WinQua Documentation Chapter1 3 Complete

University of the East Caloocan
Department of Computer Studies and Systems
Chapter 1
INTRODUCTION
Scheduling appointments and reservations in the traditional manner requires
manpower, the scheduling process at many organizations may take only a few
minutes to complete, which may not seem significant in the overall scheme of
things. But multiply that by the number of daily appointments or reservations
which can total in the hundreds or thousands for larger organizationsand this
quick task morphs into a time-consuming dilemma for supervisors, managers and
staff. This time requirement may force organizations to spend less time on more
pressing task or raise their operating costs by requiring additional employees or
overtime pay. Moreover, the organization has a concern of not taking its workers
best abilities. In other words, the scheduler has so many organizational
restrictions in mind that he or she should consider the employees most optimal
shifts that suit for their skills and the company's need. Such pitfalls occur due to
an inability to view the broader data. Handwritten shift schedules are the causes
of said concern of the organization.

As cited by SIVA KUMAR S/O SUBRAMANIAM ( 2012) made a

conclusion that production line inefficiencies are the main factors that contribute
to less yield and hence less profit to any industry. It is the traditional form of
maintaining a business financial accounts, task management and records using
a pen and paper instead of using a computerized spreadsheet. Based on the
observation given, the proponents decided to develop a WinQua: The Task
Scheduler System. It organizes and provides systematic assignment of job
orders per area and/or testing equipment. This study has different features such
as customer and job order laboratory request information; organize distribution of
workload to admin and analysts, thus help the task manager and analyst manage
their workloads; summary of monthly job orders received for easy forecasting of
themonthly and annually analysts workload for record purposes; sample
specimen status monitoring; laboratory testing schedule management that will
organize the analysts workload for laboratory testing equipment;and the access
rights for analysts and manager.

Features found in automated scheduling software applications can completely

streamline and improve the appointment- and reservation-booking process
automatically for the companys staff as well for management record purposes.
Appointments and reservation data with accompanying details about individual
schedules or specific services. It is important to many organizations that usesthe
information in reports and analysis. An automated scheduling system eliminates
the need to manage this information in separate files, folders, spreadsheets and
other documents. Itssecurely and safely stored and maintained right in the
system. In some instances, the scheduling system may already have
standardized reporting options, making it easy to quickly compile a report,
instead of manual collection and dissemination of stats and figures.
The types of reporting options can vary, but common reporting data
includes details on the appointments/reservations, customers, statistics and
stats. Companies have a need for weekly reports, while others require monthly or
annual update. Generally, scheduling systems allow users to specific the timeline
for pulling the data, which eliminates the need to manually sort through paper
logs or manual scheduling. Expanding the current system of the beneficiary
focusing on Task Scheduling Management and Progress Monitoring System, the

proponents can conquer this through their knowledge in different fields of

Information Technology. Ensuring that this proposed system would be specific,
measurable, attainable, and realistic and time bounded.
1.1.
Background of the Study

The Qualibet Testing Services, Corporations is a testing laboratory for
food, pharmaceutical, and veterinary products in the Philippines. It aims to

operate as one of the most reliable testing laboratories in the Philippines. It
provides quality service to their clients and ensures test results precisely and
accurately.
A member of the American Chemical Society and American Association of
Analytical Chemists, the company is also the newest and boasts of the most
modern testing facility in the Philippines managed by US-trained chemists,
pharmacists, microbiologists.
QualiBet conscientiously complies with good
laboratory practices, ISO 17025 Standards and applicable government

regulations. Its testing laboratory is recognized by government agencies.

In its commitment to achieve its goal, Qualibet has adopted quality policies
as its guide and corporate focus.
It provides continuous training and
development for its personnel in order to support and encourage a competent,

committed and dedicated workforce.
It constantly reviews, modifies and
upgrades its facilities, procedures and equipment to meet clients requirements

and develop long term growth. It established harmonious relationships with its
suppliers in an atmosphere of beneficial partnerships.
One of the major goals of the laboratory is to provide their client real-time
information about their testing request status and ensures the preciseness and
accuracy of results. Once the sample for testing was received it will be encoded
in their current computer system, print the job order and forward the document
together with the sample to respective department who will conduct the testing
request and using the logbook as evidence that the sample for testing was
received. The analyst will refer to the job order request for the date needed and
what were the tests to be conducted and update the schedule form prepared
weekly. Upon completion of test the results will be written in the logbook and
encode the result in the system, print the Certificate of analysis (CA) and forward

to the Section head for signature after signing it will be forwarded to reception for
pick-up of the client or sending through parcel.
Whenever client or the section head inquire about the status of the job
request the receptionist will look into her file of CA if there is a result or call the
analyst for the status of the request that makes the client to wait for the answer
where if the process is automated it is much easier to provide client the
information outright. Because of that, the proponents proposed an automated
system in managing and monitoring of job request to make the information and
status of customer request provide right away. And it will also support the goal of
the company by having systematic and organized reports provided by the system
such as weekly schedule where they can forecast if they can accept more
sample for the certain area because in the system they can easily manage the
workload per section.

1.2 Objective of the Study

1.2.1 General Objective
To create a system intended for Qualibet Laboratory Testing Services

Corporation called WinQua: The Task Scheduler System. The system is
designed to have a systematic and organized distribution of workloads based
on the customers requested job orders.
Moreover, this will result to the
immediate action on the requested job and it lessen the number of waiting
days of the test results.
1.2.2 Specific Objectives
To generate a user account with different level of access for security

purposes.
To design a module for different kinds of job request.
To create a module for analyst workload distribution.

To design a module that will identify the type of request.
To create a module that will determine and search the status of the
customers job order request.
To develop a module that will provide reminders/warning messages for

overloaded work job of analyst.
To develop a module that will update, edit, print and delete of workload
customer job request.
To develop a report generation module that contains the approval and release
of the test results.
To develop a module that will display the summary of requested job order per
customer.

1.3 Statement of the Study

This study aims to design a computerized Task Scheduling, Workload
Distribution and Progress Monitoring system that will systematically organize
the workloads and schedules of analyst for testing specimen based on the
requested job orders. Thus, eliminates the delay of issuing results. In order
for the proponents to achieve their goal, they should consider the following:
1. What is the impact of WinQua: The Task Scheduler System to the customers
and staff in terms of;
1.1.1 Attitude;
1.1.2 Readiness; and
1.1.3. Knowledge?
2. How does customer, staff and the management evaluate the WinQua: The
Task Scheduler System in terms of the following criteria;

2.1 Functionality and Reliability;

2.2 Performance;
2.3 User Friendliness; and
2.4 Security?
1.4. Significance of the Study

Upon the implementation of the proposed system, the following are the
prospective beneficiaries of Qualibet Laboratory Testing Services Corporation:
Department Manager: This study will help every manager in the projection
and acquisition of resources for project needs and the assignment of
responsibilities to ensure proper utilization of resources; and the storage,
maintenance, and repair of critical resources to minimize bottle necks.
10

Analyst: This study is beneficial for the analyst to fully utilize and maximize
their time in a daily basis.
Future Researcher: This study could be a future paradigm or reference for

the researchers who want to improve this research.
Management. Prepare the management on changes specially training the

department manager/s deal with the size complexity and changes in large
projects on how they foster collaboration given the organizational diversity
and loose coupling. Also this study is significant in providing accurate and
reliable basis on decision making for more opportunity in the industry.
Customer Fast, easy and secure access to client/customer and provider

information with fields, screens, calendar, tables, review of encoded test
request/s, how long the process time and scheduling that are customized for
the organizations workflow
11

1.5. Scope and Limitations of the Study

1.5.1. Scope of the Study
The system consists of features such as:
Administrator/Analyst Module can be accessed only by the system

administrator and cannot be manipulated by other, unless he is the person in
authority. It also has a color coded monitoring for job request status, can see
the availability of the analystto be able to update his/her status on the sample
he/she is working on, summary preview, printable job order request and
approval. This module can manipulate and organize the queuing process.
12

Staff Module can be accessed only by the system administrator and the
staff. They can access the queuing button and the reports on how many
people queued for the day.
Technical Head Module proper distribution of workloads to analyst.
Customer Module The customers have a login access for job order
request.
Color Coded Monitoring they will be using colors to be able to identify if

the task given to the analyst is on hold, progressing or finished already.
Quick and easy Custom Report Generation the admin can easy preview
and print the lists of processed job orders for references.
13

Rules-Based Scheduling Alerts facilities efficient management at the time

and scheduling of sample test request for increased regulation compliance
and timely testing management operation.
-
For customers information in availability of date and time in

scheduling their sample test request.
Awareness of technical head in distribution of fair scheduling of

sample test request to respective analysts.
1.5.2. Limitations of the Study

Some limitations of the study:
LAN based system - the system is not going to function on web.
14

Billing and payments are not included asper request by the beneficiary,
this is not included to the proposed system.
Uses C# for programming language and MySQL for database
Chapter II
Review of Related Literature and Studies
This chapter presents the different local and foreign literature and
studies gathered that are relevant to the research study to be done.
2.1 Review of Related Literature

2.1.1 Foreign Literature
15
16
According in (PerkinElmer, Inc. PROCESS SCHEDULER MANAGES

ROUTINE
SAMPLING
FOR
BUSY
LABORATORIES)
(2013-2014)
(www.perkinelmer.com/pdfs/downloads/prd_labworkprocessscheduler.pdf)the process
Scheduler is a LABWORKS LIMS module used to schedule routine sampling and
to monitor sample status throughout an organization. Ideal for production
laboratories with multiple sample-generating processes, the Process Scheduler
gives plant supervisors and other personnel working outside the lab, secure data
access. LABWORKS' powerful Process Scheduler software allows scheduling of
samples on either a recurring time-based or ad-hoc schedule using a color-coded
system for ease of use in tracing the status of scheduled samples. The process
Scheduler can also be used to set up hand-held devices for field data entry.
Samples are color-coded indicating the current status of scheduled samples.
This visual differentiation makes it easy for users to quickly assess where
samples of interest are. The Process Scheduler organizes work orders for the
majority of tests repeated daily or hourly. By placing samples to be collected in
groups, they can easily be placed online or taken offline. Samples can be
scheduled at the following intervals hours, daily, weekly, monthly, single time and
X-hour.
17
According
to
(S
Ryu
and
Wakefield)
(2012)
(http://iopscience.iop.org/1742-6596/396/3/032114)development and first experience

of a new component (termed WorkQueue) in the CMS workload management
system. This component provides a link between a global request system
(Request Manager) and agents (WMAgents) which process requests at compute
and storage resources (known as sites). These requests typically consist of
creation or processing of a data sample (possibly terabytes in size).
Unlike the standard concept of a task queue, the WorkQueue does not contain
fully resolved work units (known typically as jobs in HEP). This would require the
WorkQueue to run computationally heavy algorithms that are better suited to run
in the WMAgents. Instead the request specifies an algorithm that the WorkQueue
uses to split the request into reasonable size chunks (known as elements). An
advantage of performing lazy evaluation of an element is that expanding datasets
can be accommodated by having job details resolved as late as possible.

The WorkQueue architecture consists of a global WorkQueue which obtains

requests from the request system, expands them and forms an element ordering
based on the request priority. Each WMAgent contains a local WorkQueue which
buffers work close to the agent, this overcomes temporary unavailability of the
global WorkQueue and reduces latency for an agent to begin processing.
Elements are pulled from the global WorkQueue to the local WorkQueue and into
the WMAgent based on the estimate of the amount of work within the element
and the resources available to the agent.
WorkQueue is based on CouchDB, a document oriented NoSQL database. The
WorkQueue uses the features of CouchDB (map/reduce views and bi-directional
replication between distributed instances) to provide a scalable distributed
system for managing large queues of work.
The project described here represents an improvement over the old approach to
workload management in CMS which involved individual operators feeding
requests into agents. This new approach allows for a system where individual
WMAgents are transient and can be added or removed from the system as
needed.
18

According
to
(Gagan
Kaur)
(May
2012)
(http://www.mlo-
online.com/articles/201205/automated-temperature-monitoring-systems-factors-toconsider.php)monitoring and maintaining critical equipment and specimens in the

clinical laboratory is an essential responsibility of all lab managers. Equipment
such as refrigerators, freezers, stability chambers and more require constant
temperature monitoring. Temperature fluctuation can lead to incorrect or
inconsistent test results that can have dangerous consequences. Monitoring
temperature carefully has regulatory implications, and most crucially it has
implications for patient care.
A sophisticated system will also allow laboratorians to departmentalize and
decentralize the system according to their needs. User access levels should be
set based on an individual's position, department, and/or qualifications. This will
allow users to view only their own inputs on floor plans, reports, graphs, etc.
Separate departments should be able to share a system but still handle their own
19

alarms, generate their own reports, and use their own standard operating
procedures.
Every facility has different requirements and needs that the reports and graphs
should reflect. Regulatory agencies such as the FDA and Joint Commission have
a big impact in determining what data should be kept, for how long, and in what
format. Recording information such as readings, alarms, and program changes
provides a thorough picture of, what, who, how, and why. Laboratory staff should
be able to access the reports and graphs from any workstation, and they should
have the ability to create real-time reports on demand, whenever they need
them. The reports should display time, date, activity, input, event type, audit trail,
21 CFR 11 (electronic signature), and so on, which gives users access to
information whenever they need it. Moreover, with today's advanced technology,
it's important for personnel to access their system from a smartphone or tablet.
They should be able to see their equipment and reports, and terminate alarms,
all from a smartphone. This gives laboratorians the ability to see what's going on
at their facility as it happens.
Validation and service also play a big role in determining the right automated
monitoring system for a facility. Validation allows laboratorians to feel confident
20
21
and secure that their system is operating well and consistently. The validations
should be performed by factory-trained employees who are familiar with the
system.
They
can
provide
IQ/OQ
(installation
qualification/operational
qualification), sensor calibration, thorough test protocols, and software updates.

More and more labs are finding that an easier, more dependable, and more
economical way to monitor critical equipment and patient specimens is through
the use of an automated temperature monitoring system. Automated monitoring
minimizes risk. A computerized system increases accuracy by providing
continuous monitoring, centralized data collection, and simplified reporting.
According
to(Ann
Mayfield)
controls-automation-suite/task-management)
(www.blackline.com/products/finance-
the
BlackLine
Task
Management
product provides a configurable, web-based platform for managing accounting

and finance tasks and processes. It utilizes a hierarchical task list and workflows
to automate numerous manual processes. Some of the types of task lists
commonly incorporated into the Task Management module include:
Month-end close checklists, both corporate and departmental

Auditor PBC lists
Operational checklists
Exception handling and research
Tax filings
Compliance frameworks and internal controls

As part of the BlackLine Finance Controls and Automation Suite, Task
Management incorporates built in workflows that allows task assignment and

tracking across multiple locations. Task dependencies, certifications, and email
notifications ensure that each task is on track and deadlines are established,
communicated, and met. Real-time dashboards and robust reporting capabilities
give management immediate visibility into completed and outstanding items.
Key Features:
-Configurable task dependencies guarantee correct sequence and roll-up of
related activities.
22

-Online document repository stores and protects all attachments associated with
the completion of a task in a view-only format.
-High level of configurability allows the creation and coexistence of many
different types of task lists and processes.
-Real-time notifications alert users to pending tasks and keep the process
moving.
-Global time zones are supported with flexible due dates, calendars and holidays,
eliminating the difficulties caused by geographic differences.
Key Benefits:
-Easy automation of manual tasks and workflows
-Visibility into operational processes with comprehensive real-time dashboards
and reporting
-Reduce reliance on manually maintained spreadsheet-based checklists
-Dramatically simplify auditor interaction and audit response
23

-BlackLines multi-purpose Task Management module automates and streamlines

many accounting and finance processes within the company, adding value by
freeing staff and managers to focus on execution.
As Anne Mayfield quote and unquote,Within a few months, we were able to
implement the account rec module and the task module that allowed us to
streamline our close processes and reduce time. Really offering workflow to
accountants that I cant believe was never there for us before. BlackLine erased
the barrier of location. It actually brought the team together.
According in (Laboratory Quality Stepwise Implementation Tool)

(http://www.who.int/ihr/lyon/hls_lqsi/en/)it is important that each staff member
knows where and when he/she will work each day. This is especially important in
laboratories with a rotation and/or shift system where staff members move from
section to section on a regular basis (e.g. from the clinical chemistry section to
the culture section to the sample collection section). By creating Daily Routine
Work Schedules each staff member can know in which section he/she must work
at which day and what his/her daily routine tasks are.
24

What:Create a schedule in which the staff members are allocated to the different
routine tasks of the laboratory. See the Example Routine Work Schedule in the
right-hand column to get an idea of how to construct this schedule.
How & who

Laboratory manager:
-
Create a template for the Routine Work Schedule. If necessary, use the
outline of the Example Routine Work Schedule provided in the right-hand
25

column. By having a template you don't have to create a new work schedule
every time again.
-
Divide the names of the staff members over the different daily tasks that need
to be completed in the laboratory.
Renew the schedule as often as needed. This is highly dependent of the

laboratory; some laboratory don't rotate staff and never have to change the
work schedule, other laboratories rotate staff every month, and need a new
work schedule every month.
Place the schedule at a visible location accessible to all staff members.
Explain to all staff members in a weekly staff meeting how the schedule works
and where to find it.
If necessary, discuss in staff meeting when there is a new schedule
2.1.2 Local Literature
26
27
According
from
(vendorguru)
(http://www.vendorguru.com/pm/article/Making_Work_Simple_Task_Management_Soft
ware.jsp) it's nothing new that having good solid control over the many daily tasks
associated with any project can improve efficiency, quality, reporting, and overall
job satisfaction. The tools available today are more reliable, complete, automated
and customizable than ever before, and by leveraging them effectively you will
drastically improve the quality of your work across the entire organization
According
to
(L.M.
Berte)
(http://www.researchgate.net/researcher/27558639_L_M_Berte) this article describes

the use of quality systems as a tool for managers of health-care clinical services
to establish a common framework across the different disciplines in the
continuum of care. Quality systems used internationally in the manufacturing and
service sectors are applicable to multidisciplinary clinical systems management
because the essential elements of quality are universal. These elements have
been redefined into health-care terminology and can be used by clinical systems
managers as a basis for implementing a quality system. The structure for
documents in a quality system also has been adapted to health care and allows
28
for a common set of quality policies and processes to unify the different clinical
services.
By
using
consistent
quality
management
approach
and
documentation, managers can transcend technical operational differences and

ensure effective clinical integration.
According
from
(University
of
Southern
Mindanao)
(http://www.usm.edu.ph/onlinejournal/index.php/USMJournal/article/view/84)this
study entitled Development of a computer-based management system for
scholars of Partnership for Youth Leadership Enrichment (PYLE) was conducted
at Lanao, Kidapawan City. PYLE is a newly re-organized NGO that provides
educational support to poor and deserving students in Southern Mindanao. The
general objective of this study was to design a computer-based scholar
management system that will automate PYLEs organization and management of
scholar records and information. Its specific objective was to develop a system
that will monitor and evaluate PYLE scholars records supported with organized
and systematic information that facilitates the decision making of its project
managers. The respondents were one coordinator and 14 scholars who were
given a Rubric and validated questionnaires composed of questions that
29
assessed the usefulness the PYLE Scholar Management System. Based from
the results of the evaluation, the designed PYLE scholar Management System
was a great help to organize and systematize the transactions in managing its
scholars records
According to (Arvind Sathi, Thomas E. Morton, and Steven F. Roth

AI
Magazine
Volume
(Number
5,
1986)
(aaaipress.org/ojs/index.php/aimagazine/article/download/564/500)a
AAAI)
major
portion of development involves performing and managing many activities. For

example, in high technology industries such as the computer industry, thousands
of activities must be performed to design and build the prototype of a new
product. Poor performance or management of an activity can result in critical
delays. If product development time is to be reduced, better management and
technical support are crucial. The Callisto project was started at the initiative of
Digital Equipment Corporation (DEC) with the goal of studying and supporting the
management of large projects. The focus has been on large system development
programs (collections of several projects geared toward the design of a new

computer). The following points illustrate the complexity of project management

tasks in such programs:
A large number of activities (possibly greater than 10,000) make it

impossible for a manager to acquire current information about all activities.
A number of departments are involved with different foci, attitudes, and

goals.
A program requires significant cooperation. The engineering department

cannot use components that are short in supply and has to interact with
the purchasing department to ascertain the supply position. The
engineering department also has to interact with the manufacturing
department for prototype development. Any changes made by any of
these departments have an impact on the entire program.
The developmental and technological nature of these programs makes it

difficult to plan accurately changes are frequent and need to be approved
by a large number of managerial personnel.
30

Related project management tasks can be decomposed into three areas: (1)
activity management, (2) product configuration management, and (3) resource
management. Each of these areas can, in turn, be further delineated. Activity
management involves four elements: (1) planning, which involves definition of
activities, specification of precedence, resource requirementsand durations, due
dates, milestones, and responsibilities; (2) scheduling, which is the selection of
activities to be performed (if more than one way
exists) and the assignment of actual times and resources; (3) chronicling, which
is the monitoring of project performance, detection of deviations from the
schedule, and analysis of deviations for changes to plan (possibly resulting in
renewed planning and scheduling); and (4) analysis, which is the evaluation of
plans, schedules, and chronicled activities for normal reporting and extraordinary
situations and involves the study of durations, budgets, and risk projections.
According to (Romer C. Castillo, Leonna Marrien U. Asi, Diana Jane

A. Berberabe, Maritone A. Mandigma, Ma. Asper A. Sarmiento) (2014)
31
32
(http://gssrr.org/index.php?
journal=JournalOfBasicAndApplied&page=article&op=view&path[]=2244 )
this
study determines and analyzes the importance of computerized systems to the

reservation and front office operations of mostly small to medium-size hotels in
the Province of Batangas, Philippines. One hundred reservation and front office
managers and employees from 10 hotels participated in the study by assessing
the importance of their existing computerized system to their sales and
reservation, guest registration, forecasting room status and room availability,
through the use of a survey questionnaire developed by the researchers. The
gathered data were analyzed with the aid of SPSS. Results show that the
computerized system is very important to the pre-identified hotel operations or
functions whether during peak or during lean season, although in most cases, the
importance is more evident in peak season than in lean season. In general,
respondents from the different groups of hotels find the computerized system
important to their operations.
Nevertheless, findings also reveal that computerized system is more important

for hotels that are located along the coast than for those located off the coast, for

hotels in the First District of Batangas than for those in the other three districts,
and for four-star hotels than for three- or two-star hotels; but equally important for
hotels regardless of size in terms of number of rooms. It is recommended for
other hotels in Batangas, especially those along the coast and in the First
District, to also establish or acquire a computerized system for their operations
and for those with existing computerized systems to add important features for
the improvement of their systems.
2.2 Review of Related Studies

2.2.1 Foreign Studies
33
34
According
to
(NgocSe)
(2010)http://www.theseus.fi/bitstream/handle/10024/10826/Thesis%20%r20Final.pdf?sequence=1in a project management process, four primary

elements were defined by Dr. Walter Shewhart in the American Society for
Quality press in 1999: plan, do, check, act (American Society for Quality
Handbook, 2ndEdition). Even though they present themselves as discrete
elements, they are performed interactively. More often, in practice, each of these
project management processes overlap and they are revised constantly in every
project, despite the differences in different projects. However, every project is
managed and implemented variously due to the diversity of every factor which
may impact on the processes and outcome of the projects. These factors can be
any aspects related to the project: size, complexity level of the project;
experience, professional level of project team; access to resources; project
management organization structure and so forth.
35
Figure 5. The Plan Do Act Check cycle
According
to
(Cosmina
Cristina
Niculae)
(2011)http://bpmcenter.org/wp-content/uploads/reports/2011/BPM-11-04.pdf
implementation suggestions The repetitive time constraint with calendar support
pattern implies that a certain work item is executed (namely it needs to enter the
started state from the life cycle diagram, meaning that its execution has been
actually started) following a specified periodicity rule. In the case of this pattern, a

calendar needs to be associated with the activities that are restricted by this
constraint. The time instants when the respective activities need to be executed
can be automatically, when the relevant points in the calendar can be completely
determined at instantiation time (e.g. when a periodicity rule and a fully
determined interval in absolute time are provided) or manually, with the support
from users - when the next time instant when an activity needs to be executed is
determined only at run time - (e.g. when a new date needs to be booked in the
calendar after a particular activity has been completed) maintained in the
calendar. The system needs to notify the resources involved at the correct times
that the activity should be executed. In order to do this, the time elapsing
between succeeding iterations can be monitored using timers. Moreover, the
system can enforce resources to perform the work item at a specified time by
automatically starting, at the right time instants, the work item for a specific
resource, immediately after creation.
36
37
According
to
(Zhisong
Hou
and
(2013)http://www.jatit.org/volumes/Vol47No1/38Vol47No1.pdf
Zhou
a
Yu)
complete
workflow management system usually contains process definition tool, process

definition interface, workflow enactment service, task list, data interface,
database and so on. The structure of the components is shown in Figure 2
38
In a workflow management system, related components cooperate with

each other to construct a complete workflow management system. In order to
complete the execution of business process, firstly, through the process definition
tool, the business process is transformed into process definition which
workflowenactment service could understand; secondly, the workflow engine
analysesprocess definition, creates process instance and completes one
execution of business process; thirdly, business person accesses the task list to
get the business task which is assigned by the process definition, and submits
thebusiness data to complete the interaction with the workflow engine; finally,if
necessary, workflow enactment service saves the data into the database during
the running.
According
to
(Yang
Guangxin,
Shi
Meilin,
Xiang
Yong,
Wu
Shangguang)http://ece.ut.ac.ir/Classpages/S88/ECE627/WorkFlow
%20Management/WfMSSurvey.pdf
the
Reference
Model
only
defines
framework according to which WfMSs may be implemented. No technical details

are under consideration and they are left to the researchers and developers. As
39
the demand for enterprise-wide, large scale, mission-critical, complex workflow

management increases, WfMSs must provide more flexibility, availability,
scalability, reliability, and interoperability, which, in turn, become the focuses of
current research
2.2.2 Local Studies

According to (Emil Joseph D. Santillan, Mhaybel Camartin, Manilyn
Dequilla,
Donna
Detiquez,
Renia
Glor
Francisco)
(2011)
(http://www.studymode.com/essays/Computerized-Scheduling-System-562201.html)
computerized reservations and scheduling system is provided which alternately

allows transportation consumers to select from pre-scheduled transportation
services provided by transportation providers or to negotiate and contract with
transportation providers who have available unscheduled transportation space.
The system comprises a central computerized data base. Transportation
providers and consumers alike access the computer via a plurality of terminal
units. The central computerized data base comprises a "maybe" file for storing
information regarding available unscheduled transportation space which may be
40
offered by a provider for service if a suitable consumer demand exists and for
storing information regarding unscheduled transportation space which is needed
by consumers. The "maybe" file facilitates negotiating and contracting between
the parties. Its the same with our thesis in terms of automating the scheduling
of the system.
According to (Jeralyn M. Gamale, Edward C. Anuta, Zina D.

Sayson)
(2012)"Automated
Class
Scheduling
System"
(http://ejournals.ph/index.php?journal=JPAIRMJ&page=article&op=view&path%5B
%5D=5606&path%5B%5D=5754) one of the remarkable and much known
products of technology advancement is the conversion of manually-operated
system into automated system. Automation produces a great impact in the lives
of man, particularly in the field of industry, business, medicine, and education.
Its the same with our thesis in terms of speed, data handling, accuracy, security,
stability and adaptability in making task schedules. The objectives of this system
is similar to the present system.
41
According
to
(Arlene
p.
Mercado)
(http://www.scribd.com/doc/31359025/Reservation-System-Thesis)
(2010)
Computer
programmers develop things like computer system that the rest of us could use.
The computer programmers tell the users what to do. They make programs that
users can easily use or understand. The advent of new technology gave rise to
easy and hassle free interaction between and among humans. Whether it is in
business, science or whatever task a person takes on the quality and speed of
carrying it out are enhanced with automation at the core of this efficient Today,
many systems have used an automation process. Like using computer system,
due to the efficient and accuracy. Its the same with our thesis in terms of
automating the system.
According
to
(Curaza,
Jacquilyn
R.,
Peresores,
Jessa
F.)
(2014)Kode Inns Booking and Reservation System (2014, 01). Computerized

Booking and Reservation (http://www.studymode.com/essays/Computerized-BookingAnd-Reservation-46694790.html) development is everywhere and automation has
been one of its contributions in the society. And with these technologies,
everyone would probably dont want to be left behind. This high technology can

be considered an advantage to the business industry. That is why many

establishments here in the Philippines specifically Bohol have adapted this
change especially resorts, hotels, and inns which sprouted in order to
accommodate foreign and domestic customers a secure place with comfort and
satisfaction. Automation is not always the solution but in this fast growing
numbers of foreign and domestic customers checking in and out of this
establishment, automation is needed. As the number of customer increases,
handling and keeping of booking and reservation of customers and storing as
well as retrieving of records have become a problem on the side of the
management because more time and effort is required. The foregoing situation
has prompted the proponents to convert their business transaction specifically on
booking and reservation system to an automated and computerized based.The
concept of this study is similar to the present study however, the application is
different.
42
43
2.3. Theoretical Framework of the Study
Existing System
INPU
TExist
The
scheduler
ask the analyst
for
available
schedule prior to
encoding of job
order request
PROCE
SS
Existing manual
scheduling
system
OUTP
UT
Inaccurate
information and
missed out test
schedule
laboratory results
Fig 1.0
Theoretical Framework of the Existing System

The paradigm shows the current manual scheduling system of Qualibet

Testing Laboratories. The input phase shows that the scheduler asking available
schedule of the analyst prior to encoding of job order request. It undergoes to a
manual process which makes the whole process to be prone to errors. The
reason why there is a need for a change and develop a computerized system is
to eliminate mistakes and improve efficiency of the service of Qualibet Testing
Laboratories.
The input module show that the scheduler will ask the analyst for available
schedule through the job order request form. Then the process module shows
that the job order will enter through a manual system, and the Output module
shows that the System is prone trough errors because some of the information
will be inaccurate and missed out test schedule laboratory results.
Proposed System
44
45
INPU
TExist
The
Customer
will type the job
request and the
Technical Head
will distribute the
job request to
Analysts.
OUTPU
TExisting
PROCE
SS
Task Scheduling
Management
and Progress
Monitoring
System
Fig. 2.0
Fast release of
certificate of
laboratory test
result
Immediate
confirmation of
job order
schedule
Accurate and
reliable
summary
report of job
order request,
task per
analyst, no. of
laboratory
results
released
Theoretical Framework of the Proposed System

The paradigm shows how will the proposed system will answer the needs
of the existing system. From manual scheduling system to automated one. To
increase productivity and improve the data quality of the testing laboratory result.
The input phase shows that the client will encode through the customer module
the job request they wanted to be conducted and lead time if rush or regular. The
process phase shows that the system will schedule the end date of the test
depending on the input of the starting date that the clients choose in the
customer module. The encoded data was process through the WinQua: The Task
Scheduler System. The Output phase produced immediate test results and job
order schedule.
2.4. Conceptual Framework of the Study
46

The paradigm shows how the proposed system will flow, to give the
proponents the idea on how they can develop the system. The proposed system
will provide security, efficiency, speed, reliability, and user friendliness. Security
will help to keep the system away from entities that could cause harm to the
system. Efficiency will provide accurate results. Speed will help to use the system
without any interferences such as sudden crash, slow loading and etc. Reliability
will provide that the outputs that the system will give would be reliable. Userfriendliness will help the users of the proposed system to easily find the proper
47

functions that they need. The proposed system gives enhancement to the current
manual system of Qualibet Testing Laboratories Services Corporation.
The input are the concepts the information needed in the development of
the system. These includes task scheduling management and progress
monitoring system concept, this will be done through deep knowledge and
research in different kinds of algorithm and programming concepts. Interface
design concept will define the graphical user interface of the system. Networking
concept will provide the proper techniques to acquire a network within. After
conceptualizing the system, the information gathered will be used in developing
the system. Creating a prototype with scheduling and task monitoring functions
and proper debugging will help to develop the WinQua: The Task Scheduler
System.
The paradigm illustrates the differences between the existing system and
the proposed system. The proposed system will help the scheduler to easily
assign the schedule of every job order request and easy identify and monitor the
status of the request by and provide accurate information to client. The system
48

can also provide reports to management like graphical / statistical presentation to

be used as the basis for decision making and / or references to identify areas of
opportunity for the company. Easy retrieval of records like analysts requested per
client, per date range, list of job order received per day or month. The system
has a level of access rights for user depends on the scope of their jobs, and able
to provide traceability of records for every revisions in transactions.
2.5. Synthesis
The proponents gathered several related literature and studies for task
scheduling management and progress monitoring system. This willenable to
strengthen study and prove that their research will be feasible.
According to (NgocSe) (2010) primary key to have a successful project

management process is plan, do, check and act. These factors can be any
aspects related to the project: size, complexity level of the project; experience,
professional level of project team; access to resource; project management
49

organization structure and so forth. This is similar to the present study in the
aspect of theories and concepts.
A study conducted by ( Jeralyn M. Gamale, Edward C. Anuta, Zina D.

Sayson) (2012) Automated Class Scheduling System provides evidences that
task scheduling will be great help for the institution, to have an organize and
systematic way of assigning task. The objective of the system is similar to the
objectives of the present system.
Another development reseach by (Curaza, Jacquilyn R., Peresores,

Jessa F.) kode Inns Booking and Reservation System (2014,01). Stated
that This high Technology can be considered an advantage to the business
industry. That is why many establishments here in the Philippines specifically
Bohol have adapted this change especially resorts, hotels, and inns which
sprouted in order to accommodate foreign and domestic customers a secure
place with comfort and satisfaction. Automation is not always the solution but in
this fast growing numbers of foreign and domestic customers checking in and out
50

of this establishment, automation is needed. The concept of this study is similar

to the present study however, the application is different.
According to (Arvind Sathi, Thomas E. Morton, and Steven F. Roth AI

Magazine Volume 7 (Number 5,1986) (AAAl). Stated that a major portion of
development involves performing and managing many activities. If product
development time is to be reduced, better management and technical support
are crucial.
2.6. Operational Definition of Terms
51

To understand the different terminologies used in the studyclearly, the

proponents has provided operational and conceptual definitions. The following
are used in the context of this study:
Access code It is a password used by every analyst, general

manager, admin and the scheduler who will be using the Task
Scheduling and Progress Monitoring System. Every defendants must
have their access code for authentication purposes.
WinQua Windows for Qualibet.
Qua something or someone hat is in a character of role of.
Admin He / She has the full access to view the whole system.
52

Analyst He / She who perform the laboratory test of every clients

specimen.
Forecast Estimation or projection of task into the coming days,

months or years using the historical data.
General Manager He has the authority to perform the update and

lock of the status upon approval for every laboratory test given by the
analyst per job order.
Job Order request It is the list of the sample/s with corresponding

test requested per client.
53

Job request The laboratory test analysis is requested by client per

sample submitted.
Monitoring It is the process of job order.
Sample Specimen. This refer to the specimen given by the client

based on laboratory request.
Technical Head / Scheduler The technical head that manage the

schedule of the job order request by the client.
Specimen The type of test that client wants to be conducted on the

sample submitted.
54

Test Procedure conducted or reagent used to identify the sample.
Test Result The final outcome of the specimen being tested.
Update It is the process of keeping up to date the data in the system.
Workload The maximum number of work for every analyst and or

testing equipment.
Chapter 3
METHODOLOGY
55

This chapter presents the research methods available for the study. It is all
about problem in chapter 1 which is directed towards the WinQua: The Task
Scheduler System.
Likewise, this chapter discussed the various procedures and strategies in
identifying sources for needed information on the analysis and evaluation of the
proposed system.
Thus, this part of the study specifies the method or research used,
research design, respondents of the study, data collection, instruments used,
validation
of the instrument, conducted
semi-structured interview, data
representative and reliability, description of the study, the statistical treatment of

data and analysis of the gathered data.
3.1. Research Design

Numerous method have been used by every proponents, however
there are things commonly used by them such as the concepts, principles,
procedures, and technique of the study. Designing a study helps the proponents
56
57
to plan and implement the study in a way that will help them to obtain the
expected result, thus increasing the chances of obtaining information that could
be associated with the real life situation.
Descriptive Method with the descriptive method, the proponents
gather, observe and analyze the condition of the existing system and constructed
an interpretation to change to an automated. It attempts to maximize objectivity
and generalizability of findings, and are typically interested in prediction. Integral
to this approach is the expectation that proponents will set aside his or her
experiences, perceptions, and biases to ensure objectivity in the conduct of the
study and the conclusions that are drawn. The proponents use a instruments
such as tests or surveys to collect data, and reliance on probability theory to test
statistical
hypothesis
that
correspond
to
research
question
of
interest(http://www.sagepub.com/upm-data/4116510.pdf ).
Quantitative/Descriptive methods are frequently described as deductive in
nature, in the sense that interferences from tests of statistical
3.2. Respondents of the Study

The respondents of this study are the general manager, analyst,

scheduler/receptionist, customer/client and MISD department of Qualibet Testing
Laboratories. They will answer the questionnaire that the proponents gave them
which supplies the information needed.
3.3 Data Gathering Instruments

The data for this research will be collected using a survey
questionnaire. The survey was created using suitable questions modified from
related research and individual questions formed by the proponents. The survey
was comprised of ten (10) questions, which were related to the staff and
management observation regarding queuing and task management in the current
manual system.
Questionnaire the proponents have used the questionnaire method. A
pre written series of questions used in gathering important informations from one
or more persons. This will be given to the individual who have a direct bearing of
the study and in order to satisfy the proponents goal that is to get and measure
the opinions, information interest and attitude of the respondents of the study.
58

Interview An interview is defined as a meeting of people face to face to

discuss about something or an act of questioning to receive a desired answer
that is necessary in solving a specific problem. The proponents conducted an
interview verbally and directly to the staff including their analysts, scheduler, and
the management to gather data and instruments that are needed in this study.
Analysis Through analysis,the proponents have processed of breakingup the whole study into its basic 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.
Evaluation Form The proponents made an evaluation form that
consists of set of criteria and ratings answered by staff and management of
Qualibet Testing Laboratory used in gathering the data that helped evaluating the
proposed system in terms of accuracy, efficiency, reliability, speed, portability,
and user friendliness which lead to the integrity of the proposed system.
59

3.4 Preparation of the Instrument

The proponents construct a set of questions for an interview and
questionnaire and evaluated by the proponents research adviser from University
of the East Caloocan.
3.5 Retrieval of the Instrument

Retrieval of instruments will be made after its distribution and interview. In
like manner, evaluation formswill be retrieved for analysis and interpretation of
data for the proposed system.
3.6 Method Used in Developing the System
The proponents decided to use Agile Development Model. This type of

software model is commonly used due to flexibility and iteration (routine of
developing small sections of a project at a time). In order to maximize the
60
61
possible potentials of the task scheduling and workflow monitoring system and as
well as to lower the budget cost during the development stage.
Agile
Development Model; infer a precise, methodology to the product advancement

that starts at the framework stage and phases.
Agile development provides opportunities to assess the direction

throughout the development lifecycle. This is achieved through regular cadences

of work, known as Sprints or iterations, at the end of which teams must present a
potentially product increment. By focusing on the repetition of abbreviated work
cycles as well as the functional product they yield, agile methodology is
described as iterative and incremental.
This inspect-and-adapt approach to development greatly reduces
development costs and time to market. Because teams can develop software at
the same time theyre gathering requirements, analysis paralysis is less likely to
impede a team from making progress. And because a teams work cycle is
limited to two weeks, stakeholders have recurring opportunities to calibrate
releases for success in the real world. Agile development helps companies build
the right product. Instead of committing to market a piece of software that hasnt
been written yet, agile empowers teams to continuously re-plan their release to
optimize its value throughout development, allowing them to be as competitive as
possible in the marketplace.
62
63
3.7 Context Flow Diagram of Proposed System
General
Manage
r
Approval of test
result
CLIENT
Submit
Sample
Certificate of
analysis
Summary of sample
test results
WinQua: The Task Scheduler

System
Set confirmed
Schedule
h
Technical
Head /
Scheduler
Sample test
result
Analyst
Print out confirmed
job order
Result
confirmation

3.8 Data Flow Diagram of Proposed System
64

3.9 Statistical Treatment
The proponents used the following mathematical mean scale to determine the
weighted mean of the given criteria set by the proponents.
m = (f x W) / N
Where:
m = mean
f = frequency
W = weight
N = number of respondents
The result of the mean will show if the criteria given in the survey passed the
expectation of the respondents of the system. Result of the mean pass from the
following scale:
65

This will be used for the evaluation of the proposed system based on the
given criteria of the proponents.
66

3.10 Specification
The following resources are used to make the system completely run.
3.10.1 Hardware Specifications

Minimum Requirements
CPU : 1.6-ghz or faster / 32-bit (x86) or 64-bit (x64) processors
RAM : 512mb of RAM
512 MB of available hard disk space

Recommended Requirements
CPU : dual-core 2.1 GHZ or faster / 32-bit (x86) or 64-bit (x64) processors
RAM: 2GB of RAM
5 GB of available hard disk space
67

Other Requirements
Monitor
Keyboard
Mouse
Network Interface Card
Switch
3.10.2 Software Specifications
Windows XP, Vista, 7 and 8
Microsoft .NET Framework 3.5 or higher
Microsoft DirectX 7.0 or higher
C#
MySQL Database
68

3.11 Responsibilities of each Member
De Leon, Albert John T.
Programmer / Database Administrator- who provide the team with a vision
of the project objectives and responsible in testing and maintaining the computer
programs to ensure that the computer application meets the needs of the users
of the computer system.
Galicinao, Jhon Paul J.
Assistant Programmer/ Clerk who helps and support in doing systems and
programs. Responsible in doing the maintenance support and testing support.
Moreover, who attend the meetings provided by the university.
69

Guevarra, Bricilda B.
Assistant Documentation Specialist assist and support doing the

documentation.Make certain that discussion and decisions made by group
leads to successful teamwork towards accomplishing goal which is creating
well designed system.
Lagahit, Rio B.
Documentation Specialist / Group Administrator- liable to carry a wide
range of document processing from writing communiqu, designing documents,

data capture, ensuring safety, maintenance to disposing unwanted information
and many more. Some of titles a data specialist might hold are technical writer,
web designer, copywriter or electronic document specialist. More overleads or
commands a group or organization. Create an environment oriented to trust,
open communication, creative thinking, and cohesive team effort. Motivate and
70

inspire team members. Facilitate problem solving and collaboration. Strive for
team consensus and win-win agreements. Ensure discussions and decisions
lead toward closure and of course maintain healthy group dynamics.
Oliva, Paul Kenneth L.
Assistant Programmer / Clerk who helps and support in doing systems
and programs. Responsible in doing the maintenance support and testing

support. Moreover, who attend the meetings provided by the university.
Balbon, Eunice D.
System Analyst Responsible in doing researches problems, plans
solutions, recommends software and systems, at least at the functional level, and
coordinates development to meet business or other requirement.
71
72
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76

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University of the East Caloocan

Department of Computer Studies and Systems

University of the East Caloocan

As cited by SIVA KUMAR S/O SUBRAMANIAM ( 2012) made a

University of the East Caloocan

Features found in automated scheduling software applications can completely

University of the East Caloocan

proponents can conquer this through their knowledge in different fields of

Background of the Study

food, pharmaceutical, and veterinary products in the Philippines. It aims to

QualiBet conscientiously complies with good

laboratory practices, ISO 17025 Standards and applicable government

University of the East Caloocan

It provides continuous training and

development for its personnel in order to support and encourage a competent,

It constantly reviews, modifies and

upgrades its facilities, procedures and equipment to meet clients requirements

University of the East Caloocan

University of the East Caloocan

1.2 Objective of the Study

To create a system intended for Qualibet Laboratory Testing Services

Moreover, this will result to the

1.2.2 Specific Objectives

To generate a user account with different level of access for security

To design a module for different kinds of job request.

To create a module for analyst workload distribution.

University of the East Caloocan

To design a module that will identify the type of request.

To develop a module that will provide reminders/warning messages for

University of the East Caloocan

1.3 Statement of the Study

University of the East Caloocan

2.1 Functionality and Reliability;

1.4. Significance of the Study

University of the East Caloocan

Future Researcher: This study could be a future paradigm or reference for

Management. Prepare the management on changes specially training the

Customer Fast, easy and secure access to client/customer and provider

University of the East Caloocan

1.5. Scope and Limitations of the Study

Administrator/Analyst Module can be accessed only by the system

University of the East Caloocan

Technical Head Module proper distribution of workloads to analyst.

Color Coded Monitoring they will be using colors to be able to identify if

University of the East Caloocan

Rules-Based Scheduling Alerts facilities efficient management at the time

For customers information in availability of date and time in

Awareness of technical head in distribution of fair scheduling of

1.5.2. Limitations of the Study

University of the East Caloocan

Uses C# for programming language and MySQL for database

2.1 Review of Related Literature

University of the East Caloocan

Department of Computer Studies and Systems

According in (PerkinElmer, Inc. PROCESS SCHEDULER MANAGES

University of the East Caloocan

Department of Computer Studies and Systems

(http://iopscience.iop.org/1742-6596/396/3/032114)development and first experience

University of the East Caloocan

The WorkQueue architecture consists of a global WorkQueue which obtains

University of the East Caloocan

online.com/articles/201205/automated-temperature-monitoring-systems-factors-toconsider.php)monitoring and maintaining critical equipment and specimens in the

University of the East Caloocan