ABSTRACT

Upon evaluating the school’s existing system, the deficiencies are clearly

identified and must be addressed with specific proposals for improvement. Due to this,

the researchers proposed an innovative adaptation for the enhancement of the Ormoc City

Institute of Technology(OCIT) manual processing on accessing and disseminating

information. This enhancement can hopefully be viewed as a public face for the school

that will enable them to be reachable around the clock and throughout the year, and will

serve as the school’s valuable showcase for life.

Our research entitled “Development of a Web-based OCIT Information

Management System” is well designed, attractive, user-friendly, highly usable, good

content, have enough functionalities and are capable of retaining visitors for long and

make them come back again. The site is created with series of web pages which are well

organized and carefully broken into categories. It has menus and dropdown menus which

contains the resourceful school information such as their vision, mission and goal

statements, history; names list of the board of trustees, administrative staff, faculty and

department heads; courses being offered and TESDA Programs; admission requirements

and procedures and scholarship grants; contacts and calendar of activities. By using this

site, the users can effectively save time, money and effort since they can easily read

important school information as they need. They are also provided with school events or

calendar of activities section to keep them up-to-date with the happenings around the

school.

The website contents particularly the school information is said to be the lifeblood

of the site that’s why the back-end of the proposed website is ensured to be free from any

prohibited access. Hence, only the authorized school website administrators are

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exclusively provided with username and password to fully access the site’s internal files

for upgrade and maintainance purposes. During site overhauling, the administrator will

inform the viewers for the inconvenient navigation of the site due to their latest

modifications and procedures made.

In addition, if a website is hosted to be secured and reliable, then many

establishment or institution will prefer to venture their online advertisement to the said

school website. So through this, the school website can be an income generating project.

The convenience of a school website helps increase profitability and allows institutions to

break through geographical barriers and become accessible, virtually, from any country

in the world by potential viewers that has internet access.

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RATIONALE

The Problem and its Background

Introduction

The history of communication dates back with significant changes in

communication technologies evolving in tandem with shifts in political and economic

systems. Communication can range from very subtle processes of exchange, to full

conversations and mass communication. Human communication was revolutionized with

speech. But because of the imperfection of speech, which nonetheless allowed easier

dissemination of ideas and stimulated inventions, eventually resulted in the creation of

new forms of communications such as cave paintings, petroglyphs, pictograms,

ideograms, writing and alphabet which improved both the range at which people could

communicate and the longevity of the information.

The communication has always been the crucial part of mankind’s social life. It

changes in people’s living conditions and all other circumstances such as technological

developments were books, magazines, newspapers, radio, and televisions emerged. The

distinctive features of traditional media have made people to be schemed by a new media,

which is changing the participation habits of the audiences. It is said that change is the

only constant thing in this world, that’s why people came to realize the invention of new

technology in response to the growing needs of the citizens.

Today, there are many ways to communicate than there were before since

technology has taken over society. Of all technologies, the computer stands out where it

can perform many tasks because of the large array of hardware and software components

that worked with it. Such a system would be vulnerable only to another product with an

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even stronger network effect the website, which could lead economies in unexpected

directions.

Through the Internet, generating a website is an innovative way of expanding an

institution globally. The task associated with a site is to represent a wider range, eco-

friendly, time saving and effortless way of disseminating information. Creating a

professional website for an institution is a powerful investment for the future. It helps

provide a fast availability of unlimited information about the institution at people’s

fingertips and at the same time it increases and upgrades one’s credibility and standard.

A school website is the virtual place where the members of the school community

meet. Today, almost every school/university has its own website where the school

administrators post important information about the school and its activities. It plays a

vital role in removing the barrier between parents, students and the school itself. It would

be easier to provide them with an entrance and front-end of the schools information

which would definitely spell convenience to all parties involved. If a school has its own

effective website, it will have an instant online brochure. The administrators of the school

would not need to worry about print or TV ads to promote the school. And there would

be no need to print materials and announcements for parents and other members of the

school community. This saves money, time, effort, and paper. Through an effective

school website, parents, alumni, and other visitors could access salient information about

the school from anywhere, anytime, even beyond office hours, as long as there is an

internet connection.

Consequently, presence of a website can offer almost infinite expanding

possibilities to the institution; hence the Ormoc City Institute of Technology (OCIT) is

obviously pressing the need to reactivate their website. In response to that necessity, it is

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the aim of this project to develop a web-based information management system for OCIT

as a dynamic forum for promoting an innovative school profile for OCIT, located in

Corner F. Ablen St. and Lilia Avenue, Cogon, Ormoc City.

Statement of the Problem

The main objective of this study is to develop a website for Ormoc City Institute

of Technology to eliminate or minimize the problem in disseminating the school’s

information locally and globally.

In order to guide the researchers properly in this system, the following questions

must be addressed:

1. What are the existing problems of OCIT’s information dissemination system?

2. What proposal could be made in order to eliminate or minimize the problem?

3. What are the requirements in implementing the proposed OCIT website?

Statement of the Objective

General Objective

To develop a school website that is well-designed, educational and professional-

looking, user-friendly, quality content, good functionality and periodically updated. This

assures a great capability of retaining and patronizing the viewer’s overall interest,

confidence and trust to the school, as their perfect venue for education.

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Specific Objectives

a.) To gather data about the current system being used in disseminating school

information via interview and observation.

b.) To investigate the existing problem and enrich a prototype of the proposed system

containing key requirements and functionalities through the use of the Data Flow

Diagram, My SQL, PHP, XAMPP and HTML;

c.) To execute the quality of the proposed system by identifying different errors,

assuming performance of the system;

d.) To respond to the school’s essential needs in today’s electronic world;

e.) To provide a chronicle for worldwide exposure of the schools profile by creating

effective links of school information through the proposed system;

f.) To upgrade the school’s profile and standard into a new market globally with 24/7

accessibility;

g.) To provide an online filing cabinet for the school information such as vision,

mission, goal and history; names of the board of trustees, administrative staff,

faculty and department heads; list of academic offerings, admission requirements

and procedures, and calendar of activities;

h.) To have a great recruiting tool and inexpensive form of advertisement by

minimizing the printing and distribution cost;

i.) To provide a dynamic, modern and updateable school information resource with

unlimited volume of contents that can be presented to the viewers;

j.) To help raise more fund for the school by accepting online personal and business

advertisements;

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Significance of the Study

This study is one of the key to uplift the school’s strategy in disseminating and

accessing information within the campus and beyond. The proposed website will serve as

an effective alternative for the school to change their costly traditional marketing media

and to take advantage on the massive reach of the internet.

The School. In today’s fast-paced market, the Ormoc City Institute of Technology

is the main beneficiary of the study, since website will increase productivity and

profitability. This can help reduce the cost of advertising and paper prints and at the same

time produces an income by accepting online personal/business advertisements. This will

also provide the school, with professional touch and enables them to showcase their

consistency to the people.

The Researchers . The researchers receive the benefits since they are now on their

way of applying and actualizing their different fields of expertise in doing the research.

They hopefully aim to look forward for the realization of the system, and it is also a great

honor for them to initiate ideal opportunity for the school to own a strong online identity

that will help improve the existing system.

The Future Researchers. For the future researchers, this study could be used as

their reference if they would like to develop a system website such as this.

The Students . The students within the campus will acquire benefits for they can

experience immediate access of information since they spend most of their free hours

online, the site is a great venue to be updated with the latest events of their school.

The Prospective Students , Parents or Guardians . This proposed website will help

the prospective students, parents or guardians in minimizing their expenses in travelling,

doing phone calls and conducting inquiries of which school might be the best for them.

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Through this site, they will just simply click in order to view the school’s profile so they

can save time, money and effort upon getting the whole information of the school.

The Alumni . The system helps the alumni to easily access the latest news/events

of the school particularly their reunion schedules as well as viewing the results of their

donations for the school if there are any.

Assumptions

Listed below are the several activities and instances that the researchers assumed

in the development of the proposed system:

a.) The school’s image will reach not just on neighborhood but throughout the

whole world.

b.) The proposed website will receive a lot of visitors from over a hundred countries

around the world.

c.) The proposed website will serve as personal and unique identity of the institution

on the internet.

d.) The alumni can easily acquire updates of their batch reunion and view the output

of their donations for the institution if there are any.

e.) The institution will no longer be left behind with competitive schools.

f.) The institution will have an opportunity to show up on search engines and

showcase their vision, mission and goal statements; history; lists of the board of

trustees, administrative staff, faculty and department heads; courses being

offered; admission requirements and procedures; scholarship grants and calendar

of activities.

g.) The administrator/personnel operator possesses or will have more chances to

advance knowledge on website development.

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h.) The web developer is open to the suggestions of the school administrations.

i.) No alteration of school policy and information statements during construction of

the proposed system.

j.) The school administrations are willing to furnish and suggest additional contents

for the proposed system.

k.) The school will hopefully provide cost for maintenance, web hosting and for the

domain name of the proposed website.

l.) The institution is willing to adopt the proposed system.

Scope and Limitations of the Study

The study is primarily focused on the development and applications of the Web-

based Ormoc City Institute of Technology Information Management System that can

eventually eliminate or lessen their burden in disseminating the school’s information.

The system comprises the school information itself such as its vision, mission and

goal statements; history; lists of the board of trustees, administrative staff, faculty and

department heads; courses being offered; admission requirements and procedures;

scholarship grants and calendar of activities.

It will also do the following:

1. During school campaign, the site can be used as an effective tool for presentation

purposes instead of creating PowerPoint presentation since the total package of

school information is already there as well as its current events.

2. The site will accept online advertisement whether for personal or business

purposes.

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3. The site is of course accessible by the viewers via computers with internet

connection.

4. Only the administrator or the webmaster is authorized to add, edit and delete the

contents of the site.

5. Effective navigation will be experienced in Mozilla Firefox, Google Chrome and

other latest browsers.

6. Online enrollment is not a package of the proposed website.

Review of Related Literature

Every piece of research studies needs to be associated with the relevant system

studies that are already done in order to attain the successful completion of the study

pursued. Review of related literature and studies thus, becomes a link between the

research proposed and the studies already done. This gives an opportunity for the

researchers to gain more ideas, techniques, strategies and information from the related

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sites and literatures collected. Visiting at other school websites, helps them to provide an

initial overview for the development of the proposed website in connection to the related

sites affiliated to this research.

Foreign Literature

Florida International University

This site has revamped a ten year old design and represents over a year of

research and development. It has been re-launched as a contemporary, student-centered

and dynamic site designed to serve the first-time visitor as well as the daily user. It has

strategic messaging and new main page that was redesigned to feature new user-friendly

functionality, content, photography and architecture overhaul of the existing

www.fiu.edu.

The website has new audience pages that have been created for the future and

current students, faculty and staff, alumni and parents. Each page features more in depth

links that are likely to be useful to the audience, as well as section that tracks the most

popular links.

The researchers choose FIU’s website as one of the related sites not just because it

is characterized as worlds ahead site, but mainly because of its clean design and vibrant

use of images and colors which gives the researchers a better strategy to be applied for

the proposed system. This serves as the model of arranging the school’s commercials and

big events via customized animation and making the site informative and resourceful for

the target audiences.

University of Maryland

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University of Maryland, Baltimore web sites and homepage are designed to utilize

higher resolution and the latest versions of Internet Explorer, Mozilla Firefox and other

commonly used web browsers. If the user currently use older version of these browsers,

they may experience technical difficulties in navigating and viewing materials. They

recommend downloading Microsoft IE 7.0 or later, or Mozilla Firefox 3.6 or later to fully

experience the site.

The website was developed using W3W Web Content Accessibility Standards,

which are in compliance with section 508 of the Rehabilitation Act. They attempted to be

in compliance with these standards to the extent possible due to the large volume of

pages on the site and a periodic upgrade that’s why there still may be information that

some individuals may find inaccessible.

The site features a pulsating application of images and information as well as

news that is further elaborated on their calendar of events. Their category of information

is not positioned in the menus and dropdown menus but it was alphabetically sorted

below their calendar of events.

The researchers use University of Maryland’s website because of their well-

organized application of flashing images, information and events. The site utilizes the

latest version of web browsers which is similar to the researcher’s proposed website

wherein navigation using the older ones will lead the visitors to experience site

navigation problems.

University of Washington

The website is published by the University of Washington education, research and

patient care or service area. This provides links to other websites, but the use of such is

subject to the privacy statements on the providers of those websites. In using this site, the

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university may request users to voluntarily provide certain personally identifiable

information to participate in the password-protected areas, download information, join

University of Washington’s mailing lists and engage in payment transactions or for other

purposes. They may use information from cookies and applets for purposes such as

website administration or assessing its technical function as well as tracking of

information about which pages that a user may visit within the site in order to help gauge

the effectiveness of its content. Cookies are alphanumeric identifiers used to identify

user’s computer while applets are small computer applications that relate information

back to the University.

Access to certain portions of their website “Password-Protected Areas” may

require login and password information. The user must have this information in order to

access these areas. The use of your personally identifying and non-personal information

will be governed by the Online Privacy Statement found at http://uw.edu/online/privacy.

The researchers includes University of Washington’s website in their research

because of its elegant, innovative and creative presentation of news and information

which made them unique from the other sites. They use to refer their proposed website to

this site in which menus and dropdown menus is really emphasized, but attachment of

relevant photographs during mouse over is not pursued by them since it is not suitable for

their site’s blueprint.

Local Literature

Ateneo de Manila University

The contents of this website are provided for information purposes only. Ateneo

de Manila University(ADMU) does not accept any liability to any person for the direct,

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indirect, incidental, special or consequential damages that result from the use or misuse

of any information provided in this website. The user shall have sole responsibility for

assessing the relevance and accuracy of the website's contents. They are authorized to

view and download information at this website only for their personal or noncommercial

use. It is not necessary for them to give personal information in viewing the contents of

this website and downloading forms and publications. No personal information about the

user is collected unless he/she chooses to provide it or required by a specific university

office to authenticate the user, and facilitate its transaction. However, the website may

collect and store standard, non-personal information as the user browses through the

website’s contents, reads pages or downloads forms and other data.

The website contains hyperlinks to external websites not controlled, maintained,

or regulated by the university. These links are provided for the user’s reference and

convenience only. If they decide to visit those linked site, they do so at their own risk and

it is their responsibility to take all protective measures to guard against viruses or other

destructive elements. Links do not imply that ADMU is affiliated or associated with it.

All materials contained in the Website including but not limited to the site design, news

articles, directories, photographic images, and their logos are protected by copyright

laws. Unless otherwise specified, all contents in the website are copyrighted property

from them. All rights reserved.

ADMU may terminate, change, suspend or discontinue any aspect of the site,

including the availability on any of its features at anytime. They may also impose limits

on certain features and services or restrict user’s access to parts or to the entire site

without notice or liability.

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The researchers use ADMU’s website since it enables users to download files

easily and view contents without requiring them to provide personal information. They

use to evaluate the contents of the site’s menus and their extended dropdown menus to

fetch ideas for their proposed site. The vibrancy of the images, information and news of

ADMU’s site are quite amazing which made them decide to choose this site as one of

their model in developing their site.

System Technology Institute (STI)

This website may contain links to or be accessed through links on websites of the

other institutions, individuals or groups. The school does not have responsibility for the

contents, availability, operation or performance of any other sites to which this website

may be linked or from which this website may be accessed. Their Web Development

Team shall have the right in their sole discretion to refuse or remove any content that is

available via this website.

All textual, graphical and other content appearing on this website are the property

of STI. The users may view, copy, print and use contents contained on this Web Site

solely for their own personal use provided that the content available from this Website is

used for informational and non-commercial purposes only; no text, graphics or other

content available from this Website is modified in any way and no graphics available

from this Website are used and copied or distributed separate from accompanying text.

The STI respects each site visitor’s right to personal privacy. To that end, they

collect and use information through their website to improve the content on the web page

and to notify visitors about updates to their website. Registration is not required to enter

their website and they share information with other organizations for commercial

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purposes. For each visitor to the website, their web server automatically recognizes no

information regarding the domain or e-mail address.

The researchers refer to STI’s website on putting effects in the site particularly on

the main page to catch the viewer’s attention for them to discover more about the site

since effects are usually seen in it. This enables them to spot differences between sites

with simple animation from a multi-animated one.

University of Cebu

University of Cebu may use cookies to monitor how people use the website. This

helps them understand traffic and behavioral statistical information on how its members

and visitors use the website so they can develop and improve the design, layout and

function of the site. Their web mail is not to be used for the discussion or dissemination

of sensitive material. Access to their services is restricted.

When a user is required to use a password to access any part of the UC web site

then he/she agrees to ensure that any details supplied to them in order to register for such

access are accurate and that he/she is promptly updated in the event that any such details

change; and keep confidential in any personal password and to be responsible for any loss

or damage resulting from the use of any such password by any third party.

UC reserves the right to terminate user’s access to password-protected parts of

their website if they consider that he/she are using its website in a manner detrimental to

them or to other users.

In addition, color is an essential element in judging things, that’s why researchers

choose UC’s website for its neutral colors particularly white for the site’s background.

Since OCIT’s color code is yellow and blue, it would be a perfect match for white to

maintain calmness and coolness to the eyes of the viewers.

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METHODOLOGY

Theoretical and Conceptual Framework

All institutions need a high compact and upgrading method that establish stronger

bonds through constant contact with prospects. For this reason, the researchers will

develop a school website system intended for Ormoc City Institute of Technology to have

the availability of information that can easily be accessed by the viewers.

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In order for the researchers to create the school website system software, the

systems development life cycle describes activities and functions that systems developers

typically perform, regardless of how those activities and functions fit into a particular

methodology. It represents a set of general categories that show the major steps, over

time, of an information systems development project.

The waterfall model is a popular version of the Systems Development Life Cycle

(SDLC) model for software engineering. Often considered as the classic approach to the

SDLC since, it describes a developmental method that is linear and sequential. Waterfall

development has distinct goals for each phase, and once a phase of development is

completed, it simply proceeds to the next one. The advantage of waterfall development is

that it allows for departmentalization and managerial control. A schedule can be set with

deadlines for each stage of development and can proceed through the development

process. The complete systems development life cycle is shown in Figure 1.

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Figure 1.0

The Waterfall Model

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Activities and Phases of the Waterfall Model

Feasibility

Feasibility is a fact-gathering technique of collecting information such as

interviewing the organization’s management, prospective visitors and cost-benefit

analysis that ascertains whether the benefits are worth the associated cost.

The researchers come up with a decision whether a web site is needed by the

institution. If “yes”, the purpose, goal, target visitors, and the content should be

determined.

Analysis

The stage which purpose, target audience, proposed content and functionality for

the entire site is determined. In short, deciding what are needed. In this phase, all

practical requirements of the system website should be carefully analyzed, identified and

categorized according to its level of importance. Therefore, the researchers should come

up with a complete cost-benefit study and must conduct brainstorming about the system’s

realistic plan, on what it is going to be and what purpose it is going to fulfill.

Design

Design is an important phase of a website. It guides the researchers to be able to

make some sketches and operates the information gathered through the use of some

application software and required hardware. The design of the site must fulfill with the

requirements determined in the analysis phase. In short, creating a “how” that provides

the “what” from the analysis phase.

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Construction and Testing

The construction and testing cannot be separated into independent phases since

testing should begin as soon as the first few lines of code are written. That way, problems

are identified early in the process, rather than at the end, when the entire site might end

up needing major modifications to correct those problems.

It is where ideas and design come up together, grow into image, and overlook

faults and bugs that need to be eliminated by the researchers. Pages are created, effects

are built in, images are produced, and gateway scripts written and any other programming

requirements are formed. Obviously, this is a time intensive part of the project; hence this

must be done carefully because it’s the backbone of the site.

Launch

Launch is a sequence of uploading the site to the server, performing final site-

wide tests, and bringing the site lives. In launching a website, there are so many final

touches that need to be done to make sure that it is ready for the online network. It’s not

simply just the small visual corrections even the usability testing should be done. And by

using a File Transfer Protocol (FTP) which is a standard network protocol used to

transfer files from one host to another host over a TCP-based network, such as the

internet and often used to upload web pages and other documents from a private

development machine to a public web-hosting server.

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Maintenance

Maintenance is an activity intended to keep a website running smoothly. It may be

done on a regular basis, or scheduled as needed. In some cases, access to the website may

be temporarily restricted while maintenance is performed or else a notice may be sent to

the users ahead of time to make them aware of the fact that the site will not be available

during a specific time period on a particular day.

The reason why it needs to perform website maintenance is for repairing,

upgrading, and overhauling the system as necessary to. It is important to keep

information up to date, and to make sure that the systems used to run the website are also

current.

Theories Used in the Study

Database

A database is a collection of information that is organized so that it can easily be

accessed, managed, and updated. The term database is correctly applied to the data and

their supporting data structures, and not to the database management system. In one view,

it can be classified according to types of content: bibliographic, full-text, numeric, and

images. Computer databases typically contain aggregations of data records or files, such

as sales transactions, product catalogs and inventories, and customer’s profile.

The researchers used database in their proposed website for storing articles and

other published contents, contact information, links to other websites, advertisements,

etc. to ensure centralize and secure data warehouse. It helps them manage the information

more efficiently and effectively for they can easily use, organize, retrieve and update all

those information in bulk.

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Data Administration

Data administration or data resource management is an organizational function

working in the areas of information systems and computer science that plans, organizes,

describes and controls data resources that are usually stored in databases under a database

management system or other software such as electronic spreadsheets. This ideally begins

at system conception, ensuring there is a data dictionary to help maintain consistency,

avoid redundancy, and model the database so as to make it logical and usable, by means

of data modelling, including database normalization techniques.4

The researchers applied data administration for the system to advocate planning

and coordination of the information resource across related applications and system areas.

By doing so, the amount of data sharing can be maximized, and the amount of design and

data redundancy can be minimized. It allows them to document, manage and control the

information resources of the entire system.

Internet Browsers

1. Google Chrome

Google Chrome is a freeware web browser developed by Google that uses the

Web Kit layout engine. It was first released as a beta version for Microsoft Windows on

September 2, 2008, and the public stable release was on December 11, 2008. The name is

derived from the graphical user interface frame, or "chrome", of web browsers. Signing

in to Chrome, brings user’s bookmarks, history, and other settings to all their computers.5

The researchers tested and used Google Chrome for the proposed website because

it is fast, streamline, clean, simple and secure. It's quick to start up from the desktop,

loads web pages in a snap, and runs complex web applications lightning fast. It enables

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them to arrange tabs however they wish and shows warning message before they visit a

site that is suspected of containing malware programs/software.

2. Mozilla Firefox

Mozilla Firefox is a free and open source web browser descended from the

Mozilla Application Suite and managed by Mozilla Corporation. It uses the Gecko layout

engine to render web pages, which implements current and anticipated standards. As of

January 2012, Firefox has approximately 25% of worldwide usage share of web

browsers, making it the second or the third most widely used browser, according to

different estimates.

The researchers used Mozilla Firefox because it is elegant in design and offers no

difficulty in terms of performance, security and privacy, since it is fast and user-friendly.

This browser enables them to experience streamline and intuitive viewing of the proposed

website because it has customizable toolbars, multiple tabs for browsing sessions and less

prone to security breaches, viruses, and malware over than Internet Explorer.

Software Application

1. HyperText Markup Language (HTML)

HyperText Markup Language is a computer language devised that allows website

creation. It consists of a series of short codes typed into a text-file by the site author. The

text is then saved as a html file, and viewed through a browser, like Mozilla Firefox or

Google Chrome. This browser reads the file and translates the text into a visible form,

hopefully rendering the page as the author had intended.

The researchers use HTML since this is considered as the building blocks of all

websites. It allows images and objects to be embedded and can be used to create

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interactive forms. It provides a means to create structured documents by denoting

structural semantics for text such as headings, paragraphs, lists, links, quotes and other

items.

2. Hypertext Preprocessor (PHP)

Hypertext Preprocessor is a scripting language that is widely used to create

dynamic web pages. It is an HTML-embedded web scripting language, meaning the PHP

code can be inserted into the HTML of a Web page. It is commonly used to extract data

out of a database on the Web server and present it on the Web page.

The researchers used PHP since it offers unique features and specific functions

wherein they can write dynamically generated pages quickly and easily.It is also then

supported by all Web servers and widely used with the MySQL database.

3. Macromedia fireworks

Macromedia Fireworks is a graphics program used to create and edit both bitmap

and vector images. It has multi-page rapid prototyping abilities that used native PNG

format to keep layered file sizes down. It is a creative powerhouse that can really do it all,

from the creative visual design stages to the slicing, optimization, and exporting of

finished web graphics.7

The researchers used Macromedia Fireworks in editing some of the images used

in the proposed website because it has better image compression rate than Photoshop

with JPEG, PNG and GIF images. It has many built-in functions as well as accessible

tools with a straightforward interface. It offers number of tools that are easy for them to

pick up and supports guides, horizontal or vertical lines that act like a real-world ruler in

drawing, content placement, and image composition.

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System Prototypes

1. Data Flow Diagram (DFD)

A Data Flow Diagram is a graphical representation of the "flow" of data through

an information system. Often they are a preliminary step used to create an overview of

the system which can later be elaborated. It is used for the visualization of data

processing and a geographical tool that shows process, flows and stores external entities

in a system. It also shows the transformation of data into a system.9

The researchers used Data Flow Diagram because the diagram makes the flow of

data easy to understand and analyze. It is very useful in their modeling technique in

performing a structured analysis of software problems, allowing them to spot and

pinpoint issues upon the development of the system.

2. Graphical User Interface (GUI)

Graphical User Interface is a type of user interface that allows people to interact

with electronic devices using images rather than text commands. It represents information

and actions available to a user through graphical icons and visual indicators such as

secondary notation, as opposed to text-based interfaces, typed command labels or text

navigation. It is the “skin” of programs which allow users to deal with computers and

other digital machines using an instruction set of images and text. The actions are usually

performed through direct manipulation of the graphical elements.10

The researchers used Graphical User Interface since this is the preeminent way of

interacting with the computer using items such as windows, icons, and menus, used by

modern operating systems. It allows them multitasking activity, with multiple open and

accessible windows containing programs or files that run simultaneously. The advantage

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of this for them, of course, aside from simplicity of use, is increased productivity and

convenience.

3. Prototyping

A prototype is the process of building a model of the system. It is an iterative

process that is part of the analysis phase of the system development life cycle. It is also a

process of quickly putting together a working model in order to test various aspects of a

design, illustrate ideas or features and gather early user feedback. This is where the idea

is developed, tested, improved and refined.11

The researchers have undergone prototyping to create and explore the systems

viability as part of the research and development process. This is employed to help them

build an information system that is intuitive and easy to manipulate for end users. It

reduces their development costs and time for it is inexpensive to create specially the

paper prototypes.

Waterfall Approach

Waterfall approach was the first Process Model introduced and followed widely

in software engineering to ensure success of the project. This approach is also referred to

as Software Development Process Model wherein each process model follows a

particular life cycle and its whole process of software development is divided into

separate phases. One such approach used in software development is 'The Waterfall

Model'.12

The waterfall approach guides the researchers to have clear compartmentalization

of work and control in the model to easily set schedule for the task to be completed

within a specified time period. It facilitates their activities with no overlapping and does

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not have to go through different iterative steps. The emphasis on requirements and design

before writing a single line of code ensures minimal wastage of their time and effort, and

reduces the cost of resources as well as the risk of schedule slippage, or of their

expectations not being met.

System Development Life Cycle (SDLC)

System Development Life Cycle is the process of developing information systems

through investigation, analysis, design, implementation and maintenance. It is also known

as information system development or an application development. SDLC is a system

approach to problem solving and is made up of several phases, each comprised of

multiple steps such as software concept, requirements analysis, architectural design,

coding and debugging, and system testing. This is the entire process of building,

deploying, using, and updating an information system.13 The researchers used SDLC to

estimate cost, avoid project failure, and finish project on time and with budget for it is

inexpensive to maintain and cost-effective to enhance. In using it, they can develop the

system in a very deliberate, structured and methodical way with the help of reiterating

each stage of the life cycle, from initial feasibility study through maintenance of the

completed application. This also helps them to create a blueprint for the design with the

necessary specifications for the hardware, software and data resources.

Query Language

MySQL

MySQL is the most popular Open Source SQL database management system that

runs as a server providing multi-user access to a number of databases. SQL stands for

Structured Query Language which is a standardized query language for requesting

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information from a database. MySQL is a very lightweight application and a wide user

base, which allows changes to structure of table while server is running. It manipulates

very fast thread-based memory allocation system that is written in C and C++ language.

The researchers used MySQL for it has capabilities that extend far beyond that of

Microsoft Access when dealing with speed and reliability. It is very fast and a flexible

database management system. It facilitates them to manage large volumes of data at very

high-speed and allows them to create a relational database structure on a web-server

somewhere in order to store data or automate procedures.

Web Server

XAMPP

XAMPP is a free and open source cross-platform web server solution stack

package, consisting mainly of the Apache HTTP Server, MySQL database, and

interpreters for scripts written in the PHP and Perl programming languages. It requires

one zip, tar, 7z, or exe file to be downloaded and run, and little or no configuration of the

various components that make up the web server. It also comes with a number of other

modules including OpenSSL and phpMyAdmin.14

The researchers used XAMPP for it is very stress-free to install and use, and

allows proposed website’s designers and programmers to test their work on their own

computers without any access to the Internet. It provides them a support for creating and

manipulating databases in MySQL.

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Considering the above concepts and theories as approaches to the development

and validation of the research, the researchers are able to develop a conceptual model to

show the content of the system. This paradigm is shown in Figure 2.

Input Process Output

Figure 2.0

Conceptual Model in the Development of the OCIT Information Management

System

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About Us

Vision

Mission

Goal

History

Administration

Board of Trustees

Administrative Staff

Faculty & Heads of Department

Courses Offered

Admission

Admission Requirements

Admission Procedures

Scholarship grants

Contacts

Calendar of Activities

Interview

Documentation

Programming

Debugging/Testing

Analysis

System

Requirements

Login

Administrator

Logout

OCIT Information

Management System

Implementation Requirements

The following are the minimum system requirements in the implementation of the

OCIT Information Management System.

A. Software Requirements

Operating systems (Windows 7, Windows XP Professional or Windows Vista )

Internet Browsers (Mozilla Firefox, Internet Explorer, Goggle Chrome or any

latest browsers)

Web server (XAMPP)

Anti Virus (AVG Professional Edition)

MySQL (version 4 or higher)

HTML

PHP

B. Hardware Requirements

Pentium 4 minimum or higher

Up to 320GB of Hard Disk or higher

DVD-RW Drive

Screen Resolution 1024 x 768 or better

Automatic Voltage Regulator (AVR)

Uninterruptible Power Supply (UPS)

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C. Human Resource Requirements

The people involved in the development and maintenance of the system are the

following:

System Administrator

Webmaster

Web Content Provider

Web Testing

Hosting Plan

Maintenance

Cost of Development

32

REFERENCES

BOOKS / MAGAZINES

Ma. Nerissa Tamayo, HTML and Web Design. Philippines: Jemma, Inc. Publishing

Group, 2007

Chris Fehly, SQL. United States of America: Peachpit Press, 2005

Brackett, Michael. "A New Direction for Data Resource Management". The Data

Administration Newsletter. 2009.

Bruza, P. D., Van der Weide, Th. P., "The Semantics of Data Flow Diagrams". 1993.

Chris Gane and Trish Sarson. Structured Systems Analysis: Tools and Techniques.

McDonnell Douglas Systems Integration Company. 1977.

W. Stevens, G. Myers, L. Constantine, "Structured Design", IBM Systems Journal. 1974.

Zurell, Nancy. "Teaming Up to Manage Data: The Data Resource Management

Organization". DM Review Magazine. 2009.

WEBLINKS

Retrieved from http://en.wikipedia.org/wiki/Google_Chrome

Retrieved from http://en.wikipedia.org/wiki/Graphical_user_interface

Retrieved from http://www.ateneo.edu

Retrieved from http://www.fiu.edu

Retrieved from http://www.umaryland.edu

Retrieved from http://www.washington.edu/online/terms

Retrieved from http://www.ateneo.edu

Retrieved from http://www.sti.edu/terms_of_use.asp

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Retrieved from http://uc.edu.ph

Retrieved from http://searchsqlserver.techtarget.com/definition/database

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