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This chapter places the current study into the context of previous, related
research. It consist of both the theoretical and conceptual framework of the present
study, the critique of both related studies and literature that are related to the
present study, as well as the operational definition of terms that are based on
observable characteristics and how it is used in the study.
Theoretical Framework
The study is focused on the System Theory, which states that, "A System
refers to any collection or combination of programs, procedures data and equipment
utilized in processing information". A system is mainly made up of three
components that represent the units of analysis or the variables under study. As the
result of the study, it represents Input as the Independent Variable (IV), the Process,
as the Intervening Variable (ITV), and the Output as the Dependent Variable (DV).
The upper portion of the paradigm (shown on Figure 2.0) clearly illustrates
how the existing system will be processed. The materials used in the traditional
method, which is a manual way of recording files using the pen, pencils, papers and
columnar notebooks serves as the input; and the manager being able to get the
incoming files of the clients serves as the output.
The lower portion of the paradigm illustrates how the proposed system will be
processed. It illustrates the new method of recording files through the use of a
computer, which serves as the input; the process is automated and is therefore
faster, more efficient and easier to work with. The manager can now get the
recorded files faster by inputting the records.
Related Literature
This section presents both foreign and local related literatures relevant to the
study. This relevance is shown by the proponents in order to give more reason and
understanding of the proposition.
Tom DeMarco & Tim Lister of Peopleware, 2nd Edition, Dorset House (1:58)
cited that:
The authors of the book state that if companies manage investment in people
wisely, it will reap the rewards in the future as the company grows. It will succeed in
the long run because the people within the company are the ones contributing to
the growth of the company. Thus entails the importance of taking care of the people
within the company.
Authors of the book state that planning is very important for every individual,
work group, or organization because it helps the systematic process during which
decisions are made about the goals and activities, just like companies using a
manual system method to carefully plan on what would be the possible solution to
make the system work faster so that there is less probability of errors in the
activities, and in considering the need for a computerized system in order to better
answer the problem.
Related Studies
This section presents other related studies by the people who conducted
studies similar to the proponents that will also greatly help in the progress of the
study. And it will also help the understanding of the proposition.
The proponents created and designed a software program for the company to
make the system perfect where all the records should be kept, thus giving the
assurance that these files are secured and accessible for the advancement of the
company.
Synthesis
The caption that is stated on the related studies by Kneener Lim and
Antonette Goyenechea and the studies that were conducted are related to the
proponents' study because these studies are concerned with the records system of
the company. Both studies are related in the area of the importance in keeping all
the records and files of the clients of a company and putting into account solid
historical data of the company that could be used to further improve the company’s
growth in the future. It will give the assurance that these files are secured and
accessible for the advancement of the company. It also guarantees that people’s job
will be easier, faster and more efficient for the benefit of the company.
Definition of Terms
The following terms below are used verbosely during the study.
Operational Terms
The definition of terms are based on observable characteristics and how it is used in
the study.
Client. A person that can receive services from the employees and agents.
File. A receptacle that keeps loose objects such as papers or any collection of
items.
The definitions of terms are based on concepts or hypothetic ones, which are
usually taken from the dictionary.
Information. Is data that has been changed into a useful form of output.
This chapter deals with the methods of research used whether it may be
historical, descriptive, and experimental or a case study. The techniques used under
Descriptive Research Method as well as the data gathering tools and analytical tools
used will be further explained in this chapter as well as the methods used in
developing the software and for evaluation.
RESEARCH DESIGN
The proponents have used the Descriptive Research Method wherein the
study is focused on present situations. It involves the recording, description,
analysis and the presentation of the present system, composition or processes of
phenomena.
Under the Descriptive Research Method, the technique used is the Survey
Method, which is otherwise known as normative survey. The results and findings of
the study should always be compared with the standards. With the survey method,
researchers are able to statistically study the specific areas where the proponents
must concentrate. Findings regarding the common practices being done and the
methods which are commonly adopted by the employees are obtained with the use
of the survey method.
The respondents of the study include the employees wherein the proponents
prepare a set of carefully prepared and logically ordered questions. This respondent
focuses on the company’s employees for they are very important in a sense that
this study is all about them. (See Table 1.)
Table 1.0
Respondents Distribution
N = 86
Managers 18 8
Staff 12 6
Agents 56 18
Total 86 32
The questionnaires are being answered accordingly to the priority of concern
by using predetermined sets of questions with predefined ranges of answers so as
to avoid any conflicting series of response.
To justify the point, the use of Sloven’s Formula was utilized in the formula of:
n = N / 1 + N (e)2
Where:
n = sample size
N = total population
These are the instruments or tools for gathering data in research used as
basis for drawing conclusions or making inferences. Some of these tools are
questionnaires, interviews, empirical observations, research and analysis used by
the proponents as they conduct the proposed study.
Analysis. Analysis is the process of breaking-up the whole study into its
constituent parts of the categories according to the specific questions under the
statement of the problem. This is to bring out into focus the essential feature of the
study.
Statistical Tools
5 Excellent
4 Very Good
3 Good
2 Fair
1 Poor
Table 3.0
5 Strongly Agree
4 Agree
3 Undecided
2 Disagree
1 Strongly Disagree
Below are the Formulas used to arrive to the computation used by the Statistical
Tool:
Where:
Where:
Where:
Where:
T = Computed + Value
Where:
P = Present Value
F = Total Savings
n = Number of Years
SYSTEM DESIGN
Analytical Tools
The analytical tools used in conducting the proposed study are the System
flowchart, IPO (Input Process Output) and HIPO (Hierarchical Input-Process-Output),
which are precisely discussed in this section for the development of the system.
IPO or the Input Process Output. These are the components or elements
that make up the system. It is also described as tools on the design of the entire
software.
Data Flow Diagram. This is a graphic illustration that shows the flow of data
and logic within the system.
At this point, the work of the system analyst will be tested to its fullest ability.
This is the part where the system analyst must be able to determine and explain the
methods that will be used throughout the entire project. Software Development is a
tedious task not only for the programmer but also for the system analyst, because
they will decide on the type, size and creativeness of the system. At this juncture,
the methods used in developing the software must be explained and defined. The
following are the system development methods, namely, software planning,
software analysis, software design, software testing and software implementation.
CBA (Cost Benefit Analysis). This estimates and totals up the equivalent
money value of the benefits and costs to the community about whatever projects to
establish are worthwhile. Evaluating hardware and software, identifying and
forecasting cost and benefits and performing cost benefit analysis are all necessary
activities the system analyst must accomplish in preparing material for the systems
proposal.
Operational Feasibility
Accuracy. The ability to be precise and avoid errors and the correctness or
truthfulness of something especially in the mathematical computation of sales so
that the business will not suffer from any losses.
Efficiency. The ability to do something well or achieve a desired result
without wasted energy or effort, or the degree to which this ability is used in the
system.