UNIVERSITY OF THE PHILIPPINES

OPEN UNIVERSITY

Master of Information Systems

ALYSSA PAOLA A. POCAAN

WEB-BASED INTERNSHIP MANAGEMENT SYSTEM

FOR LYCEUM OF THE PHILIPPINES UNIVERSITY - CAVITE

Thesis/Dissertation Adviser:
Dr. Ria Mae Borromeo
Faculty of Information and Communication Studies

Date of Submission
10 December 2021

Permission is given for the following people to have access to this thesis/dissertation:
Available to the general public Yes
Available only after consultation with author/thesis/dissertation adviser No
Available only to those bound by confidentiality agreement No

Student’s Signature: Alyssa Paola A. Pocaan

Signature of Thesis/Dissertation/Adviser: Dr. Ria Borromeo

 “I hereby grant the University of the Philippines a non-exclusive, worldwide, royalty-
free license to reproduce, publish and publicly distribute copies of this thesis or
dissertation in whatever form subject to the provisions of applicable laws, the
provisions of the UP IRR policy and any contractual obligations, as well as more
specific permission marking on the Title Page.”

“Specifically, I grant the following rights to the University:

a) To upload a copy of the work in the theses database of the

college/school/institute/ department and in any other databases available
on the public internet;
b) To publish the work in the college/school/institute /department journal, both
in print and electronic or digital format and online; and
c) To give open access to above-mentioned work, thus allowing “fair use” of
the work in accordance with the provisions of the Intellectual Property Code
of the Philippines (Republic Act No. 8293), especially for teaching, scholarly
and research purposes.”

Alyssa Paola A. Pocaan_ 10-Dec-21_

Student Name over Signature and Date

2
 © 2021 By Alyssa Paola A. Pocaan

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 This Special Project titled

WEB-BASED INTERNSHIP MANAGEMENT SYSTEM

FOR LYCEUM OF THE PHILIPPINES UNIVERSITY - CAVITE

is hereby accepted by the Faculty of Information and Communication

Studies in partial fulfillment of the requirements for the Master of
Information Systems.

DR. RIA BORROMEO

Adviser
01 December 2022
____________
Date

CONCEPCION L. KHAN
Associate Professor
____________
Date

DR. ALEXANDER G. FLOR, PhD.

Dean
Faculty of Information and
Communication Studies
____________
Date

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 ABSTRACT

One of the missions of Lyceum of the Philippines University – Cavite (LPU –

Cavite) is to provide equitable access to learning through relevant, innovative,

industry-based, and environment-conscious programs and services for their

stakeholders. The internship is one of the programs of the University that provides

students the opportunity to determine their career goals, apply the knowledge they

have acquired from the University, and secure their network and good

recommendations before they graduate. Being mentioned how important an internship

is, LPU – Cavite is expected to have an efficient procedure and an effective system

that could support the program throughout the years. However, it is discovered that

the University is using the traditional manual system with the process of the internship.

After a thorough review of the existing procedures, the proponent proposed to

apply digital modernization to the current process. A web-based internship

management system was developed to eliminate problems that are caused by the

manual procedure and provide the client definite solutions and improve the customer

service quality that they can offer to their stakeholders. The system aims to bring

convenience to the students, create easier communication between the affiliated Host

Training Establishments and students, and provide a platform for efficient monitoring

of the submitted documents and handling of reports.

However, the proponent excluded the integration of the grading system into the

management system as there is still an existing protocol that needs a separate study

on how both systems can co-exist with one another.

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 Additionally, it must be known that all reports generated by the system are

patterned with the existing templates used by the client. Should there be any changes

in the future must be coordinated with the Information and Technology Department,

which will maintain the system, for any revisions.

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 ACKNOWLEDGMENTS

The journey towards the season finale of this educational and career

advancement is challenging and overwhelming, to say the least. Within the two and a

half years of pursuance to the goal, a lot of things have happened may it be unfortunate

events or simple wins in life. There were a lot of times we wanted to leave the dream

behind and not proceed anymore but we ended up still pushing through. Definitely, a

big part of why we are standing still despite a lot of what-ifs are the people who

motivate and help us along the way. These people are my source of gravity, keeping

me steady while my world is unraveling of doubts.

First and foremost, I want to express my utmost gratitude to Almighty God for

everything He has given me – wisdom, guidance, and a sense of security throughout

the conception of this paper. Despite these challenging times, my faith in Him keeps

me going, knowing He won't fail me, and He’ll be there for me and my family.

Second, to my family who is my source of inspiration and my anchor on this

journey. They fuel my will to finish what I have started. My momma raises no quitter in

this family, that’s for sure. The unconditional love they have for me helps me to

persevere harder. They are my constant reminder of why I am on this journey. All my

achievements are dedicated to them.

Third, my friends and co-workers who never doubt me and provide me with

never-ending encouragement since day one. They are my number one fan. My “budol”

friends and food panda buddies, Anna and Aiza. My best friend, Rian, who stands by

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my side any day any time. My mentor, Engr. Laarnie Carlos, who always makes herself

available for our “consultation”. She provides insights into my research but as well,

challenges me to do better. To my internet friend and cheerleader, Luna.

Conversations with you have no in-between – either we are both on a high or just

seriously conversing with pop culture.

Fourth, to the University that is not only my client but my workplace for letting

me juggle my duties as your employee and my studies smoothly. To my ever-

supportive team leaders, Dr. Elmer Matel, Ms. Miriam Abayan, and Mr. Regil Vergara,

who constantly support me and remind me that I am on the right path.

And lastly, to the University of the Philippines – Open University, it is an honor

to be called one of your students. Thank you for accepting my application and believing

in what I can bring to the table. To all my instructors for the past five semesters, to Dr.

Ria Borromeo, my research adviser. Please accept my sincere gratitude for honing

my skills more and imparting a huge amount of knowledge.

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 TABLE OF CONTENTS

ABSTRACT 5
ACKNOWLEDGMENTS 7
TABLE OF CONTENTS 9
Chapter I: Introduction 1
Chapter II: Review of Existing Alternatives 4
Chapter III: Project Details 8
Chapter IV: Project Assessment 22
Chapter V: Discussion 30
Chapter VI: Conclusion 33
Chapter VII: Future Work 35
REFERENCES 38
APPENDICES 40
System Usability Scale (SUS) 40
Source Code 42
User Manual Documentation 43

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 Dedicated to:
to my family.

To God be the glory.

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 Chapter I

INTRODUCTION

On-the-job training (OJT) or Internship aims to provide students with

opportunities to apply relevant knowledge and skills acquired from formal education to

actual work settings provided by reputable Host Training Establishments (HTEs) in the

country. This allows the students to gain work experience from reputable HTEs and

get exposed to the industry they have chosen before graduation. It is the best time to

step out of their comfort zone, from the four walls of the classroom, learn from the

professionals on how to be a good team player, cope up in the workspace, and

develop a work ethic. Thus, it is evident how an internship can provide a good number

of opportunities to improve the student’s technical and social skills.

Additionally, the role of the University is important in creating this kind of

opportunity for its student. The University needs to establish good relationships with

the HTEs to deliver a proper internship experience. For instance, the Lyceum of the

Philippines University – Cavite created a centralized department dedicated to the

internship, called the Center for Career Services and Industry Relations (CCSIR). The

Center aims to be the bridge between the students and the HTEs. They intend to

communicate with these companies and form partnerships to provide the students with

the best option for their internship. Universities such as LPU, need a strategic

approach on how they can deliver excellent quality services and extend their support

system to their stakeholders in the most effective and efficient way possible. In a

research about the potential power of internships and the impact on career

preparation, it is concluded that “Universities must expand and enhance their

respective placements in organizational sites where partnerships can flourish”

1
(Galbraith, 2020). The study firmly confirms that establishing networks and linkages

can give a significant difference between one’s internship experience. Not only it is

mutually beneficial for both of the institutions, but it could build one’s future when a

partnership is done right and communicated thoroughly.

However, having a mutual association with different HTE is just one of the steps

in creating a better process towards internship. The University must have a

systematized of organizing internship procedures for students to follow. The Center,

which was founded in 2014, is using manual processing of documents and

transactions since then. Years of depending on its manual process might affect how

they can deal with the internship process. Problems might occur and it would not be

advisable in the long run. In the year of technological advancement, institutions must

maximize its use and explore the pros and cons that it could bring to their business.

Technology has reshaped the way a business handles different barriers like

communication, task performance, management, or outsourcing. The availability of

different software and applications can provide options on how one’s business can

upgrade its operational procedures. This can minimize the struggles and impending

complications that the manual process causes.

Further, this presents an opportunity for the proponent to conduct a proposal on

how the Center can enhance the existing procedure without affecting the core of the

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services they have been providing to their stakeholders. The proponent shall submit

design options that could eliminate the dilemma the Center is currently facing and

provide a platform that will address the issue. Through this, the Center can

continuously provide better services to its stakeholders.

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 Chapter II

REVIEW OF EXISTING ALTERNATIVES

The Center has been accustomed to the use of a manual processing system

incorporated into the process of Internship. They have laid out their guidelines and

procedures to match what they think is best for the stakeholders. They follow a well-

documented guideline, based on CHED’s protocol, that defines criteria how to select

the best HTEs for the students, defining the eligibility of one student to enroll in

practicum, and crediting of learning activities and past or current employment that is

related to student’s specialization.

The Center needs at least two to three (2-3) months of preparation before the

internship starts. The time being is needed to accomplish the following activities:

reproduction of materials to be used by the students, coordination to HTEs with

regards to their vacancies, orienting the students with the guidelines and procedures,

and setting timelines on when students must submit their documents before the

internship. Additionally, pre-training documentation isn’t the only dilemma for the

Center. Post-training documentation is as complicated as the former, as students’

documents are needed during university accreditation. The process of storing a big

volume of papers properly, in an attempt to create organized storage of documents, is

hard work for the staff. However, a retention policy is being applied to these

documents so they can dispose of them after a specific year just to make room for

another bulk of papers.

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 Through a thorough study of the current process used by the Center, the

proponent concluded that the Center could use a more fluid management system that

helps the Center to establish a strong, sharp, accurate monitoring and/or managing of

student’s internship status and documents submitted. Additionally, it must have a

platform that lets the coordinators, students, and HTEs to communicate with each

other which would support a faster, easier, and efficient way of processing internships.

Reforming the existing system would only be bound to provide solutions that would fit

the business processes done by the Center and not override nor completely change

the entire process.

Further, since the proponent decides to develop a web-based management

system for the internship, it is vital before the project proceeds, to establish a line

between other researches. The developing system should not be existing in the

research directory and the project’s system functions will not resemble any existing

system that is similar to the proponent’s proposal. To do so, the proponent lays out an

analysis of the different existing web-based systems for internship and compares them

to the proposed system. In this way, the proponent can prove the need to develop the

said system.

Internships Management System (2016)

The system creates an easy environment for the University that could help them

to improve the procedures of an internship. The developed system is built to automate

the process of collecting, reviewing, and managing applications for internships and the

ongoing lifecycle of the project. Though the system covers the majority of what the

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proponent intended to develop, the connection between the students and their

possible employer is lacking for this developed system.

Web-Based Application of the Internship Management System (2017)

This internship management system is developed to solve the problem that

occurred among students, coordinators, and employers. It speeds up the process of

finding internship slots and a possible employer by giving recommendations from the

pool of registered employers suitable for them based on their qualifications. However,

the system focuses only on the connection between the employer and the students.

The said system does not include the process of an internship between the officers of

the University and the students.

Internship Monitoring and Supervising Web-Based System (2017)

The developed system includes one of the objectives of the proposed system

which is to create a medium that eases the communication between the students and

the University on processing their internship documents. Despite the similarity, the

system was built to monitor a certain program. With this, certain functionalities do not

cover the objectives of the proposed system.

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Internship Management System (2020)

The system facilitates the process of application for internship positions for

students and employers. It advertises vacancies and eliminates manual processes.

But the scope of this system is limited to the process of actual training ground between

the students and the employer. The existing system does not include the

documentation to be made before the training.

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 Chapter III

PROJECT DETAILS

A. Overview

The proponent developed a web-based internship management system that

can provide a digital solution to the manual processing system of CCSIR. The system

provided easier transactions between the students, the industry partners, and the

business operators, themselves. Its focus is to eliminate the tedious and paper-

dependent process of internship and maximize the use of technology that could help

the organization to provide better services to its stakeholders without compromising

its objectives.

8 Figure 1. Use Case Diagram of Web-based Internship Management System for LPU - Cavite
 Figure 1 depicts the functional requirements of the system. It captures how users

will interact with the system and how these modules are interconnected with each

other. The diagram explains the flow of the system and the role of the actors, which

are the users, in the system.

B. Theoretical Framework

INPUT PROCESS OUTPUT OUTCOME

Knowledge
Requirements: System Analysis
and Design:
CCSIR Business
Process Requirements
Analysis
CCSIR Internship
Templates Requirements Benefits of the
Definition system:
ISO 9126
Context Diagram
Web Technologies
Data Flow Diagram
Database Management - paperless
System submission of
System documents
Prototyping
Software Web-based - efficient
Requirements: System Timetable communication
of Activities Internship platform for all
PHP
Program Data Flow Management users - staff,
Javascript Diagram students, and
Bootstrap System
Program Creation HTEs
HTML / CSS for
- a portal for
MySQL System Test LPU - Cavite HTEs to present
XAMP their internship
System Testing
vacancies to
Browser (Google System Evaluation
Chrome, Mozilla students
Firefox) - easier
Operating System such Debugging processing of
as Window 10 System internship
Deployment application
Hardware System
Requirements: Implementation
PC Units System
Maintenance
Printer

Figure 2. The theoretical framework for the Web-Based Internship Management System for LPU - Cavite

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 The proponent decides to use this framework to show the relationship of the

variables presented in this project. The proponent may use diagrams under this

framework to illustrate the concepts and processes that will be encountered

throughout the development of the system.

The input-process-output (IPO) model is chosen to be the visual diagram for this

project as it depicts the process in its simplest form. The model has four phases to

meet the objectives stated above by the proponents.

The first part stated in the diagram is the input phase wherein it includes the

needed requirements to start with the project. The first phase includes the knowledge,

software, and hardware requirements. Knowledge requirements specify the data and

information gathered from the Center – the business process and every document and

template they have been using with regards to the internship. This information will not

only serve as the food of the system but also the guide on how the system can adapt

to the process. The proponent must have at least knowledge of how the manual

system flows and the documents it is associated with, to perform the modernization of

the existing process. In this part, software and hardware requirements are being

specified as a prerequisite to the system.

Once the inputs are gathered, the proponent will start to outline the system

process. Activities include for this phase are system design, system prototyping,

system testing, and debugging. In this phase, the proponent will now incorporate the

manual processing system’s data into the proposed system to establish the core of

the system. The proponent will begin designing modules that match the Center’s

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requirements and may add features that could enhance the existing system. These

modules must be interconnected with each other to create a smoother flow in the

process. System testing and evaluation is an important measure in this phase as this

would be helpful to test the compatibility and how equipped the system is to human

instructions. The Center may call for more features to fit into, but it would be the

discretion of the developer if found justifiable to add.

Lastly, once the input-process cycle is done, the proposed system must be in the

implementation cycle already. The proponent must confirm that the developed system

suits up with the objectives mentioned above and the outcome of the project resolves

the problem of the Center. This manner would satisfy the purpose of this project and

proves the effectiveness of the digitalization of any manual system.

C. Technologies Used

• Application Layer

The proponent used the Hypertext transfer protocol (HTTP) as the application

layer to be used in this proposed internship management system.

Technopedia.com defines HTTP “as a fundamental protocol used on the Internet

in order to control data transfer to and from a hosting server, in communication with

a web browser”. Since the proponent makes use of the web technology, this

protocol will serve as a medium between the users of the system and the servers

that maintain the system. This protocol offers an additional layer of security as all

data that passes through it will be encrypted.

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 • Database Layer

To adhere to the proposed web-based internship management system, the

chosen application’s storage platform “must be reliable for storing information

securely and able to easily retrieve any data whenever needed” (Webxloo, 2021).

PHP and MYSQL go hand-in-hand as it is capable of delivering high-quality

solutions that benefit web application development. In addition, Jobsity.com lists

down different benefits of the relational database management system which

includes high compatibility with a wide range of systems, maintains its reputation

as being the most reliable database server, uses a variety of backup and recovery

strategies to ensure its user that all data are secured, and being able to defend its

data from cyberattacks. Thus, it is not quite surprising that this DBMS still holds

the top spot for the most popular database technology in 2020 according to a Stack

Overflow Developer Survey.

• Client Layer

In order to create web dynamic pages that support modules intended to

establish a web-based internship management system, the proponent chose to

explore the concept of JQuery, Javascript, and CSS for the client-side and PHP for

the server-side. This technique allows the proponent to prepare the server for data

storage and enhance the overall user interface, as well.

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 JQuery offers different instant plugins that help the designs to look better with

a little tweak of CSS. It is easy to learn as it requires simple syntax to deploy a

single web page. While PHP is flexible and supports DBMS systems that ensure a

secured connection.

D. System Design

• System Features

This part features the graphical user interface of the web-based internship

management system. All the modules created by the proponent that was developed

in response to the need of the client for a management system.

a. Homepage

The main interface welcomes the users of the system. It contains the basic

information of the Center – the services it offers, the team composition, a guide

on the step-by-step procedures of internship, and how to contact the Center for

further clarification. Should the users do already have their respective accounts,

they can use the log-in feature to explore the content of the system.

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 b. Login Page

A centralized log-in page for all the users that requires a username and a

password.

c. Users Management

This module lets the administrator and staff of the Center modify the user’s

information.

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 d. Orientation Module

This module allows the Center to set up the Orientation details and view

the attendees for documentation purposes.

e. Internship Templates Module

This module allows the Center to upload and modify the internship

templates needed by the students throughout the program.

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 f. Linkage module

The module allows the Center to add and modify affiliated HTEs into the

system to post their internship listings for students

g. Internship Application module

This module allows the Center to view and act on internship applications

made by the students.

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 h. Student module

This module consists of the following: registering for the orientation,

application of internship documents to the University and the HTE, and uploading

of requirements intended for final submission.

Figure 3. Feature of the system that allows the student to register their

attendance to the Orientation and downloads the certificate right after.

Figure 4. Feature of the system that allows the student to submit their profile for

internship eligibility along with supporting documents needed.

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 Figure 5. Feature of the system that allows the student to choose from the

internship vacancies posted by the affiliated HTEs.

• Database Design

The proponent designs the database depending on the information that

was collected during the data gathering. To create an easier relationship

between different data tables, the proponent draws possible entities for every

table and normalizes them.

To easily display the relationship of each table, the proponent divides

the database into groups that have a direct connection to each other. Through

the use of phpMyAdmin as a third-party tool to “handle the administration of

MySQL over the Web”, the proponent can generate a logical data model of the

web-based system.

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 Figure 6. Displays the data model of the internship application table which

connects the user data table and the tables relating to internships such as the

internship templates and internship hours

Figure 7. Displays the data model of the internship orientation table which

connects the user data table, venue data table, and the academic term data

table.

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 Figure 8. Displays the data model of users which has three connecting data

tables that feature three more connected data tables that exposes more

relevant information of the student.

Figure 9. Displays the job application table which connects to the different job

listings of each Host Training Establishment.

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E. Implementation

During the interview with the Center, the proponent lays out its plan on how to

implement the system once it's already developed and approved by the Center and

the University, itself. Since this involved revising or upgrading an existing procedure,

it will depend on the Center if this will be pushed through for implementation based on

the performance of the developed system on how it will react to the stakeholder’s

actions. It will also go hand-in-hand with how the Center can easily adapt to the

system. In response to this, the proponent will conduct pieces of training to the staff of

the Center to familiarize themselves with the flow of the system. Meanwhile, an

orientation for the students, discussing how the newly developed system will affect the

existing procedure, is a must. It is necessary as well for the proponent to coordinate

with the Center how they can reorganize the existing procedure to fit the developed

system.

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 Chapter IV

PROJECT ASSESSMENT

A. User Testing

The testing covered the test of the functionality and features of the system. The

system was evaluated by the IT experts and non-IT experts such as students at the

university, a sample number of industry partners, and the Center’s staff. Below are the

objectives of the test plan:

• To test and evaluate the features and processes of the system.

• To identify what area of the system needs to improve.

• To determine what are the errors and failures of the system.

• To determine if the system complies with the requirements specified by the

target users.

a. Methodology

For the evaluation criterion, the evaluation System Usability Scale (SUS)

was used. SUS provides a “quick and dirty”, reliable tool for measuring the

usability of any system” (Usability.gov, n. D). The proponent had chosen the said

tool in order for them to evaluate the client’s experience when accessing the

system and how usable they think it is when implemented. Though the tool is not

diagnostic, it can give you a quick evaluation and judgment of how usable your

system is. It can determine the effectiveness, efficiency, and satisfaction of the

client.

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 The tool has a scale of 1 to 5 based on how much they agreed with the

statement with 5 being tagged as completely agreed, while 1 as disagreed.

Gathered data were tabulated and calculated using statistical computations.

Tables 1 and 2 show the scoring system and the corresponding interpretations

respectively.

Numerical Rating Equivalent

1.00 – 1.80 Strongly Disagree

1.81 – 2.60 Disagree

2.61 – 3.40 Neutral

3.41 - 4.20 Agree

4.21 – 5.00 Strongly Agree

Table 1. Scoring System

Table 2. SUS Interpretation Scale

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 b. Evaluation Instrument

The system was evaluated using these 10 questionnaires and respondents

can mark if they agree or disagree with the following statement depending on the

quality and usability of the system:

1. I think that I would like to use this system frequently.

2. I found the system unnecessarily complex.

3. I thought the system was easy to use.

4. I think that I would need the support of a technical person to be able to

use this system.

5. I found the various functions in this system were well integrated.

6. I thought there was too much inconsistency in this system.

7. I would imagine that most people would learn to use this system very

quickly.

8. I found the system very cumbersome to use.

9. I felt very confident using the system.

10. I needed to learn a lot of things before I could get going with this

system.

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 c. Testing Results

The system’s usability was evaluated through the SUS questionnaire by a

sample of the population from LPU – Cavite students, the Center’s staff, and an

IT professional.

Item Mean Equivalent

I think that I would like to use this system 4.70 Strongly Agree
frequently.
I found the system unnecessarily complex. 1.60 Strongly
Disagree
I thought the system was easy to use. 4.80 Strongly Agree

I think that I would need the support of a 2.20 Disagree

technical person to be able to use this
system.
I found the various functions in this system 4.70 Strongly Agree
were well integrated.
I thought there was too much inconsistency in 1.30 Strongly
this system. Disagree
I would imagine that most people would learn 4.70 Strongly Agree
to use this system very quickly.
I found the system very cumbersome to use. 1.80 Strongly
Disagree
I felt very confident using the system. 4.90 Strongly Agree

I needed to learn a lot of things before I could 1.90 Disagree

get going with this system.

Table 3 displays the mean output of every question and its equivalent

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 Question SUS Raw Final SUS Grade Over-all Usability
No. Score Score Adjective
1 37 92.50 A+ Best Imaginable

2 36 90.00 A+ Best Imaginable

3 35 87.50 A+ Best Imaginable

4 29 72.50 B+ Excellent

5 24 60.00 A Excellent

6 35 87.50 A+ Best Imaginable

7 39 97.50 A+ Best Imaginable

8 32 80.00 A- Excellent

9 31 77.50 B+ Excellent

10 36 90.00 A+ Best Imaginable

A+ Best Imaginable
Overall SUS 87.50

Table 4 exhibits the computation using a scoring tabulation methodology

that will determine the final score of the system on the System Usability

Scale

d. Summary of Findings

According to the analysis of the results of the Internship Management

System from the respondents after evaluating the system, the SUS score of

87.50 shows that the system is at its best imaginable version there is. The system

is functioning well, and its interface is user-friendly.

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 In addition to it, the following findings were formed:

1. The respondents/user would like to use the system frequently.

2. The system is not unnecessarily complex.

3. The system is easy to use.

4. The respondents/user would not need the support of a technical person to

be able to use the system.

5. The functions in the system were well integrated.

6. There was no inconsistency found in the system.

7. Most users would learn to use this system very quickly.

8. The system is not at all cumbersome to use.

9. The user will have confidence in using the system because it is easy to

navigate.

10. There is no need to learn a lot of things before the user could get going with

the system.

B. Security Testing

Web-based applications must not only be tested on the functionality and

interface of their features, but developers must consider the vulnerability of the system

and how it can handle attacks to protect the data stored in its database. Security

testing is being referred to as the process of gauging the security strength using

manual and automated techniques. The test can identify all loopholes and expose the

weakness of the developed web application system that may result in loss of

information, revenue, and even the reputation of the organization.

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 a. Methodology

Security Testing covers different testing that focuses on different aspects

of the web application. For this study, the proponent uses Security Scanning to

identify network and system weaknesses and be able to provide solutions that

can eliminate or if not, minimize the risks for its stakeholders. Since the

developed system collects sensitive data from the students and accredited

establishments, it will be targeted by the attacks. Thus, the developers need to

secure their web applications by conducting a series of security of tests before

the system will be implemented and handed over to the clients.

One of the popular security scanners that can safeguard the sensitive data

stored in the system is the open-source web application security scanner called

OWASP ZAP. The application can help the developers to point vulnerabilities on

their systems by deploying spider attacks that would try to bypass the current

security of your system. Once a loophole has been exposed, it will generate

reports for a possible solution that is needed to apply to the system.

b. Testing Results

After an automated scan of the system, the OWASP displays the following

alerts that need to be addressed:

• Cross-Site Scripting is an attack technique that involves echoing

attacker-supplied code into a user’s browser instance. It is also

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 mentioned that to address the problem, the developer must use a vetted

library or framework that does not allow the weakness to be revealed.

The architecture and design of the system must be improved.

• SQL injection on one web page. It was exposed that the page results

were successfully manipulated by a Boolean condition. The developer

must know that it is best to separate the data from SQL for the data to

not be interpreted as commands. Using PDO and MYSQLi are presented

as options for dealing with this attack.

• The developer must ensure that the web server, application server, etc.

must be set to the proper Content-Security-Policy header.

• Outdated Javascript library

• Disable directory browsing

Moving forward, the aforementioned security issues will be handled by the

developer before the deployment of the system. It is important to address the

following issues firsthand to avoid problems that will arise if this remains

untouched.

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 Chapter V

DISCUSSIONS

The main objective of this research is to eliminate the problems caused by the

manual processing system. It aims to create a more fluid management system that

helps accredited employers, and University officials to manage internships

conveniently and efficiently, and connects them to the student easily. The application

of digital modernization will provide the client with a definite solution to the existing

dilemma.

The development of this research incites different challenges to the proponent;

however, these threats were turned to be ideas that assisted the study to progress

and helped to attain its set goals. The following were the insights of the proponent

during the conduct of the study:

1. Revising an existing procedure with the use of technology is never an easy feat.

The proponent must make sure that every single procedure is part of the

digitization. Should there be any changes or part of the process that is needed

to omit, it should be consulted to the client and must be presented with the

explanations on why there will be changes. The proponent must also be careful

not to revamp the whole procedure but rather, just to implement advancement to

the current procedure as there will be documents that will be compromised.

30
2. Clients will be hesitant at first to the implementation of the system but presented

findings on how the developed system can improve its services to its

stakeholders will be the turnaround point of the system.

3. Business owners must maximize the use of technology in their business. Digital

modernization can play an important role in the success of the business.

4. Universities are critical of new advancements for their existing process just

because the application of document request control can be such a hassle.

5. The process of handling of internship must be upgraded especially with the

current situation right now. It is not only academic units that must have an option

for online advancement but also, it is proven that a web-based management

system can improve the process of the internship.

6. Gathering feedback and conducting user training amidst pandemic is a

challenging part for the proponent.

Nonetheless, despite all the challenges faced by the proponent, it is satisfying to

see how the system is well quite received by the clients and is satisfied with its

performance with some adjustments and further expansion in the future.

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Maintenance Plan

The proponent decided to give the maintenance of the system to the

University’s Information and Communication Technology Department (ICTD) as this

will be part of the contribution of the proponent to the growth of the University. The

ICTD holds the hosting server of the University’s website, thus, it is only appropriate

to link the developed system to the main webpage for easier maintenance. Should

there be any problems in the future, the proponent believes that the system is well-

documented and is easier to revise.

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 Chapter VI

CONCLUSION

Based on the evaluation results gathered and findings mentioned above, the

following conclusions were drawn:

1. The Internship management system for LPU-Cavite has provided a user-

friendly interface that can be easily managed and operated by the users.

2. The developed system was developed based on the requirements given by the

users.

3. The developed system was accepted by the target users with satisfaction in its

performance, functionality, and ease of use.

Suggestions / Recommendations:

Based on the study results, it is suggested that the following recommendation

listed below can help improve the features of the developed system:

1. Notifications through emails upon the intern’s/applicant’s approval could also

be another option to secure that the application had been processed.

2. The system should ask for the specific address from the smallest details in the

form of, Zip code, House no., Purok no., Barangay, Municipality, and Town.

3. Middle Initial/Name should be included for additional security.

4. A modal pop-up dialog box is highly recommended.

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 5. The internship management system uses a one-time upload for the

applications, this having said, the respondents suggested that a batch upload

would be better.

6. The Internship Management System is created for PC/Laptop use, that is why

the layout mostly looks way better when viewed on a PC/Laptop, but since the

respondents tried the system on a smartphone, they recommended that the

system should also have enhanced layout for both mobile view and PC/Laptop

view.

Positive Feedbacks:

1. The system is easy to use; there are no redundant questions or any irrelevant

elements on the system.

2. The system is a great help for interns like us, it makes applications, submission

of requirements faster and more convenient.

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 Chapter VII

FUTURE WORK

The web-based internship management system offers the University the idea

that applying modernization to their current system can only bring good advantages to

their business, provide progress to their staff, and bring convenience to their

stakeholders. The internship is not just an added three or six-unit program to their

curriculum, but it is the start of the career ground for the students. Thus, it is only fitting

to have a better procedure and an efficient system that works for all its users.

Deployment Plan

Initially, the proponent has been deployed the system to a separate domain from

the University while we wait for the approval of the Information and Communication

Department to integrate the developed system into the existing platform.

The proponent, together with the ICTD, will test the environment on a local

network first to check its vulnerability and conflicts that may arise. The team must

document all potential risks to resolve the issues and administer necessary changes.

User testing may be enforced again to verify if the system can now handle production

issues with ease.

Once it is done, the proponent will now schedule the final deployment schedule

in a live environment. It may need manpower during the critical stage of deployment

to test the waters on how the system may perform on the actual platform.

35
User Training Plan

To ensure that all users of the developed system will have proper knowledge

on the procedure of the said system, the proponent is recommending a training

schedule for all the users – students, staff of the University, and the employers. This

allows the proponent to lay out the goals of the system and what are each and

everyone’s role. A classroom-type seminar for the students to discuss the step-by-

step procedure of the system and explain to them how the current procedure will be

different from the existing one. Students must be informed that with the implementation

of the developed system, the Center will enforce the current procedure to maximize

its features.

The proponent also created a training schedule for the staff of the Center to

assure that the officials are well-versed with the flow of the system. Accordingly, the

staff will be the source of information for the students and employers in case there will

be concerns with the process. The officials will be the ones to present to the accredited

employers the process flow for the system once they have agreed to affiliate with the

University.

Future Integration

Despite a satisfactory rating of the developed system during the user testing,

the proponent would like to acknowledge the limitation of the study. These limitations

can be considered as a way of implying that the system is open for future revisions

and integrations.

36
 The proponent wishes to expand the study of this system into incorporating the

grading system of the University which is now being served by a separate web portal

called AIMS. Through this, we can enhance the system that would help the instructor

handling the internship to input their grades in one systematized system instead of

using another portal. Though the proponent could have extended the study that would

allow such dynamic, however, there needs to be a collaboration between the

proponent and the existing portal. The web-based internship management system

needs to be accustomed to the environment for a duration of time before it can be

tested for further advancement.

Lastly, all templates and documents used in this system are templated to the

current data files of the Center. By any means that should there be any revisions with

these templates, the layout of the documents uploaded must be revised. Hence, if

another study will be conducted, the adaptability of the layout of the reports can be

considered for an upgrade.

37
 REFERENCES

(n.d.). Retrieved from phpMyAdmin: https://www.phpmyadmin.net/

11 Benefits of jQuery That Every Web Designers Should Know of. (2021). Retrieved

from Tekslate: https://tekslate.com/11-benefits-jquery-every-web-designers-

know

A. A. S. D. N. I. N. A. M. N. M. A. FazeeraSyuhada Abdullah, "Web-Based Application

of the Internship Management System," Journal of Computing Research and

Innovation (JCRINN), 2017.

Afiza Nur binti Jaafar, Suziyani binti Rohafauzi, Nur Idawati binti Md Enzai, Fadhli Dzul

Hilmi bin Mohd Fauzi, Nik Nur Shaadah binti Nik Dzulkefli; "Development of

Internship Monitoring and Supervising Web-Based System," in 2017 IEEE 15th

Student Conference on Research and Development (SCOReD), 2017.

Castro, S. (2021). 5 Reasons Why MySQL Is Still the Go-to Database Management

System. Retrieved from Jobsity: https://www.jobsity.com/blog/5-reasons-why-

mysql-is-still-the-go-to-database-management-system

Galbraith, D., & Mondal, S. (2020). The Potential Power of Internships and The

Impact on Career. Research in Higher Education Journal, 38.

H. Mydyti, "Internship Management System (IMS): Using IMS to improve the

relationship between internship seekers, employers, and professors," 2020.

Hypertext Transfer Protocol (HTTP). (2020). Retrieved from Techopedia:

https://www.techopedia.com/definition/2336/hypertext-transfer-protocol-http

Linkages and Internships. (2021). Retrieved from Lyceum of the Philippines

University Cavite Official Website:

https://cavite.lpu.edu.ph/academics/linkages-and-internships/

M. ELhaouari, "Internships Management System," 2016.

38
Pedamkar, P. (n.d.). Advantages of PHP. Retrieved from EDUCBA:

https://www.educba.com/advantages-of-php/

PHP / MySQL Development. (2021). Retrieved from Webxloo:

https://webxloo.com/technology/php-mysql.html

Stack Overflow Developer Survey 2020. (n.d.). Retrieved from

https://insights.stackoverflow.com/survey/2020#technology-databases

System Usability Scale (SUS). (n.d.). Retrieved from Usability.gov:

https://www.usability.gov/how-to-and-tools/methods/system-usability-

scale.html

Thomas, N. (n.d.). How To Use The System Usability Scale (SUS) To Evaluate The

Usability Of Your Website. Retrieved from Usability Geek:

https://usabilitygeek.com/how-to-use-the-system-usability-scale-sus-to-

evaluate-the-usability-of-your-website/

Web Development with PHP – Usages, Advantages, and Disadvantages. (2019).

Retrieved from Weblesson: https://www.webslesson.info/2019/03/web-

development-with-php-usages-advantages-and-disadvantages.html

39
 APPENDICES

System Usability Scale (SUS)

40
41
 Source Code

https://github.com/alyssapaola/upou-internship-ms

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 User Manual Documentation

Figure 1. Homepage

The introductory page of the system. All users will go through this web page to

access all the features of the system.

Figure 2. Log in page

All users will have the credentials that they need to navigate each of their

accounts. Each account has features depending on their roles in the system.

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 A. Student

Figure 3. Registration page

All students who are expected to have their internship for the next semester

must register their information first to the system.

Figure 4. Email Confirmation

After the registration, credentials will be sent to the student’s Office365

account that will be used to log in to the system.

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 Figure 5. Orientation Module

The first step of the internship process is the registration to the upcoming

orientation. Students must register to their preferred schedule until one day

before the schedule.

A confirmatory message will pop up after a successful registration

45
 Students will only be able to mark their attendance after the event.

Students can view or download the certificate once they successfully mark

their attendance.

Figure 6. The sample generated certificate

46
 Figure 7. The internship application module

Once the student confirms the attendance at the orientation, he/she can

proceed to the application for the internship by submitting his/her information

and necessary documents.

47
 The application status can be monitored through this page. Students can also

view or download their application documents.

Figure 8. Sample generated internship application document

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 Figure 9. Job Application module

The job application module allows the student to choose from job listings of

the accredited Host Training Establishments that fit the student’s program.

Figure 10 Application form for job module

Students are allowed to apply on different job applications but it’s the

discretion of the employer to approve it or not.

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 Figure 11. Templates module

This module allows the students to download the internship templates that

they need throughout the internship process.

Figure 12. Profile module

Student’s information can be modified through this page

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 B. Manager / Head of the Center

The following modules are designed only for a supervisory role. Their rights

include setting up the orientation details, managing the accounts of every user,

and assignment of different programs or section to its staff.

Figure 13. Faculty Assignment module

This feature allows the manager to assign the programs or sections to its staff.

Should there be any modification on the assignment, the manager can only

delete the current assignment.

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 Figure 14. Configuration of Internship Hours

This feature allows the manager to set up the number of internship hours of

different programs.

The user must choose from the options under the College section and its

respective course and supply the necessary internship hours.

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 Figure 15. Configuration for number of hours credited

Relatively, this feature allows the manager to supply details that are allowed

to be credited from the student’s application with a corresponding number of

hours.

The necessary fields for this feature help the manager and staff to describe the

credit to be taken from the application.

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 Figure 16. Orientation Record module

This module is featured on both the manager and staff of the Center to schedule

the Orientation of the students, which is the first part of the internship process

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 Figure 17. Student Management module

Necessary fields indicate the orientation details for students’ information. This

module is a feature to both the manager and the staff as they can administer

the student’s account – add, modify, and delete them whichever is applicable.

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 The previous figure shows the needed data to create an account for the

student. An email confirmation will be sent to the user after this registration.

Figure 18. Template Management module

This module is also present in the staff account, where they could upload the

necessary internship templates needed by the student.

Description of the templates to be uploaded are necessary fields for

this template management feature.

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 Figure 19. Company Profile feature

All accredited Host Training Establishments will be registered in the portal

through this feature. Details needed include the HTE’s basic information, terms

of the contract, and the uploaded Memorandum of Agreement. Once, an HTE’s

contract hasn’t been renewed, the manager can remove the company from the

list temporarily, or until such time, the contract will be renewed.

The figure shows the sample registration form of the HTE to be included in the

pool of accredited HTEs displayed in the system.

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 Figure 20. Employer Information module

Once the information of the HTE is registration into the system, the manager

will now create the account credentials of every staff of the HTE that is needed

to be registered as well to the system. One or two people may be allowed to be

handed an account to maintain the job postings of their company.

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 The previous figure displays the registration form of the employer which

includes its basic information and the company he/she is affiliated to. The

manager must note that the HTE must be registered into the system first before

its employees.

Figure 21. Configuration of Company department

A simple configuration feature which is needed for categorizing the accredited

employers.

This feature provides the manager the right to create the section for each

program.

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 Figure 22. Users Management module

This module is similar to the student management module (Figure 17) except

that it only displays the list of users whose role is the staff/employees of the

University.

C. The staff of the Center

The primary role of this user is to manage the applications and documents

submitted by the students. The features presented on this account allow the

staff of the Center to generate reports that correspond to the data provided.

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 Figure 23. Orientation Record module

This module will just allow the staff to view the orientation attendance status of

a particular student if there is a need to counteract. It also authorized the staff

to bypass the attendance of the student should there be a need to mark its

attendance with a proper excuse on the student’s part.

Figure 24. Internship Application module

Contrary to the previous module, this feature is needed for the Center’s

approval whether the submitted documents and information matches with the

standard and adheres to the policies.

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 Figure 25. Classlist Management module

Once the manager already assigned your account to a specific section or

program, the user for this role will now view the students included on the class

list for monitoring of their internship status.

D. Host Training Establishment

This feature will only be activated with the University’s approval. This provides

the employee of the accredited HTE to manage their job listings and job

applications of the students.

Figure 26. Job Application module

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 The previous figure displays their active job listings alongside the number of

applications – approved, pending, and rejected – for easier monitoring. On this

feature as well, the HTE can approve or reject the application based on the

information and questions provided.

Figure 27 Job listing module

This feature focuses on the job postings of the HTE. It allows them to add or

modify the listings whichever applies to the given scenario.

The needed information to establish an active job listing.

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 HTEs can update their information should there be any changes to it.

E. System Administrator

This user provides the foundation of the system. Activities such as users’

management – only for their staff and their co-managers, the configuration of

the colleges, venues, and the program offered by the University.

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 Figure 28. User management module

The only difference for this module compared to other user management

modules from the other users of the system, is it displays all the users

registered to the system.

Figure 29 College record module

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 Figure 30. Courses record module

The administrator will be the one to supply the necessary colleges and its

courses involved in this system.

Figure 31 Academic term record module

The administrator will be the one to set the academic terms for record-seeking

purposes.

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 Figure 32 Venue’s record module

In connection with the Orientation record module (Figure 23), the administrator

must enable the venues for display in the system. This feature can help the

administrator set the said venues.

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