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IE 516 SYSTEM ENGINEERING

CEBU TECHNOLOGICAL UNIVERSITY Page 1

CHAPTER 1

THE PROBLEM AND ITS SCOPE

1.1 Introduction

Nowadays, technology has reached its highest level and is in phase of developing

more with the new innovations. Managing student information in higher education

seems to be a widespread pursuit. Colleges and universities everywhere are actively

engaged in assessing current systems, planning future upgrades to systems, or

implementing entirely new systems. The student information system will guide and

satisfy the student records. The goal in this project is to improve the current system

that they are using and make a useful system that can be used to facilitate the

record of the student. The information system is a user friendly for all the people

who will involve in it. For it can make the work easier and faster.

This system describes the information and components of computerized system

and several strategies to develop the whole system. When we talk about the

students record of the School, what do we usually think? Well, students record is

one of the most important files or documents that need to give way of attention

because it is one of the hidden files of the school that was the record of the student

needs to secure for their privacy.


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1.1.1 Rationale

Cebu Technological University- Main Campus is one of the prestigious

schools found here in Cebu which offers different kinds of courses. The said

institution provides advanced professional and technical instruction for special

purposes, Industrial trade, teacher education, agriculture, fishery, forestry

,engineering,aeronautics and land-based programs,arts and

sciences,health sciences,information technology and other relevant fields of

study. It shall undertake research, production and extension services, and

provide progressive leadership across the areas of specialization for global

empowerment. The center of excellence and development in research,

instruction, production, andextension services for progressive leadership

transcending global technological, business and industry-driven education.

The researchers of this study find ways in order to improve the present

student information system and make the easiest strategy of having faster

way in getting information .This Student Information System can contribute a

lot to the students for they can directly ask for their needed data in the

registrars office. This system is very effective for all information of the

students were stored in a database. It is very reliable and a friendly use

because students can view their grades and other information through

website.
http://en.wikipedia.org/wiki/Engineeringhttp://en.wikipedia.org/wiki/Aeronauticshttp://en.wikipedia.org/w/index.php?title=Arts_and_sciences&action=edit&redlink=1http://en.wikipedia.org/w/index.php?title=Arts_and_sciences&action=edit&redlink=1http://en.wikipedia.org/wiki/Health_scienceshttp://en.wikipedia.org/wiki/Information_technologyhttp://en.wikipedia.org/wiki/Manufacturinghttp://en.wikipedia.org/w/index.php?title=Extension_services&action=edit&redlink=1http://en.wikipedia.org/w/index.php?title=Extension_services&action=edit&redlink=1http://en.wikipedia.org/wiki/Manufacturinghttp://en.wikipedia.org/wiki/Information_technologyhttp://en.wikipedia.org/wiki/Health_scienceshttp://en.wikipedia.org/w/index.php?title=Arts_and_sciences&action=edit&redlink=1http://en.wikipedia.org/w/index.php?title=Arts_and_sciences&action=edit&redlink=1http://en.wikipedia.org/wiki/Aeronauticshttp://en.wikipedia.org/wiki/Engineering


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1.1.2 Theoretical Background

In todays generation, we are engaged in highly computerized

technology aiming to enhance individual lifestyle and most especially in the

world of business. Almost all schools and other institutions, computers have

significant impact in their works. People rely on computer for efficient and

effective way to handle different loads and tasks.

Information System is processing of information received and

transmitted to produce an efficient and effective process. One of the most

typical information systems is the Transaction Processing System. Transaction

Processing System collects, stores, modifies, and retrieves the transactions of

a certain organization. The process of retrieving, modifying and transmitting

data to be stored using information system is referred to as transaction.

Transactions occur is known to be a part of records. All of these records were

originally kept in paper. When a certain organization uses a certain

transaction processing system, retrieving and transmitting of information will

be available at anytime needed. The number and volume of transactions can

be calculated for a given time period. It eliminates time constraints and

efforts in terms of having several order transactions on electronic commerce

and marketing of Jaro Development Corporation. In the case of the online

marketing of Jaro Development Corporation, it will bring about efficiency and


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convenience in processing the different ordering processes. Nowadays, data

processing uses one or more database at one or more certain organizations.

Databases are use in transaction processing where information are stored,

retrieved and transmitted at certain time it is needed. Examples of

transaction processing systems are airline reservation systems, billing system,

payroll system, library system, online marketing and online transaction

processing.

This Student Information System is now very common todays

generation. Information System is widely used for faster and easier way of

recording student information. This Student Information System in Cebu

Technological University was established on 2007. This system was built in

and program by the out source of the institution. This is also aiming an

effective means of processing information and retrieving data aside from

being orderly used in almost all aspects in our daily lives.

It is also used in

managing the operation undertaken by the school. It is a great help to every

school that undergoes with different difficulties within recording the students

information.

http://www.studymode.com/essays/Student-Information-System-927457.html
http://www.studymode.com/essays/Student-Information-System-927457.htmlhttp://www.studymode.com/essays/Student-Information-System-927457.htmlhttp://www.studymode.com/essays/Student-Information-System-927457.html


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INPUT

Data are theraw materialswhich are theinput to the

system.

PROCESS

The computersystem processesthe data according

to the sets ofinstructions andstores the results

of processing.

OUTPUT

StudentInformation

System

Figure 1: Theoretical Framework of the Study


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1.1.3 FLOW OF RESEARCH PROCESS

The figure shows the flow of conducting this study.

A company/institution that would accept our

concerns for the company.

Concerns with the system of the institution.

Background from the previous system to new

system.

The researchers are able to brainstorming and

consider what ifs.

Aiming for a possible actions and purpose for

developing that would help for the system.

A software that is very useful for accessing

student data.

Conducting survey to the student, getting

information through books and internet.

By the information that the researcher get they

tend to analyze the gathered data through the

use of statistical techniques.

Figure 2: Flow of Research Process

1.2 THE PROBLEM

Design the study

Setting study objective

Identifying the possible

roblems

Interpretation and

dissemination's of

re orts

Gather some data

Review previous

concepts

Choose a topic in the

institution

Finding a

com an /institution

Statistical analysis


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1.2.2 Scope and Limitations of the study

The scope and limitations of the study intends to inquire into the

present student information system of Cebu Technological University-Main

campus, with the objective to determine the effective student information

system in order to help improve the student in getting needed information

which is the Certificate of registration and Grade Slip.

Time Delimitation

This study is conducted during the first semester of the academic year

2013-2014 within the months of June to October 2013. The timeline for

gathering data depends upon the available time of the respondents.

Place Delimitation

This study concentrates at the College of Engineering at Cebu

Technological University- Main Campus located at M.J Cuenco Ave., R. Palma

St., Cebu City.

Reason for Study Focus Delimitation:

a. This study focuses on the 2nd to 5th year students of Cebu

Technological University who serves as our respondents of this study.

b. This study focuses also on storing data and extracting data of the

students.


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1.2.3 Significance of the Study

This finding of the study is very significant in many ways to the

following:

Student

This would be great benefits to the students for they can get their

information in the exact data and accurate data will be given.

Institution/school

This study would be beneficial to the institution since certain

procedures that organize the process and flow of information could be utilized

by the school. It could upgrade the school to the new trends in technology,

making the work of its employees easier, faster and more accurate.

EDPO (Electronic Data Processing Office)

The EDPO would also be beneficial with this study since they are the

one who is responsible in encoding all data information of each student. With

this study they can eliminate any possible errors in encoding data. And the

EDPO can cater students with the complete information and well organized

schedule. Thus, it can meet customer satisfaction.

Office of the Registrar


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The Office of the Registrar would also be beneficial with this study

since if the improve student information system will be made, there would an

organize flow of the process.

Faculty

This study would be beneficial to the faculty for they can also get

information of their student in a faster and easier way.

Clients

This study would be beneficial to those clients (parents, relatives,

colleagues, friends and others related to that certain student) who would

want to ask about information of the student. This information system will be

more convenient for them to find the information of that certain student.

Future researchers

Future researchers could benefit from this study. This gives them the

insights or basis and references for another relevant study which could be

more advanced and upgraded.


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1.3 RESEARCH METHODOLOGY

1.3.1 Research Environment

The study was conducted in Cebu Technological University Main

Campus. The Engineering Department is purposely chosen for the

researchers in the use of Student Information System. The school is located

along the corners of Rafael Palma Street and M.J. Cuenco, Cebu City, Cebu,

Philippines as shown in Figure 2. The university is primarily mandated to

provide advanced professional and technical instruction for special purposes

and it is more in hands on activities. Most of its alumni who are engineers and

teachers are acknowledged experts in their professions.

This study concerned on the College of Engineering which is composed

of five departments, namely: mechanical, industrial, civil, electrical, and

electronics and communications.


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Figure 3: Location of the Study


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1.3.2 Research Respondents

The respondents of the study are the engineering student of Cebu

Technological University-Main Campus. The researchers aim to gather the

total population of students availing the engineering courses.

College Department Year level Population (N) Sample (n)

College ofTechnology

2 1,915 108

3 1,308 74

4 310 17

College ofEducation

2 560 32

3 467 264 473 27

College of Arts andSciences

2 131 7

3 111 6

4 126 7

College ofEngineering

2 395 22

3 306 17

4 347 19

5 268 15

Total 6,717 377

Table 1: Total Respondents in Cebu Technological University

The table above shows each College Department, year level, and the

total population (N) and sample size (n), in which 198 for the College of

Technology, 85 for College of Education, 20 for College of Arts and Sciences,

and 73 for College of Engineering a total of 377 students that will undergo

survey for the Cebu Technological University.


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In getting the sample size of the population we used the Slovins

formula. This formula will serve as our preferences to take for a survey:

Where:

To use the formula, the researchers figure out first what error of

tolerance to be use. The researchers choose the confidence level of 95%

(giving a margin error of 0.05) since it is subjective among confidence level

after the researcher plug the population size and required margin of error

into the formula. The result will be use to the researchers to undergo survey

to the student.

Since the overall total population of students enrolled in the Cebu

Technological University is 6,717. So the researchers have already the error

of tolerance and the total number of population, researchers can now solve

for the sample size.

Given:


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Required:

Given:

Sample solution:


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Figure 4: Pie graph for the total population of each department

Figure 5: Pie graph for the total sample size of each department

College of

Technology,

3533

College of

Education,

1500

College of Arts

and Sciences,

368

College of

Engineering,

1316

College of

Education,

85

College of

Technology,

199

College of Arts

and Sciences,

20

College of

Engineering,

73


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1.3.3 Research Instruments

To provide the data needed in the study, the researchers used the

following instruments:

Interview

Personal interview with the institutions personnel was done which helps

the researcher gather detailed and comprehensive information about the

existing system used. Then observation was also made within the campus

area to have more accurate details regarding hot the institution currently

operates. The observation and interview was conducted within the months of

June to August 2013.

Survey questionnaire

Questioner was used by the researchers in order to obtained significant

data in the current system; it includes specific questions to be answered by

the student involved in the under studied system.


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1.3.4 Research Procedure

Gathering of Data

Ask

permission

by sending

from letter

Doescompany

permitted?

Look for

another

company to

be studied

NO

YES

Look for

company/institution

to be

studied

Passconformed

letter

Make

proposal

Ask

permission

to the

teachers

to visit the

faculty

Analysis of

data

gathered

Faculty

visit

Ask

institution

of data

Interviewfaculty

member

Follow-up

interview

Observe

the system

Make

questioner

START

END

Figure 6: Research Procedure

Before this study would be conducted, the researchers will be asking

first the permission from the President of the Institution. Then, the data to be

used in making the improving the Student Information System will be

gathered from books, journals, internet sites, campus and also to the College

of Engineering student where in this study focuses the students. Data will be

manipulated using survey to come up with the information system.


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1.4 DEFINITIONS OF TERMS

Listed herein are terms that need to be defined and described for the readers

to comprehend clearly. These terms are defined operationally to facilitate better

understanding of terms in this study:

Certificate of Registration

It is a document for the students contains the class schedule and financial

statement. This signifies that the student is officially enrolled.

Computer

The term refers to an electrical machine system capable of accepting data in

symbolic forms and processing them. The results are normally produced as output in

some form.

Data

It is the personal and school information of the student.

Database

It is the storage of all important files of the students.

Grade Slip

It is slip that contains grades of the certain student.


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Information System

Any organized combination of people, hardware, software, communications

networks, and data resources that collects, transforms, and disseminates

information in an organization.

Hardware

This consists of the computer equipment used to perform input, processing,

storage and output activities

Software

This refers to a suite of programs that enables a computer system to process

data, including both the operating system and a variety of applications programs.

Storing

It is the process that keeps the information.

Student Information System

A student information systemis the institutional database(s) managing

student records, information, courses, and schedule.


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Chapter 2 Descriptive Phase

System Scoping and Concept Definition

2.1.1 COMPANY PROFILE

The Cebu Trade School and Its Beginnings

The Cebu Trade School, now the Cebu School of Arts and Trade,

began in 1911 as a Manual Arts Department of the Cebu Normal School and

later of the Cebu Provincial High School. In 1911 it become a separate entity

offering intermediate trade curriculum in wood working. There were five

teachers composing the teaching staff: two Americans and three Filipinos

who taught in the fifth, sixth and seven grades. This group of Filipino and

Americans teachers turned out its first batch of elementary graduates in 1912

equipped with the rudiments of vocational education.

During almost fifty years of existence, the Cebu School of Arts And

Trade has occupied different places in the city. Way back in 1909, when it

was yet a Manual Arts Department of the Cebu Normal School it was housed

in MgaAnakSaLungsod a building located at the corner of D Jakosalem and

Colon Streets. From there, it was moved to the grounds now occupied by the

Abellana National Vocational School on Jones Avenue where a three-room

building was built.


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The Cebu State College of Science and Technology

TheCebu State College Of Science and Technology started as one of

the earliest vocational schools established in the country.

Founded in 1911 as a Manual Arts department of theCebu Normal

School,it was called the Cebu Trade School. Under Proclamation No. 180 of

August 20, 1928, the school acquired its present at M.J. Cuenco Avenue,

Cebu City. On June 9, 1938 by virtue of Commonwealth Act. No. 313, Cebu

Trade School was change to Cebu School of Arts and Trades.

Being one of the leading vocational institution in the country, CSAT,

has always done its best to preserve quality to help achieve national goals. It

opened theGraduate School with the degree of M.Ed and MAVED in 1969, to

develop leadership and stimulate research in vocation education. The MEC-

CSAT Scholarship Program was lunch in 1976 and 1982 the Master of Public

Administration Program commenced. Then in 1990, the MTE or Master in

Technician Education was added to theGraduate School Program.

In 1977 a big fire gutted down the academic and administration

building and destroyed eighty per cent if its physical facilities. However, a

new nine-million peso Academic and Administration Building was constructed

in 1978.
http://en.wikipedia.org/wiki/Cebu_State_College_Of_Science_and_Technologyhttp://en.wikipedia.org/w/index.php?title=Cebu_Normal_School&action=edit&redlink=1http://en.wikipedia.org/w/index.php?title=Cebu_Normal_School&action=edit&redlink=1http://en.wikipedia.org/wiki/Graduate_Schoolhttp://en.wikipedia.org/wiki/Graduate_Schoolhttp://en.wikipedia.org/wiki/Graduate_Schoolhttp://en.wikipedia.org/wiki/Graduate_Schoolhttp://en.wikipedia.org/w/index.php?title=Cebu_Normal_School&action=edit&redlink=1http://en.wikipedia.org/w/index.php?title=Cebu_Normal_School&action=edit&redlink=1http://en.wikipedia.org/wiki/Cebu_State_College_Of_Science_and_Technology


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On June 10, 1983, the most historic event happened to CSAT,Batas

Pambansa Blg. Entitled AN ACT CONVERTING THE CEBU SCHOOL OF ARTS

AND TRADE INTO A CHARTERED COLLEGE TO BE KNOWN AS THE CEBU

STATE COLLEGE OF SCIENCE AND TECHNOLOGY EXPANDING THE

JURISDICTION AND CURRICULAR PROGRAMS.

On July 27, 2009,Philippine Congress passed into law Republic Act No.

9744[2]which was subsequently signed by President Glorial Macapagal Arroyo

on November 10, 2009. Republic Act No. 9744 converted Cebu State College

of Science and Technology into a university and renamed it Cebu

Technological University. The university is primarily mandated to provide

advanced professional and technical instruction for special purposes,

advanced studies in industrial trade, agriculture, fishery, forestry, aeronautics

and land-based programs, arts and sciences, health sciences, information

technology and other relevant fields of study. It is also mandated to

undertake research and extension services, and provide progressive

leadership in its areas of specialization.
http://en.wikipedia.org/wiki/Batas_Pambansahttp://en.wikipedia.org/wiki/Batas_Pambansahttp://en.wikipedia.org/wiki/Philippine_Congresshttp://en.wikipedia.org/wiki/Cebu_Technological_University#cite_note-2http://en.wikipedia.org/wiki/Cebu_Technological_University#cite_note-2http://en.wikipedia.org/wiki/Cebu_Technological_University#cite_note-2http://en.wikipedia.org/wiki/Philippine_Congresshttp://en.wikipedia.org/wiki/Batas_Pambansahttp://en.wikipedia.org/wiki/Batas_Pambansa


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Figure 7: Organizational Chart

CHIEF

HRM

LEGA

EDP/MI

SECURIT

Y AND

SUPPLY

OFFICE

RECORDS

OFFICER

ANCILL

IARY

SERVIC

OFFICE

REGISTR

REGISTRAR

CAMPUS

NSTPINSTRUCTOR

MEDI

DENTIST

DENT

GUIDA

DEAN

SCHOLARS

ASST.

SCHOLARS

PLACEM

PLACEMENT

OFFICERS II

GAD CTUPUBLIC

EMPLOYMENT

SERVICE

P

MAINTE

ELECTRI

MECH/AI

ELX/CO

BLDG

WATER

SENIO

DEANGRADUATE

ASSOCIATE DEAN

GRAD. SCH.PROGRAMADVISER

CHAIRMANSUBJ.

AREAS

GRAD.

FMO

BUDGET

CASHIER

OFFICE

CASFACULT

DEAN, CAS

ASSOC

CHAIRMANSUBJ.

AREAS

COED

DEAN, COED

ASSOCIATE DEAN

CHAIRMANSUBJ.

AREAS

DEAN

COE

ASSOCIT

CHAIRMANSUBJ.

AREAS

COE

DEANCOT

ASSOC

CHAIRMANSUBJ.

AREAS

COT

VP RESEARCH ANDDEVELOPMENT

VP PRODUCTION ANDBUSINESS AFFAIRS

BOR

Secretary

UNIVERSITYADMINSTRATIVE

BOARD OF MANAGEMNT

UP, VPs, CDs, Deans CTU Main

University

SecretarySports and

wellness

BAC Bidding and

Awards Committee PHYSICAL

Facilities

Maintenance

BOM

Secretar

Presidential Mgt/

Executive Assistant OfficeInternal Audit Service

VP ADMINISTRATIVE &PLANNING

VP ACADEMICAFFAIRS


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Cebu Technological University

Vision

A center of excellence and development in research, instruction,

production and extension services for progressive leadership transcending

global technological, business and industry-driven education.

Mission

The University shall primarily provide advanced professional and

technical instruction for special purposes, advanced studies in industrial trade,

agriculture, fishery, forestry, aeronautics and land-based programs, arts and

sciences, health sciences, information technology and other relevant fields of

the study. It shall also undertake research and extension services and provide

progressive leadership in its areas of specialization (Sec.2 of RA 9744)

COLLEGE OF ENGINEERING

VISION

A center of excellence and development in research, instruction,

production and extension services for progressive leadership transcending

global technological, business and industrydriven education.

MISSION

Provides advanced professional and technical instruction foe special

purposes, industrial trade, teacher education, agriculture, fishery, forestry,


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engineering aeronautics and land-based programs, arts and sciences, health

sciences, information technology and other relevant fields of study. It shall

undertake research, production and extension services and provide

progressive leadership across the areas of specialization for global

empowerment. (R.A. 9744)

GOALS

1. Provide quality engineering education and technical skills training

attuned to the changing needs of the industry.

2. Train and develop students to be future leaders of the society imbued

with the sense of social responsibility and environmental consciousness.

3. Produce quality engineering graduates ready for the global market.

4. Produce innovative designs and technology-related researches for the

benefit of the society.

5. Provide training and technical know-how to communities for their

empowerment, increased livability and sustainability.

Objectives of the Program:

BSEE

1. Provide the students with an education in the fundamentals of

electrical engineering that will allow them to be immediately competitive in


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1. To provide better facilities of life to the communities e.g. Better water

supply system, Sewerage system, traffic system etc.

2. To layout the physical features for the earth by Surveying and

Levelling.

3. To provide safer designs of Canals, Dams, Barrages, ttec.

4. To provide better network of roads and highways, to ensure

comfortable traffic system.

5. To ensure safe construction of buildings and other structures.

6. To ensure safety of constructed structures, their repair and

maintenance.

7. To achieve more aesthetics and architecturally beautiful structures.

BSECE

1. Provide the students with an education in the fundamentals of

electronics engineering that will allow him to be immediately competitive in

industry or in graduate work while providing him with the best opportunity for

achieving his full potential during lifetime.

2. Develop a sense of professional responsibility and social awareness.

3. Provide practical applications as evidenced by laboratory, design

project study, computer exercises and practicum courses. These would help

the student to work well whether independently or as a part of a group.


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c. To prepare the student who plans to pursue a career in the academe.

d. To prepare the student for jobs or research work that requires

analytical thinking skills.

College of Technology

Program Objectives

Bachelor of Science in Industrial Technology

Equip students with specialized technical competencies across fields of

industrial technology towards occupational opportunities, entrepreneurial

capabilities and/or supervisory and managerial positions.

Bachelor of Science in Hospitality Management

Produce quality, intellectual and morally upright individuals who are

trained on effective and efficient customer services to address the manpower

needs of hotels, restaurants and other relevant hospitability trades and

industries.

Bachelor of Science in Graphics and Design

Equip students with higher understanding of the essential fusion of art

and technology, bringing creative ideas to reality for more demanding roles in

the workplace.

Bachelor of Science in Information & Communications Technology


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Equip students with equitable ICT skills and proficiencies required by

industry with integrated research and extension capabilities in addressing the

ever-changing demands in their individual lifetime opportunities and

possibilities in local and global workforce.

Bachelor of Science in Travel Management

Produce highly knowledgeable and skillful individuals, equipped with

the competence for a world class travel management services.

Bachelor of Science in Marine Engineering

Provide human resources who are globally competent in meeting

standard requirements of the maritime industry.

Bachelor of Science in Mechatronics

Equip students with theories and competences in industrial automation

focused on Mechanical, Computer, Electricity and Electronics technology that

would prepare technology leaders and experts in the field of Mechatronics.

Goals of College of Technology

1. Equip students with competencies and entry-level skills in various

technology areas;

2. Provide avenues for the students to observe and practice the highest

standards of safety;


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3. Meet with the manpower requirements of industry;

4. Provide leadership in the conduct of research and extension geared

towards technological advancement;

5. Establish industrial and community linkages for excellence;

6. Develop the students and faculty members cultural, moral, and

nationalistic consciousness;

7. Inculcate dignity as an intrinsic nature of the individual in the era of

technological advancement; and

8. Sustain commitment to be the sufficient source of competent

technicians, professionals, managers and executives.

2.1.2 THE SYSTEM AND ITS FUNCTION

During enrollment times, each student was obliged to submit an

enrollment form in order for the registrars office to update the following

information of the system. The EDPO is the one who is responsible in


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gathered in registrar will serve as the student information and would be

database through this system.


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2.2 FUNCTIONAL ANALYSIS AND INTERFACE DEVELOPMENT

2.2.1 Cross Functional Chart

ENCODINGO

FDATA

STUDENT INFORMATION SYSTEM

Chairman EDPOInstructor

Complete gradesand class

schedule?

Forward the grades andclass schedule

Receive the data(grades and schedule)

Encode the data

Store and displayof information

Yes

Student Data Storage

START

Compile studentschedule and

grades

END

Submit grade andclass schedule of

subjects

No

Figure 9: Cross Functional Chart of Encoding of Data


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2.2.1 Systems Algorithm

PERSONNEL ACTIVITIES

Students The primary resource of the school

Dean

The head of the College DepartmentResponsible in managing and handling his/her coteachers.

Chairperson

In charge of administrative responsibilities that a

dean and the school president assign.

Responsible in assigning each instructor their

respective students to be handle.

InstructorResponsible in handling and teaching academicworks to the studentsProvide grades for their students

Cashier Transacts data in making payments.

MISTrack the subject code of the student.

In charge in encoding all the data

Registrar

Recorder and keeping student recordsImplement policies and procedures relative to

admission, registration and graduation of students

One who release study load of the student

Provide leadership to plan organize and manage allof the activities related to the Records andRegistration Department, including serving as theofficial authorized keeper of the Universitys studentrecords.

Table 2: Systems Algorithm


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2.2.3 Work-Centered-Analysis (WCA) Framework

The Work Centered Analysis framework summarizes the elements of any

business professional should look at when analyzing an existing or potential

system in an organization. The framework shows that the system is much more

than just technology. Instead, the system is actually a work system consisting of

work processes involved in the Student Information performed by human

participants using information and technology. This diagram shows the

businesses process from enrolling which this process is the main source why the

school has an information system of each student. The figure below summarizes

the framework:


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Figure 9: Work-Centered-Analysis (WCA) Framework

BUSINESS PROCESS

- Encoding of data

- getting needed data like

COR/grade slip

SERVICE

Hassle in getting and

Providin information

CUSTOMER

INTERNAL

-Student

PARTICIPANTS

-Registrar-Cashier- Instructor-EDPO

- Chairman

INFORMATION

-COR

-Grades

TECHNOLOGY

-Computer

-Printer

-Server


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2.2.4 Data Flow Diagram

DFD LEVEL 0

Student

StudentInformation

System

Registrar1. Info. 2. info.

Chairman/instructor

MIS

7. info. 3. storeddata

5. info

6. info

Figure 10: Data Flow Diagram (Level 0)

DFD LEVEL 1

Student

1.0

Registrar

Student

inquiry

1.0

Getting

needed data

( COR/grade

slip)

2.0

MIS

Registrar

1. info2. info

4. store

data

5. info

6. release

info

7. Receive needed

info

Figure 11: Data Flow Diagram (Level 1)


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DFD LEVEL 2

Encoding

the data

1.0

Dissemin

ate data

1.1

Receive

data

1.2

MIS

Student

Registrar

7. needed data

6. needed data

5. encoded data

3. data

4. keep data

1. info2. data

Figure 12: Data Flow Diagram (Level 2) for encoding data

Student

Studentinquiry

1.0

Make

payment

1.1

Log in to

the logbook

1.3

Receive

1.4

Give ID

1.2

1. Ask for another

COR/grade slipCashier

Registrar

3. bills

4. receipt

2. Inquire

for COR/

Grade slip

6. ID number

7. Log in

8. Give COR/

grade slip

5. ask ID

Figure 13: Data Flow Diagram Level 2 for getting data


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Infrastructure

The top management shall determine, provide and maintain the

infrastructure needed to achieve conformity to product requirements in the

minimum. They shall follow established standards set by the CHED Technical

Panel, such as: Policies, Standards and Guidelines for Minimum Infrastructure

requirement, STCW requirements and Building Regulations. Infrastructure

includes, but it not limited to, as applicable:

Building, workspaces and associated utilities;

Process equipment (both hardware and software) and

Supporting services (such as transport, communication or information

system)

Work Environment

The CTU top management shall determine, provide and maintain the

infrastructure needed to achieve conformity to work environment program

requirements in relation to school plant safety, water/electrical supply, waste

disposal and pollution control.

Management of the work environment shall give consideration to human

factors such as safety, ergonomics and other needs, and physical factors that

include sanitation, noise-free and work/study area temperature.


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Quality Management System

Control of document

The maintenance of the Quality Policy Manual and its components

manuals shall be the responsibility of the University Quality Management

Representative (QMR) who is also a member of the Management Review

Committee (MRC). Documents and data shall be reviewed by the same

committee and approved by the University President for adequacy.

Documents/Data control procedures are defined in the Quality Procedures

Manual.

The distribution of this Quality Policy Manual and its components of

manuals shall be the responsibility of the University QMR to ensure that correct

documents are always available at points of use. A master list (Annex C)

identifying the current revision status of documents shall be established, and

readily available to preclude the use of invalid and/or obsolete documents and

data. A complete set the Quality Management System manual shall be furnished

to each of the following:

University President;

Vice President for Academic Affairs ( University QMR);

Vice President for Administration

Vice President for Production Extension and Business Affairs


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Vice President for Research and Development

Campus Directors (who are also the Campus QMRs);

Library of each campus

Control of Quality Records

Records shall be maintained to provide evidence of conformity to

requirements and of the effective implementation/operation of the Quality

Management System. Documented procedures in the control of quality records

are defined in the Quality Procedures Manual.

All quality records shall be stored and retained in such a way that they are

readily identifiable and retrievable in storage/filling cabinets, disks to prevent

damage or deterioration, and to prevent loss. Records shall remain legible.

Retention time of quality records shall vary, depending on the importance

and usefulness as reflected in the Matrix of Quality of Records with adherence to

RA 9470 otherwise known as the National Archives of the Philippines Act of 2007.


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2.3 REQUIREMENT ANALYSIS AND ITS IMPACT

2.3.1 Cost of Service

Process

Average

time(min)

Personnel

Labor Cost Material Cost Energy Cost

Total

Rate/min

CostPhp.

Description

Unit cost Qty.CostPhp.

Equipment/Technologica

l gadget

TotalKilowatts

Qty.UtilizationRate/hour

Cost Php.

Encodingof data

10min

Job Order 0.68 6.8Computer

Fluorescentbulb

1.10.02

76

0.17 0.17

7.15 0.11

14.0

6

GettingGradeSlip/COR

7min

SAOA

0.17 0.68

1.19 4.76

Ball penContinuou

s form

paperStampstamp

padInk

10.00 349.00 45.00 152.00 12.00

2

122

1

0.19 1.40 0.87 2.92 0.12

Computer

PrinterFluorescent

bulb

1.110.02

332

0.12 0.12 0.12

2.16 1.97 0.03

15.61

Total Cost: 29.67

Table 3: Cost of Service


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Sample Computation for the Labor Cost:

Office Assistant

Salary per Month: 8,829

Working Days: 27

Working Hours: 8 hrs.

Rate per day:

Rate per day =327.00

Rate per Minute:

Rate per minute = 0.68


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INTERNAL FACTORS

Enrollment Form

It is one of the important internal factors that affect the system

because this form contains the following information of the students that

needed to be filled up. This form issue every semester to know the currently

status of the students and also at the same time will be evaluated.

Certificate of Registration

The Certificate of Registration is one of an internal factor that affects

the system. Since this document has the school information of the student

regarding to its respective class schedule. This document would serve as

evidence that the certain student is officially enrolled.

Grade Slip

The Grade Slip is an internal factor that affects the system. The

College Department wouldnt release you a form without a grade slip to be

submitted. This slip would be there basis if the student can proceed to next

year and if they are fully paid for the previous semester.

Equipment (computer, printer)

Equipment can affect the stability of Student Information System since

the system will not function effectively without the presence of the following

needed equipment.


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Programmer

Programming personnel is important in making the system possible

and will function according for its uses.

Encoder

Encoder personnel are one of the internal factors because there are

the one who is responsible in encoding all the data of the students in the

system.

EXTERNAL FACTORS

These bare those that are incontrollable by the management. It is

beyond the management control that will affect the flow of the system.

Students ID

- The ID is one of the most important things for each student.

This represents their passes to access school premises and also

this is used for transaction of grades. No id no grade slip would

be release.

Internet Connection


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- Internet connection is one of the external factors that affect the

system because if a loss of connection the registrars office

cannot release students grades.

Power Shortage

- Mostly in school, technology is a great help for it is widely

accessible and make the work easier and faster. If power

shortage happened, all the transactions would be stop.


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CHAPTER III

DIAGNOSTIC PHASE

3.1 SYSTEMS ANALYSIS

Systems analysis is the itemization of a system into its component pieces to

study how those component pieces interrelate and work. It is a process of collecting

factual data, understand the processes involved, identifying problems and

recommending feasible suggestions for improving the system functioning.

3.1.1 Compatibility Analysis

Compatibility of the system signifies the harmonious interrelationship

of the system under study with the rest of the other systems found inside the

institution. This is important for the management to ensure that all systems

in the organization are all suitable.

Figure show the compatibility diagram of the student information

system with the other system found in Cebu Technological University such as

the Enrollment System, Management Information System, Quality

Management System, Accounting System, Human Resources


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Management System, Faculty Evaluation System and Student

Evaluation System.

Figure 15: Compatibility Diagram

Enrollment System and Student Information System

The Enrollment System is the primarily start to come up a Student

Information System because it is the main source of all student information

STUDENTINFORMATIONSYSTEM

ENROLLMENTSYSTEM

STUDENTEVALUATION

SYSTEM

MANAGEMENTINFORMATION

SYSTEM

RESOURCESMANAGEMENT

SYSTEM

QUALITYMANAGEMENT

SYSTEM

ACCOUNTINGSYSTEM


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and auditing rules and regulations as provided under the Government

Accounting and Auditing Manual (GAAM).

Purchases and rentals are limited to those that are necessary to

training and learning of the students. These include, but are not to

limited to the following:

Trainings, subcontractors such as food training providers, OJT and

practicum training providers, etc;

Instructional materials;

Training equipment;

Service fee and installation, fabrication of equipment;

Construction of facilities and equipment;

Office supplies and equipment.

Resources Management System and Student Information System

Human Resources

The CTU top management shall identify resource requirements, and

provide adequate resources, including the assignments of trained and

competent personnel for management, performance of work, and verification

activities set by CHED and CSC to meet the minimum standard to produce

competent graduates.


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Building, workspaces and associated utilities;

Process equipment (both hardware and software) and

Supporting services (such as transport, communication or

information system

Work Environment

The CTU top management shall determine, provide and maintain the

infrastructure needed to achieve conformity to work environment program

requirements in relation to school plant safety, water/electrical supply, waste

disposal and pollution control.

Management of the work environment shall give consideration to

human factors such as safety, ergonomics and other needs, and physical

factors that include sanitation, noise-free and work/study area temperature

Quality Management system and Student Information System

Control of document

The maintenance of the Quality Policy Manual and its components

manuals shall be the responsibility of the University Quality Management

Representative (QMR) who is also a member of the Management Review

Committee (MRC). Documents and data shall be reviewed by the same

committee and approved by the University President for adequacy.


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Documents/Data control procedures are defined in the Quality

Procedures Manual.

The distribution of this Quality Policy Manual and its components of

manuals shall be the responsibility of the University QMR to ensure that

correct documents are always available at points of use. A master list (Annex

C) identifying the current revision status of documents shall be established,

and readily available to preclude the use of invalid and/or obsolete

documents and data. A complete set the Quality Management System manual

shall be furnished to each of the following:

University President;

Vice President for Academic Affairs ( University QMR);

Vice President for Administration

Vice President for Production Extension and Business Affairs

Vice President for Research and Development

Campus Directors (who are also the Campus QMRs);

Library of each campus

Control of Quality Records

Records shall be maintained to provide evidence of conformity to

requirements and of the effective implementation/operation of the Quality


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3.1.2 Stability Analysis

Stability analysis helps to determine how the internal and external

factors affect the Student Information System in Cebu Technological

University-Main Campus.

Internal Factors include the Enrollment form- this greatly affects the

system since this is the only document that contains all the information that

should be filled up by each students. This document will serve as the first

step of information of the students and this is used during enrolling times.

This form will also be used in order for the institution to gather some

personal and school information of each student. Upon completion of

gathering data of the students, the office of the registrar will be inputting the

data into the system where it is very reliable and easier way in storing data.

Every semester ends, this following information are been updated for some

reasons that they might be some changes of their information. Certificate of

Registration is one of the important internal factors in the system because

this following document contains the class schedule of the students with their

corresponding subjects and rooms. It contains also the financial statement

where it indicates the remaining balance of its tuition fees. Issuance of COR

is in the registrar office, upon having this document, this will serve as the

proof that you are officially enrolled in this semester. For the Grade slip which


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greatly affects the system exclusively for the old students because the

College Department would only release you a form if you have a grade slips

to give to them. This grade slip will serve as the proof that the student is

qualified to proceed for the next level. Transaction of grade slip will be at the

registrar office. The students cant transact or get their data needed without

the equipment used. Computer and printer are important in the system

because this is where all the information been stored. Students cant get a

grade slip without the computer to view the results and cant provide a

hardcopy without a printer. Moreover, this equipment plays a vital role in

order to make the work easier and in the faster way.

The external factors are those factors that are incontrollable by the

management. It is beyond the management control that will affect the flow of

the system. It includes: School ID, Internet Connection, and Power Shortage.

Student ID greatly affects the system since the registrar cant release

you any documents without providing a school ID. This to make sure that

your intention on that data is for your own purposes.

Technology greatly helps mankind in order to make the work more

effective and easier. Through internet connection, authorized personnel can

access information of the students. Registrar and the MIS is one of the

examples of using an internet connection, this uses this program in order to


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update or monitor the flow of information of the students. If theres no

internet connection, transactions would be stop. The power shortage affects

the system because there would be no transaction involved when this

situation occurs.


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3.2 PROBLEM INVESTIGATION

3.2.1 Problem Areas

This stage shows the determination of problems encountered by the

system under study that need to be addressed. This includes the summary of

problem areas, problems that need to be prioritized that has been detected in

the system. Through interviews, survey and observations, the researchers

able to determine these problem areas with the use of Ishikawa Diagram and

cause and effect diagram. After the researchers have been identified the

probable causes, the researchers formulate and evaluate the probable

solutions to be taken in order to improve the existing system.

A SURVEY METHOD IS USED TO DETERMINE THE PROBLEMS

ENCOUNTERED OF THE CURRENT SYSTEM

A survey was conducted by the researchers to aide in the

determination of problems existing in the system. Before the survey, the

researchers had conducted interviews to the different areas who are involved

in the system in the Cebu Technological University- Main Campus.

Since the total population size of the students is 6,717. The

researchers used the Slovins formula in order to get the sample size. There

are 377 students taking up a survey questionnaire. For further analysis, see

computation in page 13.


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Below is the list of problems that have been identified by researchers

through interviews, survey and observations:

Long Processing Time in extracting information to the registrar, and

Inadequate facilities

Summary of Problem Areas

PROBLEM CHARACTERISTICS MEASURE REFERENCES

LongProcessing

time inextracting

information

Accuracy30 to 60 min in

getting theneeded data

Interview and

survey withthe students

Table 5: Summary of Problem Areas

The table above shows the summary of the problems in the Student

Information System in Cebu Technological University. It shows the foremost

problems encountered which directly affect the system under study,

characteristics and measure occurs to the problem.


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Long processing time in extracting information is our Problem number 1 and

the inadequate facilities are our problem 2.

The researchers prioritize Rank 1 of the problem areas.

Urgency Rating

RATINGLEVEL OFEFFECTS

DESCRIPTION

1 Very HighThe problem needs an action between

17 weeks and above.

2 HighThe problem needs an action between

13 to 16 weeks.

3 MediumThe problem needs an action between

9 to 12 weeks.

4 LowThe problem needs an immediate

action between 5 to 8 weeks.

5 Very lowThe problem needs an immediate

action between 1 to 4 weeks.

Table 7: Urgency Rating Scale

Effectiveness Rating


DESCRIPTION

1 Very High Outputs exceed all customer requirements

2 High Outputs meet all customer requirements

3 Medium Outputs meet most customer satisfaction

4 Low Outputs meet some customer requirements

5 Very low Outputs not meet basic customer needs

Table 8: Effectiveness Rating Scale


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Customer Satisfaction Rating


DESCRIPTION

1 Very High

The customer satisfaction is range from 81-

100%

2 HighThe customer satisfaction is range from 61-

80%

3 MediumThe customer satisfaction is range from 41-

60%

4 LowThe customer satisfaction is range from 21-

40%

5 Very lowThe customer satisfaction is range from 0 -

20%

Table 9: Customer Satisfaction Rating Scale

Timeliness Rating


DESCRIPTION

1 Very High No additional time of the operation.

2 High Additional time of the operation is 1 to 5 min.

3 Medium Additional time of the operation is 6 to 10 min.

4 Low Additional time of the operation is 11 to 15 min.

5 Very lowAdditional time of the operation is 16 min and

above.

Table 10: Timeliness Rating Scale

Table 11: Weighting Rating Scale


DESCRIPTION

4-5 Very HighThe problem is high risk affecting to the

system so it must be prioritize.

3-3.9 HighThe problem is moderately affected to thesystem so it is not sufficient to prioritize.

2-2.9 Medium

The problem is minor affect to the system

so it is not adequate to prioritize.

1-1.9 LowThe problem is no effect to the system so it

must not prioritize.


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Weight Selection Criteria

CRITERIAFOR

WEIGHTED

SELECTION

DESCRIPTION

PERSON INVOLVED

COUNTWEIGH

T %TEACHE

R

STUDEN

T

PARENT

S

Urgency

The impact of the problem that canaffect the system in achieving the 1-

day target for extracting studentinformation completion.

3 25%

EffectivenessThe impact of the problem that canaffect the system in achieving the 1-

day target in getting information.

3 25%

ClientSatisfaction

The impact of the problem that canaffect the satisfaction of clients for

the period they remain in thesystem.

325%

TimelinessThe impact of the problem that can

add time to the usual operation. 3 25%

Table 12: Weight Selection Criteria

Table above shows the rating scale on the level or extent of concern constituents. The percentage is

determined through direct interview and observation. Through this table, institution can identify which of the

problems should be prioritized first based on the selection of criteria provided.


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Long processing time in

xtracting information

MANPOWER

Does not recheck/update the

information

METHOD

Incomplete grades

and class schedule

Missing grades form not encoded

No strict implementation in submitting of grades and class schedule on time

MACHINES

Cant accommodate the number

of students during transaction

Old printer use

Takes time in printingthe data

Not included to the job

description of the

assign personnel of

rechecking the data

Ishikawa Diagram

Figure 16: Ishikawa Diagram


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Cause and Effect Diagram

Figure 17: Cause and Effect Diagram of Problem NO.1

The figure above shows the cause and effect diagram of problem 1

that was encountered in the institution. The diagram shows that the problem

in longer processing time in extracting the information will result to a delay of

getting the information of the student.

Long processing time is caused by missing of grades/schedule form

not encoded, slow in printing of the data and does no double checking in

inputting the data. From the interviews, survey and observation , the

researchers identified that the probable root cause of this problem are no

strict implementation in submitting of grades/ schedule form not encoded, old

printer used in printing the data and double checking in inputting the data

PROBABLE

ROOT CAUSECAUSE PROBLEM EFFECT

No strict

implementation in

submitting of

grades/ schedule

form not encoded

Not included to the

job description of theassign personnel in

encoding

Missing grades/

schedule form

not encoded

Does no double

checking ininputting the

data

Long

Processing

Time in

Extracting the

Information

Delay of

getting the

informationOld printer used

Slow in printing

the data


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Risk Assessment Tables

Risk rating as a function of consequence and likelihood scores

Table 14: Risk rating as a function of Consequence and Likelihood Scores


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Consequence Criteria

Rating Score Criteria

Catastrophic 5 Long-term disruption of core activities(1week)

Extremely high impact to the system

Major 4 Short-term disruption of core activities(3days)

High impact to the system

Moderate 3 Significant disruption to core activities

(3hours) Moderate impact to the system

Minor 2 Short-term disruption to core activities

(3min.) Minor impact to the system

Insignificant 1 Very low impact to the system

Table 15: Consequence Criteria for Threats

Likelihood Criteria

Rating Score Criteria

Almostcertain

5 High likelihood of risk event happening severaltimes in a week

Probable 4 A risk event is likely to occur more than once in thenext coming weeks

Possible 3 Risk event occurred and will probably occur at sometime in the next month

Unlikely 2 The risk event could occur at some time but isunlikely

Rare 1 Risk event is possible but extremely unlikely tooccur.

Table 16: Likelihood Criteria for Threats


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3.2.5 Analysis of the Problems

In identifying what problems are to be prioritized in the determination

of probable solution/s, the researchers utilize the results provided by the Risk

Assessment Matrix. These identified problems are assessed on their level of

Risk that it could give to the system. Problems Priority 1 will be selected for

the Option Determination and Evaluation.

PROBLEMAREA

PROBABLE ROOT CAUSERISKLEVEL

PRIORITIZATION

Long

processingtime in

extractinginformation

No strict implementation in

submitting of grades/

schedule form not encoded

Critical 1Old printer used

Not included to the job

description of the assign

personnel in encoding

Table 18: Risk Level and Prioritization of Problems


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the students in the system must be accurate in order to minimize any delay

of extracting information.

Option 3:

Encoders must accurately input information of the student in the

system and update information.

Personnel Involved Job Description

EncoderResponsible in encoding information of the

student through system and also update/recheck

information every semester ends

Figure 21: Additional Job Description for encoder

Guidelines in inputting the data in the system:

1.Assign encoder in inputting all the information of each student.

2. Encoder must be accurate and vigilant in inputting the data.

3. To minimize error, encoder must do inspection on the data

inputted.

4. Update new information of the student every semester.


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Table 22: Cost Benefit Analysis

PROBLEMROOT

CAUSESOPTIONS

COSTINVOLVED

BENEFITS

LongProcessing

time inextracting

information

No strict

implementationin submittingof grades/

schedule formnot encoded

A strictimplementati

on ofsubmissionof gradesand class

schedule onrequired time

-fastestway in

enrolling-can

directly getthe

informationneeded

Old printer

used

Provide new

printer

16,200/unit(3)=

48,600.00

- Improve

customerservice

-Can cater

largernumber ofstudents in

a day

Not included tothe job

description ofthe assign

personnel inencoding

Encodersmust

accuratelyinput

informationof the

student inthe systemand updateinformation

Labor Cost=

5 personnelassigned forencoding the

data327.00(5)=1,635/day

-

inappropria

te in

inputting

data

information

will be

prevented

-meet

customer

satisfaction

-assuranceof exact

informationwere

inputted


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3.2.7 Evaluation of Option

CriteriaPercentage

ShareDescription

Workability

25% The number of days of operation is reduced up to 16 - 20 days.



21% - 22% The number of days of operation is reduced up to 1 - 4 days.

20% below The operation is not reduced.

Effectiveness

25% The efficiency of the operation is 1 month.

24% The efficiency of the operation is 21- 25 days.

23% The efficiency of the operation is 16 - 20 days.

21% - 22% The efficiency of the operation is 11 - 15days

20% below The efficiency of the operation is 1-10 days.

ClientSatisfaction

25% The customer satisfaction is range from 81-100%



21% - 22% The customer satisfaction is range from 21-40%20% below The customer satisfaction is range from 0 -20%

Timeliness

25% No additional time of the operation.

24% Additional of the operation is 1 to 5 min.

23% Additional of the operation is 6 to 10 min.

21% - 22% Additional of the operation is 11 to 15 min.

20% below Additional of the operation is 11 to 15 min.

Table 23: Weight Scale for Evaluation of Options


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Root Cause OptionWorkability Effectiveness

ClientSatisfaction

TimelinessRating

Recommendation

25% 25% 25% 25% Yes No

No strictimplementationin submittingof grades/

schedule formnot encoded

A strictimplementationof submissionof grades andclass scheduleon required

time

24 24 24 23 95%

Old printer usedProvide new

printer24 23 24 24 94%

Not included tothe job

description ofthe assignpersonnel in

encoding

Encodersmust

accuratelyinput

information ofthe student in

the systemand updateinformation.

23 23 24 23 93%

Table 24: Evaluation of Options for the Problems


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The table shows that the options are evaluated and being rated according to their Workability,

Effectiveness, Client Satisfaction and Timeliness. The table also shows recommendation on what option to accept

and what option not based on the Recommendation Criteria. The identified recommended options stated above will

be evaluated on the following criteria:

Recommendation Criteria

Criteria Description

Yes The option is 90% - 100%.

No The option is 89% and below.

Table 25: Recommendation Criteria for the Options


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CHAPTER 4

PROPOSALS FOR IMPROVEMENT FOR STUDENT INFORMATION SYSTEM

IN CEBU TECHNOLOGICAL UNIVERSITY

4.1 SYSTEM IMPROVEMENT SCHEME

4.1.1 Summary of Proposals

Areas ofConcerns

DataReferences

RecommendationsResponsiblePersonnel

Longprocessing

time inextracting

information

RecommendedProposal forProblem 1page 83

A strict

implementation ofsubmission of gradesand class schedule on

required time

Instructors andEDPO

Provide new printer Registrar

Encoders mustaccurately input

information of the

student in the systemand updateinformation.

EDPO

Table 26: Summary of Proposals

The recommended proposal for the problem number 1 which is the

long processing time in extracting information would help eliminate in the

delay of getting information of the students. The proposal tends to denote

the good benefits for the student in order to get their desired documents in a

faster way and accurate information will be provided.


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For option 1 which is highly recommended to strict implementation of

submission of grades and class schedule on required time. With this option

students will be enrolled on time and convenient for the student to get their

data in easier and faster way. This proposal would help eliminate any delay of

getting information in the registrar.

For option 2 which is to provide a new printer device in order to print

copies as fast as possible. With this recommended machine, this to ensure

that students will be accommodate in every transaction with less processing

time. This also eliminates any possible delay of getting information.

For option 3 which Encoders must accurately input information of the

student in the system and update information to eliminate the discrepancy of

the data. This proposal must be highly recommended in order to avoid any

complains of the customer because of the data that were mistakenly

inputted. Thus, it leads to the delay of getting the data.


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Figure 20: System Optimization Road Map

Evaluation of Student Information System in Cebu Technological

University, the researchers gathered data through observation the people

involved in the system. Researchers identified the problem by

4.1.2 Systems Optimization Road Map


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analyzing/interpreting the existing system with the tool used of survey analysis

and interview to the students. In developing an options and solutions, the

researchers tries to seek a good and highly beneficial proposal that would help

eliminate the problems encountered in the existing system. By the said option

and solutions the researchers implementation will be then action based on the

institutions approval. In evaluation of the implemented solutions for systems

optimization the researchers come up the student information system at the

Cebu Technological University


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4.2 THE PROPOSED SYSTEM

4.2.1 Cross Functional Chart

ST

ORINGO

FDATA

Student Information System

Chairman EDPOInstructor

Complete

grades and

classschedule?

Forward the

grades and class

schedule

Receive the

data (grades

and schedule)

Encode the

data

Store and

display of

information

Yes

Student Data

Storage

START

Compile

student

schedule

and grades

END

Submit

grade and

class

schedule of

subjects

No

Check the

encode data

Figure 21: Cross Functional Chart for Encoding of data


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GETTINGO

FGRADESLIP/COR

STUDENT INFORMATION SYSTEM IN COLLEGE OFENGINEERING

CashierDepartmentStudent

START

Inquire forGrade

slip/COR

Give ID

Did youalready

request for thisdata?

Receive ID

Tracestudent

fies

SecureGrade Slip/

COR

MakePayments

For anotherrequest

data

NO

YES

GradeSlip/COR

STUDENTINFORMATION

STORAGE

GiveGrade

Slip/COR

ReceiveGrade

Slip/COR

END

Figure 22: Cross Functional Chart for Student getting of needed documents like

COR/Grade Slip


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business process checking of encode data were add by the researchers based on

their proposal given since the expected participants/personnel/offices

which produces the information would now update the student data yearly, that

is every during enrollment of students.

4.2.4 Data Flow Diagram

DFD Level 0

Student

StudentInformation

System

Registrar1. Info.

2. info.

Chairman/instructor

MIS

7. info. 3. storeddata

5. info

6. info

Figure 24: New Data Flow Diagram Level 0


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DFD Level 1

Figure 25: New Data Flow Diagram Level 2

DFD level 2

Instructor/

chairman

Encoding the

data

.1.0

1. data

Disseminate

data

.1.1

5. Encoded data

Receive data

.1.2

MIS

3. data

2. Keeps

Data/monitor

Regsitrar6. Needed

data

7. Needed data

Figure 26: New Data Flow Diagram Level 2 for encoding of data

StudentChairman/

instructor

MIS

Reggistrar

1.0

Encoding of

data

2.0

Getting

needed data

(COR/grade

slip)

1. info

2. info

4. Store

data

7. info6. info

8. Release

Info.,9. Receive

Needed info

5. Update

info

3. info


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DFD Level 2

Student

Student

inquiry

1.0

Make

payment

1.1

Log in to

the log

book

1.3

Receive

1.4

Give ID

1.2

1. Ask for another

COR/grade slipCashier

Registrar

3. bills

4. receipt

2. Inquire

for COR/

Grade slip

6. ID number

7. Log in

8. Give COR/

grade slip

5. ask ID

Figure 24: New Data Flow Diagram Level 2 for getting data

The figure above shows the proposed data flow diagram which is level 1

and level 2 the MIS/EDPO will now update and monitor the information of the

student, so that the information of the student is correctly and updated

information.


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4.2.5 Cost of Operation

Proposed Cost:

ProcessAverage time(min)

Personne

l

Labor Cost Material Cost Energy Cost

Total

Rate/

min

Cost

Php.Description

Unit

cost

Qt

y.

Cost

Php.

Equipment/

Technologicalgadget

Total

KilowattsQty.

Utilization

Rate/hour

Cost

Php.

Encodingof Data

10 min Job Order 0.68 6.8 - - - -Computer

Fluorescent bulb1.10.02

76

0.17 0.17

7.15 0.11

14.06

Checkingof encode

data1 min Job Order 0.68 0.68

ComputerFluorescent bulb

1.10.02

76

0.02 0.02

0.84 0.01

1.53

GettingGrade

slip/COR3

SAOA

0.17 0.68

0.51 2.04

Ball penContinuous

form paperStamp

stamp padInk

10.00

349.00

45.00

152.00

12.00

2

122

1

0.19 1.40 0.87 2.92 0.12

Computer

PrinterFluorescent

bulb

1.11

0.02

332

0.05 0.05 0.05

0.90 0.82 0.01

9.78

Total Cost: 25.37/

Table 28: Proposed Cost of Operation


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Cost of Improvement

Table 29: Summary of Cost of Improvement

Computation for Savings per day

Savings per day= Cost of Existing Operation- Cost of Proposed Operation

= 29.67- 25.37

= 4.3 /transaction of the student

Based on the proposed average time it consumes 3 minutes in getting a grade

slip or Certificate of registration in the Registrars office:

For an 8 working hours, there would be a total of 160 students cater by the

registrars office.

Savings per Day = 4.3/transaction x 160 students

Savings per Day = 688.00/day

Proposals Cost Involved

Provide new printer 48,600.00

Labor Cost 1,635.00

Total Cost of Improvement 50,235.00


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Savings per month= 688.00/day x 26 days

= 17,888.00 /month

Savings per year= 17,888.00 /month x 12 months

= 214,560.00 /year

Computation of Payback Period:

Payback Period=Cost of Improvement/Savings per year

= 50,235.00/ 214,560.00 /year

Payback Period= 3 months and 21 days


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4.3 IMPLEMENTATION PLAN

4.3.1 Work Breakdown Structure (WBS)

Work Breakdown Structure (WBS) is a tool used to define and group a

projects discrete work element in a way that helps organize and defined the

total work scope of the project.

Figure 28: Work Breakdown Structure

ImprovedStudent

InformationSystem

A strictimplementation forthe submission ofgrades and class

schedule on requiredtime

Provide newprinter

Information of thestudents must be

accurately inputtedin the system

Make aschedule in

submitting theinformation

Inquire printer

Canvass price

Buy the printer

Receive dataduring

enrollment time

Update theinformation of the

student every passthe enrollment form

Updatedstudent

information

Instructors shouldpass the

information withinthe given time in

schedule

Input the data in termsof grades (instructors

will be the one toencode the data)

MIS will encodeautomatically theclass schedule

Disseminateinformation


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Activity DescriptionStart Date Duration

(days)End Date

AEvaluate of StudentInformation System

1/6/20143 1/8/2014

BProblem

Identification

1/9/201430 2/12/2014

CDevelop Options and

Solutions2/13/2014

2 2/14/2014

D

Implement theproposed

improvement ofstudent information

system

2/15/2014

1 2/15/2014

E

Evaluation ofImplementation

Solutions for SystemOptimization

2/17/2014

1 2/17/2014

Table 32: Time Requirement for Activities


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Gantt chart

ID Task Name Start Finish DurationFeb 2014Jan 2014

6317 88 5 7426 99

1 3d1/8/20141/6/2014Evaluate of