SYSTEMS PLUS COMPUTER COLLEGE

CITY OF SAN FERNANDO, PAMPANGA

I.T PROJECT

SAD (SYSTEM ANALYSIS AND DESIGN)

PROJECT MANAGEMENT

POLICIES AND GUIDELINES

Prepared by:

Checked and Approved by:

Ms. Jennifer Espanol

Engr. Veronica Miguel

Department Head ,Information Technology

School Administrator, SPCC

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

RATIONALE
The Two Year in Information Technology program prepares student to be IT
professionals who are well equipped with knowledge on application installation, its
development, maintenance and administration. Also, who are expert in hardware installation,
operation and maintenance also allow them to apply the concepts and methods to a specific
problem in his/her area of specialization. Students must complete an I.T project in the form of an
IT application, a Multimedia System development, or an IT Management project.
I.T Project is a culminating activity that generates an output useful in the development of
Information Technology (IT) solutions. This may be but not limited to application development
that focuses on software engineering processes or application design that focuses on effective
testing procedure or a study on application development processes. The I.T Project should be
pilot tested and the result of the research and development. I.T Project is done in partial
fulfillment for the completion of the Two Year course in Information Technology. It contains
project proposal, feasibility studies, and system development. I.T Project must be useful to any
establishment of the same nature or scope. It must not exist or have been proposed by previous
Proponents/Researchers. The project must not be developed using the off-the-shelf application
programs.
AREAS OF RESEARCH
The proposed computerized system may fall in any of the following areas or categories of
computing, but not limited to:

Software Development
Software Customization
IS Development
Web Applications Development
Mobile Computing System
Multimedia Systems
Game Development
E-Learning System
Interactive System
Information Kiosks

I.T Project is expected to be a substantial piece of software or possibly a combination of

hardware and software which the completion demonstrates the students skill in a higher level of
problem-solving such as data structures and algorithm, programming languages, systems analysis
and design, as well as software engineering, statistics, technical writing and methods of research.

REQUIRMENTS AND PROCEDURES

In order to successfully complete the I.T Project, students are expected to adhere to the
following:

Students must have taken all the academic pre-requisites (except P.E) before enrolling for
Systems Analysis and Design Course .
Students enrolled in SAD are allowed to form a group maximum of four (4) members per
group. Students who wished to form smaller groups of 3s or 2s are also acceptable
provided they can handle the workload and finance the activity. The grouping formed in
SAD (1st sem) will be carried over to PROJECT MANAGEMENT (2nd sem) except for

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

special cases that will be approved by the adviser in consultation with the Department
head.
The selection of the project title /topic will be conducted by the adviser. Students will
propose three (3) project titles.
After careful deliberation, the adviser may approve
one of the titles or reject them based on the results of the deliberation.
After the title has been approved, the students shall develop the prototype together with
the documents for chapters 1, 2 and 3. Upon completion of Chapters 1-3 and prototype
(40% completed system) the proponents shall proceed with the proposal defense. This is
to ensure that the student is fully prepared to begin the task and will efficiently use the
time available for advising and consultation.
In order to be accepted, the students must submit three (3) copies to the Project Adviser
for review and approval.
Proposal defense will be conducted to give directions and guidance to the students in the
development of their project. All suggestions made by the panelist will be documented by
the adviser as points of reference in the final defense.
If a student enrolls for SAD Subject in a semester and does not complete the course in
that semester, a remark of FAILED is assigned. The student has to re-enroll the course
until the project is completed and a final grade is assigned.
The proponents must submit the preliminary draft for approval by the Defense Panel no
later than 5 calendar days before pre-oral defense as schedule by the I.T Project Adviser.
When the I.T Project report has been approved by both the I.T Project adviser and the
defense committee, the proponents can now proceed for the next stage and may continue
the Project Management (2nd sem).
The proponents must arrange for any equipment needed for the oral presentation.
The proponents must submit the final project report to the Project Adviser and Defense
Panel no later than 15 calendar days before oral examination of the semester.
The proponents should be the one who made the I.T Project, during oral defense; the
defense committee has the right to debug the system to ensure that the project was made
by the proponents.
STAGES
The first stage in the I.T Project is the preliminary research proposal which will
be defended on the second stage, pre-oral defense and ends with the third stage, final oral
defense back-up with necessary project report documents and other deliverables. These
three stages are as follows:
PRELIMINARY RESEARCH
PROJECT PROPOSAL

PRE-ORAL DEFENSE

FINAL DEFENSE

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

At the end of every stage, each project proponents will submit specific
deliverables for evaluation and acceptance by the project adviser and the Defense Panel.
For all the stages of the I.T Project, the criteria used when deliberating the defense
verdict include:
complete and acceptable deliverables;
a well-prepared and delivered presentation; and
a productive Question and Answer session.
Preliminary Research Project Proposal
This preliminary project proposal is also referred to as the conceptualization
stage. In this stage, a project topic must be developed and approved by the project
adviser. The proposal describes the project to be undertaken in sufficient detail to serve
as a basis for the evaluation. As a minimum, the proposal includes the following:
-Project Context
-Purpose and Description
-Specification of project goals (what are the expected results of the project)
-Method of solution (description of the approach to be used to solve the problem,
including major algorithms and data structures to be employed
-Computer hardware and software to be used
Pre-Oral Defense
The students are required to submit a final project proposal date given by the
Adviser within the System Analysis Design course. The students are required to submit a
final project proposal which include a detailed outline of the study.
The deliverable at the end of this stage is an approved proposal that includes a
report documents covering Chapters 1 to 3 proofread by the Grammarian (Technical
Writing Instructor) and checked by the SAD Adviser before a student can proceed to the
next stage.
Final Oral Defense
The next stage is the Final oral Defense. This stage is a continuation of the preoral defense where in students are required to submit, aside from oral defense,
accomplishment reports and conclusions of the study. It includes full documentation of
the project and the compiled full version of the system.
The following are the deliverables required at the end of this stage:
-the complete project report
-software support systems of applications
-the running software.
DUTIES AND RESPONSIBILITIES
The Proponents
The I.T Project is a students original work and he/she is solely responsible for its
content.
The student should adhere to the standards concerning appropriate approval forms
and the format for the I.T Project Report.
The final project report must be presented to the candidates consultant, project
adviser and to all the members of the panel for review at least three (3) weeks

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

before the end of the semester. Provided at the back of the book is a CD package
of the running system and documentation.
The student must file two (2) hardbound copies, including the original, of the
approved final project report at least 5 days before the DELIBRATION PERIOD
of the graduating classes of the semester.
The Defense Panel
The defense panel is formed to guide and ensure that the student meet the
quality standards as determined by the I.T faculty and the head of the department.
Selection
The proposal defense panel shall have two or three members composed of
the project adviser and academic chair, coordinator, faculty member or nonteaching personnel who teaches research or who has adequate know-how or
experience in the conduct of research or who is an expert in the topic under study.
The final defense panel should be composed of two voting members of the
I.T Faculty during the Final Oral Defense and the adviser as well as the head of
the department which will acts as the Chairman.
In special cases, the Project Adviser can appoint a member of the panel
from an external unit provided his research project area is related to the proposed
study.
The composition of the defense panel must be retained, as much as
possible, throughout the stages of the project.
Responsibilities
Approval of the I.T Project is the responsibility of
the examining committee appointed by the I.T Department upon the
recommendation of the Adviser

Evaluate the deliverables.

Recommend a verdict.
Deliberate and consider the request of the I.T Project adviser
and/or the proponents.
Must certify that the I.T Project conforms to the format prescribed
in the Guide for Preparation of a I.T Project and approve the
method of duplication
Nominate an I.T Project for the Outstanding I.T Project Award.

The lead panelist has the following responsibilities:

Brief the I.T Project Proponents about the program during the actual
defense
Announce the verdict

The I.T Project Adviser

The I.T Project Adviser has the following responsibilities:

Announce research areas (at the start of each semester) to the students

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

Conduct general meetings with the students at every stage of the I.T
Project Writing to discuss the I.T Project Guidelines, Policies and
Deliverables, and to allow the students to raise and clarify issues.
Select a defense panel for each I.T Project proponents
Schedule I.T Project activities, such as the deadlines of deliverables and
defense sessions.
Post Schedules, defense guidelines, requirements guidelines, and other
announcements for the students and faculty members.
Furnish each member of the defense panel with all the necessary I.T
Project documents a few days before the defense.
File at least one copy of the defense panels evaluation (including
revisions) and the Revised and Approved Deliverables at every stage of
the I.T Project.
Streamline procedures

STRUCTURES OF I.T PROJECT DEFENSE

The students may be allowed to have their defense only after the I.T Project Panel
had unanimously agree that the Project already reached the stage of development
where it is ready for defense.
The I.T Project Adviser acts as convener of the defense, welcoming the student,
the I.T Project panel and any outside observers who are allowed to observe.
The researchers are given a maximum of two to three hours to discuss and
summarize his study.
After the presentation, members of the panel are then invited to ask questions.
There is no strict time limitation. Although, the duration of the examination is
normally about three hours, it may be extended if necessary, to ensure an
adequate examination.
At the end of the defense, the audience, if any are in attendance is dismissed. The
student is asked to leave the room while the Project committee evaluates the
outcome of the defense. The candidates are then called back to the defense room.
The I.T Project adviser leads in the discussion on the evaluation of the defense
and help clarify issues before the final verdict is issued.
The committee decides on verdict which may be one of the following.
When I.T Project Considered Accepted
The I.T Project panel accepts the I.T Project however, minor revisions are
necessary to enhance the document and/or software. At this point the committee
recommends a conditional approved pending the completion of the requisites
changes. This will not require for a re-defense. The I.T Project Adviser is tasked
to make sure that all the revisions are made.
Re-defense
The students performance in the defense found to be unsatisfactory. At
this point, the panel will schedule another defense until the completion of any
recommendation for corrective actions. Re-defense is the part where students are
given the last chance to do necessary corrections and perform satisfactorily. In
cases where students fail to comply with the requirements and standards or make
any tangible progress, the panel has all the rights to give the failing grade.
I.T PROJECT POLICIES AND GUIDELINES
PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

The verdict is a unanimous decision among the three members of the I.T
Project defense panel. Once issued, it is final and irrevocable.
Deadlines for the project deliverables are strict. Failure to meet these
deadlines may result to failure to graduate on schedule.
DOCUMENTATION OUTLINE AND FORMAT
All I.T PROJECT Main Documentation should to the following standards:
Title page
Panels Approval Sheet (For Final I.T Project Documentation only)
Acknowledgement
Abstract
Table of Contents
List of Tables
List of Figures
I.

II.

III.
IV.

V.
VI.

THE PROBLEM AND IT SETTING

1.1 Introduction
1.2 Project Context/Setting of the Study
1.3 Purpose and Description
1.4 Objectives of the study
1.5 Scope and Delimitation
REVIEW OF RELATE LITERATURE AND STUDIES
2.1 Foreign literature
2.2 Local Literature
2.3 Foreign Studies
2.4 Local Studies
Theoretical Background
3.1 Conceptual Framework of the Study
METHODOLOGY,RESULTS AND DISCUSSION
4.1 Methods of Research
4.2 Data Gathering Procedures
4.3 Sources of Data
4.4 Interpretation of Data
4.5 Time Table
DEVELOPMENT OF THE SYSTEM
5.1 Requirement Analysis Specification (Hardware/Software)
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
6.1 Summary
6.2 Conclusions
6.3 Recommendations
APPENDICES
Reference List
Screen Shots
Sample Evaluation Tool or Test Documents
Testing and Evaluation Pictures
Sample input/output/Reports
Projects Schedule
Process/Data/Information Flow (DFD)

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

Certifications (Interview, document proof reading)

Relevant Source Code
One-Page Curriculum Vitae
Introduction
Introduction is written to help the reader determine if the study is relevant to the
area of interest. It is typically presented in two (2) to three (3) pages. It is pragmatic
argument of the study about an issue. Speculation is not acceptable unless it is supported
by specific evidence or a published reference.
The first paragraph focuses on the long-term history of the topic. The succeeding
paragraphs present more recent research trends. It also contains the proponents firm
stand on the need to bridge the gap between existing bodies of knowledge and the
prevailing situation. Discussion on the locale (if theres any) and its relation to the
proposal is also mentioned.
Project Context/Setting of the Study
Project Context focuses on the statement of the situation or background and history of the
general topic of the project. It is describes in this section the things that have been done
pertaining to the topic. In this part the statement of the problems are being presented.
(Stated in bulleted or numbered form)
The writer is guided by the question: what are the most important issues for this topic in
terms of the goals of the project and the effects on society? Write about at least 5 of the
following issues:
Economic: effect of this topic on the economy in the past, possible cost of project
development, cost of materials, target cost if project is marketed.
Environment: influenced on the environment in the past, possible effects for
future developments
Sustainability: product life cycle, future markets
Manufacturability: material availability, use of off the shelf versus custom
components, special needs for hostile environments
Ethical: uses that could cause harm to society, ethical issues that someone
working on this topic might encounter
Health and safety: positive or negative impacts on the health and safety of
individuals or society for past or future applications in this topic
Social: relationship of this topic to social aspects of society such as education,
culture, communication, entertainment
Political: relationship of this topic to political issues
State the locales: method of transaction and information including their location
history of the company
Purpose and Description
In writing the purpose and description of the I.T Project, the writer should be concise in
stating the need for and justification of selecting the project. It should be written in two
(2) to three (3) paragraphs. In this section, the details and description of the project as
well as the plan of doing and achieving this project should also be addressed.
Objectives
In this part of the project, the objectives of the study are being presented. . (Stated in
bulleted or numbered form) Also, these objectives are rationalized with that of the
statement of the problem. Hence, explaining the reasons why such study must be done. It

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

also shows detailed and specific discussions regarding on who will benefit and how they
will benefit from the output of the study.
Scope and Delimitation
The scope defines the coverage of the study. Limitations are restrictions that have been
imposed in the study that are beyond the proponents concern. Typically, it is the
restrictions such as: 1) the voluntary nature of the subjects 2.) Inability to control all of
the variables which may influence the outcome 3.) limits imposed on the study by
participating organizations.
Delimitation is the description of the ways in which the author have restricted the scope
and focus of the study. If the limitation and delimitation are short, they are can be
combined into a single section. (Stated in bulleted or numbered form)
REVIEW OF RELATED LITERATURE AND STUDIES
The Review of Related Literature and Studies present the written works and
studies which exhibit importance and relevance with the proposed study. Mainly, the
discussion focuses on the capabilities and limitations of the existing research and the
theories and paradigms related to the study. Every related literature should be previewed
with a brief introduction discussing the type of literature which is being used. Also, it is
included in the introduction the identification of the main literature which has given a big
impact in the study. This part must include primary research articles. Subsets of the
literature are organized under sub-headings. Each subset is concluded with a summary
statement relating that section to your problem. At the end of the chapter, a concluding
paragraph summarizes the main findings that will lead to the research questions.
Reviewing the literature is continuous process. It begins before a research problem is
finalized and continues until the report is finished. The process involves several steps:
a)searching for existing literature and studies within the area of study b) reviewing the
selected materials c) developing a theoretical framework based on the reviewed materials
d) developing a conceptual framework which becomes the basis of the study.
Author should include five (5) Related studies and three (3) Related literatures
Formats for references, citations and quotations must be based from the American
Psychological Association (APA).
TEXT CITATIONS:
Source material must be done documented in the body of the paper by citing the author(s)
and date (s) of the sources. The underlying principle is that ideas and words of other must
be formally acknowledged. The reader can obtain the full source citation from the list of
references that follows the body of the paper.
A. When the names of the authors of a source are part of the formal structure of the
sentence.
Unique alphanumeric identifiers that lead users to digital source material. To learn
whether an article has been assigned a DOI, go to http://www.crossref.org/guest
query/.

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

D. Example of APA-formatted References:

DISTANT INTERCESSORY PRAYER AND TASK PERFORMANCE
References
Aldridge, d. (1991). Spirituality, Healing and Medicine. British journal of General
Practice, 41,425-427. Retrieved from http://www.rcgp.org.uk/publications/bjgp.aspx
Payne, I.R. . Bergin, A.E.., Bielema, K.A., & Jenkins, P.H. (1991). Review of
religion and mental health:
Prevention and the enhancement of psychosocial
functioning. Prevention in Human Services, 9(2), 11-40.
Schlitz, M. J. (1997, March). Healing effects of intercessory prayer and distance
intentionality. Paper presented at the meeting of Spirituality and Healing in MedicineII. Los Angeles, CA.
E. Examples of sources
1. Journal
article
with
DOI
Murzynski, J., & Degelman D. (1996). Body language of women and judgements of
Vulnerability to sexual assault. JOURNAL OF APPLIED SOCIAL PSYCHOLOGY,
26, 1617-1626.DOI:10.1111/J.15559-1816.1996.TB00088.X
Source: Degelman,D. APA Style Essentials. Retrieved February 18, 2013, from
Vanguard
University,
Department
of
Psychology
Web
site.
http://psychology.vanguard.edu/faculty/douglas-degelman/apa-style
III. Theoretical Framework
Theoretical Framework is a compilation of organized concepts or ideas. It guides the
research to determine what thing will be measured and what statistical relationship
will be looked for.
Different theories, models, paradigms, perspective related to the problem and the
hypothesis are presented as perform of research.
First of all, the researcher must consider the field of knowledge in which the problem
statement can be categorized. Then, decides to focus on one or more theories.
Other way is to practice it is to change the theory into new general framework
containing the variables ad relationships for the purposes of the research to be
undertaken.
When writing a theoretical framework, it is important to mention the theory that will
be used by giving the assumptions, defining terms-concepts, identifying variables,
and stating the relationship of variables and presenting hypothesis.
Theoretical framework is use to limit the scope of the relevant data by focusing on
specific variables and specifying the specific frame or viewpoint that the researcher
will take in analysis, and interpreting the data that will be gathered, understanding
concepts and variable according to the given definitions, and building knowledge by
validating the theory. It helps when the variables and proposed relationship are
illustrated by drawing a chart.

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

IV. METHODOLOGY, RESULT AND DISCUSSIONS

This section presented the methods or procedure that will be used in order to
accomplish the project in accordance with the specified objectives. It also educates
the readers how the researcher proceeded with the project. Typically, it includes
sampling techniques that will be used, i.e., obtaining the number of respondents,
instruments used such as survey, questionnaire, etc., the procedure in gathering and
processing data, design and statistical treatment of data. Activities in system
methodology are also discussed which over from problem identification throughout
the development and implementation of the project.
Methodology
This section is the schema that maps out the sources of data, the type of data to be
collected, how the data will be collected, and the methods to be used in data analysis.
The research design introduces the treatments, data to be collected, time table, and
plans for statistical analysis of the results.
Methods of research- This section presents concisely the selected methodology
(e.g. quantitative research, qualitative research) and research method (e.g., descriptive
research, experimental research, development research, evaluate research) that will be
used to perform the study.
Data gathering procedures- this section describes briefly the actual steps to be
undertaken or that were undertaken in gathering important data to achieve the
objectives of the study.
Sources of Data- this section specifies the primary and secondary sources of the
data needed for the study. Sources may include existing documents, aside from the
participants themselves and possibly quantitative information from the reviewed
literature.
Interpretation of Data- This section presents the findings and discussions of the
study. Results are presented sequentially based on the order of the stated problems/
objectives of the study. They are also aided by tables or graphs. Findings are
presented in textual forms. Tables and figures must be designed in a form that is self
explanatory. Discussion of the result includes the interpretation of the data and the
implications to the study.
V. DEVELOPMENT OF THE SYSTEM
System Development Methodology
This section details the standard processes and procedures followed to conduct all the
steps necessary to design, analyze, implement and maintain project.
Requirement Analysis Specification
In this part, from the users perspective, he intended job of the program is briefly
explained. It details a statement of valid input to the program and the statement of the
corresponding output. The purpose of this phase in the software development is to
analyze and examine thoroughly to determine requirements for a new or an enhanced
information system, structure those requirements for clarity and consistency, and
select among competing system features those that meet are the functional
specifications for a system that meet user requirements that are feasible to develop
and implement.

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

Specific tools for analysis are used to illustrate the existing and the proposed system
as well as the requirements of the project. The tools that may be used are;
Hierarchical Input-Output (HIPO) Charts
Data flow Diagrams
Entity-Relationship Diagram
System flowchart
VI. SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
This section furnishes future undertakings based on the analysis and conclusion of the
study. It also recommends potential applications of the study, other solutions,
enhancement and/or developments related to the study.
Summary of Findings- This part presents in brief and concise terms the following:
a. Restatement of main and sub-problems
b. Method, nature and size of sample/s and place of the study.
c. The summary of findings is presented in narrative form.
Conclusions- This part contains insights draw from the findings. They are
summaries of the principal features of the study.
Recommendation- Based on the findings and conclusions of the existing study,
recommendations are basically for future research and realistic suggestions along
related field.
I.T PROJECT TIME FRAME
Submittals

Date of Submission / Time Remarks

Frame

1st semester
TITLE DEFENSE
CHAPTER 1
CHAPTER 2
CHAPTER 3
PREORAL DEFENSE

July 17 - 18
Aug 20-23, 2014
September 18-20, 2014
Oct 9-11, 2014
Oct 16-18, 2014

2nd semester
CHAPTER 4
CHAPTER 5
CHAPTER 6

Dec 16-18, 2014

Jan 14-16, 2015
Feb 17-19, 2015

FINAL DEFENSE

March 5-27, 2015

NOTE:

1. All papers must have a cover

page bearing per line.
-Approved title
-names
of
group
members
-title of report being
submitted

40% of the system check is

likewise scheduled on this
date

Testing schedule is likewise

scheduled on this date

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]

2. Staple the papers that go

together.
3.Use the agreed format
4. Please be guided accordingly.
Late submission may mean
demerits from your final grade.

I.T PROJECT POLICIES AND GUIDELINES

PREPARED BY: MS. JENNIFER ESPANOL
DEPARTMENT HEAD, INFORMATION TECHNOLOGY
[Type text]