Arellano University

Juan Sumulong Campus

2600 Legarda St. Sampaloc Manila

The Development of Chief’s Online Document

Request System and its Efficiency in Arellano University – Juan Sumulong
Campus

A quantitative research study presented to:

Mr. Matt Jigen Anore

The Proponents:

Tapan, Monique Angel M.

Kinilitan, Lee B.

Almacen, Samantha Maureen D.

Viva, Lorence M.

Pradia, Heyvhen Angelo

Toledo, John Paul G.

Solidum, Kurt Erwine

David, Zachary Iver Jan R.

Bacong, Timothy John R.

Fernandez, Bryan T.

January 2023

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 The Development of Chief’s Online Document

Request System and its Efficiency in Arellano University – Juan Sumulong

Campus

Arellano University – Juan Sumulong Campus

2600 Legarda St. Sampaloc Manila
1008 Metro Manila, Philippines

Abstract

The academe institution adapts the new method by introducing a new approach of document

retrieval processing to replace the manual-- traditional method with a purpose to lessen the obvious

issues experienced with the manual processing. These problems involve consuming time in document

retrieval that takes an hour or more, as the existing method heavily relies on paper which would take

some time to manage (Cainong, Galvez, Javellana, 2015). Furthermore, cost for going back-and-forth

to schools for document acquisition is sometimes higher than the usual fare, mostly, if the document

requested takes a day, weeks or even a month duration.

Previous studies suggest that having an automotive system as a replacement to the usual

process is more effective and beneficial in terms of functionality, cost and time saving (P. Estrera, 2017)

In line with this, V. Batuampar, R. Comendador and P. Cantilado (2019) highlighted than having

scheduled request is more convenient for both students and registrar personnels.

To support those studies, the proponents conduct a survey by handing-out questionnaires with

closed-ended questions to fifty (50) random individuals enrolled in grade 11 and 12 in Arellano

University-Juan Sumulong Campus. The collected responses help us to come up with a decision that

the Chief's Online Document Request System is efficient with 94% high satisfaction for the design and

97% agreed that the system is good quality and has minimal flaws. Aside from that 92% says they

agreed that CODRS reduces cost. Furthermore, 97% of the participants were agree that the system

has a positive impact in time saving of the students. The findings found that the CODRS is effective and

can be more efficient if utilized to its extent.

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 Chapter 1

THE PROBLEM AND ITS BACKGROUND

Introduction

We observe that when it comes to paper work, people typically struggle. People run into issues like

line-ups, fees, and poor scheduling, which can lead to even more issues down the road. There are

always a lot of people waiting in line at school or in places that are sources of important papers, making

it difficult to receive the papers. A fare is also a problem because it is frequently filled and people are

sometimes unable to request, so it is not the only issue. Scheduling is another obvious issue, and

occasionally you don’t receive the paperwork at the designated time and day. We therefore devised a

method to make it simpler and easier for students to carry out this work. This is useful for everyone and

won’t just benefit students because it can be utilized everywhere.

The progressive emerging of technology opens potential innovation in the usual in-person document

request process into a systematic and efficient way of organizing, tracking, retrieving and processing of

student’s credential in academic institution. Student’s academic records are important piece of

information regarding the academic history of all the students, such as form 138, transcript of records,

good moral, diploma and so on. Considering the number of students entering every school year, the

loads of documents handled by the school also increases; which result to a more time-consuming

process when requesting a specific document.

The document caried by the University are great numbers of papers which is also the factor of

the slow process of the manual requesting process. Thus, organizations like educational institutions are

continually seeking for a system that can solve managing various papers. (Green, 1993)

The Chief’s Online Document Request System is a proposed web-based alternative way of

credential processing inside the academe institution of Arellano University which aims to build a more

efficient and practical way in terms of requesting documents. CODRS is expected to manage the

navigation process students’ needs to go through as they request students’ documents that the school

possess while also setting scheduled appointments for the students to get their documents.

This research will look and study the effectiveness of implementing such system on Arellano

University Juan Sumulong Campus and record data that will be gathered by the researchers and come

to a conclusion of its effectiveness and if it is a valuable permanent replacement for the old in-person

credential request.

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Objectives

● To gather data and test the effectiveness of implementing a systematic method of requesting

and passing important documents to minimize the existing problem with the current method.

● We aim to have the conclusion of having an online system that will assist students and parents

in managing their documents as well as requesting them to the school, a viable option.

● To innovate the manual document request processing by creating a web-based document

request system that will take place in a systematic method of responding to student’s credential

retrieval;

● To design an innovative system which provide an easy to use and beneficial alternative way of

document request processing;

● To evaluate the efficiency and relevancy of CODRS in Arellano University

Statement of the Problem

Chief’s Online Document System a systematic method of requesting student’s academic records.

The implementation of such system will answer the existing problems that the current students are

facing. This study aims to answer these following questions:

1. What is the demographic profile of the respondents?

a. Name

b. Gender

c. Grade level

d. Strand and Section

2. What is the quality that the CODRS presented?

a. Design

b. Performance

3. What are the effects of the implementation of Chief’s Online Document Request System?

a. Fare cost

b. Time-saving

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 4. What is the relationship of Chief’s Online Document Request to its Efficiency?

Hypothesis

We the researchers think that the implementation of CORDs will dramatically hasten the process of

acquiring students’ Academic Records. We also hypothesize that this will make requesting students’

academic much more accessible to parents and students

Main Hypothesis:

● H0: There is no significant relationship between Chief’s Online Document Request System and

its Efficiency.

Other Hypotheses:

● H01: The system will expedite the acquisition of student’s documents and an effective

management of student requests.

● H02: Requesting students’ academic records will be more accessible and convenient for

students and parents.

Conceptual Framework

INPUT PROCESS OUTPUT

Demographic: 1. Organize plans An online document request

1. Current students 2. Find aspects of requesting system for the use of students

and passing applications and guardians, with efficiently

Problems with the current and requirements that can running directory designed for

method: be implemented in a long distanced interactivity.

a. time consuming system.

b. uncertainty of 3. Find suitable language Efficiency of CODRS to Arellano

attaining requested needed for the creation University’s Chiefs.

requirements of the system.

4. Favored selections: Visual Solved the evident problems the

Can an online version of Basic manual process

requesting and passing 5. Create system in chosen

requirements be effective? programming

5 language
6. Trial and error

Programming language 7. First test of finished

Scope and Delimitation

This study focuses on studying the effectiveness of implementing an Online Requirement

Requesting System to Arellano University Juan Sumulong Campus Records Department to see the

effectiveness of having a system managing the request of students in regards to students having

difficulty requesting their Academic Records.

The subject of this study are Grade 11 and Grade 12 students who are currently enrolled in Arellano

University Juan Sumulong Campus in S.Y 2022-2023. The study will mainly focus on the specific group

of students as they are the students who are in need of their Academic Records for submitting their

Application to College Universities.

The data will be gathered in the span of February 20, 2023 until February 27, 2023 in Arellano

University Juan Sumulong Campus and the data will be organized and graph to project the result of the

data gathered regarding the effectiveness of the CORDS system.

The data gathering will be done by survey and in-person experience of using the CORDS system to

maximize the accuracy of the data that will be recorded.

Significance of the Study

This research is made with the aim to provide information and knowledge to the following:

To the Students. This study aims to inform students of the benefits of using CORDS in acquiring their

Students’ Academic Records. This will show how this study will benefit the students by reducing the

time and effort to request for their credentials.

To the Teachers. Through this research, teachers/facilitators may learn the system, introduce it to their

students, and guide them on how to access and navigate the system.

To the Parents. This study aims to reach target audience which includes the parents, providing them

with a new understanding and familiarization with a new approach to document requisition

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To the Future researchers. This study will hope to guide future researchers in regards to having an

online system that is able to manage Academic Documents and on how such a system benefits

students, parents, teachers and others.

Definition of terms

Web-based - A system that provides access to a software system using a computer and internet

connection.

System - A system that ensure the processing and storage, as well as sending and receiving, of data

via telecommunications networks using the end device.

Credentials – An official documented credit that verifies an individual's qualification or competency in a

specific skill. Credentials are earned and awarded by completing a course of study, successfully

passing an assessment, or meeting specified requirements that verify competency.

Request - The action of asking for something formally and politely.

Implementation - Implementation is the execution or practice of a plan, a method or any design, idea,

model, specification, standard or policy for doing something.

Process - A series of actions that you take in order to achieve a result.

Database - An organized collection of data stored and accessed electronically.

Systematic - Relating to or consisting of a system

Queue - A line or sequence of people awaiting their turn to proceed.

Visual Basic – A programming language used to create a web-based system

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 Chapter 2

REVIEW RELATED LITERATURE

This chapter consists of a literature review of underlying studies concerning web-based

document requisition. It will also discuss the relevant studies and their gaps with the proponent’s study.

Online Document Request System

Digitalization of Processing Documents. An Online Document Request System is a web-

based document requisition via internet. ICT components frequently aid in the provision of computers,

networking, and the construction of school computer labs, enabling instruction in computer literacy and

programming, creating new curriculum in an electronic format and distributing them distance education

enabling improved management in the field of education (Trucano, 2005).

According to Salimah Mokhtar (December 2010) Nowadays, the electronic system enables the

rapid creation and distribution of documents. Therefore, replacing paper-based documents with

electronic documents, in academic areas electronic documents as information sources have increased

and retrieving the information among a huge number of documents.

According to Eusebio, Ong and Piangco (2020) of Polytechnic University of the Philippines

Paranaque, a system, specifically ODRS will reduce the document traffic since it will provide an easy

way of requesting documents which will be beneficial for the both students and school’s administration.

As documents are crucial information about the student’s academic history, the study focuses on

creating a system that would cater the student’s request of documents while reducing the amount of

long queuing and fare cost considering the amount of waiting time in retrieving documents with the

manual document requisition.

Structured method of requesting document. Too Ser Ing (2002) designed an electronic

solution to the process of making request for purchasing reading materials in order to solve problems

faced by the lecturers when doing requests. Library Online Request for Purchasing Material System

(LORS) is a web-based application where lecturers from University of Malaya (UM) can make their

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requisition for purchasing materials via internet, to reduce inconvenience encountered in manual

request. The study conducts a system test to a web-based application (LORS) where functions are

tested individually. The study also provides cases with the steps in purchasing request these are: (1)

Authentication. Authentication involves with log in with 2 cases, the log in invalid username and

password, and login successful. (2) Submit request. It includes profiling where students are required to

input proper information before submitting their request, unless the user will receive message box. (3)

View request. Lastly, view request is responsible for viewing request submitted. System comes with few

steps includes especially profiling, as requisition requires information before processing a specific

request.

J. Cainong, D. Galvez and J. Javellana (2015) of Ateneo de Davao provides an innovative web-

based system that would cater the resident’s documents in a more convenient and efficient way. Since

the traditional keeping of documents heavily relies on papers and use the computer for encoding

barangay accounts and other information through office application. Most of their records and

documents are located in their physical file cabinets. Which results to a minute and possible longer

waiting time in retrieval because of tedious search on records found in their cabinets which paralyzes

client service. Thus, the study provides a system that would manage and keep track records in a

modern approach where computers are primarily the medium that reduces the consumption on paper.

The designed system will pass through few steps, namely: request documents, providing needed

requirements, checking of documents then approved documents will then be prepared, after that,

paying for specific document will take place as well as the issues of requests. Paper-based request

would take some of your time or longer thus, a system that would accommodate the user will reduce

effort and time consumption since it will be replaced with few steps with a little effort.

According to the conducted study, office of the registrar which is responsible for managing and

releasing documents prefer to have an application that would help them reduce the consumption of time

in encoding bulky loads of documents in system each day. The proposed system to counter the existing

problem is to build an application that would make the process of managing and requesting a lot easier.

With such application, registrar office will be able to release any form by having the right schedule for

releasing and not having problem about additional work like form request. The system aims to provide

assistant to the registrar office to make all form request appointments on manage and put on schedule

instead of unscheduled from request the ADR Management System is a simple way to request a form

with a specific date to release and notify the registrar when it is time to claim the form. Simplifying the

method by providing schedule of retrieval will eradicate the problem faced by both students and the

registrar personnels. (V. Batuampar, R. Comendador and P. Cantilado, 2019).

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 Usage of web-based request system. In a field where paper-based systems are inherent,

alternative systems that develop web-based solutions are essential; excessive amounts of paperwork

can be quite overwhelming. Thus, these systems will find solutions to the issues. Users' difficulties

experienced during the test run were mentioned in user feedback. As a result, we had to modify our

design taking into account of such user behaviors and at the end these efforts greatly enhanced the

system robustness. The adoption of a system after an innovation is successful. As of May, 2006, more

than 550 EDRF and 530 TM requests were handled by the systems successfully. At the time of

submitting this manuscript, the average size of a TM is about 35 pages with an average of 20 recipients

on the distribution list. A simple calculation shows a reduction of more than 370,000 hardcopy pages

while saving the associated postage expenses. Besides the obvious cost-saving benefits, they also

boast much faster information delivery to all corporate levels, while demonstrating their ease of use,

flexibility, scalability and reliability through repeated use in time. (J. Yoa and J. Li, 2006)

Online information system that a department allows students to ask officers to do something,

which it is like a service center or help desk. As a result, with our proposed system, students will have

less procedures for request submission, and the system could prevent some mistakes that might

happen during submission, such as input validation in online request forms. In addition, they can track

their request status. On the other hands, our proposed system could reduce workload and improve data

management for faculty staff as well. (Rassameeroj, Jomkhamsri, Thaithaweewattana, 2022)

A study conducted by Sprague Jr. (1995) said that harnessing information technology to

manage documents is one of the most important challenges facing IS managers in this decade. It is

important because most of the valuable information in organizations is in the form of documents such

as business forms, reports, letters, memos, policy statements, contracts, agreements, etc. Moreover,

most of the important business processes in organizations are based on, or driven by, document flows.

Synthesis

The literature and studies presented above were used to help the researchers in further

analyzing the capability, benefits, and possible changes a system dedicated into handling students

records or Chiefs Online Documents Request System (CODRS). The data in the literatures and studies

give specific areas to improve in creating a system. To the function of the system, the accessibility of it

in regards to older and young people trying to use the system. The amount of time and manual work it

will save and the ability to secure and record transactions of the requester and the documents they ask

for inside the websites data base.

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 An Online Document Requesting System improve the ability of the school faculty and records in

managing the students request for their School or Personal Documents that the school possess as it

makes the process of managing the request fast, and efficient.

The use of Electronic and Online System in creating and managing documents replace the use

of paper as it is a more reliable and quick process of creation. The use of Online System for managing

Documents have been growing more every year as it proves it’s reliability.

Having specific system like ODRS results in having less traffic to the school administrations

records and to students. As students’ documents are very important in regards to their academic career

and future, having a system specifically created to cater their request will lead to a well manage

process of requesting for documents, fare cost and the amount of time spent on waiting queue.

library online request for purchasing material system (LORS) fixes the problems of needing to

come into contact with the holder of the desired item so that requisition is possible. Aside from the

details of the material wanted by the customer, certain information9n are also needed to be able to

acquire the wanted material. It I done through authentication via logging in the said website of LORS.

Online selling applications such as Shopee and Lazada are similar in regards to the process of verifying

people in order to secure fair and honest transaction. ODRS will need an authentication process to

clarify and form a connection with the individual and their desired documents with solid interactivity.

Ateneo de Davao's approach on the structured giving of documents via online interaction fixes

the tedious manual way. The ADR Management System provides a lot of convenience for users who

are more inclined with the grips online. Soft copies of desired documents are also provided for the

users of the system. Likewise, the CODRS will work having the traits and qualities of the

aforementioned system. The ADR Management System's approach is significant in our desire to reduce

the time needed do users who would use our finished system.

Based on the study, the registrar’s office, which is responsible for document management and

release, would prefer an application to help them save time on encoding large amounts of documents

into their system daily. To address this issue, a proposed system aims to simplify the management and

request process by building an application that would make it easier to schedule and release any form

requested. With this system, the registrar’s office will be able to release forms on schedule without

worrying about additional form requests or extra work. The ADR Management System is a user-friendly

solution that allows for the easy scheduling of form requests and notifies the registrar when it’s time to

claim them. By simple adding an application that will simplify the method and providing a schedule for

retrieval, both students and registrar personnel can avoid the problems they previously encountered.

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 It's Important to develop a web-based systems as an alternative to paper-based systems, which

can become overwhelming due to excessive amounts of paperwork. These alternative systems can

address these issues and improve the efficiency of the process. Since the adoption of this system, it

has been successful, with over 550 EDRF and 530 TM requests successfully handled as of May 2006.

The average size of a TM is about 35 pages with 20 recipients on the distribution list, resulting in a

reduction of over 370,000 hardcopy pages and associated postage expenses. In addition to cost-saving

benefits, these systems offer faster information delivery and demonstrate ease of use, flexibility,

scalability, and reliability over time.

In this paper, the department of education provides an online information system for students to

request assistance from officers, similar to a service center or help desk. This proposed system

streamlines the request submission process for students, reducing the number of steps required and

helping to prevent errors such as incomplete forms. It also allows students to track the status of their

requests. Meanwhile, the system also benefits faculty staff by reducing their workload and improving

data management.

According to Sprague Jr.’s research in 1995, one of the major challenges facing IS managers at

the time was effectively using information technology to manage documents. This was considered

crucial because much of the valuable information within organizations was stored in documents such as

reports, memos, policies, contracts, and more. Furthermore, many key business processes relied on

these documents and their associated flows, hence an implementation of online management of papers

is an ideal solution as it gives security, flexibility and saves up time in helping handle papers and

documents

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 Chapter 3

METHODOLOGY

Research Method

Because of the complexity of the study’s variables, the researchers decided to approach and solve

the research problem quantitatively by using statistical methods and findings from the data in order to

respond to the research question. This study, The Development of the Chief’s Online Document

Request System (CODRS) and its Efficiency in Arellano University – Juan Sumulong Campus, adopts

methods and design from a quantitative approach to conducting research. This chapter describes the

research techniques the researcher will use to carry out the study, including the research design, study

population, development of the research instrument and determining its validity and reliability, methods

for collecting data, and the appropriate statistical treatment of data.

Research Design

This research was conducted utilizing quantitative methods. The descriptive research design used

in this study is defined as a research method that explains the characteristics of the respondents being

studied. Furthermore, descriptive research design emphasizes relevant data or the significance of what

is stated. It contains research and literatures that provide information about the current situation of the

variables

Research Instrument

To gather the data that our study needs. We the researchers will use the Questionnaire Method of

taking information regarding individual data and information that the respondents give to us. The use of

Questionnaire Method in Surveying for data regarding our study is the most fitted method as our made

Questionnaire are made specifically to gather statistical data in and elaborate the performance of our

Program by taking feedback to its future users.

1. Likert Scale

Likert scale is a five-point response scale on a continuum used to show the respondent’s level of

agreement to the given statement in the hand-out survey questionnaires.

Presented in table 1 is the scale with its corresponding interpretation to show the respondent’s

insights about the proponent’s proposed system.

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 Table 1. Likert scale

LEVELS INTERPRETATION
1 You highly disagree with the given statement
2 You disagree with the given statement
3 You neither agree nor disagree with the given statement
4 You agree with the given statement
5 You highly agree with the given statement

Sampling Technique

To gather data, we the researchers decided to survey randomly selected individual students by

letting them try our program and getting their feedback through our questionnaire. We will randomly

select a student that our data gathering team as this provides a much broader range of respondents as

our program is required to handle huge number of workloads.

Statistical Treatment

The collected data from our in-person survey will be compiled, organized and tabulated manually.

To analyze the results, researchers will apply statistical tools and inferential statistics to come up with a

precise interpretation of the study's findings.

Descriptive Statistics

1. Frequency Distribution

A frequency distribution is presented using tables to precisely interpret the total

responses in each question.

2. Measure of Central Tendency

Central tendency consists of three main measures namely, mean, median and mode.

Where mean is the average value, median is the middle value in an ordered set from least to

greatest, and mode is the most frequent value.

Measures of central tendency helps the proponents to determine the middle value or

average in the statistical analysis of the data.

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 3. Weighted mean

The weighted mean (WM) is the calculated sum of the multiplied data by its weight

divided by the total number of respondents which denotes as ‘n’.

Formula: WM = ∑fx/n

Where:

WM = weighted mean

∑fx = summation of weighted frequencies

N = total number of respondents

Inferential Statistics

1. Pearson’s r Correlation Coefficient

Pearson’s r coefficient serves as a numerical representation to determine the correlation

or non-correlation of the research’s dependent variable and its independent variable. The

correlation coefficient ranges between -1 to 1 that indicate the likeliness of the correlation in the

research depending on the distance of the variables. The distance to the slope will determine

whether it is positive, negative or non-existence. The formula for Pearson’s r Coefficient is

written as:

In solving for pearson’s r correlation which is denoted as r, x variable is multiplied

by the y variable, the proponents then find the root of the two variables multiplied by

itself.

2. Simple linear regression

Simple linear regression provides the relationship between two continuous variables

denoted as x and y.

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 Chapter 4

RESULTS AND DISCUSSION

In this chapter, a thorough examination is presented of the data that was gathered during the study,

which had the objective of appraising the Requesting System's ability to provide students with

necessary documents. The study utilized different criteria, including the design, performance and time-

saving of the System in handling document request.

I. Demographic Profile of the respondents

The profile of the respondents who participated in our conducted survey about the development

of chief’s online document request system and its efficiency is presented using figures, as indicated

below.

I.1 Gender

Gender

2%
Female
6%
Male
26% Non-binary
Prefer not say
66%

Figure 1. Data distribution of gender

Figure 1 represents the total percentage of gender out of the 50 respondents in Arellano

University, 66% of students identify as female, 26% identify as male, 6% identify as non-binary, and 2%

prefer not to disclose their gender.

Our analysis of participant gender revealed that out of the 50 respondents, 66% identified as

female, 26% identified as male, 6% identified as non-binary, and 2% preferred not to say. This

distribution provides insights into the gender diversity of our study population and could have

implications for the interpretation of our results. The majority of participants were female, which is in line

16
with earlier research in our field that revealed women are more inclined than males to take part in

studies pertaining to health and education. (Smith & Farkas, 2021).

The proportion of non-binary participants is higher than anticipated, which would indicate that

our sample is more accepting of non-binary identities. To further explore the gender composition of our

sample, we compared our results to another graph depicting gender in a national survey of college

students. This graph showed that out of 1000 respondents, 55% identified as female, 43% identified as

male, and 2% identified as non-binary or preferred not to say (National Survey of College Students,

2020). Comparing our results to this national survey, we found that the proportion of female participants

in our study was higher than expected, whereas the proportion of male participants was lower. This

suggests that our study may be more inclusive of women than the broader population, which could

have implications for the generalizability of our findings. Moreover, the higher proportion of non-binary

participants in our sample may reflect a more diverse and inclusive study population, which could enrich

the interpretation of our results by highlighting the experiences of underrepresented groups. In

summary, our analysis of participant gender highlights the importance of considering demographic

factors when interpreting research findings. Comparing our results to another graph depicting gender in

a national survey of college students, we found that our sample was more inclusive of women and non-

binary individuals, which may have implications for the generalizability of the results.

I.2 Profile of the respondents in terms of grade level

Grade level

Grade 11
Grade 12 48%
52%

Grade 11 Grade 12

Figure 2. Percentage of the respondent

based on grade level

Figure 2 shows the profile of the respondents in terms of grade level in Arellano University.

According to the data, 52% of the population are in Grade 12, while 48% are in Grade 11.

Our analysis of participant grade levels revealed that out of the 50 respondents, 52% were

grade 12 and 48% were grade 11. This distribution provides insights into the characteristics of our study
17
population and could have implications for the interpretation of our results. The predominance of

participants from grade 12 is noteworthy, as it suggests that our sample may include more academically

advanced students who are closer to completing high school. This may have implications for the

generalizability of our findings, as grade 12 students may have different learning needs, interests, and

motivations compared to grade 11 students. Furthermore, the relatively small number of participants

from grade 11 could limit the ability to draw conclusions about the effectiveness of the intervention in

this population. For instance, if the intervention is more effective for grade 11 students, the small

sample size in this group may prevent us from detecting a statistically significant effect. Comparing our

results to other studies, a study by Chen and colleagues (2017) that investigated the impact of grade

level on student motivation found that grade 11 students tended to have lower levels of intrinsic

motivation compared to grade 12 students. This suggests that the differences in grade level in our study

could have implications for the effectiveness of the intervention.

In summary, our analysis of participant grade levels provides insights into the characteristics of

our study population and could have implications for the generalizability and interpretation of our

findings. Future research should aim to recruit a more diverse sample of participants from different

grade levels to minimize potential biases and ensure that the results are more representative of the

target population.

I.3 The profile of the respondents in terms of strand

Strand
14

12

10

0
ICT STEM HUMSS ABM GAS

Figure 3. Data distribution of respondent’s strand

Figure 3 shows the profile of the respondents based on strand. There were 13 students in TVL-ICT

strand, meanwhile in academic track, 12 individuals were from HUMSS, 10 respondents came from

both STEM and GAS, and 5 students in ABM.

Our analysis of participant student strands revealed that out of the 50 respondents, 13 were ICT, 10

were STEM, 12 were HUMSS, 5 were ABM, and 10 were GAS. This distribution indicates that our study
18
sample includes a diverse range of academic backgrounds, which could have implications for the

interpretation of our findings. Previous research has shown that academic background can influence

learning outcomes, particularly in fields where different skills and knowledge are required (e.g.,

Mousoulides et al., 2005). For example, in a study on the effectiveness of a physics simulation, Rebello

and Zhang (2013) found that participants with a stronger physics background performed better on the

simulation than participants with a weaker physics background. In our study, the differences in

academic background between participants could influence their responses to the intervention. For

instance, participants from the ICT strand may have different technological skills and experience than

participants from the HUMSS or ABM strands, which could affect their ability to use the intervention

effectively. Furthermore, the relatively small number of participants from the STEM and ABM strands

could limit the ability to draw conclusions about the effectiveness of the intervention in these

populations. For instance, if the intervention is more effective for participants from STEM strands, the

small sample size in this group may prevent us from detecting a statistically significant effect.

Comparing our results to other studies, a study by De Klerk and Le Roux (2019) that investigated the

relationship between academic background and academic performance in higher education found that

students from STEM backgrounds tended to perform better than students from non-STEM

backgrounds. This suggests that the differences in academic background in our study could have

implications for the effectiveness of the intervention. In summary, our analysis of participant student

strands indicates a diverse range of academic backgrounds in our study sample, which could influence

the effectiveness of the intervention. Future research should aim to recruit a more diverse sample of

participants from different academic backgrounds to ensure that the results are more generalizable and

less susceptible to bias.

II. Quality of the Chief’s Online Document Request System

The following tables provide the distribution of the collected responses regarding the quality of

the CODRS, in terms of its design and performance. The data will be analyzed, interpreted and

discussed.

2.1 Design

Table 2. Frequency distribution and analysis of CODRS according to design

DESIGN Rank
Frequency Weighted Verbal
(f) Mean Interpretation
1. The user interface is 194 3.88 Agree 3
eye-pleasing
19
 2. The system is easy
to navigate 4.2
210 Agree 1

3. There aren't any

typographical errors 203 4.06 Agree 2

Table 2 Analysis SOP II 2.1, the data shown in Table 2 specify the students-respondents

satisfaction about the design of Chief’s Online Document Request System. The Verbal interpretation

Agree has the highest percentage of 34.5%, with the frequency of 210 out of 607. The second highest

percentage is 33.4%, with the frequency of 203 out of 607. The lowest percentage for the verbal

interpretation of Agree is 31.9%, with the frequency of 194 out of 607. The Table 2 data indicates that

Chief’s Online Document Request System has a visually appealing and user-friendly design. A large

majority of respondents (94%) found the design visually pleasing, while only a small minority (6%)

disagreed. This suggests that the system’s design is uncomplicated and easy to navigate, resulting in

high user satisfaction. This high satisfaction rate is a testament to the system’s easy accessibility. It is

crucial to note that a system’s design determines user actions, and user-friendliness aids in effective

utilization. Hence, having a simple, easy to access, and visually pleasing design to the system is very

important.

Table 3. Response distribution in terms of CODRS’ design

Disagre
DESIGN e Neutral Agree
Strongly Strongly
Disagree Agree
1. The user interface is 4 1 6 25 14
eye-pleasing
2. The system is easy to 1 1 2 29 17
navigate
3. There aren't any 1 1 8 24 16
typographical errors

Table 3 represents the distribution of responses regarding the design of CODRS was evaluated.

The results indicated that 25 respondents strongly agreed and 14 respondents agreed that the user

interface of CODRS was eye-pleasing. On the question if whether the system was easy to navigate, 17

20
respondents strongly agreed, and 29 agreed. Only 1 respondent strongly disagreed that the system

was easy to navigate. In terms of typographical errors, 16 respondents strongly agreed and 24 agreed

that there were no errors, while 8 respondents remained neutral. However, there was also 1 respondent

who strongly disagreed and 1 respondent who disagreed with this statement. Overall, the results

suggest that the majority of respondents found the design of CODRS to be visually appealing, easy to

navigate, and free of typographical error

2.2 Performance

Table 4. Frequency Distribution and Analysis of SOP 2.2

PERFORMACE Rank
Frequency Weighted Verbal
(f) Mean Interpretation
1. The system did 213 4.26 Strongly Agree 1.5
not crash while
using
2. User did not 213 4.26 Strongly Agree 1.5
experience log in
difficulties

Table 4. presents the Frequency Distribution and Analysis of SOP 2.2, the first is that the

system did not crash while using, with a frequency of 213, a weighted mean of 4.26, a verbal

interpretation of "strongly agree". The second one is that the user did not experience log in difficulties

with a frequency of 213, a weighted mean of 4.26, a verbal interpretation of "strongly agree”. The

results indicate that the system displays a performance as it gathers a high frequency and a verbal

interpretation as strongly agree.

Table 5. Distribution of respondent’s level of agreement in terms of the system’s

performance

Agre
PERFORMANCE Strongly Disagree Neutral e Strongly
Disagree Agree
0
1. The system did not 1 6 22 21
crash while using
2. User did not
experience log in 1 1 4 22 22
difficulties

21
 Table 5 shows the distribution of respondent's level of agreement regarding the

system's performance was evaluated. The results indicate that none of the respondents

strongly disagreed with the statement that the system did not crash while they were using it.

Only one respondent disagreed, while 22 agreed and 21 strongly agreed with the statement.

Similarly, only one respondent strongly disagreed with the statement that they did not

experience login difficulties while using the system, while 22 agreed and 22 strongly agreed.

Four respondents remained neutral on the issue.

Table 5 shows how inclined the respondents were in giving positive feedback to the

performance of CODRS, with 97% agreeing that it runs with minimal flaws, and a bit of

neutrality mixed within the percentage, and 3% for the respondents who had their opinions

otherwise. This adds more proof for the effectiveness of the CODRS.

The survey data shown in tables 3 and 4 show that the respondents were strongly agreed with the

performance of the chief's online document request system. According to Qiufen Xia, Weifa Liang,

Wenzheng Xu, (2013). The online request admission in mobile cloudlets, they found the flexibility and

locality of cloudlets, most requests of mobile users can be processed locally. However, the cloudlets

usually have limited resources and processing abilities, which implies that they may not be capable to

process every incoming request. This is the information we got about the performance of online request

systems.

III. Benefits to the Users of CODRS

The data that will be presented below are gathered with the aim of finding out the insight and

opinion of students regarding the main benefits having the CODRS implemented for students to use in

requesting their documents.

3.1 Fare cost

Table 6. Analysis of respondent’s feedbacks in terms of fare cost

Frequenc Weighted Verbal

FARE COST y (f) Mean Interpretation Rank

1. Does using the web-based Agree

request system reduced your 201 4.02 1
fare cost in document
retrieval?
2. Does the system have 213 4.26 Strongly 2
significance in saving cost? Agree
22
 Most importantly if you want
to minimize your spending

Table 6 presents the frequency and distribution of responses regarding the fare cost. With the

question if the system reduced your fare cost in document retrieval, the frequency has 201 and 4.02

weighted mean with a verbal interpretation of agree, the next one is does the system have significance

cost, the average frequency is 213 with 4.26 weighted mean and strongly agree verbal interpretation.

After the system was first-hand experienced by the respondents, they come up that the system has the

potential to lessen the fare cost, as shown in the data above.

23
Table 7. Data distribution of respondent’s feedbacks according to fare cost

Strong Stron
FARE COST ly Disagr Neutr Agr gly
Disagr ee al ee Agre
ee e
1. Does using
the web-
based
request system 2 0 8 25 15
reduced your
fare cost in
document
retrieval
?
2. Does the
system have
significance
in
saving cost? 1 1 3 24 21
Most
importantly if
you want to
minimize
your spending

Data presented in table 7 represent the students-respondents view on how using the

Chief’s Online Document Request System can save them money from Fare Cost. The Highest

Percentage with the Verbal Interpretation of Strongly Agree is 51.44%, with the Frequency of

213 out of 414. The Lowest Percentage with the Verbal Interpretation of Agree is 48.55%, with

the Frequency of 201 out of 414. The data in the Table 6 indicates that using the Chief’s Online

Document Request System save students Fare Cost for retrieving their own documents. The

majority of students who participated in the survey (92%) concurred that utilizing the Chief’s

Online Document Request System reduces the costs associated with obtaining school

documents with (8%) few suggesting otherwise. This suggests that having a dedicated system

for handling such requests can be financially beneficial for students by reducing the costs

associated with retrieving these documents, students can save money that they can then

allocate towards other academic or personal expenses. Furthermore, having a dedicated

system to manage document requests can also help to streamline the process, making it more

efficient and less time-consuming for both students and school administrator.

The survey data presented in Table 5 and Table 6 indicate that the respondents strongly

agreed with the cost-saving benefits of having an online document request system. Also,

according to a study of R. David, A. Dube, P. Ngulube (2013) indicated that document

management strategies have the potential to provide some substantial cost-saving benefits if

they are used judiciously. This further reinforces the data we gathered about the cost saving of

a dedicated system for requesting document.

24
 3.2 Time-saving

Table 8. Frequency Distribution and Analysis of respondent’s insights in

terms of time-saving

TIME-SAVING
Frequency Weighte Verbal Rank
(f) d Mean Interpretation
206 4.12 Agree 3
1. Does the retrieval of
documents become faster
2. Is the scheduled document 217 Strongly 2
retrieval more convenient in 4.34 Agree
terms of saving time?
Strongly
2. Do you prefer using the
226 4.52 Agree 1
system than the manual
request processing?

As shown in table 8, the retrieval of documents become faster, the frequency is

206 with 4.12 weighted mean and the verbal interpretation is agree, the second one is the

document retrieval is more convenient in terms of saving time, the result is 217 frequency

with 4.34 weighted mean and strongly agree verbal interpretation the third one which is

do you prefer using system than the manual request processing, having 226 frequency,

4.52 waited mean and strongly agree verbal interpretation

The data shown in Table 8 shows the responses the respondents gave for the

hypothetical questions on what they think about how the CODRS could affect them time-

wise. with the highest percentage of 34.82%, is the frequency of 226 out of the 649 total

responses with the verbal interpretation of "strongly agree". In second, with the response

percentage of 33.43% is equivalent to the 217 out of 649 responses, with the verbal

interpretation of "strongly agree". Lastly the lowest response percentage of 31.74% is

taken from the 206 out of 649 total responses which has a verbal interpretation of

"agree". Table 8 shows the respondents are positive about how the CODRS could affect

their time saving efforts. 97% agrees, with neutrality mixed in between, and 3% disagrees

about how the CODRS could positively affect their time saving efforts.

Table 8 says a lot about the time saving offer of the CODRS. The internet offers

much time saving benefits for its users. Access to different sites and information are one

25
of its reasons. CODRS uses the internet to its advantage, as it is easily accessible to

anyone who uses devices such as computers and phones, a personal device from home

or a portable one. A user wouldn't need a lot of procedures and effort just to get a needed

papers and documents. Eusebio, Ong and Piangco (2020) says that creating a system

that would cater the student’s request of documents will reduce the amount of long

queuing and fare cost considering the amount of waiting time in retrieving documents with

the manual document requisition.

Table 9. Data distribution of respondent’s feedbacks according to time-saving

Neutra
TIME-SAVING Disagree l Agree
Strongly Strongly
Disagree Agree
2 0 11 14 23
1. Does the retrieval of
documents become faster
2. Is the scheduled
document retrieval more 0 1 3 24 22
convenient in terms of saving
time?
2. Do you prefer using the 1 0 1 18 20
system than the manual
request processing?

Table 9 represents the data distribution of the respondent's feedback on time saving. The

graph above shows how much time is spent retrieving documents via CODRS and how

accurate the system is in terms of time savings. In first question, 2 of the respondents strongly

disagreed with the respondents and no respondents disagree. Meanwhile, 11 respondents

remained neutral, 14 agreed and 23 individuals from 50 respondents strongly agreed with the

statement. With a question if the scheduled retrieval process is more convenient in terms of

saving time, 0 individual strongly disagreed, while 1 respondent disagree and 3 respondents

remained neutral, 24 agree and 22 respondents says they strongly agree. Lastly, do the

students prefer using the system than the manual request processing? 1 student strongly

disagree, no respondents disagree and 1 remain neutral, while 18 students records that they

agree with the statement and 20 respondents strongly agreed. Thus, the system draws a

positive insight to the students about the CODRS in term of time saving.

IV. The Relation and Effect of CORDS to its users.

The data presented below will test the significance of the main hypothesis to analyze the

correlation between the two variables which are the independent and dependent variable.

26
 Table 10. Correlation between Measures

Pearson's r INT tvalue tcritical α INT Decision

Relationship 0.9017308 Very high
of CODRS 3 positive 14.3 2.011 0.05 Significant Reject
to its correlation H0
Efficiency

As shown in the table 10, the relationship between two variables studied have a very

high positive correlation with a pearson’s r of 0.90173083 and a tvalue of 14.3 which is greater

than 0.05 level of significance. Thus, the result is significant and should reject the null

hypothesis.

The result to the test hypothesis only suggests that the Chief’s Online Document

Request System has a correlation to its efficiency and has a significant effect to the users. This

supports the study conducted by P. Estrera (2017) that an automated system is more effective

than the existing method as presented below.

Table 11. Showing the T-test Results on the select areas of study of the EDMS

In his test if there is no difference between the existing method and the automated, the

result shows that the p-value are lesser than the level of significance, the null hypothesis of no

difference is rejected. He, therefore, concluded that automated system is more effective and

beneficial in terms of functionality, cost and time.

27
 230
225
220
215
210
205
200
195
190
185
190 195 200 205 210 215

Figure 4. Trendline

Figure 4 presents the trendline of the correlation r. The trendline starts from lowest to

highest which indicates that the web-based request system is efficient to the students and has a

significant relation to each other.

Chapter 5

SUMMARY OF FINDINGS, CONCLUSIONS AND

RECOMMENDATION

Summary

This chapter presents the findings, conclusion, and recommendations based on the

study on The Development of the Chief’s Online Document Request System (CODRS) and its

Efficiency in Arellano University – Juan Sumulong Campus. The study aimed to determine the

efficiency of the system as perceived by the users. The sample consisted of 50 respondents

who have used the system in Arellano University – Juan Sumulong Campus.

The researchers hand-out survey questionnaire to collect insights with a closed-ended

questions to be answered with likert scale, for us to formulate our conclusions.

Other than that, statistical tools are applied to analyze, interpret and classify the data

precisely. The data gathered were used to test the null hypothesis if a web-based system does

not have relation to its dependent variable. Since the study focuses if such system is efficient to

the students.

The analysis found out that the system’s quality reached the expectation of the

respondents in terms of design since the majority (94%) left a high satisfaction response

compare to minority (4%) that disagrees that the system is eye-pleasing, easy to navigate, and

free for typographical errors. In performance, 97% agree the system run minimal flaws with a

28
mixture of neutrality in between and 3% respondents has the discrete opinion. This finding

means that the system shown a good quality to users.

Benefits were also tested according to fare cost and time saving. 92% concurred that

utilizing the Chief’s Online Document Request System reduces the cost, while 8% suggests

otherwise. 97% agrees that CODRS could positively affect their time saving effort, meanwhile

3% disagrees. The data portrays that the CODRS has significant benefits in cost and time

saving.

T-test is employed to test the relationship of the two variables which are the CODRS and

its efficiency to have a decision to reject or not reject the null hypothesis. As seen in chapter 4,

the test between two measures has a pearson’s r correlation of 0.90173083 means it has a very

high positive correlation. Tvalue is greater than the level of significance, thus, the null

hypothesis should be rejected. From the test itself, it can be interpreted that the CODRS is

efficient since both variables has correlation to each other.

Conclusion

This study is conducted to assess the efficiency of CODRS in Arellano University – Juan

Sumulong Campus. The findings were thoroughly analyzed to help the researchers draws these

following conclusions:

● It can be observed that females constitute the majority of respondents to the survey,

followed by males, non-binary individuals, and those who prefer not to say. The higher

number of female respondents may be a coincidence or may be due to factors such as

the timing and method of distribution of the survey. It is also possible that females are

more likely to participate in surveys in general, or that the topic of document requests in

schools is of particular interest to female respondents.

● It can be observed that there were more respondents in grade 12 than in grade 11,

indicating that the study was more successful in reaching students in their final year of

high school. Grade 12 students may be more interested in the topic of document

requests as they approach graduation and prepare to transition to higher education. It is

also possible that grade 12 students are more likely to participate in surveys in general.

● The ICT strand had the highest number of respondents among the five strands, with 13

students participating in the survey. This suggests that students in the ICT strand may

29
 have been more interested or motivated to respond to the survey or that the survey was

promoted more heavily to this group.

● The majority of the students who responded to the survey about the design of the

document requesting system agreed or strongly agreed with the design. The reason for

this positive response could be that the design of the system was intuitive and user-

friendly, making it easy for students to request and access documents.

● The majority of the students who responded to the survey about the performance of the

document requesting system were positive. It is possible that the system was effective

and efficient in fulfilling the students’ requests. The positive response may also reflect a

general satisfaction with the convenience and speed of the system.

● As seen in table 6 and 7, large portion of the respondents record a positive response

with the system having a potential to lessen the fare. Hence, a system is efficient and

reliable in terms of minimizing the fare cost.

● CODRS has significant benefits to students in managing and saving time. Since majority

of the respondents agreed and strongly agreed that CODRS can provide a faster

requisition process, it says that having a system is favorable in terms of saving time.

● Correlation between variables illustrates the significant relationship between the Chief’s

Online Document Request System and its Efficiency. Table 10 and the trendline in figure

4 answers if the CODRS is efficient or not. The high correlation r and tvalue means that

the system could pull off its objective to provide a beneficial system and effective method

of minimizing the experienced issues with the existing processing. Furthermore, it will be

more efficient if utilized to its extent.

Recommendation

1. The school administration should invest in more user-friendly and efficient systems to

meet the needs of students.

2. The school administration should conduct regular maintenance checks on the system to

ensure its reliable and efficient performance.

3. The school administration should conduct further studies to identify other areas where

the system can be improved to meet the needs of the users.

30
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