Development of an electronic repository with data analytics for extension services for the University of Northern Philippines

Abstract

Submission of documents and reports in higher education extension services often suffers from operational lag due to manual workflows and passive repository platforms. This study developed and tested an electronic repository system (eRXS) equipped with an integrated data analytics-enabled dashboard, automated reporting tools, and communication modules. Rapid application development (RAD) was used as the method for the system development and was tested through system load testing and live benchmarks. Quantitative load testing with 75 trials using a 102-document seed as baseline revealed exceptional technical stability, achieving a total of 15.038 milliseconds and sub-millisecond database retrieval. This robust system performance significantly lowered user cognitive load and facilitated sustainability in system utilization, resulting in an organic 153 document uploads. Consequently, through real-time data visualization, the system reduces administrative information asymmetry, achieving full document compliance across tested samples (n=75). These findings suggest that the developed system successfully transforms standard repositories from simple storage solutions into proactive drivers of compliance and institutional accountability, but further evaluation of user acceptance is recommended for future work. The primary contribution of this work is application-oriented, demonstrating technically validated, domain-specific integration of analytics into extension service repository management-rather than a novel theoretical framework.