INTERNATIONAL JOURNAL OF LATEST TECHNOLOGY IN ENGINEERING,

MANAGEMENT & APPLIED SCIENCE (IJLTEMAS)

ISSN 2278-2540 | DOI: 10.51583/IJLTEMAS | Volume XIII, Issue VII, July 2024

www.ijltemas.in Page 111

Development of Geospatial Asset Management System for Higher

Education

Jorton A. Tagud, James Brian Flores, Jose C. Agoylo Jr.

BS Information Technology Department, Southern Leyte State University – Main Campus, San Roque, Sogod, Southern

Leyte, Philippines

DOI: https://doi.org/10.51583/IJLTEMAS.2024.130713

Received: 25 June 2024; Revised: 11 July 2024; Accepted: 12 July 2024; Published: 14 August 2024

Abstract: The integration of Geographic Information System (GIS) for asset management was addressed in this study.

Geographic Information System (GIS) as a decision support system was integrated within the process of asset management to

strengthen the monitoring of tangible assets within the organization. The main objective of this study is to design and develop a

Location-Based Asset Management Application System. A waterfall model was utilized to create the system. GeoJSON was used

to represent geographical features or attributes of the data gathered. A standardized adapted evaluation form was used to

determine the Functionality, Performance, Robustness, and Workmanship of the developed application and interpreted using

descriptive analysis. The analysis shows that the developed system is excellent in terms of Functionality, Performance,

Robustness, and Workmanship. Based on the study's findings, the developed spatial asset management system is an effective way

of monitoring and delivering asset management information and resources to its various constituents. It is highly recommended

that a designed system should be utilized and use the developed systems to proactively respond and adapt to the modern world in

delivering and managing resources.

Keywords: GIS, Location-Based System, GeoJSON, DSS, Waterfall Model.

I. Introduction

Asset management is the process of maintaining assets cost-effectively. It is commonly used in different firms, companies, and

various institutions. It is a system that helps keep track of all their assets, such as physical assets, which is utilized for their

operation. Government agencies, non-profit organizations, and companies must provide comprehensive reports on how they

acquire, use, and dispose of assets. To ease the reporting process, a majority of them record their asset information in a central

database. In such a way, when they need to compile the reports at the end of their fiscal year, they can easily access all the

information they need. In instances that exist where lost, damaged, or stolen assets are still recorded on the books. With a

strategic asset management plan, the firm's owners will be aware of the assets that have been lost and not record them in the

books. By keeping tabs on a company's assets throughout their life cycle, a firm owner can improve their technique of acquiring

and using the assets.

Geographic Information Systems (GIS) have revolutionized the world of mapping. GIS allows linking endless amounts of

information to a specific geographic location and helps in answering questions and solving problems by looking at data in a way

that is quickly understood and easily shared [6]. GIS integrates with the top facilities management software and consulting firms,

making it easier than ever to extend the life of FM data. GIS can be used throughout the facility's life cycle, from deciding where

to build up to maintenance. It helps streamline asset information collection, dissemination, support, and use, expedite planning

and analysis, and share information in and out of the field more efficiently [9]. GIS-based management and information systems

proved to be the most effective "all-in-one," and thus, indispensable tools to perform a wide variety of tasks in the most informed,

time-saving, and convenient manner through desk work [4]. According to [8] Geographic Information System. (GIS) applications

are hardly manageable and replicable and strongly depend on outsiders' skills and facilities.

In the digital era, geospatial technologies are revolutionizing the policy-making and economy of individual institutions. In this

regard, reliable geospatial data will also enable policymakers, civil society, and others to have better insights into the distribution

of needs and ways to optimize development planning and develop better policies In general, the advent of geospatial technology

inspires researchers to apply geospatial technologies in different fields of technology most specifically to asset management [14].

Furthermore, geospatial technology used in asset management will help to advance data accessibility through web service, which

adds value to the information that already exists and can geo-locate the different assets where it is situated, giving accurate, new

insights to managers and administrators in the organizations. In connection with this, asset management with the geospatial

component is very timely to be developed, adopted, and implemented in government agencies and institutions like Universities to

strengthen the monitoring of tangible assets such as buildings, facilities, and others. This study will also provide techniques for

mining information needed to reform the institutional process, specifically in asset management.

Research Objectives

This study aimed to design and develop a Geospatial Asset Management System in Southern Leyte State University. Specifically,

it sought to establish and answer the following questions:

INTERNATIONAL JOURNAL OF LATEST TECHNOLOGY IN ENGINEERING,

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1. Design and develop different features for a Geospatial Asset Management System in Southern Leyte State University;

2. Implement and evaluate the proposed system and determine its efficiency during the deployment stage;

3. Determine the performance of the developed system in terms of:

3.1 Functionality

3.2 Performance;

2.3 Robustness; and;

2.4 Workmanship.

Conceptual Framework

The proposed system passes the following steps: the web application interface will start communicating the system through users

(employees, guests, etc.). The user enters a query about the location through the system's first phase, which is the web

application. The web application associates the GIS application to search for the area. The GIS application sends the query to the

database, starting to find the location and sending it back with the coordinates. The GIS plots the coordinates on the map in the

web application and submits the area to the user.

Fig. 1 Conceptual Framework of the Study

II. Methodology

Research Flow

Figure 2 shows the research flow of the study. It gives the critical step-by-step outlined and procedure of the study.

Fig. 2 Research Flow Chart

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To ensure the developed system is fully functional this study applies Software Development Life Cycle (SDLC) Waterfall Model

[2] which is majorly used in several engineering and industrial fields such as systems engineering, software engineering,

computer science, computational sciences, and applied engineering [12]. The Software Development Life Cycle Waterfall Model

will undergo the following phases: (1) Requirement Analysis, (2) System Design, (3) Implementation, (4) Testing, (5)

Deployment and (6) Maintenance it covers the entire life cycle of the system from Conception analysis to maintenance [5].

Fig. 3 SDLC Waterfall Model

Research Design

This study will use instructional development also known as developmental research: "the systematic study of designing,

developing and evaluating instructional programs, processes and products that must meet the criteria of internal consistency and

effectiveness" [10]. Developmental research seeks to create knowledge grounded in data systematically derived from practice. It

is a pragmatic type of research that offers a way to test "theory" that has been only hypothesized and to validate practice that has

been perpetuated necessarily through unchallenged tradition. It is a way to establish new procedures, techniques, and tools based

on a systematic analysis of specific cases.

Research Environment

The research was implemented in Southern Leyte State University, Barangay San Roque, Sogod, Southern Leyte, Philippines.

The University has various facilities and buildings in both academic and administrative endeavors such as Admin Buildings

where the administrative offices and function is settled, student center where the student's services are offered and accessed and

various buildings for academic classes and purposes.

Research Respondent

In this study, IT professionals and related experts evaluated the system as Functionality, overall Performance, Robustness, and

Workmanship; all their inputs and suggestions carried in to improve the system. The researcher used a purposive sampling

technique in choosing the respondents of the study. They will be invited to evaluate the developed application program.

Table 1: Respondents of the Study

Evaluators

No. of Evaluators

IT Professional/Expert

TOTAL:

Research Instrument

The standardized adapted-evaluation form from Rochester Institute of Technology in New York, USA was used as an instrument

in this study shown in Appendix B. It is used to determine the Functionality, Performance, Robustness, and Workmanship of the

development application program; the evaluators used the following scale:

Table 2: Research Instrument

GRADE

INTERPRETATION

REMARKS

A+

96.1-100

93.1-96

Superior

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A-

90.1-93

B+

B-

86.1-90

83.1-86

80-83

Above Average

C+

C-

76.1-79

73.1-76

70-73

Average

D+

D-

66.1-69

63.1-66

60.1-63

Below Average

<60

Failing

Data Gathering

First, the researcher sent a request letter for approval from the University President to ask permission to conduct the study. The

researcher will distribute the questionnaire to the respondents to test the Functionality, Performance, Robustness, and

Workmanship of the system using the Adapted-Evaluation Form. The answers will be collected, tabulated, analyzed, and

interpreted. Using descriptive analysis, the researcher will interpret the results of the proposed Spatial Asset Management System

in Southern Leyte State University-Main Campus.

Data Analysis Procedure

The data gathered was treated with proper statistical treatment and tabulation of data according to the sample. The mode is

obtained from the data collected from the respondents to get the likelihood of the developed system. The researcher followed the

assessment method used by the Rochester Institute of Technology in New York, USA. It is an Engineering Design Guide and

Environment (EDGE) software method to support project developers and development teams. The researcher believes that the

material is adequate for the evaluation of the developed system. The form involves grading the developed applications software

from A+ (96 percent and higher) being the highest to F (60 percent and lower) being the lowest. It assesses the various factors

such as Functionality, Performance, Robustness, and Workmanship of the system. Comments and recommendations from the

expert addressed to ensure the overall efficiency of the system is guaranteed. Using the evaluative analysis, the researcher will

interpret the results of the proposed system software.

III. Results and Discussion

Design and Development of a Location-Based Asset Management Application

The developed University Spatial Asset Management System is organized into three types of accounts. Super Admin, Admin, and

Guest user. The Super Admin account has the overall control of the system; different type of accounts is filtered through this

Super Admin account. This was accountable for performing all the features of the system such as managing users' accounts,

managing limitations of access and information to be disclosed for the users, viewing registered users in the system, managing the

user's accounts changing passwords editing accounts, and removing user, add and update assets in the system and view assets of

the campus. The super admin is the one manager in the supply office in the University, the one whose function is to oversee and

manage the physical assets of the organization. The second type of user is the Admin account. It has a flexible function and

control of the system but cannot manage the user's account as the super admin is capable of doing. Adding new assets encored in

the organization, updating assets of the new location of the specific asset, and who has the new responsibility of overseeing such

assets. The last type of user is the guest; this user is any person in and outside the organization permitted by the super admin

through online registration. This is to ensure that the organization's critical information cannot be disclosed to an unauthorized

person. Its viewing capability is limited only to the campus map and its primary data of the different buildings such as building

picture, building name, and the officer in charge.

Super Admin, Admin, and Guest use the same page to login to the system. This can be done by typing the

URL http://spatialassetmgt.test/ to the browser. Figure 6 below shows the index page.

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Fig. 4 Log-in Page

Campus Page

The figure below displays the campus map; the user can choose which base map he/she is going to use in searching a specific

building or asset in the search box.

Fig. 5 Campus Page

Manage User Page

On this page, the super admin can manage the user's account; it can edit the user type and can delete the user's account. The

password is seen in a hash form to protect password privacy.

Fig. 6 Manage User Page

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View Assets Page

In this page, the super admin and the admin user can view the asset; it also allows us to edit and drop a particular asset.

Fig. 7 View Asset Page

Add Asset Page

This page allows the super admin and admin user account to add assets like building name rooms and assets within a place with

the following information gathered, serial number, Asset Name, Quantity, Unit Type, Asset Specification, and date received or

encoded.

Fig. 8 Add Asset Page

Efficiency of the Developed Spatial Asset Management System of Southern Leyte State University-Main Campus.

Efficient means the system uses inputs in the right way and produces a desirable output with the highest productivity [1]. The

system's efficiency was guaranteed by considering and applying the comments and suggestions raised during the evaluation and

deployment stage. During the deployment stage, three of the five experts suggested the following: First, there must be a UPS or

Uninterruptable Power Supply so that uncertain data loss can be prevented and provide power surge protection. Second, provide a

dedicated network connection for the system, to reduce data traffic and internet connection loss, and ensure that it is always

available. Lastly, a firewall or security software protects against malware to detect strange behavior in the computer system. And

constant protection from malicious hackers and Ensure the overall access control of the system.

Performance of the Developed Spatial Asset Management System of Southern Leyte State University-Main Campus.

The performance of the developed system was determined in terms of Functionality, Performance, Robustness, and Workmanship.

The data were gathered during the system testing, and the respondents were asked to answer some of the questions regarding of

the developed system in terms of Functionality, Performance, Robustness and Workmanship adaption of Rochester Institute of

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Technology in the United States evaluation form insures that the system follows the standards in developing IT-related

applications.

Functionality

Table 3: Performance of the Proposed System in terms of Functionality

Items

Frequency

Modal Response

Does the system have all the functionality required?

Superior

Legend: 5-Superior, 4-Above Average, 3-Average, 2-Below Average, 1-Failing

The quality of being functional and the range of operations that can be run on a computer or other electronic system [7]. Table 3

shows the performance of the new system in terms of its functionality. As shown, out of 5 respondents, 4 of them answered that

the system worked properly at the superior level; all controls used were responsive, and expected outcomes were delivered.

During the testing, the functionality of the developed application was verified by the experts in the field. When the system was

tested, all functionalities were run and functional at a superior level. One (1) out of 5 respondents answered that the developed

system's functionality runs above the average. The database was checked during querying (adding, deleting, searching, and

updating). This entire feature generates the desired output as required by the experts. As reflected, majority of the respondents

evaluated the functionality of the proposed system as superior.

Performance

Performance refers to a class of software tools that allows the IT operations group to monitor and control infrastructure stacks

[11]. Table 4 shows the performance of the newly developed spatial asset management system as perceived by the respondents.

The assessment of the newly developed system in terms of how it manages time effectively was interpreted as Superior, which is

five out of 4, and 1 out of 5 answers the systems performs at the above-average level. The system responds immediately to every

action the end-user performs, and it operates at the maximum level of accuracy and preciseness at all times. Generally, most of

the respondents answered that the performance of the proposed system meets the desired requirement at the superior level.

Table 4: Performance of the Proposed System in terms of Performance

Items

Frequency

Modal

Response

Does the performance of the system meets desired it

requirements?

Superior

Legend: 5-Superior, 4-Above Average, 3-Average, 2-Below Average, 1-Failing

Robustness

Software is robust, if any exception raised during its execution, in any architecture and with an initial state, is caught by some

exception handler [3]. Table 5 shows the Robustness of the developed spatial asset management system. Three (3) out of 5

respondents answers that the system runs at its superior robust. And Two (2) believed that the system run in an above-average

manner. The application can adapt to both mobile and desktop environments. Once installed, users will be notified if an update of

the system is available online. Overall the result further implies that the proposed system is superior in terms of robustness since

it operates repeatedly without adjustment or repair.

Table 5: Performance of the Proposed System in terms of Robustness

Items

Frequency

Modal Response

Does the robustness of the system operate repeatedly

without adjustment or repair?

Superior

Legend: 5-Superior, 4-Above Average, 3-Average, 2-Below Average, 1-Failing

Workmanship

The workmanship is a human attribute relating to knowledge and skill at performing a task. It is also a quality imparted to product

creation [13]. Table 6 below displays the workmanship of the newly developed spatial asset management system. The table shows

that on the processing time, the system immediately responds to the user needs and checks and validates first the data being

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entered before the next transaction happens. Based on the respondent's response, four (4) believes that the workmanship of the

system indicates a superior response, and 1 out of 5 answered above average for the workmanship of the system. Generally, based

on the modal response on the data gathered, it shows that it is preferable to use the developed system as it meets the demands of

the users and satisfies the expectation of the users.

Table 6. Performance of the Proposed System in terms of Workmanship

Items

Frequency

Modal Response

Does the system show quality workmanship?

Superior

Legend: 5-Superior, 4-Above Average, 3-Average, 2-Below Average, 1-Failing

Generally, based on the overall data presented on the performance of the developed spatial asset management system in terms of

efficiency, functionality, performance, robustness and workmanship it shows that the system performed at its maximum level of

accuracy, precise at all times, operates repeatedly without adjustment or repair and the users satisfies the expectation of the users.

IV. Conclusion

The spatial Asset management system was developed using PHP and MySQL; GeoJSON is used to represent geographical

features. All respondents are IT professionals and working people in the academe and practice in the industry as a freelance

worker in IT-related jobs. The performance of the developed spatial asset management system in terms of functionality is

functional at a superior level. As for the Performance, the majority of the respondents agreed that it performs well. In its

Robustness, respondent's remarks above average that the system works in robust. Both of the respondents agree that during the

testing phase, bugs and errors were comprehensively examined, which made the system error-free somehow, and therefore it

performed well on its workmanship. Generally, most of the respondents agreed to use the developed system as it meets the

expert's demands and satisfies the users. Based on the summary of the opinions of the respondents and from the findings of the

study, the researcher concludes the development of a spatial asset management system in SLSU Main Campus is an effective way

of monitoring and delivering university asset management information and resources to its various constituents. The performance

of the newly developed system in terms of Functionality, performance, Robustness, and Workmanship showed that the system is

an excellent platform to use.

Acknowledgment

The authors extend their heartfelt gratitude to all individuals who contributed to the

success of this research. Special thanks to my adviser for his unwavering support form inception to completion. Above all, the

authors express deep gratitude to the Lord Almighty for his unwavering guidance through the challenges of my research.

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