Chapter 1 INTRODUCTION Situation Analysis The word technology is used to indicate many implementation of mans knowledge for the

benefit of humanity. The role of technological advancements and the use of Information Technology and Information Systems in the daily work can improve agencys operations. This helps in managing time and cost efficiently and effectively as well as improving performance and customer satisfaction which is the main core of any agency whether it's a profit or non-profit organization. Thus, the webbased applications will intensively transform and boost project

monitoring system in all types of agencies. Monitoring system is a program that observes, supervises or controls the activities of other programs. Its purpose is to supervise activities in progress to ensure they are on-course and on-schedule in meeting the objectives and performance targets. Monitoring is the regular observation and recording of activities taking place in a project or program. It is a process of routinely gathering information on all aspects of the project. To monitor is to check on how project activities are progressing. Monitoring also involves giving feedback about beneficiaries of the project to the donors, implementers and beneficiaries of the

project. Reporting enables the gathered information to be used in making decisions for improving project performance. CommDev, a consulting agency stresses that monitoring helps those involved with community development projects to assess if progress is being achieved in line with expectations. Monitoring is the ongoing collection and analysis of data that informs project managers if progress toward established goals is being achieved. Hinson (2010) said that the main functions of an information system may be input, processing, output, storage and control which are the same phases in utilizing the Project Monitoring System. Information System using information technology such computer technology

(hardware, software), data, people and procedures is an automated system. Thus, the current Project Monitoring System is convertible in the automation of centralized data repository and processes. According to Hinson (2010) the web-based system is platform independence. It dont require to install special software. The learning curve using the web-based technology is small and from the developers point of view, the user interface can be controlled easily, database connection, insertion, update of data and retrieval are easy. By converting the current Project Monitoring System to an automated webbased system is an advantage for developers to pursue the development.

Information systems in global scenario, Government agencies like Sri Lankas Department of Foreign Aid and Budget Monitoring of the Ministry of Finance and Planning has deployed the electronic Project Monitoring System (e-PMS) to track progress of all foreign funded development projects and programmes implemented by the government. e-PMS serves to provide timely information to the policy-makers to improve accountability, transparency and good governance. The system is updated on-line by the Project Directors on a monthly basis. It captures information at source and thereby helps to expedite project implementation. In national setting, many government and private agencies already have deployed electronic monitoring systems. One of these agencies is the National Economic and Development Authority which uses an Online Regional Project Monitoring and Evaluation System as an alternative to traditional filing and project management setting. It has started deployed fully accredited electronic monitoring in 2010. Moreover, other major agencies deployed some form of automated information systems. The Department of Science and Technology (DOST) is the premiere science and technology body in the Philippines charged with the twin mandate of providing central direction, leadership and coordination of all scientific and technological activities, and of formulating policies, programs and projects to support national development. Moreover, the

regional offices are established to make the agency more responsive to the science and technology needs of the regional communities. One of its associate is DOST Regional Office I which aims to implement the Small Enterprise Technology Upgrading Program (SETUP) launched nationwide to improve productivity & competiveness and to encourage and assist the local micro, small and medium scale business firms to undertake technological innovations & improvements in their operations. The current project monitoring system of DOST in its SETUP is a file processing system, where project implementers are using such computer office applications to utilize the monitoring system and to come-up with records and to make reports. They are using spreadsheets and word documents. The most commonly software are Microsoft Excel and Word. Redundancy of data and information is occurred. Slow

documentation that forces the project implementers to search manually by files and folders that affects the services of the agency for their clients. Reports are manually encoded based on the recorded data of each project via word documents and spreadsheets where the project implementers face it hard. Manual process generally store policy-related data in spreadsheets, documents, e-mail messages and post-it notes other than in a central consolidated data repository. Addition to being unsure on the datas accuracy.

It is along the aforementioned situations that the researchers was prompted to devise a web based electronic project monitoring system that intends to be a complete specification of what functionality the file processing monitoring provide. Its main purpose is to help project

implementers to prepare documentation on SETUP and generate printable and downloadable summary reports. Framework of the Study This study will be guided throughout its development by the Theory of Constraints and Critical Chain Project Monitoring introduced by Goldratt (1984). The Theory of Constraints (TOC) is a monitoring paradigm that views any manageable system as being limited in achieving more of its goals by a very small number of constraints. There is always at least one constraint, and TOC uses a focusing process to identify the constraint and restructure the rest of the organization around it. The researchers will identify the constraints of the Project Monitoring System. Critical chain project management (CCPM) is a method of planning and monitoring projects that puts the main emphasis on the resources required to execute project tasks. Critical chain project management is based on methods and algorithms derived from Theory of Constraints. This will help the researchers to determine the resources required to execute project tasks or the implementations.

The

abovementioned

theory

will

help

the

proponents

in

conceptualizing the study. Figure 1 shows the research paradigm of the study, which adopted the Input-Process-Output (IPO) model. The input includes different criteria needed to the research study which includes the existing status of Small Enterprise Technology Upgrading Program Project Monitoring System utilized in the

Department of Science and Technology Regional Office 1. It also put into account the problems encountered and their degree of seriousness in the project monitoring of the Department of Science and Technology Regional Office 1. This study will likewise consider the level of usability as one of the inputs. The process shows the different steps in conducting the study. In determining the existing status of Small Enterprise Technology

Upgrading Program Project Monitoring System used by the Department of Science and Technology Regional Office 1, the proponents will conduct an interview. in Data will the be gathered and through their survey of

questionnaire

determining

problems

degree

seriousness in the Small Enterprise Technology Upgrading Program Project Monitoring System. Through data gathering, the proponents will be able to determine the different sets of features the end-user anticipate from the system to be developed. Thereafter, the proponents will be able to develop a Project Monitoring System using RAD (Rapid Application

Development) Model. Eventually, the system will undergo validation and if it is said to be valid, the system will now be subjected to usability testing to determine if the developed system is usable or not usable. The output is the proposed Small Enterprise Technology Upgrading Program Project Monitoring System of the Department of Science and Technology Regional Office 1. Statement of the Objectives The main concern of the study is to develop a Small Enterprise Technology Upgrading Program Electronic Project Monitoring System of Department of Science and Technology Regional Office 1 (DOST-RO1). Specifically, it aims to achieve the following objectives: 1. To determine the status of project monitoring system adopted by the Department of Science and Technology Regional Office 1 in terms of: a. Completeness; b. Accuracy; c. Reliability; d. Timeliness; and e. Security 2. To ascertain the problems encountered by the employees of Department of Science and Technology Regional Office 1 in

utilizing of the existing Project Monitoring System in the Small Enterprise Technology Upgrading Program; 3. To develop the Small Enterprise Technology Upgrading Program Electronic Project Monitoring System of Department of Science and Technology Regional Office 1; and 4. To determine the level of usability of the developed Small Enterprise Technology Upgrading Program Electronic Project Monitoring System of Department of Science and Technology Regional Office 1. Time and Place of Study The office of the Technical Services Division of Department of Science and Technology Regional Office 1, San Fernando City, La Union will serve as main locale for the study since all pertinent information on Small Enterprise Technology Upgrading Program were managed and taken cared of by the project implementers. The study will be conducted from June 2013 to March 2014. Definition of Terms Information System. Using information technologies, gather, process, store, use and disseminate information include data processing applications, office automation applications, and many expert system applications. When their primary purpose is to supply information to

management systems.

they

are

commonly

called

management

information

Information Technology. A medium used in the form of hardware, software and communications links. Technology. The process which humans modify nature to meet their needs and wants by designing and constructing and programming computers. Evaluation is a comprehensive appraisal that looks at the longterm impacts of a project and exposes what worked, what did not, and what should be done differently in future projects. Monitoring is the on-going collection and analysis of data that informs project managers if progress toward established goals is being achieved. Program. Activities sponsored or administered by local, state, national governments or private sectors that will support projects for community development. Project. A financial support or anything that will help community development. SETUP. A program of assistance for small and medium

enterprises. A nationwide strategy to encourage and assist small and medium enterprises to adopt technological innovations to improve their operations and thus boost their productivity and competitiveness.

PMS. A monitoring system for an implemented project ePMS. An electronic, automated and computerized monitoring system that will allow its users to easily monitor the status of projects