APPROVAL SHEET

The Capstone Project attached hereto DOCTRACKR: Civil Registry Office Real
Time Tracking System was prepared and submitted by the proponents Christian
Dominic Saco, Aubrey Jade Lobrio, and Denver Acala, in partial fulfillment of the
requirements for the Degree of Bachelor of Science in Information Technology, have
been defended orally and are hereby recommended for approval.

EMILY R. CELADA ANDY A. LAPADA, PhD.

English Critic Capstone Adviser

Project Design Committee

NIEL FRANCIS B. CASILLANO, PhD. RICHARD NEIL A. CABIL,

MATCS Member Member

KAREN W. CANTILANG, PhD. ANDY A. LAPADA, PhD.

Member Capstone Adviser

JEFFREY A. CO, PhD.

Chairman

Approved and accepted as partial fulfillment of the requirements for the degree
Bachelor of Science in Information Technology.

KAREN W. CANTILANG, PhD. JEFFREY A. CO, PhD.

Program Head Dean

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 ACKNOWLEDGMENT

We extend our heartfelt gratitude and appreciation to the following individuals

who have contributed significantly to the success of this project: To Dr. Andy A. Lapada,
our esteemed adviser, for his invaluable guidance and insightful advice throughout the
development of this project. His expertise and support were instrumental in shaping this
research and fostering our growth. His knowledge and encouragement played a crucial
role in guiding our research and encouraging our development. To Dr. Niel Francis B.
Casillano, Mr. Richard Neil A. Cabil, Dr. Karen W. Cantilang, Dr. Jeffrey A. Co, and to
Dr. Andy A. Lapada. their expertise and guidance played a pivotal role in shaping the
direction of our project and leading us toward success. To Dr. Karen W. Cantilang, our
esteemed Department Head and Chairman of the design committee, her meticulous
attention to detail and visionary thinking have elevated the project to new heights,
ensuring its excellence and effectiveness. To Dr. Jeffrey A. Co, the Dean of the College
of Computer Studies, for his unwavering support and encouragement throughout our
Capstone Project and Research journey. His belief in our abilities and constant
motivation was instrumental in overcoming challenges and achieving our goals.

Lastly, we would like to express our sincere appreciation to all the individuals
who provided their support, advice, and assistance, directly or indirectly, during this
project. Your contributions have been invaluable, and we are truly grateful for your
presence in our lives.

Thank you all for your unwavering support and for being an integral part of our
journey.

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 DEDICATION

We would like to dedicate this project to express our deepest gratitude and
heartfelt appreciation to the following individuals and entities who have played an
indispensable role in our journey: First and foremost, we dedicate this study to Our
Almighty God, whose unwavering presence has been a guiding light throughout our
endeavors in the face of countless challenges, His blessings, support, and divine
guidance have uplifted us, enabling us to overcome obstacles and achieve our goals.

To our invaluable support system, our beloved Parents, we extend our heartfelt
dedication Your unwavering love, encouragement, and sacrifices have been the driving
force behind our accomplishments. Your constant support, both emotionally and
financially, has empowered us to reach new heights. This project stands as a testament
to the profound impact of your belief in us.

We would also like to extend our deepest appreciation to our esteemed adviser,
Dr. Andy A. Lapada. this mentorship, expertise, and dedication have been instrumental
in shaping our research and guiding us through this transformative journey this
unwavering commitment to our intellectual growth and development has been
invaluable, and we are truly grateful for his guidance.

Furthermore, we extend our gratitude to our respected instructors, whose

wisdom, patience, and encouragement have nurtured our academic and personal
growth. this dedication to imparting knowledge and fostering a nurturing learning
environment has profoundly influenced our journey. We sincerely thank you for your
kindness, mentorship, and unwavering support.

Lastly, we express our profound appreciation to all those who have contributed,
directly or indirectly, to the success of this project. Your support, guidance, and
encouragement have made a significant impact on our path, and we are truly grateful for
your presence in our lives.

May this dedication serve as a small token of our immense gratitude and deep
appreciation for all those who have played a role in our journey. Without each of you, our
achievements would not have been possible. Thank you for believing in us, supporting
us, and standing by our side.

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 TABLE OF CONTENTS

PAGE

Title Page i

Approval Sheet ii

Acknowledgement iii

Dedication iv

Table of Contents v

List of Figures vii

List of Tables xiii

Abstract xiv

Chapter I Introduction 1

Background and Rational 1

Objectives of the Study 3

Scope and Limitations 4

Significance of the Study 5

Definition of Terms 6

Chapter II Review of Related System of Related Literature 8

Chapter III Methodology 16

Software Development Model 16

Operational Feasibility 19

Technical Feasibility 21

Schedule Feasibility 23

System Flow Chart 53

Data Design 86
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 System Architecture 100

Research Design 102

Chapter IV Results and Discussion 110

Alpha Testing Results 138

Beta Testing Results 141

Chapter V Summary Conclusions and Recommendations 149

Conclusion 149

Recommendations 149

Bibliography

Appendices

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 LIST OF FIGURES

Figure Description Page

1 Agile Model 17

2 Fishbone Diagram 20

3 Gantt Chart 24

4 Loading Screen Page 26

5 Login Page 27

6 Signup Page 28

7 OTP Verification Page 29

8 Client User Page 30

9 Staff User Page 31

10 Client View Processing Document Page 32

11 Staff View Processing Document Page 33

12 Client View Pick up Document Page 34

13 Staff View Pick up Document Page 35

14 Staff Create New Tracking Document Page 36

15 Client Tracking Document Page 37

16 Staff Document to be Received Page 38

17 Staff Profile Page 39

18 Staff Summary Page 40

19 Staff Change Password Page 41

20 Client Profile Page 42

21 Client Change Password Page 43

22 Admin Login Website Page 44

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 23 Dashboard Website Page 45

24 User Accounts Website Page 46

25 Document Tracking Log Website Page 47

26 Document Tracking Route Website Page 48

27 Document Tracking View Website Page 49

28 Document Tracking Edit Route Website Page 50

29 My Profile Website Page 51

30 Sign Out Website Sign 52

31 Flowchart of Homepage 55

32 Flowchart of Register for Client Account Page 56

33 Flowchart of Login 57

34 Flowchart of Client Account 58

35 Flowchart of Track Document Client 59

36 Flowchart of View Processing Document Client 60

37 Flowchart of View Picked Up Document Client 61

38 Flowchart of View Profile Client 62

39 Flowchart of Change Password Client 63

40 Flowchart of Staff Account 64

41 Flowchart of Staff New Track Document 65

42 Flowchart of View Processing Document Staff 66

43 Flowchart of View Picked Up Document Staff 67

44 Flowchart of Document to be Received Staff 68

45 Flowchart of View Profile Staff 69

46 Flowchart of View Summary Staff 70

47 Flowchart of Change Password Staff 71

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 48 Flowchart of Website Log in 72

49 Flowchart of Website Dashboard 73

50 Flowchart of User Accounts 74

51 Flowchart of Search Bar 75

52 Flowchart of Action Bar 76

53 Flowchart of Document Tracking 77

54 Flowchart of Tracking View Bar 78

55 Flowchart of Document Routes 79

56 Flowchart of Edit Routes 80

57 Flowchart of My Profile 81

58 Flowchart of Edit My Profile 82

59 Flowchart of Change Password of My Profile 83

60 Flowchart of Three Buttons 84

61 Flowchart of All User Logs 85

62 Context Diagram 87

63 Data Flow Diagram (DFD) Level 1 88

64 Level 2 Data Flow Diagram of For File Tracking and Updates 89

65 Level 2 Data Flow Diagram of File Access and Management 90

66 Level 2 Data Flow Diagram of Admin Configuration and Reporting 91

67 ERD (Entity Relationship Diagram) 92

68 System Architecture 100

69 Research Locale 103

70 Loading Screen Interface 110

71 Register and Login Interface 111

72 Screenshot of Registration Interface 112

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 73 Screenshot of After Registration Interface 113

74 Screenshot of Login Interface 114

75 Screenshot of Client Interface 115

76 Screenshot of Status Track Interface 116

77 Screenshot of Processing Documents Client Interface 117

78 Screenshot of Pickup Documents Interface 118

79 Screenshot of Edit Profile Interface 119

80 Screenshot of Change Password Interface 120

81 Screenshot of Sign out Sign 121

82 Screenshot of Staff Interface 122

83 Screenshot of Track New Document Interface 123

84 Screenshot of Document to be Received Interface 124

85 Screenshot of Staff View Processing Document Interface 125

86 Screenshot of Released Documents Interface 126

87 Screenshot of Staff Profile Interface 127

88 Screenshot of Summary Interface 128

89 Screenshot of Change Password Interface 129

90 Screenshot of Sign out Sign 130

91 Screenshot of Login Interface 131

92 Screenshot of Dashboard Interface 132

93 Screenshot of User Account Interface 133

94 Screenshot of Document Tracking Logs Interface

134

95 Screenshot of Document Tracking Status Interface 135

96 Screenshot of Document Tracking Routes Interface 136

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 97 Screenshot of Document Tracking Routes Edit Interface 137

98 Screenshot of Document Tracking Routes Edit 2 Interface 138

99 Screenshot of My Profile Interface 139

100 Screenshot of My Profile 2 Interface 140

101 Screenshot of My Profile 3 Interface 141

102 Screenshot of Sign out Sign 142

103 Screenshot of User Logs Interface 143

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 LIST OF TABLES

Table Description Page

1 Hardware Requirement (Development) 21

2 Software Requirement (Development) 22

3 Hardware Requirement (Implementation) 22

4 Software Requirement (Implementation) 23

5 Departments Table 93

6 Documents Table 94

7 Documents Logs Table 95

8 Document Routes Table 96

9 Positions Table 97

10 Secret Questions Table 97

11 User Logs Table 98

12 Users Table 99

13 Distribution of Respondents 104

14 Functionality 106

15 Reliability 106

16 Usability 107

17 Efficiency 107

18 Maintainability 107

19 Acceptability 108

20 Functionality Weighted Mean, Grand Mean and Interpretation Result 144

21 Usability Weighted Mean, Grand Mean and Interpretation Result 144

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 22 Reliability Weighted Mean, Grand Mean and Interpretation Result 145

23 Efficiency Weighted Mean, Grand Mean and Interpretation Result 145

24 Maintainability Weighted Mean, Grand Mean and Interpretation Result 146

25 Overall Weighted Mean and Interpretation for Alpha Testing 147

26 Weighted Mean, Grand Mean and Interpretation for Beta Testing 148

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 ABSTRACT

Title : Real Time Tracking System in Civil Registry Office

Proponent : ACALA, DENVER

: LOBRIO, AUBREY JADE

: SACO, CHRISTIAN DOMINIC

Adviser : Dr. ANDY A. LAPADA

Locating files in an exact time is considered one of the greatest problems and the
tedious process in universities nowadays. This problem becomes greater when the
university has a large number of departments and transactions. Developing countries
can face various obstacles including unstable environments and substandard
infrastructure, which can result in the loss or damage of important documents. This can
cause significant delays and difficulties in the decision-making process, as accurate
information is essential for informed decisions. Despite recommendations from the
Higher Local Government Unit for Local Government Offices to adopt modern
technologies in their day-to-day operations, many Offices still struggle to implement
these solutions effectively. To address this issue, the researchers have developed an
innovative mobile application called: “Real Time Tracking System for Files in Civil
Registry Office” this application main aim is to track the File status of the client to
prevent the client going back and forth just to ask what is the status of their file. It will
prove particularly beneficial to Staffs which helps managing the flow of files effectively
and efficiently. the Real Time Tracking System in Civil Registry Office underwent
thorough alpha and beta testing, encompassing both demonstrating the website and
mobile application’s high functionality, usability, reliability, efficiency, and maintainability,
the Overall Grand Mean for Alpha Testing is 4.78 which is Strongly Acceptable, while the
Overall Grand Mean for Beta Testing is 4.92 which is Highly Acceptable for the End-
Users. Overall, the program is user-friendly and has received positive feedback during
User Acceptance Testing, conducted using the IBM Computer System Usability
Satisfaction instrument. The government should invest more in the development and

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 implementation of modern technologies to ensure the efficient and secure management
of important documents.

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