DMMMSU-MLUC RESEARCH INFORMATION AND MANAGEMENT SYSTEM

E – International Scientific Research Journal, VOLUME – V, ISSUE – 1, 2013, ISSN 2094 - 1749 DMMMSU-MLUC RESEARCH INFORMATION AND MANAGEMENT SYSTEM M...
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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 : [email protected] GILBERT R. HUFANA Cellphone # : +639228768523 Email Address : [email protected] 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 76

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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 institution’s 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 Cashier’s 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. 77

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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 organization’s 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 78

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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 customer’s 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 Neri’s (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 Orpilla’s(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 Neri’s (2011) study, an automated or 79

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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 respondent’s 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, Orpilla’s (2011) study contradicted this finding since the respondents claim that the existing system of storing researches of DMMMSUNLUC 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. 80

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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 indicator’s 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. 81

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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 82

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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 DMMMSUMLUC 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 Indicators

Mean

Descriptive Rating

Descriptive Equivalent

1. Small amount of work is performed over a period time (throughput). 2. There is a delay time between transaction and a response to the transaction request (response time). Overall Mean

3.44

Agree

Constraint

3.50

Agree

Constraint

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

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

3.41

Descriptive Rating Agree

3.12

Neutral

Constraint

2.97

Neutral

Constraint

3.09 3.24 3.18

Neutral Neutral Neutral

Constraint Constraint Constraint

3.15

Neutral

Constraint

3.15

Neutral

Constraint

3.12

Neutral

Constraint

3.12

Neutral

Constraint

3.29

Neutral

Constraint

3.03

Neutral

Constraint

13. Data is not accessible. 14. Data/information is not well organized. 15. Data is not flexible – not easy to meet new information needs from stored data.

3.24 3.26 3.38

Neutral Neutral Neutral

Constraint Constraint Constraint

3.18

Neutral

Constraint

Overall Mean

Descriptive Equivalent Constraint

Table 3. Capabilities and Constraints of the Existing Manual Operations of the Research Unit in Terms of Economics Indicators 1. Costs are too high to maintain and to

Mean 3.26

Descriptive Rating Neutral

Descriptive Equivalent Constraint 84

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operate the system. 2. Costs are not supported with proper documents 3. Supplies and materials for research undertakings are not sufficient Overall Mean

3.24

Neutral

Constraint

3.21

Neutral

Constraint

3.24

Neutral

Constraint

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

Mean

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

3.32

Descriptive Rating Neutral

Descriptive Equivalent Constraint

3.15

Neutral

Constraint

3.32

Neutral

Constraint

3.44

Agree

Constraint

3.38

Neutral

Constraint

3.21 1.97 3.38

Neutral Disagree Neutral

Constraint Capability Constraint

3.29

Agree

Constraint

Table 5. Capabilities and Constraints of the Existing Manual Operations of the Research Unit in Terms of Efficiency Indicators 1. Data is redundantly input or copied. 2. Data is redundantly processed. 3. Information is redundantly generated. 4. Effort required for tasks is

Mean 3.09

Descriptive Rating Neutral

Descriptive Equivalent Constraint

3.29 3.24

Neutral Neutral

Constraint Constraint

3.12

Neutral

Constraint 85

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excessive. 5. Materials required for tasks are excessive. Overall Mean

3.21

Neutral

Constraint

3.19

Neutral

Constraint

Table 6. Capabilities and Constraints of the existing manual operations of the research unit in terms of Services Indicators 1. The system produces inaccurate results. 2. The system produces inconsistent results. 3. The system produces unreliable results. 4. The system is not easy to learn and use. 5. The system is inflexible to new, exceptional situations or change. 6. The system is not coordinated with other systems. Overall Mean

Mean 3.15

Descriptive Rating Neutral

Descriptive Equivalent Constraint

3.18

Neutral

Constraint

3.06

Neutral

Constraint

3.00

Neutral

Constraint

3.21

Neutral

Constraint

3.18

Neutral

Constraint

3.13

Neutral

Constraint

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

Mean

Descriptive Rating

Descritptive 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 86

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Grand Mean

3.23

Neutral

Constraint

Figure 1. Research Paradigm Proposal Management

Research Management

DMMMSU-MLUC

RIMS Online Public Access Journal

Figure 2. The RIMS Architecture

Reporting System

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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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