Final Revision System 22

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.


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, and extension 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.


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


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


INPUT
Data are the
raw materials
which are the
input to the
system.
PROCESS
The computer
system processes
the data according
to the sets of
instructions and
stores the results
of processing.
OUTPUT
Student
Information
System

Figure 1: Theoretical Framework of the Study


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
problems
Interpretation and
dissemination's of
reports
Gather some data
Review previous
concepts
Choose a topic in the
institution
Finding a
company/institution
Statistical analysis


1.2.1 Statement of the Problem
The study intends to inquire into the present student information
system Cebu Technological University-Main campus, with the objective on
how to improve the student information system in a way of getting
information in the registrars office.
In particular the study seeks to answer the following sub-problems:
1. What are the problems encountered by the system in terms in the input data?
2. What are the causes of the problems?
3. What are the possible proposals/recommendations to be addressed and done
to improve the current Student Information System?
4. What would be the advantages of the proposed method in terms of:
a) Students
b) MIS
c) Registrar
d) Clients


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 2
nd
to 5
th
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.


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


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.


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.


Figure 3: Location of the Study


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 of
Technology
2 1,915 108
3 1,308 74
4 310 17
College of
Education
2 560 32
3 467 26
4 473 27
College of Arts and
Sciences
2 131 7
3 111 6
4 126 7
College of
Engineering
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.


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:


Required:

Solutions:

After getting the sample size (n) which is 377 students who will
undergo survey, the researchers compute the stratified sampling to identify
how many respondents in each course year and section that will undergo
survey.
By the use of the formula:

Where:


Required:

Given:

Sample solution:


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


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.


1.3.4 Research Procedure
Gathering of Data
Ask
permission
by sending
from letter
Does
company
permitted?
Look for
another
company to
be studied
NO
YES
Look for
company/
institution
to be
studied
Pass
conformed
letter
Make
proposal
Ask
permission
to the
teachers
to visit the
faculty
Analysis of
data
gathered
Faculty
visit
Ask
institution
of data
Interview
faculty
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.


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.


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 system is the institutional database(s) managing
student records, information, courses, and schedule.


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.


The Cebu State College of Science and Technology
The Cebu 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 the Cebu 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 the Graduate 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 the Graduate 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.


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.


Figure 7: Organizational Chart
CHIEF
OA
HRM
OFFI
LEGA
L
EDP/MI
S
SECURIT
Y AND
SAFETY
SUPPLY
OFFICE
R
RECORDS
OFFICER
ANCILL
IARY
SERVIC
ES
OFFICE
ASSISTA
REGISTR
AR III
REGISTRAR
ADMIN
CAMPUS
NSTP
NSTP
INSTRUCTOR
MEDI
CAL
DENTIST
NURSE
DENT
AL
GUIDA
NCE
DEAN
SAO
SCHOLARS
HIP
ASST.
SCHOLARS
HIP
PLACEM
ENT
PLACEM
ENT
OFFICER
S II
GAD
FOCAL
GAD
CTU
PUBLIC
EMPLOYME
NT
SERVICE
OFFICE
PESO
MAINTE
NACE
ELECTRI
CAL
MECH/AI
RCO
ELX/CO
MP
BLDG
REPAIR
WATER
SYS
SENIO
R
LIBRARI
DEAN
GRADUATE
SCHOOL
ASSOCIAT
E DEAN
GRAD. SCH.
PROGRAM
ADVISER
CHAIRMAN
SUBJ.
AREAS
RESEARCH
GRAD.
SCH.
STUDENT / COMMUNITIES / LGUs / EMPLOYEES
FMO
ACCOUNT
BUDGET
AFFICER
CASHIER
OFFICE
ASSISTAN
CAS
FACULT
DEAN, CAS
ASSOC
IATE
CHAIRMAN
SUBJ.
AREAS
RESEARCH
COED
FACUL
DEAN, COED
ASSOCIAT
E DEAN
CHAIRMAN
SUBJ.
AREAS
RESEARCH
DEAN
, COE
ASSOCI
ATE
CHAIRMAN
SUBJ.
AREAS
RESEARCH
COE
FACUL
DEAN
, COT
ASSOC
IATE
CHAIRMAN
SUBJ.
AREAS
RESEARCH
COT
FACUL
VP RESEARCH AND
DEVELOPMENT

VP PRODUCTION AND
BUSINESS AFFAIRS

BOARD OF REGENTS
BOR
Secretary
UNIVERSITY
ADMINSTRATIVE
COUNCIL
ACADEMIC
BOARD OF MANAGEMNT
UP, VPs, CDs, Deans CTU Main
COA
University
Secretary Sports and
wellness
NSTP
BAC Bidding and
Awards Committee
PHYSICAL
PLANT
Facilities
Maintenance
BOM
Secretar
y
Presidential Mgt/
Executive Assistant Office

Internal Audit Service

CAMPUS
VP ADMINISTRATIVE &
PLANNING
VP ACADEMIC
AFFAIRS

CAMPUS DIRECTORS ASSISTANT CAMPUS DIRECTOR


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 industry driven education.
MISSION
Provides advanced professional and technical instruction foe 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. (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


industry or in graduate work while providing the best opportunity for
achieving full potential.
2. Develop a sense of professional responsibility and social awareness.
3. Provide practical applications and hands-on work as evidenced by
laboratory, design, project study, computer exercises and practicum courses.
These would help the student to work well whether independently or as part
of a group.
BSME
To provide quality Mechanical Engineering education for global
competitiveness.
BSIE
To prepare students for a professional Industrial Engineering career
including a leading role in the design, improvement an installation of
integrated systems of people, material, equipment, and energy. Graduates of
the program must have specialized knowledge and skills in the mathematical,
physics, and social sciences together with the principles and methods of
engineering analysis and design to specify, predict, and evaluate the result to
be obtained from such system.
BSCE


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.


College of Arts and Sciences
Goal
The integral development of the individual towards fullness as a
human being through the humanistic and scientific studies.
Objectives of the program
Bachelor of Science in Development Communication
The program aims to develop communication professionals equipped
with the knowledge and skills needed in teaching, managing, and
implementing communication programs for development.
Bachelor of Science in Mathematics
The Bachelor of Science in Mathematics and Bachelor of Science in
applied Mathematics programs shall have follow general objectives:
a. To provide the student with a curriculum that presents the breadth
and depth of mathematics, from classical to contemporary, from theoretical
to applied. The curriculum shall enhance the students mathematical and
critical thinking skills, and develop in the student a greater appreciation and
understanding of the importance of mathematics in history and in the modern
world.
b. To prepare the student for advanced studies in mathematics, applied
mathematics, or related fields.


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


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;


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


encoding data of the student and store it in the student information system
while the registrar is the one in charge in disseminating needed data and
update new information of the student every semester.
For the current Student Information System, each student data where
being database. This is made to ensure that information of the students were
properly secured and can be view by the student through websites. Records
from 1
st
year and so on were retained in the system. Student Information
System in the said institution is functional and is working effectively. This
Student Information System is a great help for students for it is accessible
and students can view any information they want from their profile. But
problems encountered when the input process were insufficient. Due to the
fact that there are circumstances that cant commit what supposed to be
done. Just like the data needed for the students in order to transact any
business process like getting their needed data. If input processes are
insufficient so there would be no output. So it causes a delay of getting
information.
So the researchers main objective of this study is to improve the
present Student Information System to help it more organize and make the
transaction easier and faster with respect to the accurate information stored.


2.1.3 Input-Process-Output Framework

Figure 8: Input-Process-Output Framework
The figure above shows the input-Process-Output framework of Cebu
Technological University. From the existing scenario of inputting personal
information of the students and undergoing to enrollment process then to
registrar in order to submit the form with given data. The data that would be
Blank/Enrollment
Form
Filled Registration
Form
Validated Form
Student
Information
Grade Slip
Fill up Enrollment
Form
Validation by COE
MIS Encoding and
Registration
Storing of
Information
Filled Enrollment
Form
Validated Form
Student
Information
Registered
Student
Information
Databased in
School Registrar
INPUT OUTPUT PROCESS


gathered in registrar will serve as the student information and would be
database through this system.


2.2 FUNCTIONAL ANALYSIS AND INTERFACE DEVELOPMENT
2.2.1 Cross Functional Chart
E
N
C
O
D
I
N
G

O
F

D
A
T
A
STUDENT INFORMATION SYSTEM
Chairman EDPO Instructor
Complete grades
and class
schedule?
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

Figure 9: Cross Functional Chart of Encoding of Data


G
e
t
t
i
n
g

n
e
e
d
e
d

d
o
c
u
m
e
n
t
s
STUDENT INFORMATION SYSTEM
Cashier Registrar Student
START
Inquire for
COR/
Studyload
Give ID
Did you already
request for this
data?
Receive ID
Trace
student fies
Secure
grade slip/
COR
Make
Payments
For another
request data
NO
YES
COR/
Grade S;ip
STUDENT
INFORMATION
STORAGE
Give the
Grade Slip/
COR
Receive
Grade slip/
COR
END

Figure 10: Cross Functional Chart for Student getting needed documents like
COR/Study load


2.2.1 Systems Algorithm

PERSONNEL ACTIVITIES
Students The primary resource of the school
Dean
The head of the College Department
Responsible in managing and handling his/her co
teachers.

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.
Instructor
Responsible in handling and teaching academic
works to the students
Provide grades for their students
Cashier Transacts data in making payments.
MIS
Track the subject code of the student.
In charge in encoding all the data
Registrar
Recorder and keeping student records
Implement 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 all
of the activities related to the Records and
Registration Department, including serving as the
official authorized keeper of the Universitys student
records.
Table 2: Systems Algorithm


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:


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

BUSINESS PROCESS

- Encoding of data
- getting needed data like
COR/grade slip

SERVICE
Hassle in getting and
Providing information
CUSTOMER
INTERNAL
-Student

PARTICIPANTS

-Registrar
-Cashier
- Instructor
-EDPO
- Chairman
INFORMATION

-COR
-Grades

TECHNOLOGY
-Computer
-Printer
-Server


2.2.4 Data Flow Diagram
DFD LEVEL 0
Student
Student
Information
System
Registrar
1. Info.
2. info.
Chairman/
instructor
MIS
7. info.
3. stored
data
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. info
2. info
4. store
data
5. info
6. release
info
7. Receive needed
info

Figure 11: Data Flow Diagram (Level 1)


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. info
2. data

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


2.2.5 Other Systems in the Organization
Enrollment System
Enrollment systems are used in recording a students information. A well
built one will reduce the load on the People that normally have to-do all the
work.
Enrollment system is a good step for the school. Enrollment system is
useful especially when the school retrieves the important information from the
student. In the enrollment system, the school can trace what are the standings
of the students. Lack of enrollment system in a school it can lead to chaos and
troubles, the students will be confuse on what they should do and how they will
do to be able to enroll. It is extremely useful in the school in the way of making
the processes of enrolling much easy.
Management Information System
The system provides information that organizations require to manage
themselves efficiently and effectively. This system helps schools manage student
registration, student performance, personalized learning, exam organization,
timetable construction, cover management and a range of other school activities.
It also maintains real-time information to support schools in conducting regular
and comprehensive self-evaluations, target resources, support personal


development, promote achievements and share good practice and enables
teachers to access information, analyze and input pupil data through the use of
integrated desktop tools.
Accounting System
Materials, services and equipment used to attain quality education and
training shall be purchased in accordance with the existing accounting 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
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.
Enhancement of Competence and Awareness through Training
The CTU top management shall hire those persons, who possess the
necessary qualification and competence for ant vacant position, on the basis
appropriate education, training, skills and experience. As a minimum, the CTU
shall follow the guidelines and requirements set by the CHED and Civil Services
Commission (Recruitment Procedure). For designated positions, selection shall
base on the established guidelines/criteria for the position.
Documented procedures are maintained in identifying the training needs,
and providing trainings to personnel performing activities affecting quality
education and training services. The maintenance shall be done by the respective
Deans/Directors/chairmen of the different departments, (Identification of
Training Needs Procedure).


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.


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


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.


2.3 REQUIREMENT ANALYSIS AND ITS IMPACT
2.3.1 Cost of Service

Process
Aver
age
time
(mi
n)
Personnel
Labor Cost Material Cost Energy Cost
To
tal
Rate/
min
Cost
Php.
Descripti
on
Unit cost Qty.
Cost
Php.
Equipment/
Technologica
l gadget
Total
Kilowatts
Qty.
Utilization
Rate/hour
Cost Php.
Encoding
of data
10
min
Job Order 0.68 6.8

Computer
Fluorescent
bulb
1.1
0.02
7
6
0.17
0.17
7.15
0.11

14.0
6
Getting
Grade
Slip/COR
7
min
SA
OA
0.17
0.68
1.19
4.76
Ball pen
Continuou
s form
paper
Stamp
stamp
pad
Ink
10.00
349.00
45.00
152.00
12.00
2
1
2
2
1
0.19
1.40
0.87
2.92
0.12
Computer
Printer
Fluorescent
bulb
1.1
1
0.02
3
3
2
0.12
0.12
0.12
2.16
1.97
0.03
15
.61
Total Cost: 29.67

Table 3: Cost of Service


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


Sample Computation for the Material Cost:
Price of the Ball pen: 10.00
Life Span: 104 Days good for 4 months
Cost per day:

Cost per day = 0.19


Sample Computation for the Energy Cost:

Computer
Securing Grade Slip
Wattage: 1100 watts
Quantity: 3 units
Total Watts:

Total watts =1.11 kilowatt
Time consumes:

Time consume= 0.12
Kilowatt per hour:

Energy Cost:

)


2.3.2 Internal and External Factors

Figure 14: Internal and External Factors Presentation

Internal
Factors
Enrollment
Form
Equipment
Grade Slip
Certificate of
Registration
Programmer
External
Factors
Students ID
Internet
connection
Power
Shotage


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.


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


- 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.


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


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
STUDENT
INFORMATION
SYSTEM
ENROLLMENT
SYSTEM
STUDENT
EVALUATION
SYSTEM
MANAGEMENT
INFORMATION
SYSTEM
RESOURCES
MANAGEMENT
SYSTEM
QUALITY
MANAGEMENT
SYSTEM
ACCOUNTING
SYSTEM


from personal to school data. The enrollment system will serve as the basis in
order to have known each of the students status whether if they are still on
school or not.
Management Information System and Student Information System
The Management Information System is dependent with the Student
Information System because they cant transact any information regarding
school information without the data that the institution provided to them. The
MIS plays a very important role in the institution for they are the main source
or it controls the flow of the data of each student.
Accounting System and Student Information System
Accounting System involves with the cash inflows and outflows of the
institution. This system has all the records of all the students transaction and
account data. It is interconnected with the student information system
because there would not be transaction occur if theres no student data like
getting the ID Number and the Full name.
Purchasing:
Materials, services and equipment used to attain quality education and
training shall be purchased in accordance with the existing accounting


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.


Enhancement of Competence and Awareness through Training
The CTU top management shall hire those persons, who possess the
necessary qualification and competence for ant vacant position, on the basis
appropriate education, training, skills and experience. As a minimum, the CTU
shall follow the guidelines and requirements set by the CHED and Civil
Services Commission (Recruitment Procedure). For designated positions,
selection shall base on the established guidelines/criteria for the position.
Documented procedures are maintained in identifying the training
needs, and providing trainings to personnel performing activities affecting
quality education and training services. The maintenance shall be done by the
respective Deans/Directors/chairmen of the different departments,
(Identification of Training Needs Procedure).
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
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.


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


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.
Student Evaluation System and Student Information System
Student Evaluation System is dependent to Student Information
System because this said system undergoes with information of each
students. The student evaluation tackles more on the evaluating grades to
determine the specified subjects based on their pre requisite. The student
information system interconnected with the student evaluation because part
of the data of SIS is the grade.


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


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


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.


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.


Identified Problems Description Frequency Percentage
1. When you filled up the
enrolment form while
enrolling, do you find the
information asked about
yourself complete
Yes 324 85.94 %
No 53 14.05 %
2. Did it take long to get
your needed
documents/records in the
registrar
Yes 330 87.53 %
No 47 12.46 %
3. How long did it take to
get the needed data
30 min to 60 min 312 82.76 %
2 to 3 hours 42 11.14 %
4 to 5 hours 18 4.77 %
Others 5 1.33 %
4. Have you requested for
any of the following
documents/records from
the registrar?
COR(Certificate of
Registration)
295 78.25 %
Grade Slip 370 98.14 %
Prospectus 48 12.73 %
Others 21 5.57 %
Table 4: Survey Result
With this survey result, the researchers able determine the frequency of the problems identified and will be
treated to come up some recommendation.


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
Long
Processing
time in
extracting
information
Accuracy

30 to 60 min in
getting the
needed data
Interview and
survey with
the 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.


3.2.2 Problem Prioritization Matrix
PROBLEM
POOR
PERFORMANCE
LEVEL
SELECTION CRITERIA
WEIGHT
RATING
RANK
URGENCY
25%
EFFECTIVENESS
25%
CLIENT
SATISFACTION
25%
TIMELINESS
25%
Long
processing
time in
extracting
information
30 to 60 min in
getting the data
5 5 5 5 5 1
Inadequate
facilities
Approximately
300 out of 878
student cant be
facilities
3 3 3 4 3.25 2
Table 6: Problem Prioritization Matrix
The table above shows in prioritizing of problem encountered by the Cebu Technological University. The
problem is measured in terms of its poor performance level. The Problem Prioritization is aided by the criteria
Urgency, Effectiveness, Client Satisfaction and Timeliness with 25 percent selection share each as shown in the
table.


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
RATING
LEVEL OF
EFFECTS
DESCRIPTION
1 Very High
The problem needs an action between
17 weeks and above.
2 High
13 to 16 weeks.
3 Medium
9 to 12 weeks.
4 Low
The problem needs an immediate
action between 5 to 8 weeks.
5 Very low
The problem needs an immediate
action between 1 to 4 weeks.
Table 7: Urgency Rating Scale
Effectiveness Rating
RATING
LEVEL OF
EFFECTS
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


Customer Satisfaction Rating
RATING
LEVEL OF
EFFECTS
DESCRIPTION
1 Very High
The customer satisfaction is range from 81-
100%
2 High
80%
3 Medium
60%
4 Low
40%
5 Very low
The customer satisfaction is range from 0 -
20%
Table 9: Customer Satisfaction Rating Scale
Timeliness Rating
RATING
LEVEL OF
EFFECTS
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 low
Additional time of the operation is 16 min and
above.
Table 10: Timeliness Rating Scale
Table 11: Weighting Rating Scale
RATING
LEVEL OF
EFFECTS
DESCRIPTION
4-5 Very High
The problem is high risk affecting to the
system so it must be prioritize.
3-3.9 High
The problem is moderately affected to the
system 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 Low
The problem is no effect to the system so it
must not prioritize.


Weight Selection Criteria
CRITERIA
FOR
WEIGHTED
SELECTION
DESCRIPTION
PERSON INVOLVED
COUNT
WEIGH
T %
TEACHE
R
STUDEN
T
PARENT
S
Urgency
The impact of the problem that can
affect the system in achieving the 1-
day target for extracting student
information completion.
3 25%
Effectiveness
affect the system in achieving the 1-
day target in getting information.
3 25%
Client
Satisfaction
affect the satisfaction of clients for
the period they remain in the
system.
3
25%

Timeliness
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.


3.2.3 Root Cause Analysis
Root cause analysis (RCA) is a class of problem solving methods aimed
at identifying the root causes of problems or events. The practice of RCA is
predicated on the belief that problems are best solved by attempting to
address, correct or eliminate root causes, as opposed to merely addressing
the immediately obvious symptoms.
Common tools that are use in identifying the root cause are the
Ishikawa diagram or the Cause and Effect diagram.
Below is the Fishbone Diagram, which illustrates the effect of the
problem encountered in the institution and the possible causes of each
problem. Determination of causes is categorized into man, and method in
order for the researcher to identify the causes, which can lead to possible
determination of the root causes of the problem.


Long processing time in
Extracting 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 printing
the data
Not included to the job
description of the
assign personnel of
rechecking the data
Ishikawa Diagram

Figure 16: Ishikawa Diagram


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 CAUSE
CAUSE PROBLEM EFFECT
No strict
implementation in
submitting of
grades/ schedule
form not encoded
Not included to the
job description of the
assign personnel in
encoding
Missing grades/
schedule form
not encoded
Does no double
checking in
inputting the
data
Long
Processing
Time in
Extracting the
Information
Delay of
getting the
information
Old printer used
Slow in printing
the data


was not included in the job description of the assign personnel in encoding
the data.
3.2.4 Risk Assessment Matrix
Risks are natural in processes. They relate to the occurrence of events
that can have unfavorable consequences, such as long processing time in
extracting the information of the student and discrepancy of the information.
To minimize the probability of their occurrence, the table below manifested
the identified potential risks of the system. They were analyzed to the
researchers.

Table 13: Risk Assessment Matrix

Problem
Area
Risks
Involved
Consequence
Score
Likelihood
Score
Risk
Level
Action
Required
Long
processing
time in
extracting
information
can't
comply
the
requirem
ents
needed
5 5 Critical
Immediate
action is
required


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


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
Almost
certain
5 High likelihood of risk event happening several
times in a week
Probable 4 A risk event is likely to occur more than once in the
next coming weeks
Possible 3 Risk event occurred and will probably occur at some
time in the next month
Unlikely 2 The risk event could occur at some time but is
unlikely
Rare 1 Risk event is possible but extremely unlikely to
occur.
Table 16: Likelihood Criteria for Threats


Actions Required

Table 17: Actions Required

Risk
Level
Required Action
Critical
Action required immediately:
The activity must not proceed. Steps must be taken to lower
the risk level.
High
Action required today:
The activity can only proceed provided that the risk has been
reduced to as low as reasonably practicable.
Medium
Less action required:
The activity can only proceed provided that the risk has been
reduced to as low as practicably tolerable.
Low/Very
Low
No action is required:
The activity can be managed by local documented routine
procedures.


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.

PROBLEM
AREA
PROBABLE ROOT CAUSE
RISK
LEVEL
PRIORITIZATION
Long
processing
time in
extracting
information
No strict implementation in
submitting of grades/
schedule form not encoded
Critical 1
Old printer used
Not included to the job
description of the assign
personnel in encoding

Table 18: Risk Level and Prioritization of Problems


3.2.6 Formulation of Options
PROBLEM, POTENTIAL CAUSES, AND OPTIONS DETERMINATION
Problem No. 1: Long processing time in extracting the information
Root Cause 1: No strict implementation in submitting of grades/ schedule
form not encoded
Through interview to the registrar and EDPO, it was identified that the
teachers didnt give the r required data on time. Due to this, there would be
a delay of enrolling for the students and getting of needed documents like
grade slip and Certificate of Registration.
Option 1: Construct a time schedule of the instructors for all the
submission of grades and class schedule every semester ends. This time
schedule must be strictly implemented in order to minimize any delay of
getting information for the students.
Schedule for submission of Grades
Semester Date
1
st
semester Last week of March to first week of April
2
nd
semester 3
rd
week to 4
th
week of October
Figure 19: Schedule for Submission of Grades


Schedule for submission of Class Schedule
Semester Date
1
st
semester 2
nd
week to 3
rd
week of April
2
nd
semester 1
st
week to 2
nd
week of November
Table 20: Schedule for submission of class schedule
Root Cause 2: Old printer used
As for the registrar, they cant accommodate the entire student during
transaction because of the old printer they use. The old printer is in not good
condition and apparently it is a slow moving type in printing the data. When it
talks about the quality of printed data, it is not that clear.
Option 2: Provide new printer w/c is an upgrade type of printer
device in order to have a fast and good quality output of printed papers. It
produces lots of printed papers. Though this machine is quite expensive but it
ensures the good quality of output and exceeds customer satisfaction. . LX-
300+II offer the speed, reliability and user-friendly features needed You get
powerful performance, plus easy system integration with Parallel and Serial
ports, as well as fast USB connectivity. Cost of this printer is 9,120.00.


Existing Printer

Epson LX-300+II Dot Matrix Printer
Figure 20: Existing Printer Picture
Key Features:
Has a print speed of up to 350 cps
Copy capability of 1 original and 2 copies
Print fast
Time consumed in printing is 5 min.

Epson LX-590 Dot Matrix Printer
Figure 21: Proposed Printer Picture


Key Features:
Very high print speed of up to 529 cps (12 cpi)
Copy capability of 1 original and 2 copies
Prints faster and in reliable way
Time consumed in printing is 3 min
Cost of 16,200 per unit.

This diagram shows that for the material used in printing for existing
printer is also used in the proposed printer.
Root Cause 3: Not included to the job description of the assign personnel in
encoding
The institution must specify the job description of the encoders in
order for them to know their respective task and also they dont double check
in inputting the data will be a cause of inaccurate of data. Inputting data of
BILL OF MATERIALS

Description Unit Price Unit Cost
Continuous Form
Paper
349.00 Roll/250 sheets 1.40
Epson LX Colored
Ink
295.00
70 ml/4000
sheets
0.07
TOTAL 1.47/sheet
Table 20.1 Bill of Materials


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
Encoder
Responsible 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.


Table 22: Cost Benefit Analysis
PROBLEM
ROOT
CAUSES
OPTIONS
COST
INVOLVED
BENEFITS
Long
Processing
time in
extracting
information
No strict
implementation
in submitting
of grades/
schedule form
not encoded
A strict
implementati
on of
submission
of grades
and class
schedule on
required time

-fastest
way in
enrolling
-can
directly get
the
information
needed

Old printer
used
Provide new
printer
16,200/unit
(3)=
48,600.00
- Improve
customer
service
-Can cater
larger
number of
students in
a day
Not included to
the job
description of
the assign
personnel in
encoding
Encoders
must
accurately
input
information
of the
student in
the system
and update
information
Labor Cost=
5 personnel
assigned for
encoding the
data
327.00(5)=
1,635/day
-
inappropria
te in
inputting
data
information
will be
prevented
-meet
customer
satisfaction
-assurance
of exact
information
were
inputted


3.2.7 Evaluation of Option
Criteria
Percentage
Share
Description
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.
Client
Satisfaction
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


Root Cause Option
Workability Effectiveness
Client
Satisfaction
Timeliness
Rating
Recommendation
25% 25% 25% 25% Yes No
No strict
implementation
in submitting
of grades/
schedule form
not encoded
A strict
implementation
of submission
of grades and
class schedule
on required
time
24 24 24 23 95%
Old printer used
Provide new
printer
24 23 24 24 94%
Not included to
the job
description of
the assign
personnel in
encoding
Encoders
must
accurately
input
information of
the student in
the system
and update
information.
23 23 24 23 93%
Table 24: Evaluation of Options for the Problems


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


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 of
Concerns
Data
References
Recommendations
Responsible
Personnel
Long
processing
time in
extracting
information
Recommended
Proposal for
Problem 1
page 83
A strict
implementation of
submission of grades
and class schedule on
required time
Instructors and
EDPO
Provide new printer Registrar
Encoders must
accurately input
information of the
student in the system
and update
information.
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.


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.


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


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


4.2 THE PROPOSED SYSTEM
4.2.1 Cross Functional Chart
S
T
O
R
I
N
G

O
F

D
A
T
A
Student Information System
Chairman EDPO Instructor
Complete
grades and
class
schedule?
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


G
E
T
T
I
N
G

O
F

G
R
A
D
E

S
L
I
P
/
C
O
R
STUDENT INFORMATION SYSTEM IN COLLEGE OF
ENGINEERING
Cashier Department Student
START
Inquire for
Grade
slip/COR
Give ID
Did you
already
request for this
data?
Receiv
e ID
Trace
student
fies
Secure
Grade Slip/
COR
Make
Payments
For another
request
data
NO
YES
Grade
Slip/
COR
STUDENT
INFORMATION
STORAGE
Give
Grade
Slip/COR
Receive
Grade
Slip/COR
END

Figure 22: Cross Functional Chart for Student getting of needed documents like
COR/Grade Slip


4.2.2 Systems Algorithm

Personnel

Activities
Students The primary resource of the school
Dean
The head of the College Department
Responsible in managing and handling his/her
co teachers.

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.
Instructor
Responsible in handling and teaching academic
works to the students
Provide grades for their students

Cashier

Transacts data in making payments.

EDPO/MIS

Track the subject code of the student.
In charge in encoding all the data
In charge in updating all the data.

Registrar

Recorder and keeping student records
Implement 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
all of the activities related to the Records and
Registration Department, including serving as
the official authorized keeper of the Universitys
student records.
Table 27: Proposed Systems Algorithm


4.2.3 Work Centered Analysis (WCA) Framework

Figure 23: Proposed Work-Centered-Analysis (WCA) Framework
The figure above shows the proposed WCA which the service turns out to
convenience in getting and providing information to the students and in the
BUSINESS PROCESS
- Encoding of data
- Checking of encode data
- Getting needed data like
COR/grade slip
SERVICE
Convenient in getting and providing
information
INFORMATION
-COR
-Grades

TECHNOLOGY
-Computer
-Printer
-Server

PARTICIPANTS
-Registrar
-Cashier
-Instructor
-EDPO
-Chairman
CUSTOMER
INTERNAL
-Student


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
Student
Information
System
Registrar
1. Info.
2. info.
Chairman/
instructor
MIS
7. info.
3. stored
data
5. info
6. info

Figure 24: New Data Flow Diagram Level 0


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
Regsitrar
6. Needed
data
7. Needed data

Figure 26: New Data Flow Diagram Level 2 for encoding of data
Student
Chairman/
instructor
MIS
Reggistrar
1.0
Encoding of
data
2.0
Getting
needed data
(COR/grade
slip)
1. info
2. info
4. Store
data
7. info 6. info
8. Release
Info.,
9. Receive
Needed info
5. Update
info
3. info


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 slip
Cashier
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.


4.2.5 Cost of Operation
Proposed Cost:
Process
Averag
e time
(min)
Personne
l
Labor Cost Material Cost Energy Cost
Total
Rate/
min
Cost
Php.
Description
Unit
cost
Qt
y.
Cost
Php.
Equipment/
Technological
gadget
Total
Kilowatts
Qty.
Utilizatio
n
Rate/hou
r
Cost
Php.
Encoding
of Data
10 min Job Order 0.68 6.8 - - - -
Computer
Fluorescent bulb
1.1
0.02
7
6
0.17
0.17
7.15
0.11
14.06
Checking
of encode
data
1 min Job Order 0.68 0.68

Computer
Fluorescent bulb
1.1
0.02
7
6
0.02
0.02

0.84
0.01
1.53
Getting
Grade
slip/COR
3
SA
OA
0.17
0.68
0.51
2.04
Ball pen
Continuous
form paper
Stamp
stamp pad
Ink
10.00

349.00
45.00

152.00
12.00
2
1
2
2
1
0.19
1.40
0.87
2.92
0.12
Computer
Printer
Fluorescent
bulb
1.1
1
0.02
3
3
2
0.05
0.05
0.05
0.90
0.82
0.01
9.78
Total Cost: 25.37/

Table 28: Proposed Cost of Operation


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


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


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
Improved
Student
Information
System
A strict
implementation for
the submission of
grades and class
schedule on required
time
Provide new
printer
Information of the
students must be
accurately inputted
in the system
Make a
schedule in
submitting the
information
Inquire printer
Canvass price
Buy the printer
Receive data
during
enrollment time
Update the
information of the
student every pass
the enrollment form
Updated
student
information
Instructors should
pass the
information within
the given time in
schedule
Input the data in terms
of grades (instructors
will be the one to
encode the data)
MIS will encode
automatically the
class schedule
Disseminate
information


4.3.2 Responsibility Assignment Matrix (RAM)
Responsible Assignment Matrix (RAM) describes the involvement by
various responsibilities in completing duties for a project or business process. It
is especially useful in expounding duties and responsibilities in cross
functional/department projects and processes.
Areas Concern President of the Institution
No strict implementation in
submitting of grades/
schedule form not encoded

Approve or disapprove the proposal
Old printer used Approve or disapprove the proposal
Not included in the job
description of the assign
personnel in encoding the
data
Approve or disapprove the proposal

Table 30: Responsibility Assignment Matrix (RAM)


4.3.3 Gantt Chart
This chart will enable to the researchers to see immediately what should
have be done at any point in time. These will let you see how remedial action
may bring the project back on course.
Activity Description
Duration
(days)
Precedence
Activity
A
Evaluate of Student
Information System
3 -
B Problem Identification 60 days 1
C
Develop Options and
Solutions
2 days A
D
Implement the proposed
improvement of student
information system
1 B
E
Evaluation of
Implementation Solutions for
System Optimization
1 C
Table 31: Precedence Table


Activity Description
Start Date Duration
(days)
End Date
A
Evaluate of Student
Information System
1/6/2014
3 1/8/2014
B
Problem
Identification
1/9/2014
30 2/12/2014
C
Develop Options and
Solutions
2/13/2014
2 2/14/2014
D
Implement the
proposed
improvement of
student information
system
2/15/2014
1 2/15/2014
E
Evaluation of
Implementation
Solutions for System
Optimization
2/17/2014
1 2/17/2014
Table 32: Time Requirement for Activities


Gantt chart
ID Task Name Start Finish Duration
Feb 2014 Jan 2014
6 3 1 7 8 8 5 7 4 2 6 9 9
1 3d 1/8/2014 1/6/2014
Evaluate of Student
Information System
2 30d 2/12/2014 1/9/2014 Problem Identification
3 2d 2/14/2014 2/13/2014
Develop Options and
Solutions
4 1d 2/15/2014 2/15/2014
Implement the proposed
improvement of the sudent
information system
5 1d 2/17/2014 2/17/2014
Evaluation of
Implementation Solutions
for System Optimization

Figure 29: Gantt Chart


4.3.4 Comparative Analysis
Old
Process
New
Process
Processing Time
(min)
Savin
gs %
Completion (days) Service Cost
Savings
%
Operating Cost
Savin
gs %
Existing Proposed Existing Proposed Existing Proposed Existing Proposed
Encoding of
Data
Encoding
of Data
10 10 0
1 day 1 day
14.06 14.06 0 351.50 351.50 0
-
Checking
of
encode
data
- 1 0 - 1.53 -1.53 0 38.25

38.25
Getting
grade
slip/COR
Getting
grade
slip/COR
7 3 4 15.61 9.78 5.83 390.25 244.5

145.75

Table 33: Comparative Analysis


CHAPTER 5
SUMMARY, FINDINGS, CONCLUSION AND RECOMMENDATION
5.1 SUMMARY
The researchers found main problems that exist in the present Student
Information System in Cebu Technological University. This is the delay of extracting
information of the students.
Contributory problems to the main problem were identified using Root Cause
Analysis Matrix. These contributory problems are the following:
Long Processing Time in extracting information
Inadequate facilities
Using the same tool, researchers were able to derive the root cause of the
contributory problems. With the use of the Problem Prioritization Matrix and Risk
Assessment Matrix, criticality and severity of the identified failures of the functions
involved in the Cebu Technological University were given high consideration to improve
the existing system. From the identified areas of concerns, brainstorming for options
was carried out and an evaluated option was aided with selection criteria.
Below are the Evaluated Proposals in addressing the problems encountered by
the existing information system:


A strict implementation of submission of grades and class schedule on required
time
Provide new printer
Encoders must accurately input information of the student in the system and
update information.
5.2 FINDINGS
Integrate the evaluated proposals to the existing Student Information System of
the Cebu Technological University
Total cost of improvement is 50,235.00 with a yearly savings of 214,560.00
/year
Payback period for cost of improvement will be 3 months and 21 days
5.3 CONCLUSION
The problems and causes perceived by the researchers with the used of
interview, observation and survey should therefore be treated through the proposals for
improvement of the existing system provided by the researchers.


5.4 RECOMMENDATION
From the conclusion drawn, the researchers recommend that the evaluated
proposals be implemented as they will aide in improving the current system of the
institution. Such action should need the review of the study by the President of the
Cebu Technological University and approval in order to realize the benefits highlighted
by the study. The researchers would like to recommend the following:
There could still be other prices lower than the canvassed prices by the
researchers. Even if there is a goal of minimizing the cost for improvement, the
quality of product from chosen provider should not be sacrificed
A strict implementation of submission of grades and class schedule on required
time.
Upgrade new printer
The assign personnel in encoding the data must add to his/her job description
that he/she will also update or recheck data.
Student Information System must be improving in order to have a betterment of
the institution and satisfaction of the customers.
If this recommended proposal will be implemented, everyone should follow the
standard procedure in giving input processes so that possible problems would be
eliminates.


APPENDICES


APPENDICES

SURVEY QUESTIONNAIRE (Students)

NAME: (OPTIONAL) COURSE, YR & SEC.:

Dear Respondents:

Good Day! Thank you for your time in filling out this questionnaire. Please accomplish this as accurately and honestly as
possible. Your answers will be kept confidential and will only be used for a research study in order to improve the Student
Information System at the College of Engineering- CTU Main Campus.

Direction: Please put a checkmark ( ) on the box provided or fill up the blank spaces for the corresponding answers.

1. When you filled up the enrollment form while enrolling, do you find the information asked about yourself complete?
Yes No
If no, what do you think are the information lacking? Pls, specify.

2. Have you requested for any of the following documents/records from the registrar?
Certificate of Registration (Study load) Prospectus
Grade slip others, pls. specify
3. Did it take long to get your needed documents/records from the registrar?
Yes No
4. How long did it take you to get your needed documents/records from the registrar?
1 hour or less 4 to 5 hours
2 to 3 hours others, pls. specify
5. Have you experience getting your personal information in the registrar? Yes? or No?
If yes, how long did it take you?
30 min 1 day
1hour others, pls. specify
6. Do you have a TBA (to be arrange) room assignment in your subject this semester?
Yes No
7. How many subjects with TBA room assignment do you have? Specify the subjects.
One Three
Two Others, pls. specify
8. Did the TBA room assignment affect your studies?
Yes No
IF Yes, how did it affect you?


Republic of the Philippines
CEBU TECHNOLOGICAL UNIVERSITY
CEBU CITY CAMPUS
CORNER M.J. CUENCO & R. PALMA STREET, CEBU CITY PHILIPPINES
Tel. No: (032) 412-1270 Telefax: (032) 256-1537

INDUSTRIAL ENGINEERING DEPARTMENT

July 17, 2013

DR. BONIFACIO S. VILLANUEVA
University President
Cebu Technological University- Main Campus
Corner M.J Cuenco Avenue and R.Palma St.,Cebu City

Dear Sir:

Good day!

I am a Senior Industrial Engineering student of Cebu Technological University and one of the requirements for my
graduation is to make an integrated company study for the subject IE 516 System Engineering, this 1
st
semester.
The purpose of this study is to identify the problems encountered by the institution and subsequently recommend
possible solutions and/or improvements.

I am pleased to inform you that your institution has been approved to be the subject of my study with regards to the
Student Information System of the school. In this regard, I would like to ask your kind approval to undertake a study in
your institution. I assure you that any information obtained in the course of my study shall be treated with strict
confidentiality.

In anticipation of your favorable response, I express my heartfelt gratitude.

Very cordially yours

JUNNALINE L. CASIO
Group Representative

Noted by: Recommending Approval

ENGR. CHRISTEL NUNEZ ENGR. MARIA ELENA A. APARENTE
Instructor Chairman, IE Department

DR. NOLASCO K. MALABAGO
Dean, College of Engineering
Approved by:

DR.BONIFACIO S. VILLANUEVA
University President


BIBLIOGRAPHY


BIBLIOGRAPHY

Websites
http://www.studymode.com/student-information-system-page1.html
http://en.wikipedia.org/wiki/Student_information_system
http://en.wikipedia.org/wiki/Information_systems
http://en.wikipedia.org/wiki/Management_information_system


CURRICULUM
VITAE


CURRICULUM VITAE
Personal Information
Name : Niel P. Nocellas
Age : 22 yrs old
Birthdate : November 2, 1990
Birthplace : San Francisco, Camotes, Cebu
Home Address : Babag 1, Lapu-Lapu City
Email Address : nnocellas@yahoo.com
Contact Number : 09128172379

Educational Background
Tertiary Level
Name of School : Cebu Technological University
Address : M.J. Cuenco Ave., cor. R. Palma St., Cebu City
Secondary Level
Name of School : Camotes National High School
Address : San Francisco, Camotes, Cebu
Year Graduated : 2006-2007
Primary Level
Name of School : San Isidro Elementary School
Address : San Isidro, San Francisco, Camotes, Cebu


CURRICULUM VITAE
Name : Junnaline Casio
Age : 21
Birthdate : May 31, 1992
Birthplace : Maternity Hospital Cebu City
Home Address : Ibo Reclamation Lapu Lapu City
Email Address : casiojunnaline@yahoo.com

Tertiary Level
Secondary Level
Name of School : Mactan National High School
Address : Mactan Lapu Lapu City
Primary Level
Name of School : Lapu Lapu City Central ElementarySchool
Address : Lapu Lapu City


CURRICULUM VITAE
Name : Jhenalyn M. Masong
Age : 20
Birthdate : October 27, 1992
Birthplace : Cebu City
Home Address : Pulpogan Consolacion Cebu
Email Address : nalyn_masong@yahoo.com

Tertiary Level
Secondary Level
Name of School : Consolacion National High School
Address : Consolacion, Cebu
Primary Level
Name of School : San Narciso School
Address : Consolacion National High School

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