Chapter 2 REVIEW OF LITERATURES

The Existing Processes in the management of thesis and dissertations In the traditional process managing theses and dissertations are just the same as how books are managed in libraries. Library is a place in which books and related materials are kept for use but not for sale. It is organized for use and maintained by a public body, an institution or a private individual. In addition, it is a place in which we get information in many format and from many sources. Books in libraries had undergone cataloging before kept and stacked up in shelves. Many Libraries in the United States and in Japan have not yet catalogued all of their holdings, and the discipline of cataloguing according to them, has devised methods and policies to describe physical artifacts such as books, periodicals, microforms, sound recordings, and maps. United States stated that the traditional library system uses list of catalogue and index card to manage collections. In fact, on most of library, these catalogues and index cards were rarely used by library users. These paper-based cards, for example, using Dewey system, help librarian on organizing books on a shelf and searching collection based on users need (Gazan, 2009). The Dewey Decimal system is extensively used in United States libraries, and a system based on it, the Universal Decimal Classification, is used around the world. Before the Dewey Decimal system was developed, there was no standard of organizing
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library books, and most systems in use were quite arbitrary and inefficient. Today, the Dewey Decimal system is used in about 95% of United States school and public libraries, while the Library of Congress Classification system, first developed in 1897, is more widely used in government and university libraries (Foster, 2011). To improve the productivity, activities, task and functions of the manual library system; there is need of a computerize version of resources. Thus libraries nowadays use library management systems. The working and maintenance of traditional library system is harder due to the huge number of hard copy books and their storage. The record keeping and management make the operation hard. The project study focuses in gathering large amounts of information from digital form so it can be used. The effect of Digital library is successful only if, the information keeps inside can be searched rapidly. The Library Management System is said to be successful, if it can be easily use by the college students, teaching staff for their study and research work (Jambhekar, 2011). The traditional Library System is paper based and in a structured handled by the librarian which is tedious (Jambhekar, 2011). The traditional searching process for the books in the libraries, the interactive usage of computers can be now addressed as part of the library system (Computerized Library System, 2010). According to Sally Nash (2013), manual systems in libraries were used in the 1970s and early 1980s until computers became more prevalent and less costly. Manual systems tended to operate with a card index to monitor the books that borrowers had out. Libraries also used a manual card catalogue system for indexing and tracking books. The

difference between theses/dissertations to books is that thesis/dissertations cannot be borrowed overnight. The project study focuses on the preservation and availability of theses and dissertations through a Web-based ETD which a Library Management System does not contain. The thesis or dissertation for most masters or doctoral students is the first major scholarly work they produce. In order to make these works more readily available to other scholars, as well as to save money and space/ storage space, many universities and libraries are now making digitized (or electronic) versions of print work available. Some universities or colleges are even grand fathering in, for students who produced work prior to the new storage and access media (ETDs), the ability to have their print format scanned and made available on-line for improved access to their previously completed work. Students are using technology in their work in the form of added multimedia enhancement (Virginia Tech Graduate School's 21 Electronic Dissertation Manual, n.d.). The advantage of ETDs also lies in the exposure of their thesis or dissertation for students looking for jobs in the job market as example of their research ability. Many academic libraries are now in the process of digitizing information in an effort to preserve original works and to make them more widely available for access according to the specifications of their authors. From the last past years, more than four universities require that theses and dissertations be submitted electronically solely as the students final transmission after his/her work has been accepted by his committee and submitted to the graduate school office. Some universities are: West Virginia University
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(http://etd.wvu.edu/templates/browse.cfm), University of North Texas (http://library.unt.edu/search/ftlist^bib113,1,0,170), East Tennessee State University (http://etd-review.etsu.edu/ETD-db/ETD-browse/browse?first_letter=all), Virginia Polytechnic Institute and State University (http://scholar.lib.vt.edu/theses/etdsearch.html) (Goldsmith, 2004). Traditional methods of archiving and storing theses and dissertations in print form are inefficient and unwieldy. Many theses and dissertations lay molding in library basements, with no efficient way for researchers to locate the information that 24 may be contained in them (Kirschenbaum, 2004). Further, the time and costs involved in procuring copies of those works may often be prohibitive for students and researchers. The resources chosen in this paper are for a quick reference and not a completely detailed reference on the topic of ETDs. The subject area of ETDs is multidiscipline and covers subjects such as writing dissertations, programming problems, publication, and other subjects that have allowed the topic of electronic dissertations to grow. Each items metadata can provide information about the authority, audience, scope, and format of the work. There is an attempt to show chronologically historical under-pining of the growth of a concept that is still developing (The Guide for Electronic Theses and Dissertations, n.d.). Today there are 106 members of the Networked Digital Library of Theses and Dissertations (NDLTD). The NDLTD as an organization is located at Virginia Tech. Every day, there are new national and international members joining the organization and building further concepts and developing standards. The success of ETDs and dealing
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with their problems is important to the building of digital libraries and graduate education (The Council of Graduate Schools, n.d., Coalition for Networked Information, 2005). The reviewed literatures presented will serve as guide to help the developers determine clearly what are the problems encountered by the most institutions with the process of handling books, theses and dissertations. Hardware and software requirements of the Reliable Web-based ETD of CdD To be used resourcefully, all computer software needs certain hardware components or other software resources to be present on a computer. These prerequisites are known as (computer) system requirements and are often used as a guideline as opposed to an absolute rule. Most software defines two sets of system requirements: minimum and recommended. With increasing demand for higher processing power and resources in newer versions of software, system requirements tend to increase over time. Industry analysts suggest that this trend plays a bigger part in driving upgrades to existing computer systems than technological advancements (System Requirements, 2012). Hardware and software requirements analysis are very important in the system. Requirements analysis is a process of understanding the user needs and expectation from a system that develop. Requirements are the description of how the system should behave or a description of system properties (Boquiren, 2010). Kendal & Kendal (2004), gave the criteria in choosing a right hardware that the system that will use; (1) the time required for average transaction (including how long it takes the input data and how long it takes to receive output); (2) the total volume capacity
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of the system; (3) the idle time of the central processing unit (CPU); and (4) the size of the memory provided. An ETD is recommended to use a UNIX-based server platform, as it makes the process much easier. The system averages 10 Megabytes per submission. Also it must have enough memory to handle the web server, the database server, and whatever other tasks. As an example, the Web-based ETD must at least have Intel Pentium III processor with 512 Mb of RAM and it must have at least 18 GB drive (Digital Library and Archives, 2010). The Web-based ETD uses the internet for it to be accessed. Carolyn Kletnieks (2010) states that to use this software you must have a web server available. The bandwidth of the internet connection must be at least 512Kbps for the ease of loading use better bandwidth the faster the better. Availability of resources are at high level but without stable connection, resources cannot view at an ease (Bloomberg, 2012). Data and information which are stored in the web-servers must be easily but securely accessible to all authorized users. Institutions that avail enterprise storage system has a strategy that focuses on the availability, protection, organization and backup of storage in an institution. With the use of servers, tape library, CD-ROM and DVD-ROM jukeboxes, Internet backup, network attached storage devices and/or a storage area network can be a good technique in implementing the enterprise storage system (Shelly et.al., 2006).

When translating user requirements into an application, there are several things to keep in mind. It has covered the system software and hardware requirements; now, turn the attention to the memory requirements. Calculate the memory requirements carefully; it will do no one any good to create a program that cannot be run due to memory constraints of the system. Factors to be combined when calculating memory requirements are: the operating system, the program, and the data to be input. By taking into consideration the memory requirements of each of these factors, there should be no problems with running the programs (Determine System Hardware Requirements, n.d.). Modern applications are built from components based on interaction standards. Each standard defines specific ways in which components locate and communicate with each other. Each standard also defines a set of supporting system software to provide needed services such as maintaining the software directories, enforcing security requirements, and other protocols. The exact system software, its hardware and its configuration requirements vary substantially among the components interaction standards (Burd et. al., 2011). To view ETDs users will need a World Wide Web browser (e.g., Mozilla Firefox, Internet Explorer) as well as Adobe Acrobat Reader. It is better to use Google Chrome wherein it has its built-in Adobe Acrobat Reader which can view pdf documents. Hall (2005) identified GMU EPrints as an application wherein the primary goal is to set up as an open archive for research papers. The in addition to the hardware

mentioned in the document there are also software that will be use which are the Apache Server, MySQL Database and also an editor that will be used for PHP Development. The literatures reviewed above serve as guide for the developers to identify the hardware and software requirements which are important in the development of the system. To work the system properly, hardware and software requirements are important in this study. Features of the system Present Generation is experiencing a Science & Technology Era. Due to advancement of Science & Technology, particularly Information Technology everything has gone in to the border and making our daily lives easier. Library is not an exception to such change, rather it can be said that the library scenario has been drastically changed in terms of collection, organization and services. Simultaneously, users demands and attitudes have changed in its kinds. Also the information seeking behavior of user has dynamically changed. They want relevant, authentic information very quickly within a single place at their hand .This concept has posed challenges for library professionals for quick delivery of library services and information. This development in library field has brought the idea of Automated and Web-based Library. Automation is defined as the technology related with the design and development of process and system .It minimizes the human labor in their operation and performs the operations which are routine and repetitive in nature. Automation is the name given to an
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automatic system of working. Automation of library systems leads to better output, cost effective, and ensures better work environment. It is a process that changes the library world in terms of both technologies and involvement of people (Nilaranjan Barik, 2012). Web-based refers relating to or using the World Wide Web making applications accessible (HarperCollins Publishers, 2003). There are notable advantages of using such library technology. Among which is the ease at which students are able to search much easier. Through typing in keywords and clicking a button, results are almost instantaneously displayed on computer screens. Maintaining of the database will no longer be tiresome. Add, edit, delete, search and report generation functions through predefined privileges provide increased data integrity thereby ensuring reliability of data entered into the system. With the provision of security measuresprimarily through encrypted user account passwords, database security is maintained ensuring guaranteed data integrity (Library System Advantages, 2009). The Reliable Web-Based ETD of CdD will focus on the following features: security and reliability; advanced, quick and smart search; and researchers rating and feedback for the project study. Security and Reliability. The system is open for all people but it has an access control list to limit the capabilities of each users who are using the system. Upon entering the system, users are determined as a guest user which can search and view list of studies which are not outdated, outdated in a manner that studies not older than 10 years upon conducted. Also guest users can only view abstracts of studies upon opening the

searched study. If the guest user wants to view and download the study, he/she must be registered user to do that. Registered users can add and contribute a research study to the system but the submitted research must be first approved and checked by the administrator of the system. Upon submission the system will ask for some information like the title, author, keywords, abstract and the file to be uploaded. The administrator has the access to all the functionalities of the system like accepting/approving research documents/user accounts, uploading of manuscripts and also the management of contents/manuscripts. All uploaded manuscripts must be in pdf format so that it cannot be easily edited. The usage of pdf format and concept of registered users in this system is based on the study of Zucalla et. al. (2008). Also in addition the system is reliable in a way that outdated manuscripts are automatically archived but on the other hand it can still be searched if checked in the advanced search feature. Advance, Smart and Quick Search. Using this feature, users can user keywords to search and find the right and related study that they can use. Using the advanced search will add more categories to filter the studies that you want to search. The words or authors identified by the user will be checked in the metadata or keywords of manuscripts uploaded. Smart search is also a feature of the system which will correct you and give you results regardless of the searched word or author. According to Joomla! (2012), smart search allows you to incorporate some of those more advanced search features into your
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website. Quick search is also implemented in the system wherein it is available in the top most part of the system also below the searched studies. The quick search feature incorporating the use of metadata is based on the study of Mckay (2005), requiring ways and means so that researchers find information quickly and with a minimum hassle. The metadata serves as the means of the system to easily access the related systems, being searched. This way, the system will correctly deliver services expected by the user, making it reliable (Sommerville, 2007). Feedback and Rating the Research Manuscript. Upon viewing the manuscripts registered users can give a corresponding rating to that specific manuscript. The rating capability is based on the literatures of Mckay (2007). The evaluation and assessment of alternatives is a fundamental task and a key element in numerous types of applications (Yi et. al., n.d.). Also the system supports the feedback or commenting on manuscripts, this capability will allow future researchers to know the user feedbacks regardless of the ratings on it. This will also serve as a basis so that future researchers will have an overview if the manuscript is good to use and significant to read. Having a feedback will motivate the behavior and to encourage to keep up the good work or change what is not good (Marshal, 2010). Additional Features. Additional features of the system will be the availability of file transfer protocol which gives the registered users to download pdf manuscripts. Also in addition the system can directly view the whole manuscript, it opens the actual manuscript file and let you view it in the system.
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As the title implies Web-based, the system is working over the internet and can be access anytime and anywhere using a computer with a stable internet connection hence making the system able to deliver the research materials needed for citation and cross-referencing. Also the system supports a creation of reports which prints the title of studies with the author which the administrator can only make. In addition to the report management, administrator can filter the project studies to be printed based on the category, a range of year created or just a specific year. With the help of the related literatures, the developers had the idea regarding with the features of an ETD in accordance to Faye Versoza (2008), the reality of automation or computerized systems is making information-handling easier, convenient and more efficient. Such studies will lead to better understanding of ETDs and how to improve the project study. Acceptability Test of the Reliable Web-based ETD of CdD Testing has become one of the most important parts in software development process. Software testing helps us to detect the errors, defects, problems found in the software under development process. Software testing involves more than just running a program to see whether it works. A single test run reveals nothing about the program other than the obvious fact that it can yield results for a particular set of inputs. Software testing should be treated as an investigative exercise; one which systematically uncovers different classes of errors within the code while demonstrating that the software behaves as expected (Mukherjee, 2009).
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A User Acceptance Test is an evaluation given to a piece of software to make sure that it meets the goals set for it during the design and programming phases of its development. Performing a UAT is an important part of software development because it ensures that the finished program meets the needs of its intended users. An UAT is typically performed during the final stage of development, when the software is tested as a whole (Casteele, 2011). Prior to releasing a new piece of software, in-depth testing is required to ensure that the new product functions as intended. No matter how thorough a programmer's search for bugs and errors on the back-end, a few usability issues will almost certainly slip through the cracks. To discover these errors and fix them prior to a product's launch, many engineers and product developers take advantage of user acceptance testing (UAT) (Wysaski, 2012). User acceptance testing should focus on testing a set of requirements to ensure that the release meets user expectations. User acceptance testing should certify that the requirements meet user expectations. Defects shall follow project methodology e.g. analysis, design, build, review/checkpoint process before defects are certified ready for re-testing in the UAT Test Environment. User acceptance testing defects shall be identified, and recorded in the defect management tracking tool by the UAT Lead (Bowman, 2009). According to Ferrer (2012), in his thesis entitled Automated Library System for San Carlos College, the acceptability test of the system was according to the security, usability, interfaces of the system, performance and maintainability of the system. The
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system that he developed was passed by the acceptability test and was accepted by San Carlos College. Based from the result of the test, the system is ready to be used by San Carlo College. User acceptance testing is not trivial or easy. UAT can be one of the most critical and risky types of test on a project, which means that a great deal of care should be taken when planning, executing and evaluating the results of UAT. These keys of UAT have worked for other organizations in planning and performing UAT and they can work for yours as well (Rice, 2009). The result of the acceptance of the project study will make each student develop an electronic portfolio reflecting his or her work and perhaps a collective bibliography. This would encompass all of the faculty member's advisees names. A student's acquired expertise will not completely leave with that student, but will remain to help bootstrap new students (and revive or give new interests or research to faculty members). A wider audience will know the efforts of students working with a faculty member. This would provide publicity and enhanced visibility for the student, student's major professor, and committee members. (Goldsmith, 2004). The literature reviewed above serve as a guide for the developers in developing Reliable Web-based ETD of CdD to be able to identify the functionalities of a good and successful management of theses and dissertations which would bring innovation to Colegio de Dagupan.

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