SAINT MICHAEL COLLEGE OF

CARAGA
Brgy. 4, Nasipit, Agusan del Norte, Caraga
Region Tel. Nos. (085) 343-2232 / (085) 283-
3113

THE REVOLUTIONIZING ACCREDITATION: A WEB – BASED DATABANK FRAMEWORK FOR

MODERNIZED STORAGE AND ACCESS OF PACOCUA AND ISO DOCUMENTS

A System Proposal Presented

to the Faculty of the College Department
College of Computing and Information Sciences
SAINT MICHAEL COLLEGE OF CARAGA
Nasipit, Agusan del Norte, Philippines

In Partial Fulfillment
of the Requirements for the Degree
Bachelor of Science in Information Technology

JOHN MARK B. CLEMEN

DECEMBER 2023
 PART 1 – SYSTEM INITIATON AND PLANNING

In this chapter, we delve into the system initiation and planning phase, which
commences with the recognition of the pressing challenges associated with the storage and
access of PACOCUA and ISO documents in their current state. The initiation phase will be
dedicated to meticulously defining the project's core objectives, precise scope, and identification
of key stakeholders. This phase entails extensive collaboration with accreditation bodies,
educational institutions, and relevant authorities to gain a comprehensive understanding of their
document management requirements. The overarching goal of this capstone project is to tackle
the existing hurdles in accreditation processes head-on, paving the way for a dynamic databank
framework that modernizes the storage and retrieval of PACOCUA and ISO documents. By
doing so, we aim to facilitate streamlined access to critical documentation, bolster data integrity,
and empower institutions to make informed decisions based on real-time insights.

1.1 Executive Summary

In an era characterized by evolving educational standards and increasing demands for

transparency and accountability, accreditation plays a pivotal role in ensuring the quality and
credibility of educational institutions [1]. However, the conventional methods of storing and
accessing accreditation-related documents, particularly those mandated by organizations like
PACOCUA and ISO, have proven to be cumbersome, time-consuming, and prone to
inefficiencies. [2]

“The Revolutionizing Accreditation” is a groundbreaking project that seeks to address

these challenges by introducing a dynamic databank framework tailored specifically for the
modernized storage and efficient access of PACOCUA and ISO documents. This initiative
represents a transformative leap forward in the accreditation process, promising to streamline
operations, enhance data security, and provide institutions with real-time insights for informed
decision-making.

1.2 System Request

1.2.1.1 Project Name

The Revolutionizing Accreditation: A Web – Based Databank Framework for

Modernized Storage and Access of PACOCUA and ISO Documents
 1.2.1.2 Problem Description
In today's rapidly evolving technological landscape, effective management, and
accessibility of important documents such as Philippine Association of Colleges and
Universities Commission on Accreditation (PACOCUA) records and International
Organization for Standardization (ISO) documents. The current methods of storing and
accessing these documents often involve static repositories that lack adaptability and
efficiency.
Thus, there is a pressing need to develop a dynamic databank framework in Saint
Michael College of Caraga that can accommodate the complex requirements of PACOCUA
and ISO documents, ensuring their secure storage, efficient retrieval, and seamless adaptation
to emerging technological advancements.
1.2.1.3 System Capabilities
The Revolutionizing Accreditation: A Web – Based Databank Framework for Modernized
Storage and Access of PACOCUA and ISO Documents should be capable of:

 Create User Account in Every User Especially Process Owners / Areas of Inspection
 Collecting and Storing of Important Documents for Accreditation
 Secure and Reliable Retrieval for Documents

1.2.1.4 Business Benefits

Upon the Deployment of this new system, this will be the following benefits to Saint Michael
College of Caraga:
 Efficient organization, storage, and retrieval of PACOCUA and ISO documents.
 Authorized personnel can access necessary documents from anywhere, at any time
 Assists in ensuring compliance with PACOCUA and ISO standards by providing easy
access to relevant documents
 Reduces paper consumption and contributes to environmental sustainability.
 Access controls and permissions, safeguarding sensitive documents and ensuring that only
authorized personnel can view
 Allowing users to quickly locate specific documents.
1.3 Work Plan and Gantt Chart
1.3.1.1 Work Breakdown Structure

REFERENCES

Figure 1: Work Breakdown Structure of the Proposed System

 1.3.1.2 Gantt Chart

Figure 2: Gantt Chart of the Proposed System

Figure 2 Shows the Gantt Chart for the proposed system. It is a visual representation of the project's
timeline and task schedule, providing a clear roadmap for the development and implementation of the
system aimed at revolutionizing accreditation processes and modernizing the storage and access of
PACOCUA and ISO documents.
 PART 2 – SYSTEM ANALYSIS
The System Analysis phase will entail a thorough examination of the accreditation
domain, with a focus on identifying areas for improvement and specifying business
requirements and priorities for the development of the dynamic databank framework aimed at
modernizing PACOCUA and ISO document storage and access.
2.1 Requirements Definition
2.1.1 Functional Requirements
1. User Account Management
1.1 The system shall allow Process Owners and other areas of inspection
to create user accounts
2. Document Collection and Storage
2.1 Users shall be able to upload, categorize, and store PACOCUA and ISO
documents.
2.2 The system shall support various document formats, including PDF,
Word, Excel, and image files.
3. Document Retrieval
3.1 Users shall have the ability to search for and retrieve documents using a
search feature.
4. Access Control and Permissions
4.1 The system shall implement role-based access control (RBAC) to manage
user permissions.

2.1.2 Non - Functional Requirements

1. Security
1.1 It enables organizations to keep their networks secure by permitting only
authenticated users.
2. Performance
2.1 The system shall provide responsive search and retrieval functionality,
with quick response times.
3. User-Friendly Interface
3.1 The user interface shall be intuitive and easy to navigate.
4. Audit Trail
4.1 Audit logs shall be accessible to administrators for monitoring and
compliance purposes.
5. Scalability
5.1 The system shall be scalable to accommodate a growing number of users
and documents. It should be able to handle concurrent access by multiple users
without performance degradation.
2.2 Use Case Diagram

Figure 3: Use Case Diagram of the Proposed System

The Use Case Diagram in Figure 3 shows that the system provides a secure and
centralized repository for PACOCUA and ISO documents, enabling easy access and
management for users, administrators, and process owners.
2.3 Sequence Diagram
Sequence Diagram shows the accreditation process facilitated by the Dynamic
Databank Framework for PACOCUA and ISO Documents, users embark on a structured
journey. It begins with user registration, where individuals establish accounts within the
system. Once registered, users access the platform by logging in with their unique credentials,
with the system diligently authenticating their identity for security purposes. A crucial step
follows, wherein users select the specific accreditation type they wish to pursue, offering
options such as PACOCUA or ISO. Subsequently, users upload the requisite documents
essential for their chosen accreditation. For instances where administrative clearance is
necessary, the system seamlessly facilitates communication with administrators. This process
involves the E-Clearance System, responsible for verification checks and prompt responses,
ensuring the accreditation workflow remains efficient and effective throughout.

Figure 4: Sequence Diagram of the Proposed System

2.4 Activity Diagram

The activity diagram depicts the process of creating a user account in the system,
encompassing user input, validation, account creation, and email activation.

Figure 5: Activity Diagram of the Proposed System

2.5 Class Diagram
The Class Diagram offers a comprehensive view of the target system, delineating its
constituent objects and classes, along with the connections that bind them together.
Meanwhile, the relational database plays a pivotal role in defining the nature of data to be
housed within it and establishes the relationships that govern their interactions. This
encompasses a wide range of information, including user profiles, course details, instructional
materials, and other pertinent educational data.

Figure 6: Class Diagram of the Proposed System

 PART 3 – SYSTEM DESIGN
System design involves the meticulous process of shaping the architecture,
components, and functionality of a system, ensuring that it aligns seamlessly with the
identified requirements and objectives, ultimately paving the way for the development and
implementation phases.
3.1 System Scope
This study is primarily focused on the design and development of a document
management system tailored specifically for the accreditation requirements of ISO and
PACOCUA standards.
1. Implement User Account Creation and Authentication:
Implement a user account creating system within the framework, particularly focusing
on the Process Owners and Areas of Inspection. This will ensure that relevant stakeholders
have personalized access to the system.
2. Facilitate Document Collection and Storage:
Enable seamless collection and secure storage of essential documents necessary for
the accreditation process, including PACUCOA and ISO Documents.
3. Implement Access Control and Permissions:
Establish robust access controls and permission mechanisms to safeguard sensitive
documents. Ensure that only authorized personnel can view and modify documents as
needed.
4. Facilitate Quick Document Retrieval:
Create a system that enables users to quickly locate specific documents, enhancing
operational efficiency and reducing time spent searching for critical information.

REFERENCES
[1] Powell, C. (2013). Accreditation, assessment, and compliance: Addressing the cyclical
challenges of public confidence in American education. Journal of Assessment and
Institutional Effectiveness, 3(1), 54-74.
[2] Gaston, P. L. (2023). Higher education accreditation: How it's changing, why it must.
Taylor & Francis.