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POLICIES AND GUIDELINES ON CAPSTONE PROJECT FOR BSIS PROGRAM EFFECTIVE 2011-2012 1. Definition (Capstone Project) An undertaking appropriate to a professional field. It should significantly address an existing problem or need. An information Systems (BSIS) Capstone focuses on business processes and the implications of introducing a computing solution to a problem. 2. Scope Information System Capstone Projects focuses on the changes in process and information flow and/or information policies with the introduction of the system should be clearly specified in the final report. The Capstone Project adviser should determine the appropriate complexity level of the specific problem being addressed and the proposed solution, considering the duration of the project, the composition of the team and the resources available. 3. Suggested Areas for Capstone Projects (BSIS) 1. Software Development Software Customization Information Systems Development for actual client Web Application Development Mobile Computing Systems 3.1 IS Planning Enterprise Resource Plan Information Systems Strategic Planning 2. Analysis and Design of a sufficiently complex business system. 4. Composition of Project Groups Students should preferably work in teams of two (2) to four (4) members depending on the complexity of the project. The adviser should be able to determine whether the team can complete the project on time. Multidisciplinary teams are encouraged, provided that team members prepare separate documentations per program. 5. Capstone Project Documentation Outline / Format Software Development Title Page Abstract Project Proposal Table of Contents List of Figures, List of Tables, List of Notation Chapter One : Introduction 1.1 Project Context 1.2 Statement of the Problem 1.3Objectives 1.4 Significance 1.5Scope and Limitations Chapter Two : Conceptual Framework 2.1Framework of the Existing and Proposed System 2.2 Review of Related Literature/Systems 2.3 Data Gathering Instruments Chapter Three : Technical Background 3.1 Hardware Specifications 3.1.1 System Core 3.1.2 Network Core (if applicable) 3.1.3 Others 3.2 Software Specifications 3.2.1 System Software 3.2.2 Application Software 3.2.3 Third Party Software 3.3 Program Development Specifications 3.3.1 Data Source Interface Procedure 3.3.2User Interface Specifications 3.3.3Screen Layout 3.3.4Report / Form Specifications 3.3.5Program / Module Specifications 3.3.6Cost-Benefit Analysis 3.3.7GANTT Chart Chapter Four : Methodology, Result and Discussion 4.1 Process Specifications 4.1.1 Data Flow Diagram 4.1.2 Entity Relationship Diagram 4.1.3 Program Flowchart 4.1.4 Data Dictionary 4.2 Development and Testing 4.2.1 Type of Testing 4.2.2 Testing Stages Chapter Five : System Maintenance and Implementation Plan Human Resource Requirements Personnel Training Implementation Schedule Appendices A Source Codes B Users Manual C Evaluation Tool / Test Documents D Supporting Documents F Curriculum Vitae G Screen Shots 6. The Capstone Adviser The most important person to consult for any counseling would be your advisor. Your advisor will guide you through all the necessary stages. Moreover, since your advisor has the authority to communicate with the panel members, they may give you advance notice of what to expect from the panel members during the actual defense. Develop a good working relationship with your advisor. Also, do not hesitate to talk to other students; they can be a good source of practical ideas and tips for preparing for this important occasion. 1. The Role of the Capstone Adviser 6.1.1 The Capstone Adviser shall monitor the capstone work, requiring the students to report the progress of their work regularly. The capstone adviser shall meet the group at least one (1) hour each week of the capstone semester. 6.1.2 The capstone adviser shall give suggestions and comments on how the capstone work could be strengthened. In doing so, the capstone adviser shall guide the capstone work towards the betterment of the thesis output, and not just a defense oriented capstone. 6.1.3 The capstone adviser shall rate each student according the student participation in the capstone work as determined from the regular consultation meeting. This shall constitute fifty percent (50%) of the student’s final grade. 6.1.4 The capstone adviser shall examine that three (3) copies of the completed capstone in both documentation and software are submitted on time and that each one is readable and running, and presentable. 6.1.5 The capstone adviser shall ensure that the capstone project is written in the prescribed format. 6.1.6 During the ORAL DEFENSE a. The capstone adviser may be present during the capstone defense to give moral support to the capstone group. b. The panelist may direct questions to the capstone adviser on matters related to the capstone project of the group. The capstone adviser may not answer questions in behalf of the capstone group unless requested so by the panelist. c. The capstone adviser may seek clarification on matters pertaining to the capstone from the panelist during the defense by asking for a recess from the Chairman of the panel. In such a case, the students shall be asked to leave the room. d. The decision of the panelist is considered final. The adviser may not question the panelists’ judgment or intention based on the grade given by them. Clarification may, however, be sought for before the panel members give their final decision. e. The capstone adviser shall leave the room together with the capstone group during the deliberation. f. Although the students are required to take down notes, during defense, the adviser has to provide the group with the list of required revisions as stated on the evaluation sheet of the panel members. This is to ensure that necessary revisions in the documentation and rectification in the software are properly noted. g. The capstone adviser has the responsibility of reviewing the required revisions before: i) recommending for redefense, if prescribed. ii) recommending to the Thesis Committee for FINAL APPROVAL (prior to final draft) 7. Capstone Project Proposal Defense The Capstone Project Proposal defense is conducted to ascertain if the students are technically prepared to undergo capstone project development. A capstone project, which is worth a thesis, is identified and completely defined through the presentation and explanation of the students, the proper questioning by the panelists, and the requirement of appropriate revisions. Mechanics 1. The capstone project proposal defense shall take a maximum of one hour for the following: • 30-minute (maximum) presentation of the proposal • 10-minute consolidation of questions • 15-minute discussion/deliberation on the interoperability and feasibility of the proposal (open forum) • 5-minute evaluation of the proposal (deliberation) 2. Failure to submit the thesis proposal on the date and time when it is due will meanthat the group will fail the capstone project. Also, failure to deliver an approved thesis proposal within the specified period will also meanthat the group will fail capstone project. Panel Members 1. A capstone defense panel shall be composed of at least two (2) academic chairmen of a computing program in the College of Information System and a faculty member with an undergraduate degree of a computing program. The faculty member may be come from the same campus on where the proponent of the capstone project is tenured. 2. A panelist from the computer industry or from the client of the project may also beinvited to review and recommend approval of the thesis proposal as inclusive of the three (3) members. 3. All members of the panel shall observe the Capstones Defense Mechanics andGuidelines. Evaluation Criteria 1. Correctness and completeness of the thesis proposal documentation. 2. The school is responsible for proper screening and correction of all proposals before submission to CCS, Office of the Department Head. CCS department will apply the same set of criteria in the approval or disapproval of thesis proposals. Analysis and Design Software Engineering (40%) Interoperability Decision 1. Each student is required to participate in the defense. All students should exhibit sufficient initial knowledge of the topic being proposed (problem domain), technical competence to execute the project, and have the necessary resources to implement the proposal. 2. The group may get any of the following grade: a. PASS This mark is given if the panel is satisfied that the group had met all specified objectives as set in the submitted thesis proposal ad that the thesis proposal documentation is complete. b. PASS with minor revisions This mark indicates that the group had achieved all objectives as set in the submitted thesis proposal but the thesis proposal documentation needs minor revisions. c. REDEFENSE This mark indicates that the group will have anther opportunity to defend their revised thesis proposal. d. FAIL This mark indicates non-satisfactory completion of the requirements or that significant work still needs to be done to meet the objectives. 3. The panelist shall create each member of the group according to their knowledge of the intended project (40%), their ability to answer questions raised on the proposal (40%), and the presentation (20%), This shall constitute sixty percent (60%) of the student’s grade in THESIS. 4. Thesis Proposals with revisions as determined by the panelists should be revised accordingly. Disapproved projects should be changed. Thesis groups should keep on revising or changing the proposal as required until an acceptable evaluation of the thesis proposal is achieved or the final deadline for submission of all thesis proposals to Office of the Department Head is due. Failure to get acceptance for a thesis proposal means the group fails THESIS. Approval of the Thesis Proposal From Office of the Department Head The CCS Department Head sets the minimum standards of thesis projects to be developed by PHCM students. The submission of the proposal to and approval by Office of the Department Head ensure that all thesis projects created by PHCM students across the network meet a minimum set of requirements. 1. A copy of the completed proposal as signed by the thesis adviser, the panel members, and Thesis Coordinator, is submitted to Office of the Department Head. 2. Failure to submit an acceptable thesis proposal to Office of the Department Head, within the given deadline, will mean that the group will fail in THESIS. 3. Within one month of coordination after receipt of the proposal, the Office of the Department Head gives the feedback on the proposal. Feedback on the proposal may either be. • Approved • Disapproved 4. A proposal may be disapproved due to any of the following: • Unsigned proposals (either by the adviser, the panelists. The thesis coordinator, or the dean) • Incomplete or incorrectly written proposals in any of the documentation contents • Scope of work is not worthy of a thesis • Study was already conducted 5. Student is required to resubmit a proposal, otherwise a grade of Failed shall be applied. 6. Upon the approval from Department Head Office the Thesis Coordinator shall issue a written approval of the Thesis Proposal to the students. 7. The decision of CCS Department Head, in the approval or disapproval of a thesis proposal is final. 8. The group is not allowed to change their topic once their proposal has been approved. 9. Changes in the thesis proposal are not allowed except through the recommendation of the Thesis Coordinator and the approval of the Department Head. a) The Thesis Coordinator should first consult with at least one of the proposal panel members b) If no panel member is available, the change request shall be elevated to the Program Chair for approval. c) The Thesis Adviser shall consult with the Department Head for the approval of change(s) in the proposal. d) All requests for change(s) in the thesis proposal should be submitted to the Office of the Department Head within five (5) working days of the receipt thereof. e) Requests for change(s) in the thesis proposal during the term after THESIS shall no longer entertained. 6. Capstone Proposal Defense Behavior Objectives: At the end of the lesson, the students are expected to: Cognitive: 1. Identify the proper behavior in conducting a thesis proposal defense. 2. Determine the ways in which to organize the content and structure of the oral defense. Affective: 1. Participation in class discussion. Psychomotor: 1. Incorporate the given guidelines and mechanics in conducting the thesis proposal defense. Materials/Equipment o OH Projector o LCD Projector Topic Presentation This will be the suggested flow of discussion for the course topicCapstone Proposal Defense Behavior: 1. Introduce the importance of consulting with the capstone adviser regarding the oral defense. 2. Determine the proper behavior to carry out before and during the thesis proposal defense. The capstone (proposal) defense is major presentation on the immense study the group has done. Obviously, you want to be mentally prepared for a discussion and explanation of your work, and putting forth a good impression through appearance and conduct is an important part of a successful defense. The Dry Run Before the actual defense, the group should at least do one dry run in front of the trusted friends or family members who can give you honest and helpful comments. The dry run audience should be able to: • Give you feedback on the coherence and effectiveness of your presentation • Ask questions the group hasn’t thought of yet • Ask the group some of the questions that you think the examining panel will ask • Gives the group feedback on their skills as a presenter, including nothing distracting or ineffective verbal or physical behaviors Be sure to schedule your dry run well in advance of the actual defense, so you have time to make the necessary modifications to your presentation. Organizing the Content If you think that presenting your proposal would exceed the time allotted to you, consider carefully what to include and what to leave out or mention only briefly. Remember, many of the details of your study will be revealed during the question period. The group should ask themselves the following questions when thinking about the content to include in the presentation: • What aspects of the research will help the group report their proposal more logically' • What parts would be essential for the panel members to hear, and what parts are less important' • How can the group explain these essential aspects of the thesis proposal clearly' Does the group need to use figures or graphs' Would the group need to prepare a video presentation to make the report more effective' Would the group be using slides or PowerPoint presentation' Organizing the Structure There are many different ways to structure a presentation. The structure that the group would be choosing should be determined by the purpose of the presentation. In a thesis proposal defense, the purpose is usually to inform and provide a convincing argument about the value of their intended work and has a significant contribution to their field of study. Below are some suggestions for structuring the content of your presentation. Opening: This is an important part of the presentation to get the audience focused on what the group has to say. Purpose: Inform the panel members of what you want them to get from your presentation and what the group is about to report. Body of Presentation: This is the main content of your presentation. The following are some possible methods of structuring this section of your presentation: • Chronological/historical: past, present, future • Sequential: first, second, third • Compare and Contrast: advantages vs. disadvantages, our side vs. their side • Review of options: option 1, options 2, option 3, recommendation • Expanding radius: individual, neighborhood, community Closing: It is essential to have a closing statement so that panel members will know that you are about to end your presentation. Here are some suggestions for closing: • Close your presentation by referring to your proposal’s purpose • Summarize the main points of your presentation • Make a statement • Thank you audience The Oral Presentation The group’s presentation should last 30 minutes (maximum). Thus, the group should organize their presentation and rehearse it to make sure they stay within the time limit. Notes can be used to give structure to yo9ur presentation, but avoi8d reading your notes as if you’re reading from a script. Below are some of the suggestions for an effective thesis proposal defense: 1. Speak loudly and with conviction. Talk to the panel members rather than to your group members, the slide screen, blackboard, or ceiling. 2. Do not allow yourself to engage in any distracting mannerisms such as jangling change in your pocket, repeating phrases (unless for emphasis), or continually rubbing your nose. 3. Check your presentation materials such as slides, video tape, PowerPoint presentation, and others that the group will use during the proposal defense. Inaddition, make sure that the images and fonts you will be using are large enough for everyone in the audience to see clearly. 4. Project you enthusiasm in proposing the topic that the group has selected to defend to the panel members. 5. Keep to the time schedule. Practice your presentation so that you are sure your can get everything in within the allotted time. 6. Be sure that you make the end of the presentation obvious, perhaps with some variation of the phrase: “Let me sum it all up by saying.” Do not just stop. 7. Answer any questions fully but also as briefly as possible so that others have a chance to ask their questions. Dealing with Nervousness Before the Defense: • Practice cognitiverestructuring. Instead of thinking, “Nobody is interested in what I have to say; I am not really an expert on this topic,” force yourself to think over and over again, “My audience really needs this information; they will not get it unless I bring it to them.” • Practice positive visualization. Form a mental picture of yourself standing before an engaged and happy audience. See yourself succeeding. • Develop a positive attitude toward your audience. Think of them, for example, as your valued clients, the people who will help you the bills and advance your career. During the Defense: • Remember to breathe slowly and regularly. Take some deep breaths during breaks in your speech, using your diaphragm so that you feel your stomach expand with each breath. Nervous people tend to hold their breath, which only increases the body’s anxiety response. • Act confident, even if you do not feel the way. You may even convince yourself that your really are sure of yourself to go on with defense.