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Chapter 5
SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS

This chapter of the study includes summary, conclusions, and recommendations

based on the given problems and objectives of the earlier of this study. It contains the
results of the research and answers to the problems and questions stated in the study,
as well as the outcome of each specific objective which was enumerated earlier.

Summary
This study which is entitled LAN Based Office Letters and Memorandum
Distribution and Tracking Management System for Polytechnic University of the
Philippines Santa Maria Bulacan Campus is a proposed study developed to provide
security, preservation and more convenient way of disseminating and monitoring of
Institutions important documents needed within the campus transaction.
The proposed study was conducted to point out several specific problems involved
in the traditional/manual system which the University had used before. Based on the
specific problems stated previously, the researchers were able to come up with the
following objectives: 1.Secure access and prohibit unauthorized changes and printing
on the records, memos and other documents of the university, 2.Provide a fast and
streamlined distribution and retrieval of documents, 3.Offer accessibility and
preservation of the document over a long period of time, 4.Ensure precise monitoring of

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documents filed inside the university, 5.Introduce a standard format/template for

creating and writing of letters, memorandum and other documents of the university and
6. Give a comprehensive training to individuals which will ensure the effective use of the
proposed system.
The study was conducted during the first semester of the present school year. The
descriptive method was applied by the researchers and the designed survey
questionnaires and software evaluation are their primary instrument in gathering the
needed data. Preliminary research and observation were also conducted to further
increase their understanding about the subject matter. To ensure impartiality on
presentation, interpretation and analysis of data, the researchers used statistical tools
such as: Frequency and Percentage Distribution and Arithmetic Mean.

Findings
Through the computation of sample size, the proponents of the study got the
sample size of 337 respondents from the Universitys total population of 2107. It
consisted of 2019 students from first year to fifth year from different courses, 12
administration and campus officials, 23 employees and campus staff and 53 faculty
members of present school year.
According to the data gathered and computation done for the system, the
proponents came up with the following findings:
The survey questionnaire prepared and administered by the proponents are
composed of two different parts showing the respondents preference and perception
about the traditional/manual system versus the proposed system.

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Part 1: On Respondents Profile, 304 of them or 90.21% are students, 22 or 6.53%

were faculty members and officials, and the remaining 11 or 3.26% were employees and
campus staff.
The result in the survey about gender/sex of the respondents finds that, of the 337
respondents, 235 or 69.73% were female while the remaining 102 or 30.27%
respondents were male.
The result in the survey about age range of the respondents finds that 285 of them
or 84.57% belonged to the age range of 20 and below, 21 or 6.23% had age ranges of
21-25 years old, 14 or 4.15% belonged to 31-40 years old, 8 or 2.37% from above-40
years old age range and the remaining 3 or 0.89% were from 26-30 years old.
Part 2: Question Proper. On respondents computer usage for storing documents or
files, most of the respondents or 312 or 92.58% answered yes while the remaining 25 or
7.42% answered no. It indicates that most of the respondents preferred to adopt a new
way of preserving or storing their important documents.
The result under question number 2 in the survey about respondents computer
usage for preservation of important documents for a long period of time finds that most
of them answered yes or 331 or 98.22% of respondents and the remaining 6 or 1.78%
answered no. It shows that almost all of the total respondents were taking a lot of effort
to make sure that their important documents were readily accessible for future needs.
The result under question number 3 in the survey about offering a system to the
respondents that can manage and monitor their important documents finds that most of
them answered yes or 332 or 98.52% of respondents and the remaining 5 or 1.48%

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answered no. It shows that most of the respondents preferred to have a new system to
guarantee that their important documents were well managed and monitored.
On respondents time allocation for letters to create and to sign needed within the
university, 235 or 69.73% answered yes while the 102 or 30.27% answered no. It shows
that most of the respondents were having difficulties regarding in the format/templates
of the letters, memos and other documents.
The result under question number 5 in the survey about respondents documents
faster and efficient distribution finds that most of them answered yes by having 334 or
99.11% of respondents and the remaining 3 or 1.19% answered no.
The result under question number 6 in the survey about more convenient way of
delivering and receiving respondents important documents finds that most of the
respondents, 328 or 97.33% answered yes, while the remaining 9 or 2.67% answered
no.
On respondents experience of documents that have been lost or misplaced, 199 or
59.05% of the total respondents answered no, and the remaining 138 or 40.95%
answered yes.
On the respondents experience with their documents being accidentally burned or
flooded, most of the respondents, 108 or 70.45% answered no but the remaining 229 or
67.95% answered yes.
On the respondents experience with documents being opened by unauthorized
personnel finds that most of the respondents, 235 or 69.73% answered no, but the
remaining 102 or 30.27% answered yes.

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On the respondents experience with documents that have been destroyed by

insects or animals finds that most of them answered no by having 223 or 66.17% of
respondents and the remaining 114 or 33.83% answered yes.
The software evaluation prepared and administered by the proponents are the
respondents preference and opinion about the traditional/manual system versus the
proposed system.
Part 3: Software Evaluation. Under the criteria of correctness, the existing system
got the average mean of 12.35 while the proposed system got the average mean of
18.68.
Under the criteria of reliability, the existing system got the average mean of 6.14
while the proposed system got the average mean of 9.29.
Under the criteria of efficiency, the existing system got the average mean of 6.16
while the proposed system got the average mean of 9.40.
Under the criteria of integrity, the existing system got the average mean of 3.15 while
the proposed system got the average mean of 4.80.
Under the criteria of usability, the existing system got the average mean of 6.16
while the proposed system got the average mean of 9.36.
Under the criteria of maintainability, the existing system got the average mean of
6.02 while the proposed system got the average mean of 9.30.
Under the criteria of testability, the existing system got the average mean of 3.27
while the proposed system got the average mean of 4.72.
Under the criteria of flexibility, the existing system got the average mean of 6.30
while the proposed system got the average mean of 9.41.

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Under the criteria of portability, the existing system got the average mean of 6.20
while the proposed system got the average mean of 9.34.
Under the criteria of interoperability, the existing system got the average mean of
6.17 while the proposed system got the average mean of 9.43.

Conclusions
Throughout the study, the researchers found out how the manual/existing system
in Polytechnic University of the Philippines Santa Maria Bulacan Campus can be
improved by using the proposed system to attain a much secured, manageable and
convenient way of distributing and tracking of important documents. Through the use of
different methods like survey questionnaire which allow the respondents to show their
perception on the question given by the researcher related to the problem of the study,
the researchers knew the changes they can offer to improve the manual/existing
method use in campus transactions.

Another method was the use of software

evaluation which was conducted and administered by the researchers. This allowed the
respondents to decide through the given criteria and choose either of the two systems
or method they believed to be appropriate and useful. Software evaluations were
concisely and thoroughly checked and solved to show fair results.
The researchers concluded that the following problems of the manual/existing
system can be solved through the use of proposed system based on the information
they got in calculation of average mean in software evaluation, the proposed system
gained the weighted mean of 93.73 showing that the system can offer usefulness and

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convenience to the user compare to the existing system that gained the weighted mean
of 61.92.
The proposed system had the following scope: 1. it offers a secure access and
prohibit unauthorized changes and printing on the records, memos and other
documents of the university; 2. it provides a fast and streamlined distribution and
retrieval of documents; 3. it offers accessibility and preservation of the documents over
a long period of time, 4. it ensures precise monitoring of documents filed inside the
university; 5. it introduces a standard format/template for creating and writing of letters,
memorandum and other documents of the university and, 6.

lastly it gives a

comprehensive training to individuals which will ensure the effective use of the
proposed system.
Lastly by understanding its benefits, it helps the Institutions productivity in terms
of efficiency, speed, accuracy and most importantly in saving cost of time. It shows that
through application of modern technology, the research can give solutions to the
existing problems of the university.

Recommendations
In this study, the implementation of the proposed system is highly recommended
to achieve a reliable and efficient system that guarantees the security, accessibility and
preservation of Institutions important documents. There are studies suggesting
favorable results regarding the effectiveness of using automated system in the way that

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it will minimize paperwork and therefore simplify and drastically improves campus
transactions.
Future researchers can use this study as foundation for their future activities
such as project thesis particularly if their topic was connected to the process of it. They
can also use this study as basis and source of knowledge presented in this document
when they are dealing with the same thesis or case study for as long as it cannot harm
the integrity and privacy of the researchers and the University.
Outside its scope lies the following limitation of the proposed system:
1. On the burning process of the database of the system, the users can only burn it
using a CD or compact disc.
2. On the generating the new password of the system, the user cannot use the old
password once the system generates the new one.