Title: OCR Based Document Archiving and Indexing Using

PyTesseract: A Record Management System for DSWD Caraga,

Philippines

Author: Jaymer Jayoma, Elbert Moyon and Edsel Matt Otacan Morales,

2020

Reference: https://www.researchgate.net/publication/350998841_OCR

_Based_Document_Archiving_and_Indexing_Using_PyTesseract_A_R

ecord_Management_System_for_DSWD_Caraga_Philippines

Small to large companies handle multiple forms of records every

day. These organizations could use these records for historical,

demographical, 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 embarks into record's digitization for its management to

ensure the preservation of permanent and valuable papers, secured

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
and accessible for future reference as required by the organization's

different offices based on existing rules and regulations in records

management. This paper endeavors to automate records classification

using the open-source Python-Tesseract (PyTesseract) library, the

wrapper for Google's Tesseract-OCR Engine. The process starts by

converting paper-based documents into digital format (scanning) and

then recognize and extract the text using the PyTesseract library. By

integrating this library to Django and MySQL, management of record's

classification, indexing, and archiving becomes easy. With the help of

this system, record's safekeeping and retrieval bring comfort for the

records officer.

iv. Local Studies

Title: Computerized Record Management System of one National

High School in the Philippines 

Author: Kurt Phillip P. Danlog, Elinita C. Rebujio, Punnybhel A. De

Guzman, Krelyssa Irish S. Arrieta, Baden Darwin Carranza,2017

Computerized Record Management System as 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 staffs. In this study, entitled: “Computerized

Record Management System " was developed. To handles the

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
storage, maintenance and retrieval of information of students. The

processes involved in the current student Record Management of

Quetegan National High School include the following: Registration

process, Sectioning and Grade Generation. The problems

encountered in the current Record Management include the following:

Unorganized and difficulty in searching and Updating Records and

Unsecured Files. The features of the proposed Computerized Record

Management System are Registration, Computerized filling of Records

and Automated Report Generation. The Security measures would be

appropriate in the proposed Computerized Record Management

System would be password security for the server and client iin

accessing the system. Processes involved in the current Record

Management of QNHS are still manual and paper-based system.

Features that would be appropriate for the proposed Computerized

Record Management System Registration, Computerized filling of

Records and Automated Report Generation. Security measures

appropriate in the proposed Computerized Record Management

System would be restriction for access and physical security of

computers.

Computerized Record Management System as designed

to provide efficient and accurate recording of records to maintain and

secure the secure the student’s records and easy retrieval of student

records, to lessen the workload of the staff. In this study, entitled,

“Computerized Record Management of Quetegan National High

 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
School include the following Unorganized and difficulty in searching

and Updating records and unsecured files. The features of proposed

Computerized filing of records and automated report generation. The

security measures would be appropriate in the proposed

Computerized Record Management System would password security

for the server and client.

v. Local Studies

Title: Records Management Information System with SMS

Notification System

Author: Dennis Claro, Kaaren Keith Libron, Ken Soncayauon and

Joyce Masilliones, 2013

Reference: http://ejournals.ph/article.php?id=6114

Great Domestic Insurance Company of the Philippines is one of

the country’s leading and oldest Non-Life Insurance Company. It was

formerly known as Domestic Insurance Company of the Philippines and

was incorporated on July 3, 1946. For how many years of service,

more and more people have become their clients and for that reason

the business transactions became slow to accommodate every client

they have. At the present, they would still rely on the Microsoft Excel

Applications for the storage of their data. In addition, for every client

that the agencies have, that particular agency would send all those
 South East Asian Institute of Technology, Inc.
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi 9505, South Cotabato
_________________________________________________________________
records of policies of their clients to the main office; all those records

are re-encoded by their underwriter. At this case, they are having

problem of sending their reports on time due to this. It took them two

months to submit their reports to Manila branch. Due to these

problems, the proponents were challenged to develop their Records

Management System and Online Inquiry. Through the use of Web

Engineering process model, the system was able to generate monthly

reports on time. The proponents recommended that the system to be

implemented not only in the Mindanao offices but also to Visayas and

Luzon operations.