De La Salle University – Manila

College of Computer Studies

Information Technology Department

ICTPROJ DOCUMENTATION GUIDELINES

For BS-ICTM ID# 105

1.0 The ICTPROJ Documentation to be submitted to the Faculty of the Information Technology Department should contain
the following items:

Title Page
Table of Contents
List of Tables
List of Figures
List of Appendices

1.0 Introduction

1.1 Background of the Project

1.1.1 Company Background

This section should describe the company in terms of its history, organizational structure, nature of business, mission/vision,
products/services, suppliers, customers, and competitors. The reader should be referred to the appendix section for the
organizational chart. (Attachment: Organizational Chart)

1.1.2 Description of the Existing System

This section should detail the inputs and outputs, processes, sources/receivers of data/information, and data storage locations of
the current system. The reader should be referred to the appendix section for the forms/reports that are used/generated by the
system, and the diagram used to model the existing system. (Attachments: Data Flow Diagram or any process model used,
existing forms and reports, interview transcripts)

1.2 Statement of the Problem

This section should provide a detailed discussion of the main problem/s of the existing system. This section should also explain the
causes of the problem/s. The reader should be referred to the appendix section for the diagram/s used to analyze the problem/s.
(Attachment: Ishikawa Diagram or any problem analysis model used)

1.3 Conceptual Framework

This section should discuss the project framework using a problem-solution-technology approach. This section should also provide a
diagram that will help the reader visualize the framework better.

1.4 Statement of Objectives

1.4.1 General Objective

In a single sentence, what the group aims to achieve by the end of ICTPROJ must be stated here.

1.4.2 Specific Objectives

This section may be stated in a single sentence, with the specific objectives in bullet form as shown in the example below:

Specifically, the project aims to:

• specific objective 1;
• specific objective 2;
• specific objective 3;
• specific objective 4; and
• specific objective 5.

Specific objectives should be SMART (i.e., S-pecific, M-easurable, A-ttainable, R-ealistic, and T-imebound) and should be limited
to 3-5 only.

1.5 Significance of the Project

This section should detail what benefits the company, the industry/academe, and the group will get out of the project.

1.6 Scope and Limitations of the Project

This section should describe what departments, processes, or systems will and will not be included in the project.

2.0 Review of Related Literature

2.1 Review of Related Concepts

This section should provide a detailed discussion of the concepts that were used as basis for the project. Citations for the sources used
must be provided.

2.2 Review of Related Systems

This section should provide a detailed discussion of at least five (5) information systems that were reviewed and used as basis for the
project. This should also provide a synthesis and a table that will show a comparison of the information systems reviewed in terms of
their strengths and weaknesses. The reader should be referred to the appendix section for the screen shots and sample forms/reports
of the systems reviewed. (Attachment: Screen shots, sample forms/reports of the systems reviewed)

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Prepared By: M.J. Arcilla
3.0 Methodology
This chapter should discuss the following: what methodology was used in the project, what is the rationale for choosing the methodology,
and what phases of the methodology were included. For each phase, the following should be described/presented: (1) activities performed,
(2) models, tools, and techniques used, (3) inputs used and outputs produced, and (4) problems encountered and how they were solved.

4.0 The Proposed System

4.1 System Description

This section should detail the inputs and outputs, processes, sources/receivers of data/information, data storage locations, and
performance and controls of the proposed system. This section should also highlight the changes that were made to the existing
system. The reader should be referred to the appendix section for the diagram used to model the proposed system. (Attachment: Data
Flow Diagram or any process model used)

4.2 System Scope and Limitations

This section should provide a narrative that explains the modules that will and will not be included in the system. This section should
also provide a detailed description of each module included in the system.

4.3 Data Specifications

4.3.1 Entity-Relationship Diagram

This section should provide a narrative that explains the data design and how the entities and relationships were derived. The
reader should be referred to the appendix section for the Entity-Relationship Diagram. (Attachment: Entity-Relationship Diagram)

4.3.2 Tables/Files Layout

This section should contain all the tables/files of the system. The following format may be used for each table:

Field Name Description Type (Length) Default Value Accepted Values

4.3.3 Data Coding Standards

This section should discuss the data coding standards used in the system. The format of all codes used must be described here.

4.4 Screen Specifications

This section should provide a narrative that explains the overall screen design. This section should cite the principles/concepts that
were used and how they were applied in designing the screens. This should also explain the hierarchy/flow of screens. The reader
should be referred to the appendix section for the diagram that was used to model the screen flow. (Attachment: Dialogue Tree or any
screen flow model used)

This section should describe each screen using the following format:
Screen Name : <Screen Number in the Dialogue Tree and Screen Name (Example: 0.0 Login Screen)>
File Name : <Actual file name used>
Description : <Detailed description of the screen, including the functions, controls, and navigations available>
Layout : <Screen shot>

4.5 Form Specifications

This section should provide a narrative that explains the printed form design. This section should cite the basis for designing the
printed forms. The reader should be referred to the appendix section for the actual forms used in the proposed system. (Attachment:
Printed forms of the proposed system)

This section should describe each form using the following format:
Form Name :
Description :
Prepared By :
Used By :
Volume and Frequency :
Layout :

4.6 Report Specifications

This section should provide a narrative that explains the report design. This section should cite the basis for designing the reports. The
reader should be referred to the appendix section for the actual reports generated by the proposed system. (Attachment: Sample
printouts of the reports of the proposed system)

This section should describe each report using the following format:
Report Name :
Description :
Prepared By :
Used By :
Volume and Frequency :
Layout :

4.7 Module Specifications

This section should describe each module using the following format:
Module Name :
Description :
From : <Name/s of calling module/s>
To : <Name/s of called module/s>
Input/s : <All inputs including the reference screens and the forms used>
Pseudocode :
Output/s : <All outputs including the reference screens and the reports generated>

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Prepared By: M.J. Arcilla
 4.8 System Architecture
This section discusses the physical blueprint of the system. This includes the hardware, software, network support, processing
methods, and security of the system. A diagram of the system architecture should be included after the discussion.

5.0 Conclusion and Recommendations

This section should prove that the stated problems were solved and the objectives set were met. This section should also provide
recommendations that will enhance the system or serve as a jumpstart for future systems development projects.

Appendices
Bibliography
Resource Persons
Personal Vitae

2.0 The documentation should adhere to the following standards:

a. Margins

Left Right Top Bottom

1.5” 1.0” 1.0” 1.0”

b. Font
Font Size Font Style
1. Text Times New 12 Regular
Roman Use Italics or single underline in emphasizing some text
2. Heading or Times New 12 Bold
Sub-headings Roman

c. Sub-headings and Text

All text and subheadings should be in the following format as shown by an example below:

1.0 HEADING

1.1 Sub-heading 1

Paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text
paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text.

Paragraph 2 text paragraph 2 text paragraph 2 text paragraph 2 text paragraph 2 text paragraph 2 text paragraph 2 text
paragraph 2 text paragraph 2 text paragraph 2 text paragraph 2 text paragraph 2 text.

Paragraph n text paragraph n text paragraph n text paragraph n text paragraph n text paragraph n text paragraph n text
paragraph n text paragraph n text paragraph n text paragraph n text paragraph 2 text.

1.2 Sub-heading 2

Paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text
paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text.

1.2.1 Sub-heading 1 of 1.2

Paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text
paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text

1.2.2 Sub-heading 2 of 1.2

Paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text
paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text paragraph 1 text.

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 d. Footer

<Company Name> <System Name> <page>

Line Black, 1 pt.

Text Times new Roman, size 11, Regular

e. Pages

• The page notation to be used is: <chapter/appendix letter> - <page number>. Thus, the first page for Chapter 2 is
at 2-1, while the first page of Appendix A is at A-1.
• There should be no pages for items before Chapter 1.

f. References and Citations

Citations in the documentation should follow the American Psychological Association (APA) format.

Citations, as they appear within the text, should be coded to reflect the principal author’s last name and the year of
publication. Thus, (Ruffalo, 2006) refers to the publication of Mark Ruffalo for his work published 2006. If Ruffalo has
another publication for the same year, the code is appended with an alphabet in lowercase. Thus, a second
publication of Ruffalo should be coded as (Ruffalo, 2006a), while a third publication should be coded as (Ruffalo,
2006b)

Books:
<code> <author’s name> (<year of publication>). <Book Title>,
<site of publication>: <complete name of publisher>.

(Kendall, 2005) K. Kendall & J. Kendall (2005). Systems Analysis and Design, 6th edition. New Jersey: Prentice-
Hall, Inc.

Journal:
<code> <author’s name> (<year of publication>). ‘<article title>’, Journal Title,
volume number(issue number), <pages where article could be found>.

Conference:
<code> <author’s name> (<year of publication>). ‘<article title>’, In:Conference
Name (editors of the proceedings, ed), <pages where article could be
found>. <site of publication>: <complete name of publisher>.

World Wide Web:

<code> <subject of the page> (year). ‘Homepage title’. URL site

(Cruz, 2007) J Cruz (2007). ‘The Home Page of Juan De La Cruz’. http://dlsu.edu.ph/jcruz.

For more information on APA Style for electronic references, visit http://www.apastyle.org/elecref.html.

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3.0 Title Page

<Company Name>
<System Name>
(In bold characters, font size 14)

An Information and Communications Technology Project

Presented to
The Faculty of the College of Computer Studies
De La Salle University - Manila

In Partial Fulfillment
of the Requirements for the Degree of
Bachelor of Science in Information and Communications Technology Management

by

<last name, first name, middle initial of proponent 1>

<last name, first name, middle initial of proponent 2>
<last name, first name, middle initial of proponent 3>
<last name, first name, middle initial of proponent 4>

<Name of Adviser >

Faculty Adviser

<date of submission>

4.0 Table of Contents

Observe the following format:

TABLE OF CONTENTS

1.0 Introduction 1-1

1.1. Background of the Project 1-1
1.2. Statement of Objectives 1-2
1.2.1. General Objective 1-2
1.2.2. Specific Objectives 1-2

5.0 List of Tables

Observe the following format:

LIST OF TABLES

Table <chapter#>-<table#> <Table Caption> <page>

Table 1-4 Percentage Ratio of Sophomores vs. Juniors 1-6
Table 3-4 Mortality Rate of SYSDEV1 vs. School Year 3-45

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6.0 List of Figures

Observe the following format:

LIST OF FIGURES

Figure <chapter#>-<figure#> <Figure Caption> <page>

Figure 2-1 SDLC Diagram 2-16
Figure 2-2 Prototyping Diagram 2-22

7.0 List of Appendices

Observe the following format:

APPENDICES

Appendix <appendix#>. <Appendix Caption>

Appendix A. Organizational Structure
Appendix B. Data Flow Diagram

8.0 Resource Persons

For each resource person:

<Full name and Title > Ms. Mary Jane B. Arcilla

<Position> Assistant Professor
<Department> Information Technology Department
<Name of Institution> De La Salle University-Manila
<E-mail Address> BacongM@dlsu.edu.ph
<Contact Number> +632-5240402

9.0 Personal Vitae

For each proponent:

<Last Name>, <First Name>, <MI> Arcilla, Joshua B.

<Address 1> 999 Safe St., Makati City 1200
<Home Phone Number> +632-9999999
<Mobile Phone Number> +63999-9999999
<E-mail Address> email@domain.com

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Prepared By: M.J. Arcilla