Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
University Document Tracking and Management System with QR Code Technology
An IT Capstone Project Presented to the
Faculty of the College of Computer Studies
University of Antique
Sibalom, Antique
In Partial Fulfillment of the Degree in
Bachelor of Science in Information Technology
By
Hannah Ysabelle Leguro
Rochell Ann Jalipa
Kimberly Siacor
Nick Gersava
August 2023
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
Introduction
Intoday'sfast-pacedworld,universitiesfacechallengeswithdocumenttrackingand
management,leadingtodelays,errors,andalackoftransparency.TheUniversityDocument
Tracking and Management System with QR code technology transforms the handling of
official documents. By leveraging QR codes, this system enables faster transactions and
approvals, improves accuracy andtransparency,enhancescollaborationandcommunication,
and achieves cost and space efficiency. With its comprehensive approach, the University
Document Tracking and Management System empowers universities to optimize their
operations and deliver an enhanced experience to all stakeholders.
Project Context
The University Document Tracking and Management System with QR code
technologyisdesignedtoaddresstheinherentchallengesuniversitiesfaceinhandlingofficial
documents during manual transactions. In today's digital era, relying on outdated and
paper-based processes for document management leads toinefficiencies,delays,anderrors.
Universities must find innovative solutionstostreamlinetheirdocument-handlingprocesses
to improve overall efficiency and enhance stakeholder experiences.
Officialdocumentsplayacrucialroleintheefficientoperationanddecision-making
processes of universities. However, the manual handling of these documents often leadsto
delays, data entry errors, a lack of transparency, and limited accountability. These challenges
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
significantly impact the university's ability to deliver timely services, thus affecting the
satisfaction of students, faculty, staff, and external stakeholders.
To overcome these challenges, theUniversityDocumentTrackingandManagement
System with QR code technology offers anautomatedandefficientsolution.Byleveraging
QR codes, this system enables faster transactions and approvals, enhances accuracy and
transparency, improves collaboration and communication, and achieves cost and space
efficiency. Implementing this system will transform the way universities handle official
documents, ensuring streamlined processes, reducing paper consumption, and providing
real-time visibility into the status of document processing.
Generally speaking, all problems can be solved by our system.
Objectives
General Objective:
TheobjectiveofthecapstoneprojectistocreateaUniversityDocumentTrackingand
Management System using QR code technology (UDTMS). This system aims to simplify
document management, enhance accessibility, expedite transactions and approvals, and
strengthendatasecurity.Additionally,itseekstofacilitateefficientdecision-makingprocesses
within the university.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
Specific Objectives:
Specifically, the project aims to:
1. To design and develop a Document Tracking and Management SystemwithQR
code technology modules that will:
a)UserAccountManagement:Todevelopamoduleforuserregistration,login,
and account management.
b) Document Access and Modification: To create functionality for users to
access and modify documents based on their assigned roles and permissions.
c) Document Creation and Tracking: To implement features for document
creation, upload, editing, and trackingofdocumentversionswithgeneratedQR
codes.
d) Document Search: To develop a robust search function thatallowsusersto
search for documents using various criteria.
f) QR Code Scanning: To develop a feature for users to scan QR codes to
retrieve documents.
g) Notifications: Implement a notification systemtoinformusersofupdatesor
actions via email or push notifications.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
2. Todesignanddevelopmobileapplicationstoimproveproductivityandprovidea
user-friendly experience, ensuring flexibility in accessing and managing documents.
3. To implement robust data encryption and access control measures, utilizing
Supabase security features, to ensure the confidentiality, integrity, and availability of data.
This step is crucial for protecting sensitive information.
5. To evaluate the effectiveness of the proposed features using ISO/IEC 2709
standards, considering criteria such as:
a) standardization,
b) flexibility,
c) extensibility,
d) interoperability,
e) data integrity
Scope and Limitations
The scope of this project is to develop a University Document Tracking and
Management System with QR code technology. The system will focus on the efficient
handling and management of official documents such as request letters, memorandums,
activity designs, resolutions,andotherrelevantdocumentswithinauniversitysetting.Users
will have theabilitytosecurelyregister,login,andpersonalizetheirexperienceswithinthe
system. The access control module will ensure data security and confidentiality by
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
implementing role-based access control (RBAC), assigning document access and
modification permissions based on user roles. The document creation module will provide
essential formatting features and version tracking for efficient document management. The
integration of QR code technology will allow users, including Admin, Faculty, Staff, and
Students, to scan unique QRcodesforeasydocumentaccessandretrieval.Thesystemwill
offer a secure central repository for document storage, upload, retrieval, and deletion.
Additionally,theprojectwillincludesearchfunctionalitythatenablesuserstofinddocuments
based on various criteria, facilitating an intuitive way to locate and access relevant
documents. Timely notifications will be sent to users, including Admin, Faculty,Staff,and
Students,throughdifferentchannelstokeeptheminformedofdocumentupdates,approvals,
ordeadlines,promotingcollaborationandtimelyactions.Moreover,theprojectwilldevelopa
mobile application to enhance productivity and flexibility, ensuring a seamless and
user-friendly experience across different devices.
Within the UDTMS, there are several distinct user roles, each tailored to specific
responsibilities and permissions:
● Adminshavefullcontroloverthesystem,managinguseraccounts,roles,and
permissions, and overseeing the system's operation for official documents
within the university.
● Faculty members can create,upload,andmanageofficialdocumentsrelated
to administrative responsibilities, such as memorandums, activity designs,
and resolutions.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
● Staffmembersusethesystemforadministrativepurposes,includinghandling
requests, managing official correspondence, and tracking relevant official
documents.
● Studentsutilizethesystemfortasksrelatedtotheiracademicactivitieswithin
the scope of official documents, such as accessing officialcommunications
from the university.
These user roles are central to the effective functioning of the UDTMS, with each
role serving a specific purpose in managing and accessing official documents.
The University Document Tracking and Management System with QR code
technology has certain delimitations that should be acknowledged. Firstly, the system will
primarilyfocusonmanagingandtrackingofficialdocumentscommonlyusedinauniversity
setting, such as request letters, memorandums, activity designs, and resolutions.Itmaynot
coverothertypesofdocumentslikeresearchpapersorstudentassignments.Secondly,while
thesystemwillintegrateGoogleDocsfordocumentcreationandediting,itmaynotprovide
advanced editing capabilities, collaboration features, or document-specific functionalities.
Thirdly,thesystemwillbeaccessibleonAndroiddevices,butcompatibilitymaybelimitedto
specific versions of mobile operating systems and may not support older devices.
Additionally,thesystemwillbedevelopedasastandaloneapplicationandmaynotintegrate
with all existing university systems or databases, requiring additional customization for
integration with othersystems.Lastly,thescalabilityoftheapplicationmayvarydepending
on the size and infrastructure oftheinstitution,andlarge-scaleimplementationmayrequire
additional resources and infrastructure.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
Purpose and Description
ThepurposeofthecapstoneprojectUniversityDocumentTrackingandManagement
SystemwithQRcodetechnologyistotransformthewayofficialdocumentsaremanagedand
tracked within a university setting. By utilizing QR code technology, this system aims to
streamline document retrieval, enhance efficiency, and promote faster transactions and
approvals. The systemwillbenefitvariousstakeholders,includinguniversityadministrators,
faculty members, staff, and students, by providing a secure and user-friendly platform for
document management.
The University Document Tracking and Management System with QR code
technology is an advanced solution designed to simplify and optimize the management of
official documents within a university. This system will eliminate the hassle of manual
document handling by introducing QR codes asuniqueidentifiersforeachdocument.With
just a simple scan, authorized users will have instant access to the required documents,
eliminating the need for physically searching through piles of paperwork.
This system will greatly benefit university administrators, whocanefficientlytrack
the progress of documents, ensuring that they are processedandapprovedontime.Faculty
members willalsobenefitfromthesystem,astheycaneasilysubmitandretrieveimportant
documents such as activity designs or memorandums, minimizing delays in their projects.
Staffmemberswillfinditeasiertomanageandorganizedocuments,ensuringthatimportant
informationisreadilyavailablewhenneeded.Evenstudentswillbenefit,astheycansubmit
andtracktheirrequests,suchaslettersofrecommendationorfinancialaidapplications,with
ease.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
The implications of implementing this system are far-reaching. Firstly, it will
significantly reduce the time and effort spent on manual document handling, leading to
increasedproductivityandefficiencywithintheuniversity.Thisstreamlinedprocesswillalso
contribute to faster transactions and approvals, enabling a more responsive and dynamic
decision-makingenvironment.Moreover,thesystemwillenhancedatasecurity,asitprovides
controlled access to authorized personnel only, reducing the riskofdocumenttamperingor
unauthorized disclosure.
The University Document Tracking and Management System with QR code
technology is a game-changer in the realm of document management for universities. By
providingauser-friendly,efficient,andsecureplatform,itwillrevolutionizethewayofficial
documentsaremanaged,ensuringfastertransactionsandapprovals.Thissystemwillbenefit
university administrators, faculty, staff, and students, leading to increased productivity,
improved decision-making, and enhanced data security.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
CHAPTER II
Technical Background
The UDTMS, also known as the University Document Tracking and Management
System,isacontemporarysoftwaresolutiondesignedtotackletheintricaciesanddifficulties
related to document management within a university setting. This segment offers the
necessarytechnicalinformationrequiredtocomprehendthecontext,technologies,andfactors
that form the foundation of the UDTMS project.
The UDTMS comprises both web-based and mobile applications, offering users
flexibility and convenience in document management. The web-basedapplicationservesas
theprimaryinterfacefordesktopusers,whilethemobileapplicationextendsaccesstousers
on various devices.
BuiltusingViteandBootstrap,thewebapplicationprovidesafastandoptimizeduser
experience. Vite is a modern front-end build tool known for its speed and efficiency. It
leverages the latest JavaScript module system, enabling rapid developmentandhotmodule
replacement. Bootstrap, a free front-end framework, accelerates development by offering
pre-designedUIcomponentsandresponsivelayouts.Together,ViteandBootstrapstreamline
web development, ensuring a user-friendly and aesthetically pleasing interface.
The mobile application will be developed using React Native, allowing for
cross-platform compatibility. React Native framework enables the creation of a single
codebase that runs on both iOS and Android devices. React Native, for instance, employs
JavaScript and React to build native-like mobile apps.
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Republic of the Philippines
UNIVERSITY OF ANTIQUE
Sibalom, Antique
COLLEGE OF COMPUTER STUDIES
IT PROJECT 1 (CAPSTONE 1)
The UDTMS relies on TypeScript for backenddevelopment,extendingJavaScript's
capabilities and enhancing the developer experience. TypeScript introduces static typing,
improved tooling, and enhanced code maintainability. It ensures robust and predictable
backend functionality, reducing runtime errors and facilitating efficient debugging.
Supabase,anopen-sourcealternativetoFirebase,servesasthedatabasemanagement
system underpinning theUDTMS.Itoffersfeaturesfordatastorage,retrieval,andreal-time
synchronization. SupabaseemploysPostgreSQLasitsdatabaseengine,providingscalability
and reliability. The choice of Supabase aligns with the project's objective of ensuring data
integrity, confidentiality, and availability. Advanced security features and easy integration
with front-end technologies make it a robust choice for a document management system.
The UDTMS functions byintegratingthesetechnicalcomponentsseamlessly.Users
interact with the web and mobile applications, which communicate with the backend
infrastructurepoweredbyTypeScript.DataissecurelystoredandretrievedfromtheSupabase
database.Role-basedaccesscontrol(RBAC)mechanismsensurethatusersaccessdocuments
based on their permissions. QR code technology simplifies document retrieval through
scanning.
TheUDTMSleveragesmodernfrontendtoolslikeViteandBootstrapforweb-based
interfaces, cross-platform frameworks for mobile applications, TypeScript for backend
development, and Supabase for robust database management. This blend of technologies
ensuresafast,secure,andefficientdocumenttrackingandmanagementsystemthatmeetsthe
demands of a modern university environment.
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