Policies and Guidelines for

CAPSTONE PROJECT AND RESEARCH

 EASTERN VISAYAS STATE UNIVERSITY
ORMOC CITY CAMPUS
Bachelor of Science in Information Technology

CAPSTONE PROJECT AND RESEARCH POLICIES AND GUIDELINES

A. Definition

B. Introduction

C. Project Areas

D. Pre-requisites

E. Capstone Project Team

F. Stages of the Capstone Project

F.1. Submission of Capstone Project Proposals *
F.2. Title Hearing *
F.3. Capstone Project Proposal Writing *
F.4. Final Capstone Project Paper Defense

G. Panel Composition

H. Duties and Responsibilities

a. The Proponents
b. Capstone Project Adviser
c. Capstone Project Instructor/Coordinator
d. Capstone Project Defense Panel

I. Capstone Project Document Format

J. Forms

K. References

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 EASTERN VISAYAS STATE UNIVERSITY
ORMOC CITY CAMPUS
Bachelor of Science in Information Technology

CAPSTONE PROJECT AND RESEARCH 1 POLICIES AND GUIDELINES

The purpose of this document is to assist Bachelor of Science in Information Technology

Students as well as their advisers in the preparation, documentation, presentation, and delivery
of their useful capstone project on time.

A. Definition

A Capstone Project is an undertaking appropriate to a professional field. It should significantly

address an existing problem or need. An Information Technology Capstone Project focuses on
the infrastructure, application, or processes involved in introducing a Computing solution or
problem. A capstone project is required for the BSIT program. It should be in the form of a
systems application or an enterprise resource plan (CMO 53 s. 2006).

B. Introduction

The Capstone Project is a research-project-centered non-classroom learning environment in

which students apply the conceptual and technical knowledge gained throughout the Bachelor
of Science in Information Technology program to develop a complete IT-based solution.
Students will work in teams in applying principles of planning, networking, system
management, and documentation. Capstone Project is a major requirement in the BSIT program
and will assess if the students are ready to graduate.

Capstone Project extends two semesters (IT 303A and IT 433). Students enrolled in IT 303A
(Capstone Project and Research 1) will be oriented in choosing research topics, programming
language, guidelines, and other related topics. Completion of the system will be in IT 433
(Capstone Project and Research 2) that includes Implementation/Deployment/Testing and Final
submission of the system and manuscript.

The team is solely responsible for the preparation of the Capstone Project according to the
format and timetable prescribed by the Capstone Project Panel Committee, and within the
timetable specified in the Program Guidelines. It is the responsibility of the student’s Capstone
Project Panel Committee to judge the acceptability of the Capstone Project from all standpoints,
including writing quality, neatness, technical considerations, and professional competency.

C. Project Areas

Capstone Project focuses on the infrastructure, application, or processes involved in introducing

a computing solution to a problem. Must include a comprehensive report on infrastructure
requirements and the implications of the project on other existing systems (CMO 25 s2015).

Capstone Project must be useful to a certain organization, institution, LGU, or other private
entity. It must be unique and have not been proposed by previous Proponents. The project

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Bachelor of Science in Information Technology
should also be feasible/attainable within two semesters. Suggested areas for the computerized
systems may fall under the following category:

1. Software Development
- Software Customization
• Extensions
• Plug-ins
- Information Systems Development for an actual client (with pilot testing)
- Web Applications Development (with at least Alpha Testing with Live
Servers)
- Mobile Computing Systems
- Software w/ Hardware Integration

2. Multimedia Systems
- Game Development
- E-learning Systems
- Interactive Systems
- Information Kiosks

3. Network Design and Implementation and Server Farm Configuration and

Management

4. IT Management
- IT Strategic Plan for sufficiently complex enterprises
- IT Security Analysis, Planning and Implementation

D. Pre-requisites

The following courses are helpful for the students in finishing the Project. Thus, the following
subjects are required before they can undergo Capstone Project.
• Completed all IT Academic subjects (1st year to 3rd year)

E. Capstone Project Team

The Capstone Project team is composed of at most three (3) members. The following are the
different roles that the proponents/researchers should play:

• Project Manager/Systems Analyst/UI Designer- The person with authority to

manage a Capstone Project. This includes leading the planning and the development of
all Capstone Project deliverables. The project manager is responsible for the budget,
work plan and all Project Management Procedures (scope management, issues
management, risk management, etc.). The project manager will also serve as the
systems analyst who checks that all parts of the system are coordinated and also
prepares the User-Interface Design

• Programmer/Database Designer/Network Designer - The persons who design,

write, and test computer programs. He also ensures the quality of the software product
and help find and eliminate any bugs. He determines the functionality of every aspect
of a particular application and also prepares the network design.

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ORMOC CITY CAMPUS
Bachelor of Science in Information Technology

• QA Tester/Technical Writer - A person who writes the Project study document, both
the system and the Research / Capstone Project manuscript. A person who also ensures
the quality of the software product.

F. Capstone Project Stages

The capstone project adviser must make sure that the capstone project is feasible and can be
completed in two semesters (Summer and 1st Semester). The capstone project officially starts
upon enrollment of IT 303A (Capstone Project Research 1) and ends in IT 433 (capstone Project
Research 2). The capstone project has five stages. The project team will submit an accepted
deliverable at every stage for evaluation and acceptance by the adviser, capstone project
instructor, and the capstone project defense panel.

These are the following criteria used when deliberating the capstone project at every stage:
• completed and acceptable deliverables;
• effective and well-delivered presentation; and
• effective Question and Answer session
• a working and running system with complete documentation.

F.1 Capstone Project Proposal Titles Submission

- The Proposal Writing is catered in IT 303A (Capstone Project and Research1)

subject.
- This includes shortlisting of possible titles for Capstone Project. This is done
in preparation for Title Hearing. Each group is required to submit 5 possible
study/titles to the Capstone Project Instructor.
- Each proposed study must be attached with at least 5 reviews of related
literature and 5 related studies. Make sure that sources are taken from reliable
citations using citation software like for example, Mendeley.
- The Capstone Project Instructor will then select 3 possible study/titles.
- After choosing three possible titles, a title hearing will be conducted
immediately by the Capstone Project Panel members to approve the proposed
study.
- The deliverables at the end of this stage are the project team assignments form
and pre-proposal statement form

F.2 Title Hearing

- Title Hearing is accommodated in IT 303A (Capstone Project & Research 1)

subject.
- Proponents will present to the panel the three (3) selected titles.
- Title Hearing will be scheduled by the Capstone instructor/Program
Coordinator. The Panel is composed of IT faculty members.
- During this stage, the Panel will deliberate and approve only one (1) of the
three (3) studies/titles presented. Once a title is approved, a Capstone Project
adviser will be assigned the Capstone Instructor/Program Coordinator.
- Students must consult their Capstone Project Instructor in choosing their
Capstone Project adviser. Advisers include all IT Faculty available to serve a
group of students during thesis making.

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Bachelor of Science in Information Technology
- The proponents will accomplish the Approved Capstone Title Form once they
can have an adviser.
- Only the approved Capstone Project Proposal should advance to the next stage.
If none of the was approved, then, proponents should do stage 1 again.

F.3 Capstone Project Proposal Writing

- At this stage, one of the deliverables is the approved capstone project proposal
together with a partial manuscript/document which covers Chapters 1 to 3
together with supporting documents or appendices of the architectural design
and theoretical/conceptual framework.
- These chapters include the Introduction (background, objectives, scope, and
limitations), Review of Literature and Studies, Technical Background, and the
description and initial design of the system to be developed. Description and
the Initial Design must be 40% of the developed System or Software.
- The proponents will be subjected for the oral defense at the end of this stage.
- The Capstone Instructor will remind the team about the honoraria of the
defense panel before the scheduled pre-oral defense
- The proponents are allowed to have the pre-oral defense if:
✓ the Capstone Project Adviser recommends the Capstone
Project by signing the Application for Oral Defense Form;
✓ the proponents secure an approval coming from the
Capstone Project Instructor/Coordinator three days before
the Defense date;
✓ four copies of the Capstone Project Manuscript are submitted
to the Capstone Project Instructor/Coordinator three days
before the actual defense date;
✓ The proponents should present a well-prepared presentation;

- At the end of the Oral Defense, the Capstone Project Panel of

Examiners will deliberate and the Lead Panel will be the one to
announce the verdict.
- The possible verdicts after the pre-oral defense are:
• PASSED with Recommendations
Note: Recommendations are necessary to enhance the
document and/or software.
• REDEFENSE
Note: Students are only allowed to have a redefense only
once
• FAILED
The verdict is a unanimous decision among the three members of the
Capstone Project Defense Panel. Once issued, it is final and
irrevocable.
- The Capstone Project Adviser should ensure that all recommendations
for improvement by the Panel of Examiners are incorporated in the
next stage. This may include grammar, the accuracy of language,
adequacy of data, project design, methodology, and appropriateness of
data gathered.

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Bachelor of Science in Information Technology
- This is the last stage for IT 303A Capstone and Research 1. The student can
proceed to take IT 433 Capstone and Research 2 if they completed all the
requirements.

F.4 Final Capstone Project Paper Defense

The only and final stage of the capstone project and research subject. The group must
be enrolled in IT 433 (Capstone Project and Research 2). The team will apply for oral defense
after complying with the following:
a. Implementation and development of the system
b. Analysis of the system
c. Testing and gathering results
d. Documentation of the results
e. Finalization of the capstone project paper document
f. Preparation for the capstone project presentation and defense.

The deliverables at this stage are:

1. The complete and revised capstone project paper manuscript.
2. The capstone project paper software support systems:
• User Manual;
• Technical Manual; and
• The running system/software.
3. The capstone project manuscript and the developed system must be approved
by the Thesis Instructor.

The team will be eligible for defense if :

a. They secure an approval from the Thesis Instructor 1 week before the defense
date.
b. Their capstone project adviser recommends for defense by signing the
Application for Final Capstone Project Defense Form.
c. Submits 3 copies of the capstone project paper to the Thesis Instructor 1 week
before the actual defense date.

The possible verdicts after the oral defense:

a. ACCEPT WITH REVISIONS. Minor/Major revisions are necessary to
enhance the document and/or software, but they do not have to be presented in
front of the panelists. The panelists are tasked to make sure that all the revisions
are made.
b. NOT ACCEPTED. Either the objectives of the study have not been met or the
proponent cheated.

The verdict is a unanimous decision among the three members of the project paper defense
panel. Once issued, it is final and irrevocable.

It is encouraged that the students schedule their defenses 1 week before the defense date, this
is to give the students more time to revise the final capstone project manuscript for verdicts of
“ACCEPT WITH REVISIONS‟ either Major or Minor revisions. It also allows the student to
improve or redo their finalcapstone project manuscriptin cases of “NOT ACCEPTED‟. The
student can only be given a grade if the final approved capstone project manuscript/paper will
submit six (6) copies to the IT Office.

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Bachelor of Science in Information Technology

The following table summarizes the guidelines discussed in this section:

STAGE DELIVERABLES
Capstone Project Paper * Capstone Project Team Assignments form
Proposal Titles Submission * Pre-proposal Statements form

Title Hearing * Pre-proposal statements

* Approved Capstone Project Title Form

Capstone Project Proposal * Chapters 1 – 3

Writing * 30% of the System
* Oral Defense Form
Final Capstone Project * Final Capstone Project Manuscript
Paper Defense * Presentation
* Running System
* Technical Manual
* User Manual

G. Panel Composition

Capstone Project Panel of Examiners or the Panel Review Members are chosen based on the
following criteria:
1. Academic qualification
2. Breadth and depth of knowledge and experience in the discipline, and
3. Willingness to accept the responsibility

The panel consists of the following:

- 1 Chairman, 2 members, and may include content experts and recorder as assigned if
necessary.
- Their duties and responsibilities include the following, but not limited to:
▪ Chairman
- Brief the Proponents/Researchers about Oral Defense
- Issue the verdict. The verdict is a unanimous decision among the three
members of the Capstone Project Proposal Hearing and Oral Defense
panel. Once issued, it is final and irrevocable.
▪ Panel Members / Content Expert
- Validate the endorsement of the adviser. The panel serves as "Internal
Auditors", putting some form of check and control on the kinds of
Capstone Projects being approved by the Department.
- Evaluate the deliverables.
- Recommend a verdict.
- Listen and consider the request of the adviser and/or the
Proponents/Researchers.
- Nominate a Research / Capstone Project for the Outstanding Capstone
Project Award. Guidelines for the Outstanding Capstone Project Award
will be provided separately.

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Bachelor of Science in Information Technology
- During the Final Oral Defense, the end-user client or a representative will
sit down to be a part of the panel.

H. Duties And Responsibilities

1. The Proponents

The project paper proponent will be composed of only three members/students and
have the following responsibilities:

- Keep informed of the Capstone Project Guidelines and Policies.

- Keep informed of the schedule of activities, required deliverables, and
deadlines posted by the Capstone Project Instructor/Coordinator.
- Submit on time all requirements specified by the Capstone Project
Instructor/Coordinator.
- Submit on time all requirements identified by the Capstone Project defense
panel during the defense.
- Submit on time the requirements identified by the project paper adviser
throughout the project.
- Schedule regular meetings with the Capstone Project adviser throughout the
project paper. The meetings serve as a venue for the proponent to report the
progress of their work, as well as raise any issues or concerns.

2. Capstone Project Adviser

For each project paper, the proponents are assigned to one adviser, who should be an
Information Technology faculty member of the Eastern Visayas State University –
Ormoc City Campus engineering Department. In special cases, the adviser can come
from another department of the Campus.

The student will choose their adviser recommended by the Capstone Project Instructor
from the pool of IT faculty based on the faculty’s field of specialization or expertise.

Responsibilities

The adviser has the following responsibilities:

- Meet the proponents regularly to answer questions and help resolve

impasses and conflicts. In cases of failed attempts to resolve the issue, a
letter detailing and justifying his/her decision must be submitted to the
Capstone Project Instructor.
- Ensure that the project paper is feasible. The Capstone Project adviser sees
to it that objectives, scope/limitations and methodology of the project are
well-defined.
- The adviser must be familiar with the topic to be able to give sound advice
to his/her advisees.
- Point out errors in the development work, in the analysis, or in the
documentation. The adviser must remind the proponent to do their work
properly.

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Bachelor of Science in Information Technology
- Review thoroughly all deliverables at every stage of the project paper, to
ensure that they meet the department’s standards. The adviser may also
require his/her advisees to submit progress reports regularly.
- Recommend the proponent for a defense. The adviser should not sign the
Application Forms for Defense if he/she believes that the proponent is not
yet ready for oral defense.
- Clarify points during the defense.
- Ensure that all required revisions are incorporated into the appropriate
documents and/or software.
- Keep informed of the schedule of project paper activities, required
deliverables and deadlines.
- The adviser can also request, on behalf of the proponent, for the
modification or elimination of certain revisions/requirements and defend
such requests before the final verdict is issued.
- The adviser is not expected to check the English spelling and grammar of
the project paper document.
- A faculty member assigned to be the adviser of a particular project paper
proponent would remain in that capacity for as long as he/she is a faculty
member of the Institute. If the faculty member goes on leave, he/she may
continue to serve as the adviser or may pass the responsibility to another
faculty member.
3. The Capstone Project Instructor/Coordinator
The Capstone Project Instructor/Coordinator has the following responsibilities:
- Conduct orientation and give possible project areas at the start of the
semester to the students;
- Conduct general meetings with the students to discuss the Capstone
Project Guidelines, Policies, and Requirements, and to allow the students
to raise and clarify issues;
- Select the defense panel for each Capstone Project team.
- Schedule project paper activities, such as the deadlines of requirements
and defense sessions.
- Post schedules, defense guidelines, requirements guidelines, and other
announcements;
- Furnish every member of the defense panel with all the necessary
documents before the defense;
- File at least one copy of the defense panel’s evaluation (including
revisions) and the Revised and Approved Requirement at every stage of
the Capstone Project paper.
- Streamline procedures.

4. Capstone Project Defense Panel

Each project paper proponent will have a project paper defense panel, which is
composed of three faculty members of the Department.

Responsibilities

The project paper defense panel has the following responsibilities:

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- Validate the endorsement of the Capstone Project adviser.
- Knows the theoretical principles in the information technology of the
topic to be defended.
- Be punctual during the defense schedule.
- Contributes positively in the defense exercise by asking the Capstone
Project Group pertinent questions which would clarify and evaluate the
knowledge of the students in the topic of their study.
- Evaluates objectively the presentation of the students, the developed
software, and the responses made by the students.
- At all times promotes and exhibits unbiased behavior that is deemed
appropriate and consistent with any academic expertise.
- Recommend a verdict.
- Consider the requests of the Capstone Project adviser and/or the
proponent.

The lead panelist has the following responsibilities:

- Brief the proponents about the defense program during the actual
defense.
- Issue the verdict. The verdict is a unanimous decision among the three
members of the project paper defense panel. Once issued, it is final and
irrevocable.

I. Capstone Project Document Format

The font of the whole document is Time New Roman with a font size of eleven (11).
The MS-Word default margin will be used. The paper size is A4. Paragraphs must be single-
spaced and in-between paragraphs are double-spaced.
I.1 Capstone Project Proposal Paper Outline and Contents

Title Page i (but does not appear)

Abstract iii
From 150 to 200 words of short, direct, and complete sentences, the abstract should be informative
enough to serve as a substitute for reading the project paper itself. It states the rationale and the
objectives of the project. Do not put citations or quotes in this section. Avoid beginning the abstract
with “This paper/document/project/study/project/…”
Table of Contents iv
Observe the following format:
1.0 Project Description 1
1.1 Overview of the Current State of Technology 2
1.2 Project Objectives …
1.2.1 General Objective …
1.2.2 Specific Objectives …
…

List of Tables … (roman numeral)

List of Figures …

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Note that the page numbering for preliminary pages like title page, etc. is based on roman numerals
while the page numbering for the main body of the document is based on decimal numbers. Thus the
first page of Chapter 1 is at 1.

1.0 Capstone Project Description

1.1 Overview of the Current State of Technology/Background of the Study

This section gives the reader an overview of the specific technology or field in the international or local
setting. The information regarding the technology or field should be contemporary and not based on
outdated sources. Discussion must not be too technical or too detailed.

This section ends with a discussion on the problems faced by or that still exist in the specific technology
or field (e.g., limitations of existing software or algorithms). The problem statement would lead to the
project objectives.

1.2 Capstone Project Objectives

1.2.1 General Objective

This section states the overall goal that must be achieved to answer the problem.

1.2.2 Specific Objectives

This subsection is an elaboration of the general objective. It states the specific steps that must be
undertaken to accomplish the general objective. These objectives must be specific, measurable,
attainable, realistic, time-bounded. Each specific objective may start with “to
design/survey/review/analyze…”

Studying a particular programming language or development tool (e.g., to study

Windows/ObjectOriented/Graphics/C++ programming) to accomplish the general objective is inherent
in all project papers and, therefore, must not be included here.

1.3 Scope and Limitations of the Project

This section discusses the boundaries (with respect to the objectives) of the project and the
constraints within which the project will be developed.

1.4 Significance of the Capstone Project

This section explains why a project must be done in this area. It rationalizes the objective of the project
with that of the stated problem. Avoid including here sentences such as “This project will be beneficial
to the proponent/department/college” as this is already an inherent requirement of all projects. Focus
on the project‟s contribution to the field of Information Technology.

2.0 Review of Related Literature

This section discusses the features, capabilities, and limitations of existing work, algorithms, or
software that are related/similar to the project. The reviewed works and software must be arranged
either in chronological order or by area (from general to specific). Observe a consistent format when
presenting each of the reviewed works.

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3.0 Technical Background

(Maximum of 2 pages). This section describes the technical terms, relevant algorithms, and possibly
mathematical theorems for a better understanding of the reader. It should start with a paragraph that
describes what the readers should expect in it. For capstone projects that use or integrate existing
software products, the latter should be described in sufficient detail.

3.1 Technicality of the Capstone Project

The technical part of the project should be elaborated as much as possible in layman’s terms. Technical
terms (definition of terms), relevant algorithm, and possibly mathematical theorems may be included
in this part. The purpose of this section is to serve as a reference for technical details used widely and
importantly in the study.

It is most likely that the abbreviation and acronyms will be widely used in this section. The first time
you use an abbreviation, you must write out the full form and put the succeeding page of the manuscript.

3.2 Details of the Technologies to be Used

If there are special hardware (e.g. computer server) and software systems(e.g. operating systems) that
are essential in the actual project implementation should be described clearly.

3.3 How the Project will Work

This section lists and discusses the specific steps and activities that will be performed by the proponent
to accomplish the project. The discussion covers the activities from pre-proposal to Final Project Paper
Writing. This section also includes an initial discussion on the theoretical framework to be followed.

Examples of activities include inquiry, survey, brainstorming, canvassing, consultation, review,

interview, observe, experiment, design, test, document, etc. The methodology also includes the
following information:
• who is responsible for the task
• the resource person to be contacted
• what will be done
• when and how long will the activity be done
• where will it be done
• why should be activity be done

A Gantt chart showing the schedule of the activities should be included as a table. For example:

ACTIVITY JAN FEB MAR APR …

Data Gathering **** **
Software Requirements Analysis **** **** ****
Initial Architectural Design **

References (see Next Section)

Appendix A. Diagrams and other documentation tools

May consist of proposed architectural design, algorithms, Data Flow Diagrams, Fishbone

Appendix B. Theoretical and/or Conceptual Framework

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Discusses the basic framework/foundation of the project paper is based on. This section is normally
referred to when discussing Scope and Limitations, and Research Methodology

Appendix …. Resource Persons For each resource person:

<full name and title, e.g., Dr. Juan de la Cruz>
<profession, e.g., faculty>
<department, e.g., Information Technology Department>
<name of institution, e.g., Eastern Visayas State University>
<e-mail address>

I.2 Final Capstone Project Paper Outline and Contents.

Title Page
Acknowledgement (to be submitted after successful defense)
Abstract
Table of Contents
List of Tables
List of Figures

1.0 Project Description

1.1 Overview of the Current State of Technology
1.2 Project Objectives
1.3 Scope and Limitations of the Project
1.4 Significance of the Project

2.0 Review of Related Literature

Part of the contents of this section is lifted from Chapter 2 of the Project Paper Proposal. Additional
materials gathered during Capstone Project Paper Writing stages must also be included.

3.0 Theoretical/Conceptual Framework

This section discusses the theories and concepts to be used in the course of designing or developing
the project. Include only those concepts that you feel will be needed. Do not copy the whole source
material. Use the topics stated in the Project Paper Proposal Objectives as a guide in determining
the contents of this section.

4.0 The <XYZ> System

This section gives the overall specifications and functional requirements of the software to be
developed.

4.1 System Overview

This section gives an overall view of the main features and capabilities of the software.

4.2 System Objectives

This section states the specific requirements that must be met by the system.

4.3 System Functions

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This section provides a listing of all the functions that must be performed or delivered by the system,
and a description of each. Screen designs may be included, to help visualize the function being
discussed. Usually, the functions are based on the menu and toolbar options. If a function generates
reports, the report formats must be included in this section.

4.4 System Scope and Limitations

This section discusses the scope and limitations (i.e., the level of capability or extent of power) of
each major function listed in 4.2 and 4.3. This means that operations, which are beyond the
identified limits, will simply be invalidated/ignored, and will not cause the system to malfunction,
but instead cause the system to respond with error messages.
Justifications for the identified limitations and assumptions must be included here. Assumptions
are the conditions that must be satisfied or things that must be existing/available/followed in order
for the system to function properly. Ignoring such assumptions might result in system malfunction,
which will not be the responsibility of the proponent.

4.5 Physical Environment and Resources

This section discusses the hardware and software resources needed to implement and to execute
the system. If the system has a special set of target users, this section also includes the user
specification (e.g., educational level, experience, and technical expertise). For certain uncommon
resources, a discussion of why such resources are necessary must also be included.

4.6 Architectural Design

This section presents the initial internal design of the system, by discussing its major components
and their interactions. These components include the software components (e.g., modules,
database systems, etc.), as well as the hardware components (e.g., processors, devices, etc.). The
components and their interactions are graphically represented using design tools, such as
hierarchical charts, structure charts or object models. Data flow diagrams may also be included to
show how information passes among processes. In addition, discussion on why certain
alternative and trade-offs were chosen must be included (e.g., issues on software decomposition,
cost of hardware).
5.0 Design and Implementation Issues

This section discusses the design and implementation of the major data structures and algorithms
used in the software. It included a discussion on the major issues and problems encountered, and
the corresponding solutions and alternatives employed by the proponent. Parts of the design tools
in the Technical Manual may be lifted as figures in this section.

6.0 Results and Observations

This section presents the analysis, interpretation and implications of the summarized test results, as
well as observations on the limits of the system‟s capabilities. It also discusses the type(s) of testing
performed on the system, the test data used, and the results of the tests.

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The type(s) of tests performed varies depending on the system developed. For instance, a
commissioned software would require a detailed acceptance test and system response time analysis,
while a software implementing an algorithm would require an analysis of the performance of the
algorithm on different machines or on different test data.

7.0 Conclusion and Recommendations

This chapter gives an assessment of what happened in this project. It presents explanations and
justifications on how the objectives of the project were met, to what extent and why some objectives
were not met.
This chapter also includes a discussion of possible improvements that can be made on the software,
as well as future directions of the project in general. This serves as a springboard for projects that
may be done by future project proponent.

References (see Section 5.3)

Appendix A Diagrams
Appendix B …
Appendix … Resource Persons (follow the format in the Capstone Project Paper Proposal)
Appendix … Personal Vitae (follow the format in the CapstoneProject Paper Proposal)

TECHNICAL MANUAL (see Section 5.4)*

USER’S MANUAL (see Section 5.5)*
CONFERENCE PAPER (follow ACM Style)* if deemed necessary by the Thesis
Instructor

I.3 Format for References, Citations, Quotations.

The following discussions are based from the American Psychological Association (APA) format*.

I.3.1 Handling Quotations in your Text

When using APA format, the author-date method of citation is being followed. This means that the
author's last name and the year of publication for the source should appear in the text, and a complete
reference should appear in the reference list.

Examples:
Smith (1970) compared reaction times . . .
In a recent study of reaction times (Smith, 1970), . . . **
In 1970, Smith compared reaction times . . .
Smith, et.al., (1970) compared reaction times . . .
In a recent study of reaction times (Smith, et.al., 1970), . . . **
In 1970, Smith, et.al., compared reaction times . . .

I.3.2 Short Quotations

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To indicate short quotations (fewer than 40 words) in your text, enclose the quotation within double
quotation marks. Provide the author, year, and specific page citation in the text, and include a complete
reference in the reference list. Punctuation marks such as periods, commas, and semicolons should
appear after the parenthetical citation. Question marks and exclamation points should appear within the
quotation marks if they are a part of the quotation but after the parenthetical citation if they are a part
of your text.

Examples:
She stated, "The placebo effect disappeared when behaviors were studied in this manner" (Miele,
1993, p. 276), but she did not clarify which behaviors were studied.**

According to Miele (1993), "the placebo effect disappeared when behaviors were studied in this
manner" (p. 276).

Miele (1993) found that "the placebo effect disappeared" in this case (p. 276), but what will the
next step in researching this issue be?

------------------------------------------------
* From the book entitled The Publication Manual of the American Psychological Association (4 th Edition)
** Highly recommended for use.

I.3.3 Long Quotations

Place quotations longer than 40 words in a free-standing block of typewritten lines, and omit quotation
marks. Start the quotation on a new line, indented five spaces from the left margin. Type the entire
quotation on the new margin, and indent the first line of any subsequent paragraph within the quotation
five spaces from the new margin. Maintain double-spacing throughout. If you choose to use single
spacing, then it has to be consistent throughout the document/essay. The parenthetical citation should
come after the closing punctuation mark.

Example:
Miele's 1993 study found the following:
The placebo effect disappeared when behaviors were studied in this manner. Furthermore, the
behaviors were never exhibited again, even when real drugs were administered. Earlier studies
conducted by the same group of researchers at the hospital were premature in attributing the results
to a placebo effect. (p. 276)

I.3.4 Reference List

The reference list should appear at the end of your document. It provides the information necessary
for a reader to locate and retrieve any source you cite in the document. The reference list is arranged
alphabetically regardless of its sources. Each source you cite in the document must appear in your
reference list; likewise, each entry in the reference list must be cited in your text. Note that online
sources are highly discouraged and kept to a minimum.

Basic Rules:
• Authors' names are inverted (last name first); give last name and initials for all authors of a
particular work. Your reference list should be alphabetized by authors' last names. If you have
more than one work by a particular author, order them by publication date, oldest to newest
(thus a 1991 article would appear before a 1996 article). When an author appears as a sole
author and as the first author of a group, list the one-author entries first. If no author is given for

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a particular source, alphabetize by the title of the piece and use a shortened version of the title
for parenthetical citations.
• Use "&" instead of "and" when listing multiple authors of a single work.
• Each item in the reference list should be a hanging indent.

• All references should be single-spaced. Each entry is separated from the next by a double
space.
• Capitalize only the first word of a title or subtitle of a work. Underline titles of books and
journals.
Note that the underlining in entries often continues beneath commas and periods.

I.3.5 Basic Forms for Sources in Print

I.3.5.1 An article in a periodical (such as a journal, proceedings, newspaper, or magazine)

Author, A. A., Author, B. B., & Author, C. C. (Year of Publication, add month and of publication for
daily, weekly, or monthly publications). Title of article. Title of periodical, Volume Number,
pages.

N.B. You need list only the volume number if the periodical uses continuous pagination throughout a
particular volume. If each issue begins with page 1, then you should list the issue number as well:
Title of Periodical, Volume (Issue), pages.

Examples:

Journal article, one author

Harlow, H. F. (1983). Fundamentals for preparing psychology journal articles. Journal of
Comparative and Physiological Psychology, 55, 893-896.

Journal article, more than one author

Kernis, M. H., Cornell, D. P., Sun, C. R., Berry, A., & Harlow, T. (1993). There's more to self-esteem
than whether it is high or low: The importance of stability of self-esteem. Journal of
Personality and Social Psychology, 65, 1190-1204.

Conference proceedings
Orasan, C. & Krishnamurthy R. (2000). An Open Architecture for the Construction and
Administration of Corpora. In: Proceedings of the Second International Conference on
Language Resources and Evaluation (LREC-2000), pp. 22-29.

Work discussed in a secondary source

Coltheart, M., Curtis, B., Atkins, P., & Haller, M. (1993). Models of reading aloud: Dual-route and
parallel-distributed-processing approaches. Psychological Review, 100, 589-608.

N.B. Give the secondary source in the references list; in the text, name the original work, and give a
citation for the secondary source. For example, if Seidenberg and McClelland's work is cited in
Coltheart et al. and you did not read the original work, list the Coltheart et al. reference in the
References. In the text, use the following citation: Seidenberg and McClelland's study (as cited in
Coltheart, Curtis, Atkins, & Haller, 1993)

Magazine article, one author

Henry, W. A., III. (1990, April 9). Making the grade in today's schools. Time, 135, 28-31.

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I.3.5.2 A non periodical (such as a book, report, brochure, or audiovisual media)

Author, A. A. (Year of Publication). Title of work: Capital letter also for subtitle.
Location: Publisher.

N.B. For "Location," you should always list the city, but you should also include the state if the city is
unfamiliar or if the city could be confused with one in another state.

Examples:

Book
Calfee, R. C., & Valencia, R. R. (1991). APA guide to preparing manuscripts for journal publication.
Washington, DC: American Psychological Association.

A government publication
National Institute of Mental Health. (1990). Clinicaltraining in serious mental illness (DHHS
Publication No. ADM 90-1679). Washington, DC: U.S. Government Printing Office.

A book or article with no author or editor named

Merriam-Webster's collegiate dictionary (10th ed.). (1993). Springfield, MA: Merriam-Webster.

New drug appears to sharply cut risk of death from heart failure. (1993, July 15). The Washington
Post, p. A12.

N.B. For parenthetical citations of sources with no author named, use a shortened version of the title
instead of an author's name. Use quotation marks and underlining as appropriate. For example,
parenthetical citations of the two sources above would appear as follows: (Merriam-Webster's, 1993)
and ("New Drug," 1993).

A translated work and/or a republished work

Laplace, P. S. (1951). A philosophical essay on probabilities (F. W. Truscott & F. L. Emory, Trans.).
New York: Dover. (Original work published 1814)

A review of a book, film, television program, etc.

Baumeister, R. F. (1993). Exposing the self-knowledge myth [Review of the book The self-knower: A
hero under control]. Contemporary Psychology, 38, 466-467.

An entry in an encyclopedia
Bergmann, P. G. (1993). Relativity. In The new encyclopedia britannica (Vol. 26, pp. 501-508).
Chicago: Encyclopedia Britannica.

5.3.5.3 Part of a non-periodical (such as a book chapter or an article in a collection)

Author, A. A., & Author, B. B. (Year of Publication). Title of chapter. In A. Editor & B. Editor
(Eds.), Title of book (pages of chapter). Location: Publisher.

N.B. When you list the pages of the chapter or essay in parentheses after the book title, use "pp."
before the numbers: (pp. 1-21). This abbreviation, however, does not appear before the page numbers
in periodical references.

Example:
An article or chapter of a book
O'Neil, J. M., & Egan, J. (1992). Men's and women's gender role journeys: Metaphor for healing,

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transition, and transformation. In B. R. Wainrib (Ed.), Gender issues across the life cycle
(pp.107-123). New York: Springer.

I.3.6 Basic Forms for Electronic Sources

I.3.6.1 A web page

Author, A. A. (Date of Publication or Revision). Title of full work [online]. Available: full web
address. (Date of access).

N.B. "Date of access" should indicate the date you visited the website. This is important because
online information is frequently altered.

Example:
Daly, B. (1997). Writing argumentative essays. [online]. Available:
http://www.eslplanet.com/teachertools/argueweb/frntpage.htm. (May 12, 1998)

I.3.6.2 An online journal or magazine

Author, A. A., & Author, B. B. (Date of Publication). Title of article. In Title of full work [online].
Available: full web address (Date of access).

Example:
Kenneth, I. (1995). A Buddhist response to the nature of human rights. [9 pars.] Journal of Buddhist
Ethics [online serial], 2. Available: http://www.cac.psu.edu/jbe/twocont.html. (June 15,
1998)

I.6.3 Email

Because e-mail is a personal communication, not easily retrieved by the general public, no entry appears
in your reference list. When you cite an email message in the body of your paper, acknowledge it in
your parenthetical citation: The novelist has repeated this idea recently (Salman Rushdie, email to
author, May 1, 1995).

Example:
The Publication Manual of the APA provides extensive examples covering a wide variety of potential
sources. Below are some of the most commonly cited kinds of sources. If your particular source is not
listed below, use the basic forms (above) to determine the correct format, check the Publication Manual,
or call or email the Writing Lab for help at (765) 494-3723 or owl@cc.purdue.edu. (Many of these
examples are taken from the Publication Manual.)

I.3.7 A Note on Footnotes and Endnotes

Because long explanatory notes can be distracting to readers, most academic style guidelines (including
MLA and APA) recommend limited use of footnotes/endnotes. An exception is Chicago-style
documentation, which relies on notes for all citations as well as explanatory notes. But even in that case,
extensive discursive notes are discouraged. Proper use of notes would include:

1. Evaluative bibliographic comments, for example:

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1
See Blackmur (1995), especially chapters three and four, for an insightful analysis of this trend.
2
On the problems related to repressed memory recovery, see Wollens (1989) pp. 120-35; for a
contrasting view, see Pyle (1992).

2. Occasional explanatory notes or other brief additional information that would seem digressive
if included in the main text but might be interesting to readers, for example:
3
In a recent interview, she reiterated this point even more strongly: "I am an artist, not a
politician!" (Weller, 1998, p. 124).

Footnotes in APA format are indicated by consecutive superscript arabic numbers in the text. The
notes themselves are listed by consecutive superscript arabic numbers and appear double-spaced in
regular paragraph format (a new paragraph for each note) on a separate page under the word
Footnotes (centered, in plain text without quotation marks).

I.4 Technical Manual

For those using the object-oriented methodology, kindly use the following CLASS DICTIONARY
FORMAT for your technical manual.

For each class that you have created:

CLASS
SUPERCLASS
PROPERTIES 1. <property name> -- <purpose and constraint>
2.
3.
METHODS 1. <method name> -- <description, parameters, result type, and constraint>
2.

If you are creative enough, you may want to come up with your own table format. Just make sure that
you have the minimum requirements outlined above for each class.

The design and implementation issues of your class‟ methods are discussed in the Design and
Implementation chapter (which can include the pseudocode). There is no pseudocode needed in your
Technical Manual, nor are you required to do IPO.

For each function used from an existing library, kindly explain them in your Theoretical Framework
chapter.

You may also choose other tools, notations and diagrams that apply best to your development
methodology if object-oriented methodology is not suitable.
I.5 User’s Manual

All software systems are required to have an ONLINE HELP and a USER’S MANUAL.

Most of the contents of the User’s Manual are based from chapter 4 of the main project paper document
(specifically on the system functions and features). The difference lies in the manner of presentation.

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Chapter 4 of the main project paper document is oriented towards highly technical systems designer,
thus it gives an overview of the major modules of the system and their interactions.

On the other hand, the User’s Manual is oriented towards end users, who might be naïve users.
Therefore, it gives a detailed step-by-step instruction on how to use each function and feature of the
system.

The suggested outline of the User’s Manual is as follows:

Title Page (see Section xxx, but add the line USER’S MANUAL below the project paper title)
Table of Contents

1.0 Introduction
This section gives an overview of the system. It includes the following subsections:

1.1 System Requirements

This section lists the minimum hardware and software requirements needed to properly execute the
system.

1.2 Installation
This subsection contains instructions on how to install the system, and the list necessary files and
their respective directories.

1.3 Convention
This subsection presents the convention used in the manual, e.g., text in boldface for emphasis on
important concepts, text in italics are inputs from the users, etc.

2.0 Getting Started

This section tarts with instructions on how to run the system, and the initial screen that will be
displayed. It then explains the major components of the system, e.g., tool bars, menu options,
status bar, etc.

3.0 <Module / Feature 1>

Succeeding sections, from 3.0 to N-1, focus on the major modules or features of the system. Each
section contains detailed instructions on how to use the particular modules, the available features
and limitations of the module.

N.0. Messages
This section lists all system messages – error message, status message, information, and instruction
message – that the user may encounter while using the system. For each message, include a brief

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description and the possible courses of action that the user may take in response to the message.
Below is a sample format:

<Message Text>
Description:
Action:

The messages must be arranged in ascending order, and may be grouped into subsections (e.g., N.1
Error Messages, N.2 Status Messages, etc.).

J. Forms

J.1 Title Page

Capstone Project Title

A Capstone Project Proposal

Presented to the
Faculty of Bachelor of Science in Information Technology
Enginering Department
Eastern Visayas State University – Ormoc City Campus

In partial Fullfillment
of the Requirements for the Degree of
Bachelor of Science in Information Technology

by:
Lastname, First Name , Middle Initial of Proponents

Adviser’s Signature
Adviser’s Name
Capstone Project Adviser

Date of Submission

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J.2 Capstone Project Proposal Approval Sheet
The approval sheet is only printed upon submission of the final copy of the project paper proposal.
This is to be signed by the adviser.

APPROVAL SHEET

This Capstone Project Proposal entitled:

Capstone Project Proposal Title

prepared and submitted by <proponent’s names> in partial fulfillment of the requirements for
the degree of <program name> has been examined, accepted and approved

Adviser’s Signature
Adviser’s Name
Capstone Project Adviser

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J.3 Final Project Paper Approval Sheet

APPROVAL SHEET

This capstone project hereto entitled:

<Capstone Project Title>

prepared and submitted by <researcher’s names> in partial fulfillment of the requirements for
the degree of Bachelor of Science in Information Technology has been examined and is
recommended for acceptance and approval for ORAL EXAMINATION.

<Name of Adviser>
Adviser

Approved by the Committee on Oral Examination with a grade of PASSED on <date>.

<name of panel chair>

Panel Chairman

<name of panel member> <name of panel member>

Member Member

Accepted in partial fulfillment of the requirements for the degree of

Bachelor of Science in Information Technology

<Name of Program Coordinator>

BSIT Program Coordinator
Engineering Department

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The approval sheet is only printed upon submission of the final copy of the project paper. This is to be
signed first by the adviser, panel members and finally by the Capstone Project Instructor and the
Program Coordinator.

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