DATA REPOSITORY MANAGEMENT SYSTEM for PSU-SCHOOL OF ADVANCED

STUDIES

A thesis Presented to the Faculty of Graduate School

Pangasinan State University
Urdaneta City

In Partial Fulfillment of the

Requirements for the Degree of
Master in Management
Engineering

By

MARK JONIEL M. LOPEZ

 TABLE OF CONTENTS
Page

TITLE PAGE i

CHAPTER

I. THE PROBLEM

Background of the Study 1

Objective of the Study 4

Scope and Delimitation 5

Significance of the Study 5

Definition of Terms 6

II. REVIEW OF RELATED LITERATURE AND STUDIES

Related Literature 7

Related Studies 12

Research Paradigm 15

Conceptual Framework 16

III. RESEARCH METHODOLOGY

Research Design 18

Subject of the study and Sampling scheme 19

Data gathering instrument 19

Statistical Data Treatment 20

BIBLIOGRAPHY 23
 LIST OF FIGURES

Figure No. Page

1 Research Paradigm 15

2 The Conceptual Paradigm of the Study 17

LIST OF TABLES

Table No.

1. Descriptions and features of proposed system from 13

their study “Computerized database Management

System for Breast Cancer Patients

 Chapter 1

The Problem

Background of the Study

One of the widest sectors that has been drastically affected by Covid-19

pandemic Educational sector. The pandemic leads to the transition of modality of

learning, from Traditional approach to online learning or the flexible learning. The

medium of teaching shifted to online, in an untested and unprecedented scale, and the

student assessments did the same. Home schooling is not only a massive shock to

parents’ productivity, but also to student’s social life and learning. To address this issue

the different schools’ denomination especially those under Commission on Higher

Education created guidelines on implementing the flexible learning platform.

The most effective way in maintaining student retention and maintaining access

to learning has been online courses. Majority of universities around the world integrate

some form of online learning into their working process, moving all programs online may

prove challenging. While some universities may already have strong online systems,

smaller universities may struggle under the weight of the demand. Universities should

work closely with their Information Technology departments to ensure their programs

are able to support online. Flexible Learning entails computerization system wherein it

requires a computer system that are highly reliable device to integrate the flow and

method of teaching and learning effectively. Most institutions, agencies, organization

and companies are using computers for creating, processing, analyzing, preserving and

accessing data, just as many universities and colleges are replacing traditional exams

with an online assessment tools.

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 Manual document filing and accessing documents require space to be organized

and stored. if the organization is small, the space is not a big deal, but as the

organization grows, paper works multiplies undeniably too, which eventually requires

large amount of space to store all documents everyday. The organization will end up

acquiring more rooms to store the files. Another scenario would be experiencing a

natural disaster that could result to lost and damaged files.

Data management system is one of the vital, and useful part within any

institutions, businesses, agencies, and organizations. Most records are filed in the form

of manual copies and stored in a filing cabinet with a correct labelling of each folder.

Data Records are official documents, valuable enough to be retained and stored in a

systematic way for future use. The basic assumption for an established filing systems

within an organization or agency is the ability to retrieve records. Appropriate filing

storage of records is the key to retrieval records. Classification systems are established

so that records will be filed or stored according to a document set of rules. Data records

need to be retrievable when needed. Determining the type of filing arrangement

appropriate for an organization depends on how records will be utilized.

The development of the Data Repository Management System seeks to provide

the needed information, which is faster in terms of records management and in fulfilling

time consuming requirements. The Data Repository Management system aim to digitize

data and stored in a more organized and accessible data filling. The system is a

standalone which can operate even with or without the help of the internet. It was

designed to be accessible through remote, wired, and wireless connection in which

authorized users can use the system. This serves as the data repository for both

2
administrators and faculty members that can work through an online environment on the

archival and process of the documents for a much easier access to files and lessen the

time. They can also work in groups in the system for a much more flexible work process.

Pangasinan State University is one of the outstanding universities in Region 1

due to its achievements. One of these are the number of board passers each year,

especially in the field of engineering of the undergraduate and also for the Post

graduates studies. The Pangasinan State University has nine (9) campuses within

Pangasinan, located in Alaminos, Asingan, Bayambang, Binmaley, Infanta,Lingayen,

City ofSan Carlos, Sta. Maria and City of Urdaneta. Furthermore, two post graduate

institutions situated in Lingayen is PSU- Open University System and the School of

Advance Studies respectively. Pangasinan State University accepted the challenge of

transformation, from traditional way of learning to online learning. The transition of

method in learning system leads to a big adjustment, most especially for the School’s

Administration, Faculty, Clientele, and even for the certifying bodies such as AACUP,

COPC, ISO to many few.

Pangasinan State University School of Advanced Studies (PSU-SAS) is affected

regarding the technical capability to adopt in new technology in terms of computer

technicalities. Since this is a new method for both PSU-SAS administration, teachers

and students, and assessments will likely have larger measurement of error than usual.

Due to online learning system, staff encountered major concerns regarding document

filing. Since the usual process is done manually, it takes time to retrieve the data

needed.

Due to pandemic, restrictions in mobilization of personnel have been limited which can

directly affect the usual cycle of operation. With this, some issues and concerns that can

possibly affect the operations and learning affectivity are being raised, for example if
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one

4
specific staff who is in charge for a particular document filing is unavailable, given that

he or she is the only staff who has an access on the said files, retrieving and acquiring

those files may take so much time, especially when the documents are manually filed.

PSU-SAS is handling different kinds of data filing and it is still done manually.

The manual process of data filing takes a lot of time and redundant data. It is in this

premises that this research will be proposed to develop a system that will help the

employees of PSU-SAS in data filing with an effective and convenient process of data

records. The situation give an opportunity to conduct a research on how to improve

current system. The improvement of the entire system of data management, is a holistic

point of perspective, will aid the efficiency in terms of the entity‘s operation.

Objective of the Study

This study aims to develop a Data Repository Management System for Pangasinan

State University-School of Advanced Studies. Specifically it aims to answer the

following problems:

1. What is the existing method of data management repository system of PSU-SAS

in terms of to the following:

a. Process/ Protocol of data management

b. People/Personnel involved on the existing data management system and

c. Types of information/ documents to be processed, stored-in and can be

accessed from the Data Repository Management System for PSU-SAS?

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 2. What are the common problems encountered in the current data management

filling system of PSU-SAS?

3. What Data Repository Management System could be developed to cater the

needs of PSU-SAS?

4. What is the level acceptability of the proposed Data Repository Management

System?

Scope and Delimitation

The proposed Data Repository Management System for the PSU-SAS will be

managed by selected administrator. The repository will store electronic copy of the

Syllabus for all the subjects offered in the Masters and Doctors degree program, faculty

profile, administrative profile, accreditation files, Certificate of Program Compliance

(COPC) files, ISO files for both Masters and Doctors. The proposed system focused on

the managing of data not on the system itself. The proposed System is for local hosting,

covers within the vicinity of the PSU-SAS. There are only few authorized personnel for

accessing some files that is sensitive most especially administrative documents.

Significance of the Study

This study will be beneficial to the following entities:

Administrators: The development of the project will provide a more effective

way of administering document by providing an easier, faster, and convenient way of

storing, retrieving, and accessing data. Also helps in eliminating redundant data filling.

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 Faculty: the development of the project will provide a quick access of documents

when needed, most especially basic documents like Personal Profile, Syllabus, faculty

portfolio and other concerning data.

Researchers: The study will help the researcher enhance their capability to

determine the importance of the different data to be filed and how to categorize

according to its level of Priority.This study will serve as a guide and reference for other

researchers to have an Idea on how to manage a data that is on a system base filling.

Definitions of Terms

The following terms and phrases are being used for a clearer understanding of the

readers.

Administrator. Officer in charge for safe keeping vital documents and

responsible for maintaining the system security.

Data Management. Administrative process that includes acquiring, validating,

storing, protecting, and processing required data to ensure the accessibility, reliability,

and timeliness of the data for its users.

Data Record. Official documents valuable enough to be retained and stored in a

format for future use.

Digitize. Converting hard copy into an electronic copy.

Repository. A central location in which huge and significant data is stored and

managed.

Data Repository Management System – it is a system where the focused is to

manage, organize, secure, process of data for faster and easy access for operational

purposes

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 REVIEW OF RELATED LITERATURE AND STUDIES

The review of related literature involves the definition and analysis of the articles

and documents containing necessary information about the topic and variables involved

in the study.

REVIEW OF RELATED LITERATURE

DATA MANAGEMENT

Big organization and enterprises are making use of Big Data to be able to

acquire deep insights in customer’s behavior, trends, and opportunities. These data

help organization in creating a high-quality customer experience. However, some

companies, even if they are good at collecting data, in terms of managing data they are

not well- managed. Simply collecting data is not enough. Data management on the

other hand is the process that protects, stores, validates, and processes required data

to be able to check the reliability, accessibility, and timeliness of a certain data for its

users. Data management software is essential now that the rate of individuals

consuming data is getting higher. It is said that the top data management platforms are

giving enterprises and organizations a 360-degree view of their customer’s insights and

behavior. In addition, leading data management platforms allowing enterprises to give

support Big Data from all data sources to allow effective engagement with customers

and as well as for increased customer lifetime value (CLV). There are six (6) benefits of

data management and data management platforms; (1) personalizing the customer

experience; (2) adding value to customer interactions (3) identifying the root causes of

marketing failures and business issues in real- time; (4) reaping the revenues

associated

8
with data-driven marketing; (5) improving customer engagement; and (6) increasing

customer loyalty( Galetto, M., 2016).

RECORDS MANAGEMENT SYSTEM

Records management (RM) is a component of business administration that

protects and maintains the most valuable data sets involved in operations. This area of

business helps businesses to handle different kinds of paper and digital documents and

resources for security, access, and general efficiency. Records Management system

(RMS) is the managing of records for an organization throughout the records-life cycle

wherein the activities in this management include the systematic control of the creation,

maintenance, and destruction of the records along with the business transactions.

Some of the activities involved in records management according to Technopedia are;

(a) identifying the information which needs to be captured; (b) information planning for

the organization; (c) enforcement of policies and practices regarding creation,

maintenance, disposal of records; (d) creation of a records storage plan; (e)

classification, identification and storing the records; and (f) coordination of providing

internal and external access to the records keeping in view of data privacy and business

and data confidentiality. Some benefits of records management which Technopedia

enumerated were: (a) elimination of redundant data; (b) increase of productivity and

accountability in the organization; (c) reduction in research for the right information.

Resources are saved from time consuming research for data retrieval; (d) cost-effective

record storage due to absence of redundant records. Operating costs are reduced; (e)

creation of records are governed by standards and regulations present in the

organization. Thus, it ensures regulatory compliance; (f) record management helps in

controlling the creation and growth of records; (g) litigation

9
risks are minimized using records management; (h) vital information can be well

protected and secure using record management.

(Technopedia. Records Management System (RMS) March 23,2021)

DATA AND DOCUMENT REPOSITORY

A document repository provides secure document storage for a certain business

by keeping documents organized and securely stored in one centralized location.

According to Kuligowski (2020), a document repository is a shared storage space

that can be accessed by all approved team members wherein it is managed by an

approved admin. For a business to run well, an organization must create an organized

document repository wherein this is the key part of having a document management

system (DMS) that serves your business well.

Centralized document repository can

(a) reduce the amount of storage space needed,

(b) simplify backing up and file recovery,

(c) prevent human error-based data loss, and

(d) provide security for sensitive information,

(e) offer centralized access to documents.

A computerized or electronic filing system is an easy way to safely store and

organize files. It organizes and stores business's files on a hard drive or network space

where the system can be software- or internet-based, or just a simple desktop folder/file

system on a computer. It is believed that computerized systems offer great options in

10
securing files as well as in sharing these and making team easy to share documents

with each other. Computerized filing systems are (a) generally more budget-friendly; (b)

can free up physical space; (c) and offer many benefits that helps organizing

documents. Benefits of a computerized filing system are; (1) it is automatic indexing, (2)

security, (3) regulatory compliance support, (4) scalability, (5) collaboration, (6)

integration, and (7) quick and easy document retrieval.

Data repository is a virtual storage that can be helpful in consolidating ad

managing data. It can be often called a data archive or library where it is a huge

database infrastructure that gathers, manages, and stores data sets for analysis,

distribution, and reporting. Named types of data repositories which are; (a) data

warehouse where large data repository brings the data together from several sources or

business segments; (b) data lake is a unified repository that allows data at ay scale to

store; (c) data mart is a subject-oriented data repository that holds subset of data that

are usually aligned with business department like marketing, finance, or support; (d)

metadata repositories incorporates information about the structures that include in the

actual data. It contains information about the data model that store and share this data

by describing where the source of data is, on how it was collected and, etc.; (e) data

cubes are lists of data with usually 3 or more dimensions that is stored as a table. They

are used to describe and help assess gathered data. Each dimension signifies a

specific characteristic of the database such as day-to-day, monthly or annual sales

(Naeem, 2020).

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MANUAL DATA ENTRY

According to McGuire (2020) about data entry, sixty percent (60%) of workers

estimated that they could save six or more hours a week if manual data entry processes

were automated and this become of the problems of manual data entry. We’re living in

an era where almost everything was already automated and powered by technology.

The accuracy of data is importance as well. An organization, growing and big

companies need to work on the data gatherings and manual work doesn’t guarantee full

capacity of employees, the timeliness, and the accurateness. Organization needs an

automation process. McGuire (2020) said that in saving organization’s hundreds of

hours and thousands of moneys while improving employee productivity and

engagement, improving data automation is the key to success in your organization and

your business. Furthermore he stated ways to create standards for data automation for

an organization:

(a) centralized data storage in one location,

(b) train employees on new and highly innovated processes, tools, and systems,

(c) eliminate all paper processes,

(d) create data automation procedures,

(e) ensure teams have the capability into all tools, software, and systems within the

organization.

(f) audit data automation systems, processes, and tools every 6-12 months.

Humans commit lots of mistake entry, and re-entry of data manually. It can be

time- consuming as well and needs lot of manpower. The automated process will boost

employees’ motivation (Karagoz 2018).

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REVIEW OF RELATED STUDIES

Different local and foreign studies have been reviewed by the researchers to

further support the ideas and concepts related to be used in the study.

DATA MANAGEMENT

Research Data Management (RDM) is a broad concept that includes processes

undertaken to create organized, documented, accessible, and reusable quality research

data. According to Jumat & Sabtu (2020), managing documents and records plays an

important role in organization where it is the foundation of the company’s activities.

Sometimes in the storage and compilation of data or information is not done properly

and that is why it is needed a storage system. Managing data includes file naming

conventions, organizing files, creating metadata, controlling access to data, backing up

data, citing data, etc. RDM is a complex process with different considerations. There are

specific processes the researchers should engage in throughout the data lifecycle and

that is the RDM practices where it involves in an ethnographic study, it is complex,

ambiguous, and imperfect because of the complexity of research itself.

My Structural Query Language (MySQL) as the application for database

management system to store the patient’s data collected from hospitals in Malaysia. An

automatic calculation tool is embedded in this system to assist the data analysis. Their

main objectives is “to overcome the limitations of the existing system, an analytic

database management system is proposed that allows data to be collected, stored,

updated and retrieved easily.” (Monsiväis, McAnally, & Lavigne et al.,2014)

13
Table 1. Descriptions and features of proposed system from their study “Computerized

database Management System for Breast Cancer Patients

Criteria Descriptions Proposed features

High security Require username and password in User login page
order to gain access into the system.
Provide differential accessible level for Main menu page
the user, where not all functions can be
performed by some users.
Indicate dates of modifications and Patient personal
updates. details and
diagnosis report
page
Time saving Link several computers in the hospital Server and client
together in order to allow the transfer of network
reports or data.
Provide a feature that can rapidly view, Patient personal
retrieve, update and modify the details and
database. diagnosis report
page
Low cost and Low cost as all data are stored in the MySQL database
less man power database rather than on hard copies.
Require less man power as the MySQL database
database can be easily handled.
Unlimited The MySQL database has near MySQL database
storage unlimited storage capability.
Less human All the data are stored in the permanent MySQL database
error database with back-ups. Data will not be
easily lost or erased.
Feature allows user to insert the new New patient
patient data during patient registration registration page
and there is a notification given for
missing information.
Fast and easy Automatic calculation tools to assist data Data analysis page
to perform data analysis and output graphs are plotted
analysis automatically.

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Features Description

User login • Provide different level of accessible users such as

staff and doctors, with password requirement.
New patient • Allow the registration of new patient to be done
registration digitally without filling any hardcopy form. The
information is stored directly into the database.
Patient personal • Enable the viewing of all details in the department.
details

• Provide update, edit, and delete functions which

allow modifications to be done.
Patient diagnosis • Hold the diagnosis reports for all patients.
report

• Allow the authorized user to view, edit or update

the diagnosis reports for certain patients
Appointment • Allows the search and view appointments.

• Assist staff to arrange appointments for patients

and doctors.

Data analysis • Distribution of patients based on their age and race.

• Perform analysis on patients with or without

breast cancer.

15
BIG DATA

Due to the expanding array of technologies people encounters and interactions

with digital technologies arises as well. These information like their habits, preferences

and social relationships are just a small data but we are always referring to population,

large populations to be exact this small information become Big Data. Digital monitoring

practices tend to position the body as a data repository, with specific digital sensors and

other monitoring devices used to target various parts or functions of the body. Personal

data is highly vulnerable to security exploits, spurring moves to lock it down through

encryption, to cryptographically ‘cloud’ it. (Amoore and Hall, 2009; Berson, 2015;

Grinberg, 2017; Lupton, 2016b, 2017a).

Research Paradigm

Design
Science

Systems
Development

Action Grounded
Research Theory

Figure 1. Research paradigm of the study Data Repository

Management System for PSU-School of Advanced Studies

16
 The study starts from a simple question “how can we get the documents

needed”. This was the start of everything, planning for an Action Research base from

the scenarios encountered that leads to a System Development. It would then answer

the problems with the help of Design Science process, including the problem

identification and motivation, definition of the objectives for a certain solution,

evaluation and communication. Grounded Theory plays an important role on gathering

data systematically collected and analyzed.

This research paradigm was created by Dr. Napoleon Meimban for the Computer

Engineering department last 2007, a former Dean of Pangasinan State University

School of Advance Studies, adopted by Dr. Kenneth Oliver S. Lopez to bond the needs

connecting Computer Engineering and Management Engineering.

Conceptual Framework

The development of the Data Repository Management System of the PSU-SAS

is proposed based on the existing data management filling of the PSU-SAS. The

framework starts on identifying the problems encountered in the current data filling

system of the PSU-SAS where in the existing data filling is in the form of a hard copy

place in a folder filed in a cabinet. This type of filling have been observe some

disadvantages, like redundant copy of data, storage is too bulky, spending too much

resources like coupon bonds and printer inks, time consuming in retrieving and storing

of data that affects the operations of the PSU-SAS. The proposed Data Repository

Management System will be very useful for the administration, registrar and faculty of

the PSU-SAS in terms of data filling for it will provides ease to the administration,

registrar, and faculty members

17
regarding the data where it can be stored and retrieve easily within a minimum time.

The proposed study will served as the electronic storage for some important documents

of the PSU-SAS categorize into COPC files, Accreditation files, Syllabus, Curriculum,

forms, and Employees Profile. This is manage by the selected Administrator of the PSU

– SAS for monitoring, restricting of accessing data and provide user accounts for the

Administration, Registrar, and faculty. For the faculty of the PSU-SAS, they will have the

access to personally store their class materials to the proposed study. The proposed

data management repository system will be using one of the open source platform as

part of the study.

Process Output
Input

Status of data
Planning Data
management
Web Analysis Repository
filling
open of PSU- Design Management
SAS
source Development System
Manageme Testing for PSU-
nt Implementati School of
on Advances
Studies
Feedback

Figure 2. The Conceptual Paradigm of the Study

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 Chapter 3

Research Methodology

This chapter presents the research design, subjects of the study and sampling

scheme, data gathering instruments and data analysis tool. The research will conducted

through descriptive and developmental method of research. Aims to accurately and

systematically describe a population, situation or phenomenon. It can answer what,

where, when and how questions, but not why questions. A descriptive research design

can use a wide variety of research methods to investigate one or more variables. Unlike

in experimental research, the researcher does not control or manipulate any of the

variables, but only observes and measures them (Shona McCombes, 2020).

Developmental research design defined as the systematic study of designing,

developing, and evaluating instructional programs, processes, and products that must

meet criteria of internal consistency and effectiveness. (Seels & Richey 2014)

Research Design

The study is in descriptive because the researcher tried to describe the existing

condition of the data filing of PSU-SAS. This is also developmental because the

researcher has developed a proposed measure on how to improve the current status of

managing of data especially in accessing some valuable data, improve the guidelines

and polices regarding data filling and retrieving, identifying responsible personnel in

processing filling and accessing of data also who are the only person allowed in

accessing data. It was appropriate for the study because it focus on obtaining the facts

existing condition of the data filing of the PSU-SAS for the purpose in analyzing the

perception of

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the administration. This methods involve gathering data by making use of a set of

questionnaires to be filled out by the respondents, as a major tool used to answer the

problems

Subjects of the Study and Sampling Scheme

The study is to be conducted at PSU-SAS. Random Sampling is to be made

base on the population of the PSU-SAS employees. The PSU-SAS has a total

population of 93 employees, compose of three (3) administrator, six (6) registrar staff,

eighty three (83) faculty and one (1) librarian,

Data gathering Instrument

The instruments used in gathering the data for this study was sets of

questionnaire which was administered to the respondents. The questionnaire was

designed to gather the problems encountered in the existing Data Management filing of

PSU-SAS. After the Data Repository Management System is demonstrated, another

questionnaire use to gather the data on the testing process of the proposed system.

Casual interviews and observation was conducted for the existing Data Management

filing procedure.

Statistical Treatment of Data

Statement of the Problem number one (1) What is the status of data

management filing system of PSU-SAS will be using the frequency and percentage

method to get the data interpretation and for the statement of the problem number two

(2) What are the involved data records to be processed, stored-in and can be accessed

20
from the Data Repository Management System for PSU-SAS will be determine by using

also the frequency and percentage methods, for the statement of the problem number

three (3) What are the common problems encountered in the current Data management

filling system of PSU-SAS will also be determined by using the frequency and

percentage method, however, the final statement of the problem (4) What is the

acceptability of the proposed Data Repository Management System in terms of

Usability, Security, Reliability will be determine by using the method of Weighted Mean

and Frequency

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H. Walker. Filing systems. Records Management Journal. ISSN: 0956-5698, January 1,

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Kuligowski, K. (2020). What Is a Document Repository? Retrieved from

https://www.business.com/articles/what-is-document-repository/
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Monsiväis Almada, M.I., McAnally Salas, L. & Lavigne, G. Computerized database

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Naeem, T., (2020). Data Repository: Importance, Challenges, and Best Practices.
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0transactions%20associated%20with%20them. (March 23, 2021)

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