E International Scientific Research Journal, VOLUME V, ISSUE 1, 2013, ISSN 2094 - 1749

DMMMSU-MLUC RESEARCH INFORMATION AND

MANAGEMENT SYSTEM
MARYLEN D. RODRIGUEZ
Cellphone # : +639204784633
Email Address : marylen.rodriguez@yahoo.com

GILBERT R. HUFANA
Cellphone # : +639228768523
Email Address : gilberthufana@gmail.com

DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY

MID LA UNION CAMPUS
City of San Fernando, 2500 La Union, Philippines

ABSTRACT

The study determined the status of the existing operations of the Don Mariano Marcos
Memorial State University Mid La Union Campus (DMMMSU-MLUC) Research Unit as a basis in
developing the Research Information and Management System (RIMS). The study made use of
descriptive and applied research design. It also utilized the Rapid Application Development
(RAD). Survey questionnaires PIECES and SUMI -- were the main tools in gathering data.
Findings showed that all the indicators namely performance, information, economics, control,
efficiency and service were perceived as constraints. As a result, the RIMS was conceived and
developed. The RIMS was found to be highly usable.

KEYWORDS
Research Information and Management System (RIMS), PIECES, System Development, RAD,
SUMI

INTRODUCTION

Information system in an organization captures and manages data to produce useful

information and to support the organization and its employers, customers, suppliers, and
partners. Organizations consider information systems as essential to their ability to compete or
to gain competitive advantage. Most organizations realize that all workers need to participate
in the development of information systems. (Whitten and Bentley, 2008)

Business firms, other organizations, such as the academe and individuals in the
contemporary society rely on information systems to manage their operations. According to

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Oz(2002), there are many different types of information system for different types of
organization, for different functions within an organization, for different kinds of needs and at
different management levels of an organization. Without exception, every business function in
every business sector uses information systems. From government agencies to manufacturing,
from accounting to marketing, information systems are key tools in transacting, processing,
decision-making, problem-solving and operating of all organizations.
Because information and knowledge are integral to planning and operations,
educational institutions are now becoming aware of the external demand to improve
organization-wide effectiveness. Universities are now aware of the importance of using
information systems to realize their functions, such as research.
According to Joint Information Systems Committee (2010), universities need to manage
information about the research they host in order to inform strategic decisions to ease
reporting to external stakeholders, such as funding councils and research funders, and to offer
useful services to those within and beyond the institutions boundaries.
However, Petrides (2004) contends that an institution needs to have consistent and
well-defined expectations and opportunities for sharing information organization-wide.
Divergent practices throughout an organization can result in information practices that may be
insufficiently integrated throughout the institution. In turn, ambiguous priorities can render
information useless and this removed from the wider mission of the educational institution,
undermining the effective use of information.
The Don Mariano Marcos Memorial State University (DMMMSU) is one higher
education institution that envisions to be a distinct center of excellence with a mission,
besides instruction, to promote research and to engage in extension work. (PD 1778). In this
regard, the University adopts and implements programs, projects, and activities to cater to the
needs and interests of its constituents, clients, and stakeholders.
One of the programs/systems that the University aims to establish is the RIMS to
strengthen its services, specifically along research. The development and implementation of
the Student Registration and Information System of DMMMSU-MLUC and is now running for
nine(9) years, the Open Public Access Catalogue (OPAC) for DMMMSU-MLUC Library, the
Payroll Information System for the Cashiers office, it is also high time that the Research Office
should also have its own research information and management system that would store
collected research information for monitoring, and report generation.
With these concepts, the research information and management system was
conceptualized. To enunciate these concepts, the research paradigm in Figure 1 shows the
Input-Process-Output (IPO) model. The input box contains the capabilities and constraints of
the manual activities of the Research Office, abstracts of researches, title proposals and
monthly and annual operational plans. These inputs were processed by conducting survey
checklist, to determine the capabilities and constraints of the existing system and, thus, to
develop the System. The output was the DMMMSU-MLUC Research Information and
Management System.
The study determined the capabilities and constraints of the manual activities of the
research unit in terms of performance, information, economics, efficiency, control and service.

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The findings served as basis in developing the DMMMSU MLUC Research Information and
Management System.

MATERIALS AND METHODS

The study used descriptive research in determining of the capabilities and constraints of
the existing operation of the Research Unit and applied researches for the development of the
system using Rapid Application Development (RAD).
Rapid application development is a software development methodology that involves
methods like iterative development and software prototyping. Whitten (2004), Plant and
Murrell(2007) discussed RAD as an approach to develop a system using pieces of various
structured techniques using tools to speed the development of prototypes.

In RAD, structured techniques and prototyping are especially used to define users'
requirements and to design the final system. The development process starts with the
development of preliminary data models and business process models using structured
techniques. In the next stage, requirements are verified using prototyping, eventually to refine
the data and process models. These stages are repeated; further development results in "a
combined business requirements and technical design statement to be used for constructing
new systems". RAD approaches may entail compromises in functionality and performance in
exchange for enabling faster development and facilitating application maintenance. (Whitten,
2004)

Since there is a limited time for development, the researchers opted to use this model
to come up with the software prototype the soonest time possible and the computer-based
system can be delivered and implemented the least time possible.

The PIECES framework by Wetherbe was used for identifying operational problems to be
solved. The areas consisting of performance, information, economy, control, efficiency and
services need to be assessed to come up with a proposed solution. It was modified to fit to the
needs of the Research.
According to Swinburne TAFE Computing and Information Technology website,
Performance indicates whether the current throughput and response time are adequate.
Information indicates whether the end users get timely, accurate, and useful information. It
focuses on both quantitative aspects of the organizations information and data. Economy
indicates whether services provided by the current system are cost-effective. In economics,
categories to which systems that pertain to costs of a process are assigned. When considering
a cost situation, two key variables must be balanced: service level and excess capability.
Generally speaking, the higher the service level, the greater the cost due to loss of excess
capacity. Control indicates whether there are effective controls to provide accurate and secure
information. It is the methods by which organizational processes are monitored and regulated.
It is achieved by a constant comparison between actual and planned performance. Efficiency
indicates whether the current system makes good use of resources. The system should be
evaluated as to the delivery of a service with a minimum waste of time, effort or money. The
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quality of the system may be evaluated in terms of its effectiveness and efficiency.
Effectiveness measures the extent to which the system meets its objectives. Efficiency is a
measure of resources consumed to produce given outputs. The fewer resources a system
consumes in producing given outputs, the more efficient it is. Services indicates whether the
current services are reliable, flexible, and expandable. It focuses on the quality of service an
organization provides to its customers whether a customers needs are met by the
organization.
These areas will be measured to identify and evaluate operational problems to be
solved in an organization.
Solis(2011) used the PIECES framework to determine the capabilities and constraints of
the existing Alumni Tracer System for Saint Louis College and concluded that the existing
system is beset with constraints in all the indicators namely, performance, information-output,
information-input, information-stored data, economics, control and security, efficiency and
service.
In Neris (2011) study, PIECES was also used as an instrument to assess the capabilities
and constraints in the delivery of quality services provided by the DMMMSU-NLUC Library. It
effectively found out that there are constraints in all of the areas.
The existing status of dissemination of the undergraduate researches was not capable to
fully deliver and inform the reading public, students, faculty, other researchers and interested
stakeholder about research results and outputs of the DMMMSU-NLUC. This conclusion was
derived from Orpillas(2011) study which made use of the PIECES framework to assess their
existing status.
With the different studies presented, the researchers acknowledge that the PIECES
framework is an effective instrument to use in the assessment of the status of the manual
operations of the research office.
There were 37 people who responded to the PIECES survey questionnaire and 21
researchers responded to the SUMI questionnaire for the level of usability. These were used as
main tools in gathering data and were treated using frequency count and mean.

RESULTS AND DISCUSSION

Considering the PIECES indicators, the significant findings are discussed.

Table 1 shows that the Performance of the RIMS was considered a constraint (3.47).
The finding indicates that the performance of the MLUC Research Unit was not satisfactory
because of the delay of the work done in dealing with the transactions such as request of data
and assistance. This also affected the output out the office in terms of completed resaerches.
It can be inferred from the finding that the operations and activities in the Research Unit
were not monitored well enough to produce a result in a minimal amount of time.
The finding runs parallel to the findings of Solis (2011), wherein she was able to
determine that the performance of the existing system under her study does not produce the
required throughput and the needed response time. In Neris (2011) study, an automated or

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computer-based system was suggested to greatly contribute to the solution on the problem on
performance.
Table 2 shows the Information(I) indicator of the exisitng operations of the Reseach
Unit.
The mean for the indicators for Information (3.18) was considered as a constraint. The
data and information inputted, and stored should be accurate, up-to-date, reliable and easily
accessible. According to Neri (2011), the information indicator in his study got a descriptive
equivalent of constraint which implies that the unit under study is lacking in its effort to cater to
the various reporting needs of its office.
The indicator Forms used capture too much data which are irrelevant garnered the
lowest rating (3.09) a constraint. This may be due to respondents claim that some information
used by the research unit required a lot of data which are not significant. It is also possible that
respondents do not know the relevance of these data.
The indicator Forms used do not accurately capture data because forms lack the
required information which the user would fill-in garnered the highest rating (3.77) and
considered a constraint. This can be explained by the fact that data from the files cannot be
retrieved even if the keywords were used to retrieve it. The storage of data coming from the
forms were stored manually in folders therefore sorting in a particular manner cannot be done
immediately thus cannot be changed to meet new requirements.
Table 3 shows the economics indicator of the exisitng operations of the Reseach Unit.
The 3.24 mean rating under Economics suggests that the indicators were considered a
constraint. The respondents may not know whether the cost of resources is traceable or high
maintenance since most of the respondents were researchers who are not connected and do
not meddle with the activities of the research unit. This implies that the existing system is not
effective in minimizing and controlling costs. However, Orpillas (2011) study contradicted this
finding since the respondents claim that the existing system of storing researches of DMMMSU-
NLUC is a capability.
Table 4 shows the control and security indicator of the existing operations of the
Research Unit was a constraint (3.29).
The indicator Bureaucratic red tape slows the system was considered a capability
(1.97). Respondents perceived that there is no corruption happening in this unit. This implies
that they were still confident on the integrity of the people working in this office. However, the
indicator excessive controls caused processing delays and processing errors are occurring
(either by people, machines, or software) were considered constraint (3.38). Information may
not be given in an instant when researchers need these. Thus, they perceived that information
were kept and were not to be disclosed or shared.
The findings show that the existing system is a constraint in terms of control and
security, which implies that there was absence of effective controls to provide accurate and
secures information.

Control is needed to make sure that the inputted data are correct and accurate. The
concept of garbage in garbage out applies to this aspect. Data are also protected through the
use of passwords and only authorized persons can access the said data.
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Solis (2011) had the same findings where the neutral rating points to a situation where
there are lapses in the security of their existing alumni system. Neri (2011) found out too that
there is a flaw in controlling and managing of the library resources; his finding also indicated
that the control indicators result was a constraint.

Table 5 shows that the Efficiency indicator of the old system was a constraint (3.29). When
data and information needed is not given immediately when needed, efficiency also decreased.
The mean for the indicator Effort required for tasks are excessive was a constraint (3.12).
This might be due to their understanding even if the files are stored and filed, there is still
excessive effort in determining information which are recorded in the forms. The respondents
perceived that the notion that there were unnecessary tasks in accomplishing a research, thus,
leading them to think that efficiency was reduced.

The indicator Information is redundantly generated was a constraint (3.29). When data
were redundantly inputted or copied in a system, this could be a cause of a problem.

In an organization, efficiency in all aspect is expected. Fox (2000) as cited by Orpilla (2011)
stated that sharing of research results is one of the fastest way for scholars working in
developing countries to become known and to have impact on the advancement of knowledge.
Efficiency is indeed important in determining the capabilities and constraints of a system.

Table 6 shows the Services indicator provided by the research staff was a constraint
(3.13). They were rated as satisfactory but still needs improvement.

The indicator The system is not easy to learn and use got the lowest rating (3.0).
Respondents wonder on the process of research activities but cannot decide whether services
provided by the research unit were sufficient to cater to the needs of its clientele that is why
they are impartial in their answers. However, it still turned out to be a constraint.

The rating of the indicator The system is inflexible to new, exceptional situations or
change (3.21) still signifies that there is a need to review the services rendered by the research
unit in terms of their existing system since this is still considered a constraint.

Orpilla (2011) found out in his study that using the same indicator that respondents
perceived service as a constraint. The dissemination of researches in the manual system was
rigid and did not adapt to other innovations or changes.

Table 7 shows the capabilities and constraints of the existing system. The overall finding
shows that the existing manual operations of the Research Unit were constraints (3.23). This
indicates that there is a need to do process re-engineering inorder to improve the quality of
operations of the research unit.
Further, the finding indicates that the existing system has procedures which were
deterrent to the actual delivery of service to its clientele.
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The finding implies a limitation on the processes and activities of the Research Unit.

This finding coincides with the findings of Solis (2011), who found out that there are
flaws and deficiencies in the actual delivery of service of the alumni tracer system nof Saint
Louis College.

Based from findings, it had been proven that with the aid of the Resarch Information
and Management System (RIMS), the unit may be able to cater to the needs of the
organization. Problems which had occurred can be lessened through the use of a computerized
system.

Overview of the DMMMSU-MLUC Research

Information and Management System

The DMMMSU-MLUC Research Information and Management System (RIMS) is an

online system that is accessible through the Internet. Its main objective is the computerization
of various processes in the conduct of researches from proposal to its completion and
publication via an online journal.

The System will automate the day-to-day operations of the DMMMSU-MLUC Research
Unit. The System will allow for quick and convenient proposal submission and evaluation, as
well as the effective and efficient management of the conduct of on-going researches. The
RIMS will aid both the researchers and the Research Unit in facilitating the conduct of
researches.

In addition to facilitating the day-to-day operations of DMMMSU-MLUC Research Unit,

the System will manage a variety of information useful to management provided by the report
generation system module of the RIMS.

The RIMS will provide an online journal with search functionality to facilitate the search
of resources particularly abstracts and executive summaries of finished researches to aid other
researchers in their quest for knowledge discovery and exploration.

The DMMMSU-MLUC Research Unit has its researchers dispersed in the different
colleges of the campus. Research activities in each college are supervised by a dean and a
research facilitator is assigned to coordinate such activities with the Research Unit of the
Campus. The RIMS reflects and supports this decentralized structure.

The RIMS Architecture

The RIMS is divided into four components. A component is a module that provides
services to other components but would not normally be considered as a separate system. The

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components are namely Proposal Management, Research Management, Online Public Access
Journal (OPAJ) and the Reporting System as shown in Figure 2.

Operating Environment

The RIMS requires an internet connectivity, which can be accessed via the DMMMSU-
MLUC website. As such, the primary tool needed is an internet browser, such as Google Chrome
or Mozilla Firefox. Internet Explorer (IE) 6 & Opera 7.0 or higher version is also compatible with
the System. To ensure a reliable operation internet connectivity with at least a speed of 1Mbps
is sufficient.

Design and Implementation Constraints

The System was developed using PHP scripting language and the Hypertext Mark-up
Language (HTML). Alongside other technologies was used such as Cascading Style Sheets (CSS)
and the Asynchronous JavaScript and XML (AJAX) to provide a user accepted interface.

The backend database for the RIMS is an MySQL Database Server, a free software used
to manage databases that can be downloaded from http://www.mysql.com.

The following conclusions were deducted from the findings: the existing System has
procedures which were deterrent to the actual delivery of service to its clientele; the developed
RIMS is designed to fit the needs of the Research Unit; the RIMS is highly usable.

Table 1. Capabilities and Constraints of the Existing Manual Operations of the Research Unit
in Terms of Information

Descriptive Descriptive
Indicators Mean
Rating Equivalent

1. Small amount of work is 3.44 Agree Constraint

performed over a period time
(throughput).
2. There is a delay time between
transaction and a response to 3.50 Agree Constraint
the transaction request
(response time).
Overall Mean 3.47 Agree Constraint

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Table 2. Capabilities and Constraints of the Existing Manual Operations of the Research Unit
in Terms of Information

Indicators Mean Descriptive Descriptive

Rating Equivalent
1. Forms used do not accurately capture data 3.41 Agree Constraint
because forms lack the required information
which the user would fill-in.
2. Forms used capture data redundantly because 3.12 Neutral Constraint
of too many forms containing the same
information.
3. Forms used capture too much data which are 2.97 Neutral Constraint
irrelevant.
4. Lack of required forms to capture data. 3.09 Neutral Constraint
5. Reports contain incomplete information. 3.24 Neutral Constraint
6. Reports contain too much information which 3.18 Neutral Constraint
is not needed.
7. Reports contain unnecessary and irrelevant 3.15 Neutral Constraint
information.
8. Reports contain inaccurate output 3.15 Neutral Constraint
information.
9. Reports are not timely generated and cannot 3.12 Neutral Constraint
be produced easily.
10. Data/information is stored redundantly in 3.12 Neutral Constraint
multiple files and/or databases.
11. Data/information is not secured from 3.29 Neutral Constraint
accident, theft or vandalism.
12. Stored Data/information is not accurate. 3.03 Neutral Constraint

13. Data is not accessible. 3.24 Neutral Constraint

14. Data/information is not well organized. 3.26 Neutral Constraint
15. Data is not flexible not easy to meet new 3.38 Neutral Constraint
information needs from stored data.

Overall Mean 3.18 Neutral Constraint

Table 3. Capabilities and Constraints of the Existing Manual Operations of the Research Unit
in Terms of Economics

Indicators Mean Descriptive Descriptive

Rating Equivalent
1. Costs are too high to maintain and to 3.26 Neutral Constraint
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operate the system.

2. Costs are not supported with proper 3.24 Neutral Constraint
documents
3. Supplies and materials for research 3.21 Neutral Constraint
undertakings are not sufficient
Overall Mean 3.24 Neutral Constraint

Table 4. Capabilities and Constraints of the Existing Manual Operations of the Research Unit
in Terms of Control

Indicators Mean Descriptive Descriptive

Rating Equivalent
1. Input data/information is not adequately 3.32 Neutral Constraint
edited.
2. Ethics are breached on data or 3.15 Neutral Constraint
information refers to data or
information getting to unauthorized
people.
3. Redundantly stored data is inconsistent in 3.32 Neutral Constraint
different files or database.
4. Data privacy regulations or guidelines are 3.44 Agree Constraint
being (or can be) violated.
5. Processing errors are occurring (either by 3.38 Neutral Constraint
people, machines, or software).
6. Decision- making errors are occurring. 3.21 Neutral Constraint
7. Bureaucratic red tape slows the system. 1.97 Disagree Capability
8. Excessive controls cause processing 3.38 Neutral Constraint
delays.
Overall Mean 3.29 Agree Constraint

Table 5. Capabilities and Constraints of the Existing Manual Operations of the Research Unit
in Terms of Efficiency

Indicators Mean Descriptive Descriptive

Rating Equivalent
1. Data is redundantly input or 3.09 Neutral Constraint
copied.
2. Data is redundantly processed. 3.29 Neutral Constraint
3. Information is redundantly 3.24 Neutral Constraint
generated.
4. Effort required for tasks is 3.12 Neutral Constraint
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excessive.
5. Materials required for tasks are 3.21 Neutral Constraint
excessive.
Overall Mean 3.19 Neutral Constraint

Table 6. Capabilities and Constraints of the existing manual operations of the research unit in
terms of Services

Indicators Mean Descriptive Descriptive

Rating Equivalent
1. The system produces inaccurate 3.15 Neutral Constraint
results.
2. The system produces inconsistent 3.18 Neutral Constraint
results.
3. The system produces unreliable 3.06 Neutral Constraint
results.
4. The system is not easy to learn and 3.00 Neutral Constraint
use.
5. The system is inflexible to new, 3.21 Neutral Constraint
exceptional situations or change.
6. The system is not coordinated with 3.18 Neutral Constraint
other systems.
Overall Mean 3.13 Neutral Constraint

Table 7. Summary of Capabilities and Constraints of the Existing Manual Operations of the
Research Unit

Indicators Mean Descriptive Descritptive

Rating Equivalent

Performance 3.47 Agree Constraint

Information 3.18 Neutral Constraint

Economics 3.24 Neutral Constraint

Control 3.29 Neutral Constraint

Efficiency 3.19 Neutral Constraint

Service 3.13 Neutral Constraint

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Grand Mean 3.23 Neutral Constraint

Figure 1. Research Paradigm

Proposal Research
Management Management

DMMMSU-MLUC

RIMS

Online Public Reporting

Access Journal System

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Figure 2. The RIMS Architecture
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ACKNOWLEDGMENTS

The researchers acknowledge the following:

Dr. Eduardo C. Corpuz, Dean of the College of Information Technology, for pushing and
encouraging the researchers to finish the research;
Dr. Zonia T. Florendo, Head of the Research Unit, for the time and patience in reading,
editing and enriching the paper;
The Research Unit staff, Madammes Honorata Gonzales, Glecy Ami and Guia Gorospe for
the assistance they have provided;
Our family, colleagues, and friends for the love, prayers, and moral support they have
given for the completion of the study.

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