Students

Enrollment Information
System
In Partial Fulfillment of the Requirement
For Capstone 1

Carlos A. Tocao
Emalyn L. Bansag
Vanesa C. Sanita
Gemma L. Arranguez
Elriss L. Lingasa
S.Y. 2017-2018
Historical background of the company

The students of University Mindanao Tagum College (UMTC) were primarily to a private higher
technological, professional, occupational, and vocational education. After five years of existence
the school was classified as a Teacher Education Institution in Industrial Education. In 1982,
UMTC became a beneficiary of the Technical and Vocational Education Project (TVEP), seven
years later the college was selected as a recipient of Philippine-Australian Technical and
Vocational Educational Project (PATVEP). UMTC was integrated with the Cavite State
University on the strength of CHED through Memorandum No. 27, 2000 that made it the
Rosario Campus in the year 2001.

The University Registrar is charged with the responsibility of keeping up-to-date and accurate
records of student enrollment, grades, delinquency lists, drop-outs and causes, graduation, and
the like. The functions of the University Registrar are they plan out effective registration routing
procedures and guidelines, record advance credits of transfer students, prepare student
delinquency list after each semester.

The Accounting Office is charged with the preparation of financial statements and other records,
recording all official financial transactions, journal entries and account classification and keeping
and maintaining complete, accurate and update subsidiary ledgers for all accounts.

The University offered 14 courses with specific major fields and 2 short term programs. And as
of 2006-2007, there are 1,750 enrollees in the university and it increases every year. This
student’s information enrolment system (SEIS) will help the university to handle some of the
student in CvSU Rosario. This also improves the image of school as a prospective employer to
applicants. This will also be a big help to all the enrolment staff especially under the computer
department because they are the one who are entitled to touch and read the information.

Business Processes
For long years (SEIS) is use in managing the personal information of students and was
so wearisome that capturing and compiling of personal data was time consuming as they record
and update their record in a daily basis.
 Information System
One of their transactions is to manage records of each student info. Student’s details
composed of: basic information, student’s description and uniform, digital signature and thumb
mark, family background, educational background, references. They tend to record it via paper
document and through Microsoft excel files. The problem arises as they are no longer be able to
retrieve the data as easily as they can which cost them a lot of time to scroll and filter desired
data. They are also in need of an automated method to produce reports of each transaction.
 Student Cases-These section are cases recorded to each students that has committed
offenses. This is useful for them for recommendation and offered scholarship.
 SIES- the SEIS offered scholarship to those students who got the requirements for
scholarship. Their account will be updated and will be endorsed to go in the
international private school.

Finance Management
The finance management is composed of records for grades, absences, and Payroll. Each
of their day-to-day records are managed by providing paper documents and at the same time
electronic copies (scanned documents) for data backup and future auditing.
Logistics
They have daily records of their activities and records each of it in the excel file for
saving their works. The SEIS provide information to the students to the person who is allowed to
open their files. Their problem is when a student will ask to open their account, they need first to
ask a permission to the assigned person and bring their parents.

The SEIS system is not standalone information system that can be use and access with a
computer but it should be the school computers, meaning all data will be encoded in a computer
system. With the use of SEIS the students data was modernized and the searching and generating
activities was so easy for the student and teachers to find the files of the student and encoding
thousands of students record for every activities will be easy since the record can only be
inputted at any time. Due to the new problem arise, a new solution was proposed with the study
of the system developer, SEIS was update.
Security
The SEIS is a computer-based information system that provides automated management
and Administration of enrolled students. When SEIS update it undertakes a careful and detailed
assessment of current and future needs before committing to a particular solution. SEIS updated
flexibility, expandability, and robustness depend on the back – end components.

The updated system was highly installed exclusively to the main record office of the
School. The assigned personnel were assigned only to manage the overall process of the system.
Other personnel such as the Finance Team, Logistics Team and the Information System(IS)
Team has limited access to it and will only be able use the functionality of the system in
accordance to their assigned department. This means that the Finance Team can only access
financial records of the system, Logistics Team can only manipulate logistics information, and
lastly the Information System (IS) can manage personnel data of its students.
Strengths
The SEIS needs to fulfill the business requirements of the organization and other factors
including appropriate infrastructure and hardware that is essential to the success and optimal
utilization of update SEIS. We can categorize the strengths of update SEIS into different areas:

Network
There are two types of environment set – ups that can be made in the CAAMIS:
a. Standalone Environment - update SEIS can run on individual PCs and data can be
stored locally;
b. Local Area Network (LAN) – PCs are connected together to create a LAN. The
network can either be peer – to – peer or client/server; the data can then be transferred
to the main database server after connecting to the provided network and
accomplished transferring the local database contents to the main server via system’s
included features.
The update SEIS are able to store large amount of data estimated as large as1terabyte as
of today. This is due to the fact that majority of the needed data to be stored are purely text data
to be saved using MySQL Server and the uploaded pictures are separately stored in the server
directory. A splendid performance of the system is expected in the implementation as it was
highly-evaluated by the client, ensuring all requirements will be met as it is.
Scalability
The SEIS can accommodate changes to the school. For example, because the system
design is scalable, it can be run on an individual PC and Local Area Network (LAN). It can also
accommodate as many computers connected in the network without interruption as the network
connection is exclusive only for system’s use. The database allocation can easily be expanded as
the data only relies to the available memory storage space of any device.The system can run in
any windows operating system (OS) with a minimum requirements of specification which is
provided as follows:
Minimum Specification
 Windows XP to 10 Operating System (OS)
 2gb RAM or higher
 Intel Celeron Processor or higher
 250GB Hardisk Memory Space or higher

Reliability
Incomplete and unreliable systems are dangerously risky and can hamper the CAA
division. That is why the update SEIS produces the right results and can complete every
processes to our desired level. Therefore, users will be guided by the update SEIS to produce a
reliable output by providing monthly documents. The database of the system can also be
exported and converted to several text formats such as: .XLS for Microsoft Excel data, .CSV for
rich text formats, .LaTeX for documentation, .PDF for reports, .XML for open websites and
other available formats. The system is user-friendly as the user interface (UI) is highly replicated
from the update SEIS s actual transactions.

Weaknesses
With the high demand in efficient services in schools, the new system must be implement
which brings them challenges and must be dealt with or limit the update SEIS implementation.
This means that requirements of system will also change and utilize the power of the technology
to meet the ongoing needs of the organization.
 Since the update SEIS can only be accessed via local network, each school personel
should be able to be connected to the local network. This means that the system’s full
functionality will only work if it is in the network. The system will only work locally (means the
local database is only in the device itself) and will not be transferred to the main database server
until it is connected to the network.

Long Process in Transferring Database

Each of the assigned school personnel of student’s records it transfers each of their own
database of their assigned teams by going the Main Record Office and connects to the network to
access the local main database. The next step that they will do is to process it to the system by
clicking the transfer button which took them almost an hour to finish the transaction

Delays in Accessing Information

Each of the assigned school personnel of student’s records has experienced periodic
delays in accessing information of their members through the system. It took at least five (5)
minutes before the table loads. Displaying more than 100,000 data could take more than the
allotted time and freezes the computer in an instance regardless of the high specification of the
devices. This is due to the poor infrastructure of the database.

Frequent Failure in Recording Information

Each of the assigned school personnel of student’s records also experience failure in
recording information of their members through the system. They fill up almost all the basic
personal details of a person that would take several minutes before they click the save button.
They thought everything was saved accordingly but it was not in the database storage when they
access it.

The findings established that a number of challenges affect the update SEIS
implementation. As observed on few documentation, the challenges tend to fall heavily on
process and student management. The schools have adopted a number of practices in update
SEIS implementation at various stages of IS development, the good practices include; involving
users in requirement definition, user departments initiating IS projects thus increasing ownership,
acquiring the required hardware and infrastructure before IS implementation. The findings show
that, schools experience the difficult in drawing the line between changing business process to
suit the update SEIS. Instead of changing the way people work, they work towards modifying the
system which end up utilizing more time and increase implementation costs. In addition, update
SEIS ends up documenting inefficiencies and redundancies because of poor process definition.

The study noted that, lack of consensus between schools administration and students
delays the update SEIS implementations. The respondents identified file compatibility and data
conversion issues from the legacy system to the new update SEIS was as a challenge that is
limiting the benefit of quick transaction processing in their organization. The study established
that implementing features outside the scope was common in battalions as most users gets
excited with the new technology and desire to have everything automated. Managing the scope
was established as major challenge to schools in update SEIS implementation. As more features
are added to the system the more the update SEIS become difficult to use.

Opportunity
When a School personnel is moving from old technology to new technology the features of
the system should also give in the current trends of the society. As per provided in the
Weaknesses and Threats of the current, a recommendation for an upgrade is necessary to
anticipate and address those issues occurred in the system.
The system is need to add several features and functionality:
 The system can be used online (via used of internet connection)
 The system should accommodate third-party devices such as scanners and biometrics.
 The system should provide additional reports for several transactions of the school.
 The system should have light-weight Graphical-User-Interface (GUI).

Implementing Online Database Management System

The current procedure in the update SEIS is to let users connect to the local network for
them to access the main database. This means that the administrator will not be able to access
new input records of each students until they transfer their records to the system. Implementing
Online Database Management System to current ones will solve the issue of long process of
transferring files to the main database.

Stable Transaction
After a comprehensive and systematic normalization of the database, it will no longer
create delays in accessing student’s information records as the execution time on processing
query to fetch different data on each table will be lesser than usual. It also organizes all of the
tables of the database up-to-date which will save storage memory in the computer devices.

Faster and Efficient Process

Upgrading to Online Database Management System allows the user to have faster and
efficient way of processing their transaction around the clock. It improves the performance of
transferring database files from one another (from local to main). Instead of transferring the files
manually (connecting to the local network and transfer), the user can now directly record data
and save it to the main database from anywhere and anytime as long as the user has stable
internet connection.
In summary, Online Database Management System help the school to save time, effort, storage
space and expenses.

Threats

Resistance to change
Characterizes it as refusal to see benefits in update SEIS on account of what people are
utilized to, this study uncovered that the principle leap experienced by most firms is resistance to
change. It additionally expressed that innocuous conclusion because of employees' hesitance to
adapting new methods. The ICT office also are hesitant to change because of its connection to
the present systems.

Security Threats
Since the proposed upgrade of the SEIS pursue to use the online database infrastructure,
there is a possibility of security breach and information hacking as per explained by the society
that any data online is in high-risk to be hacked by other criminals. A sudden update of
components of the operating system (OS) might also cause errors and issues in the functionality
of the system as this threats are not yet addressed and evaluated by the developers.

STATEMENT OF WORK
Customer: Students of University of Mindanao

Project Name: Students Enrollment Information System (SEIS)

Purpose:
School employees and Student is in need of an automated system that will automate and
solve their manual transactions such as: Logistics, Finance, Personnel Information Records and
will able to use the system Online.
Students Information Records will only be accessed by the assigned personnel specific to
managing of student’s information. Each students has limited privileges specific only to their
own Information Records which enables them to update and view details of records
Finance Record will be accessed by the finance personnel specific to payroll and other
accounting-related monitoring such as: tuition fees, books, and Payroll.
Logistics and Inventory Record will be accessed only by the assigned logistics personnel
specific to updating, viewing of grades.
One Administrator is assigned to have the full-privilege to access all functions and features
of the system including: Employees Information Records, Students Information Records,
Finance Record and Logistics, Inventory Record and User Management.