Chapter 1

INTRODUCTION

Background of the Study

Computer is increasing in almost every field of endeavor. Computer is a device

capable of performing computations and making logical decisions at speeds millions,

even billions, of times faster than human beings can. Today, the world’s fastest

supercomputers can perform hundreds of billions of additions per second and computers

that perform a trillion instructions per second are already functioning in research

laboratories (Oz, 2000).

Computers today have bigger storage capacities to save information. Information

helps people make valuable decisions in business and also helps gain answers to

questions, research and explanations that were once not possible without the computer as

a tool. Information has been become valuable and the one who has it at the right time has

the advantage of getting ahead. It is said, the world is now in the Age of Information.

Computers have filled the lives of most people they are everywhere; at home, at school,

at work and even at play.

The information gets from computer. Computers occupy a desk, others of sizes,

types and for a whole range of use and fill one room and many are small enough to carry

around and everywhere. Computers have become a medium of communication for people

around the globe and have expanded the scope of great magnitude in terms of the ability

to reach other people, access of information and share one’s expertise, and experiences.

One important aspect that contributed to the wide spread use of computes is relatively

low price of operation considering its many capabilities (Reyes, 2009).

Student Affairs Office Record System of La Union Colleges of Science and Technology 1
 The computer works like a human brain. The brain stores information from our

senses that are used to guide our actions. So does the computer, it needs information to

work on. Nowadays everyone have one or more computers in these houses because of the

change in the electronic systems from a few years ago. When the first computers

appeared, only the companies and the important people had one, but it change in a

revolutionary form.

Computer system is an electronic device which consists of several components

that together provide the capability of executing a stored program. It is a device that

accepts data, processes and stores these, produces a result. Typically, a computer system

consists of input devices which allow users to input data for processing; storage devices

where the processed information is stored; a central processing unit (CPU) which

interprets and executes data or instruction; and output devices where the outcomes are

displayed (Jemma, 2009).

Computer system is refers as a system of interconnected computers that share a

central storage system and various such as printers, scanners, or routers. Each computer

connected to the system can operate independently, but has the ability to communicate

with other external devices and computers.

Computer technology has made a significant impact in many areas of teaching

and learning. The introductions of desktop computers, word-processing packages and

presentation tools have improved greatly the quality of the material presented to students

and used in lectures. The use of simple database packages and spreadsheets has improved

and simplified record keeping at all level within education. However, the most significant

impact has come through the use of supportive learning mechanisms such as computer-

Student Affairs Office Record System of La Union Colleges of Science and Technology 2
aided learning (CAL), computer-based training (CBT) and online learning. These

technologies make use of various forms of interactivity to engage the student in effective,

often novel, learning experiences (Ferguson, 2006).

The progress in computer technology over the last four decades has been

spectacular, driven by Moore’s Law which, though initially an observation, has become a

self-fulfilling prophecy and a board-room planning tool. Although a Gordon Moore

expressed his vision of progress simply in terms of the number of transistors that could be

manufactured economically on an integrated circuit, the means of achieving this progress

was based principally on shrinking transistor dimension, and with that came collateral

gains in performance, power-efficiency and, last but not least, cost.

An information system can be defined as a set of technically as a set of

interrelated components that collect (or retrieve), process, store, and distribute

information to support decision making, coordination and control, information systems

may also help managers and workers analyze problems, visualize complex subjects, and

create new products. It is a feedback mechanism component that helps organizations

achieves their goals, such as increasing profits or improving customer service. The

earliest electronic information systems in business consisted of computers and program

used to record and report transactions. Called transaction processing systems, or TPS,

they are the most widely used information systems, TPS’s predominant function is to

record data collected at the boundaries of organizations, in other words, at the point

where the organization transacts business with other parties (Eiffy, 2002).

On the other hand, information system is refers to a common in discussions and

publications, but a common understanding does not even vaguely exist. For some it is a

Student Affairs Office Record System of La Union Colleges of Science and Technology 3
unique subject for study, for others it is research into information technology, for others it

is just another computer system, and for some it is the system that records store and

retrieves all the information that a host organization needs to survive. Such a variety of

interpretations, whilst seemingly never capable of becoming reduced to just one that is

universally accepted means that our faltering ability to provide the system an

organization needs is severely limited.

Information systems have become the backbone of the most organizations. It is a

software system to capture, transmit, store, retrieve, manipulate, or other software

systems. In contrast to other definitions, we consider an information system to be a

software system. A family doctor is, hence, not part of an information system.

Furthermore, an information system may support not only an organization or a person but

also other software systems and, hence, information system.

A computer-based information system is a single set of hardware, software, database,

telecommunication, people and procedure that are configured to collect, manipulate, store

and process data into information. A business’s technology infrastructure includes all the

hardware, software, databases, telecommunications, people and procedures that are

configure to collect, manipulate, store, and process data into information. The technology

infrastructure is a set of shared IS resources that from the foundation of computer-based

information systems offices (Stair and Reynolds, 2006).

Knowing the potential impact of computer-based information system and having

the ability to put this knowledge to work can result in a successful personal career,

organizations that reach their goals, and a society with a higher quality of life. You will

be expected to suggest new uses of information system and participate in the design of

Student Affairs Office Record System of La Union Colleges of Science and Technology 4
solutions to business problems employing information system. For this reasons, a course

in information systems is essential for students in today’s high-tech world.

Manual Performance Management is a thing of a past. These systems are often

not liked by both staffs and student and invariably fall into despair. They are

cumbersome, people intensive and a source of great frustration for line staff as they do

not feel they any control. Automated systems make the process simpler, quicker and

more effective and provide staffs with the right tools to achieve their development

objectives.

In manual systems are all used to using manual information systems while the

computerized systems have several advantages over manual system. These includes

greater flexibility and speed, a single computer can store all the information needed, by

using several terminals different people can access information at the same time,

information is not duplicated, information can be transferred to other computer systems

easily.

World’s Best Practice in automated systems now provides for what we call On

Demand Performance Management. This is the feature provided in an automated system,

which enables both managers and staff to record information that is relevant to their

review, as events occur during the review period. The information is time and date

stamped and the authors name is also recorded. This facility enables people to record

information that will substantiate achievement towards their objectives and goes a long

way to resolving the issue of “forgotten” information that is relevant to the review.

Information can be recorded all the way through the year and assists both managers and

staff to recall information that will assist in the review.

Student Affairs Office Record System of La Union Colleges of Science and Technology 5
 Automated systems are not designed for data entry only and it is critical that the

staff actually meet each other. The benefits automated systems deliver are in ensuring

that the process happens, not denying managers and staff a meeting where there is a high

quality exchange of information. By contrast, automated systems track which managers

have defined some objectives to achieve their staff. This applies to both Developments a

Business Objectives. This process in itself ensures that line managers think about what

they want their teams and the individuals who make up these teams to accomplish.

Therefore, they set up a meaningful way to objectively measure the achievements of their

staff. Automated systems therefore drive “performance thinking” and ensure staffs are

aware of their objectives for full performance period (Potgieter, 2004).

The past decade has witnessed spectacular improvement in the computational

capabilities of calculators and computes. The rise of technology is a result of present day

innovations in the varied fields of technologies. Some of these technologies combine

power to achieve the same goal (Summerville, 2011).

In the narrowest sense, technology consists of manufactured objects like tools and

containers. Their purpose is either to enhance human capabilities or to enable humans to

perform tasks they could not perform otherwise. Engineers call such objects “hardware”

(Grubler, 2005).

However, using technology we have the potential to stop aging, enhance our own

bodies and transcend the biological limitations of the human body. It has the potential to

change what means to be human. In the future, we could also use technology for the

interstellar travel and create Dyson Spheres around the stars including our sun and

Student Affairs Office Record System of La Union Colleges of Science and Technology 6
distributing over 90% of the energy for our own needs. It could also create much more

unstable world than before if it got into the hands of wrong people.

Information technology is a combined system of various and interdependent subsystems

involving computers. Information technology nowadays is gaining much importance and

popularity over conventional systems due to its continuous advancement and economy of

scale coupled with easy availability. Therefore, information technology is a dynamic

subject and it supports activities involving the creation, storage, manipulation and

communication of information, together with their related methods, management and

applications (Jana, 2007).

Information Technology (IT) is refers as a technology that uses computers to

gather, process, and store, protect and transfer information. Today, it is a common to use

the term Information and Communication Technology (ICT) because it is unimaginable

to work on a computer which is not connected to the network. It has matured into

powerful catalyst for change in business and now in medicine, education and other fields.

It makes possible evidence-based decision-making unimaginable even a decade ago.

Information technology at present time is vast and progressive. It is being integrated to

almost most of our daily activities. It is so progressive that one must always be informed

and skilled to keep pace of the changing technology.

Automation is the conversion of a work process, a procedure, or equipment to

automatic rather than human operation or control. Automation does not simply transfer

human functions to machines, but involves a deep reorganization of the work process,

during which both the human and the machine functions are refined. Early automated

Student Affairs Office Record System of La Union Colleges of Science and Technology 7
relied on mechanical and electromechanical control devices. Modern automation is

usually associated with computerization.

System is a collection of parts that work together to achieve a goal or task and set

objects and relationships among the objects viewed as a whole and designed to achieve a

purpose. A system exists because it is designed to achieve one or more objectives. A

system is an orderly grouping of interdependent components linked together according to

a plan to achieve a predetermined objective, interrelationships and interdependence must

exist among the components, and the objectives of the organization as a whole have a

higher priority than the objectives of its subsystems. A system is a set of objects together

with relationships between their attributes. It is receiving an increase amount of attention

from researchers in several branches of sociology as well as other disciplines (Harary,

1981).

We come into daily contact with the transportation system, the telephone system,

the accounting system, the production system, and, for over two decades, the computer

system. Similarity, we talk of the business system and of the organization as a system

consisting of interrelated departments (subsystems) such as production, sales, personnel,

and an information system. None of these subsystems is of much use as a single,

independent unit. When they are properly coordinated, however, the firm can function

effectively and profitability.

Office automation systems aid office workers in their daily information

processing tasks. This system incorporates electronic spreadsheets, word processors and

presentation tools. Personal and organizational data are processed, calculations performed

and documents are created, stored or printed for management reference purposes. It is

Student Affairs Office Record System of La Union Colleges of Science and Technology 8
also for uniformity of reports generated especially when the system is incorporated in

larger and broader information system (Albino, 2003).

Office automation system refers as a computer based information system that we

collect, process, and store and transmit electronic messages, documents and other forms

of communications among individuals, work, groups and organizations. Such system can

increase the productivity of managerial end users and other professional and staff

personnel by significantly reducing the time and effort needed to produce access and

receive business communication.

Office is described as the nerve center of the entire organization. The present day

office activities have expanded to a wider extent to keep pace with rapid globalization.

Further, office by itself has become an indispensable part of any business organization.

Modern offices are organized on scientific principles and their management and

administration are in the hands of techno-savvy office managers which has paved way for

the sustenance of a business amidst cut-throat competition. Office work is concerned with

records and statistics, with communication, with computing, with planning and

scheduling. Every office task comes within the scope of one or the other of these

activities.

The guidelines and policies of clubs or organizations apply to all students, who

upon audition, deliberation and selection, agree to abide by the rules of the club and the

institution and conduct themselves in discipline, active cooperation and generous

participation for the realization of the institutions’ committed holistic formation and

growth of the individual and to build up the standard of this institution. The club has to

Student Affairs Office Record System of La Union Colleges of Science and Technology 9
formulate their own name. The formulated name has to be related in a specific academic

subject.

The general objectives serve as a guide in planning and organizing a certain

activity that would enhances the skills and talents that the club is meant for.

Consequently, the activities will be evaluated whether it achieves the objectives or not.

The developers intend to create an automated system for the student affairs office system

of La Union Colleges of Science and Technology.

La Union Colleges of Science and Technology, Inc. was found on September 2002.

LUCST is the realization of the dream of the founder Engr. Arturo C. Quinto to share in

nurturing the future leaders. Since the mother of school, Northern Philippines Colleges

for Maritime, Science and Technology, Inc. has no rooms for expansion, the President

and the Founder looked for more spacious school site. Engr. Arturo C. Quinto was able to

negotiate for a piece of land lying just a few meters at the back of Bauang Municipal

Hall.

In its initial operation on June 2002, the enrolment was only 81. There were 16

employees headed by the President himself, with Ms. Marie Cherry M. Quinto, his

youngest daughter as a school registrar. Dr. Francisco Flores as the administrative officer,

and Dr. Mercelo Aluyen as the Proncipal. Courses like BSE and NBSIT were offered

aside from the primary and secondary courses.

On its second, third and fourth year of operation, the enrolment rose gradually and

at present, it is home for more than 500 pupils/students. This time, the President is

supported by more than 50 faculty/staff. At present, aside from the primary and

secondary courses, the school is also offering Tech-Voc and CHED courses like BSIT,

Student Affairs Office Record System of La Union Colleges of Science and Technology 10
BSOA, and BSHRM, 2-year courses like Computer Hardware Servicing, Computer

Programming, Six-month caregiving, One-year Healthcare Services, Medical

Transcription Course, Baking and Bartending, Food and Beverage Services, Commercial

Cooking and Housekeeping.

In the desire to have a separate building for the college and Tech. Voc

department, the President conducted a three story building, the Arnel Building which

houses canteen 2, caregiver laboratory room, food preparation room, mock-up bar, two

computer laboratory rooms, college library, type writing room, offices, and classrooms.

In year 2012, another tech-voc building was constructed near the mock-up hotel and at

the back of the gym which covers the classrooms and laboratory rooms for the following

courses: Welding or SMAW, building writing and electrical installation, customer

electronics, and automotive.

But the dreams of the founder not stop here. He maybe at his prime but his

passion for the service has never wanted. He has still a lot of plans for LUCST. He wants

someday this school will be comparable to the prestigious colleges and universities in our

country. The plans for the founder are totally committed to quality education and

academic excellence and profs of these two are never-ending improvement of our school.

LUCST is promising institution and slowly, it is carving in its own niche in the

academic worlds. LUCST has received a lot of recognition and awards in the various

activities within Bauang, La Union and even outside Bauang. These are testaments of

LUCST’s commitment to the holistic formation of the young.

LUCST is ongoing on its eleventh year of operation, and in the coming years,

LUCST will keep on building the future of the youth in the hope of a better Philippines, a

Student Affairs Office Record System of La Union Colleges of Science and Technology 11
better world. Student Affairs Office is the over-all coordination of any department affair

or activity. It is the department or division of services and support for student access at

institutions of higher education to enhance student growth and development (lucst.net).

The service provided by an office literally extends to all the departments of the

organization. Apart from disseminating the information to the concerned departments, it

also procures the required stationary, form etc and performs secretarial work on behalf of

all the departments.

People who work in this field are known as student affairs practitioners or student

affairs professional. The size and organization of a student affairs division or department

may vary based on the size, type, and location of an institution. These student affairs

practitioners work to provide services and support for students and drive student learning

outside of the classroom at institutions of higher education. Students are advised to visit

the office to refer problems that need to be seriously studied.

Student affairs and services professional theory and practice are informed by a

number academic discipline. Student development theory draws from research in

psychology, sociology and human biology. Mental and physical health services rely

heavily on medicine, psychiatry, clinical and counseling psychology, education, exercise

sciences, and health education amongst others. The effective administration and

leadership of the wide variety of student affairs and services is based, in part, on the

theories of management, accounting, human resources, marketing, statistics and

educational research, and leadership studies. Because the array of the services and

programmers’ offered by student affairs and service is wide and diverse, the latest

thinking, research, and practice from equally wide and diverse set of areas of academic

Student Affairs Office Record System of La Union Colleges of Science and Technology 12
study and practice, necessarily underpin its effectiveness. These perspectives are also

utilized in other sectors of society, both private and public (Paris, 2002).

Conceptual Framework

This study is anchored on the aforementioned theories, ideas and principles. The

conceptual framework used in the project as illustrated in Figure 1.1 was patterned using

the Input-Process-Output model. The IPO model, information undergoes series of

undertaking based on a set of rules. The input goes in and the processes transform this

input as output. The Input-Process-Output model will provide general structure and guide

for direction of the project.

The input of the study identified the manual processes of the Student Affairs

Office record system of LUCST, the problem encountered in the manual processes of the

Student Affairs Office record system of LUCST, the features of the proposed Student

Affairs Office record system of LUCST, and the capabilities of the proposed Student

Affairs Office Record System of LUCST in terms of security, reliability and safety.

At the project’s process, the developers have used the Scrum System

Development Model as its method in the conceptualization of the project paradigm. The

developers aim to correctly identify the problem in the manual system through

observation, interview, and document analysis. They also conducted System Testing,

Quick and Dirty Survey Questionnaires.

After going through the phase of the system development, the output product will

be the Student Affairs Office Record System of La Union Colleges of Science and

Technology. The research paradigm of the study is shown on Figure 1.1.

Student Affairs Office Record System of La Union Colleges of Science and Technology 13
 INPUT PROCESS OUTPUT

1. Manual processes of
the Student Affairs
Office record system of
LUCST  Observation
 Interview
 Document
2. Problem encountered analysis
in the manual processes
of the Student Affairs
Office record system of
LUCST
Student Affairs Office
Record System of La
3. Features of the  Scrum System Union Colleges of
proposed Student Development Science and
Affairs Office record Model Technology
system of LUCST

4. Capabilities of the
 System Testing
proposed Student
 Quick and Dirty
Affairs Office Record
Survey
System of LUCST in
Questionnaire
terms of security,
reliability and safety

FEEDBACK

Figure 1.1 Research Paradigm for Student Affairs Office Record System of La

Union Colleges of Science and Technology

Student Affairs Office Record System of La Union Colleges of Science and Technology 14
Statement of Objectives

The developers propose to develop a Student Affairs Record System of La Union

Colleges of Science and Technology. Specifically, the project study sought to accomplish

the following objectives:

1. To identify the manual processes of the Student Affairs Office record system of

La Union Colleges of Science and Technology.

2. To identify the problem encountered in the manual processes of the Student

Affairs Office record system of La Union Colleges of Science and Technology.

3. To identify the different features of the proposed Student Affairs Office record

system of La Union Colleges of Science and Technology.

4. To identify the capabilities of the proposed Student Affairs Office Record System

of La Union Colleges of Science and Technology in terms of security, reliability

and safety.

Significance of the Study

The results of the project study about Student Affairs Office Record System will

help the following:

Management and Staff of Student Affairs. It will reduce the amount of time

they spend using the manual system. Computerized works make the process easier and

faster. It aims to develop a Student Affairs Record System to assist students in having a

realistic appraisal of oneself.

Students. It will help them to contribute to the body of knowledge on Student

Affairs that will help them improve the quality of life inside the school. It would be a

Student Affairs Office Record System of La Union Colleges of Science and Technology 15
great experience for them to build a significant system that will nurture their skills in

programming.

Researchers. It would help them widen their knowledge on the different tools

and methods used and enhance their oral, personal communication skills and written

skills on the processes of gathering information that were conducted. Also, it would help

them gain more knowledge in the completion of the study and enhance their skills in the

field of information technology.

Future Researchers. It will provide them broad ideas and knowledge on a

developing a system about Student Affairs Office, and challenged them to do similar or if

not better studies. To guide and encourage the future researchers to develop a system that

is reliable for the future references. It also provides a better version of the information

system.

Scope and Delimitations

The focus of this study is directed towards the design and development of Student

Affairs Record System. In this proposed system, records or files are computerized and

stored on a database feature of a system to student portability. The Student Affairs

Record System has one user namely the Administrator. Adding a new student will be

done by filling up a add student which will be recorded to the database.

In terms of security, the proposed system will include a log-in form for the

administrator to manage add, edit, and save what the administrator entered.

The developers used Php and Javascript for the font end, Cascading Style Sheet

for the design and WAMP Server as the back end of the system. The system coves all the

specific information of the student. The system will cover the privacy and security of all

Student Affairs Office Record System of La Union Colleges of Science and Technology 16
data by providing username and password in logging into the system. The delimitations

of the system are that it will not be available online but online ready. The system will not

provide forgot password for the administrator.

The study focuses on the proposed project “Student Affairs Record System”. The

scopes of the study are as follows:

Students. The proposed system will cover the search students through student id or the

name of a student. It will may add new student. It is also cover the view and prints the

summary report of all students and even single student together with their offenses.

Offenses Type. The proposed system will cover search student through ID Number,

and/or name of student. It will cover also what type of offenses and the equivalent

community service per student.

Recommendations. The proposed system will cover search student through ID Number

and/or the name of a student. It also covers ID number and name of student, remarks,

recommendations, and equivalent community service.

Reports. The proposed system covers the summary report which are the list of students

and the single report. It also covers to be print out the summary report.

Definition of Terms

Document analysis. This refers to a technique used to gather requirements during

the requirements elicitation phase of a project.

Information System. This refers to the study of complimentary networks of

hardware and software that people and organizations use to collect, filter and process,

create, and distribute data.

Student Affairs Office Record System of La Union Colleges of Science and Technology 17
 Interview. This refers to a conversation where questions are asked and answers

are given.

Manual Process. This refers to the operated done by hand.

Observation. This refers to the action or process of observing something or

someone carefully or in order to gain information.

Office. This refers to a unit where relevant records for the purpose of control and

plan of the organization are prepared, handled and preserved.

Record System. This refers to a data management term for an information system

that is authoritative data source for a given data element or piece of information.

Reliability. This refers to the essential component of validity in simple terms

describes the repeatability and consistency of a test.

Safety. This refers to the condition of being protected from harm or other non-

desirable outcomes of the system.

Security. This refers to the responsible for controlling access to system resources,

which will include sensitive data.

Student Affairs. This refers to the focused on serving students and designed for

emerging leaders to support services.

Scrum System Development Model. This refers to the framework for managing

with an emphasis on software development.

System. This refers to a collection of related components established to work

together to accomplish a common objective through the input, process and output

approach.

Student Affairs Office Record System of La Union Colleges of Science and Technology 18
 System Testing. This refers to conduct testing of whole software, integrated

system to evaluate the system’s compliance with its specified requirements.

Technology. This refers to the knowledge and utilization of tools, techniques and

system in order to serve a bigger purpose like solving problems or making life easier and

bigger.

Student Affairs Office Record System of La Union Colleges of Science and Technology 19
 Chapter 2

METHODOLOGY

Research Design

The developers will utilize the descriptive and developmental research as a

framework of the other project study.

Descriptive research is fact-finding with adequate interpretation. The descriptive

method is something more and beyond just data-gathering; the latter is not reflective

thinking or research. The true meaning of the data collected should be reported from the

point of view of the objectives and the basic assumption of the project under way. This

follows logically after careful classification of data. Facts obtained may be accurate

expressions of central tendency, or deviation, or of correlation; but the report is not

research unless discussion of those data is not carried up to the level of adequate

interpretation. Data must be subjected to the thinking process in terms of ordered

reasoning (Calderon, 1993).

In other words, descriptive research may be defined as a purposive process of

gathering, analyzing, classifying, and tabulating data about prevailing conditions,

practices, beliefs, processes, trends, and cause-effect relationships and then making

adequate and accurate interpretation about such data with or without the aid of statistical

methods.

Developmental research is define as the systematic work drawing on existing

knowledge gained from research and practical experience that is directed to producing

new materials, products and devices; to installing new process, systems, and services; and

Student Affairs Office Record System of La Union Colleges of Science and Technology 20
to improving substantially those already produced or installed. This type of research is

often used in engineering and technology areas (Portillo, 2003).

Developmental research intends to produce knowledge with the ultimate aim of

improving the processes of instructional design, development and evaluation. It is a

systematic study of designing, developing and evaluating instructional programs,

processes, and products that must meet the criteria of internal consistency and

effectiveness (Seels and Richey, 2006).

However, the developmental research is refers to comprised of multiple forms for

research including, but not limited to: case studies, design experiments, survey research,

formative research, and engineering research. But this type of research should not be

confused with developmental research as it relates to psychology, and its study of human

growth. Within the literature, it is accepted that this concept of developmental research is

relatively unknown to developers. Developmental research is a research method that can

address a broad range of issues using multiple strategies.

System Development Methodology

The developers will utilize the Scrum System Development Model Methodology

as a research framework in the accomplishment of the project study. Scrum System

Development Model Methodology is a type of instrumental model. The management

framework for incremental product development using one or more cross-functional, self-

organizing teams. It provides a structure of roles, meetings, rules, and artifacts.

The Scrum System Development Model Methodology is shown in the Figure 2.1.

Student Affairs Office Record System of La Union Colleges of Science and Technology 21
 Pre-Game Mid-Game Post-Game

Planning Develop Wrap

and High-
Closure
Level Adjust Review
Design

Outline Phase Sprint Cycle Project Closure

Figure 2.1 The Scrum Life Cycle

The developers will utilize the Scrum methodology in the development of the

information system.

Scrum is an agile software development method visualized by Jeff Sutherland and

his improvement team in the early 1990s. In the recent years, further development on the

scrum methods has performed by Schwaber and Beedle. Scrum principles are consistent

with the agile manifesto and are used to guide development activities within process that

integrates the following framework activity, work tasks occur within a process pattern

called a sprint. The work conducted within a sprint is adapted to the problem at hand and

is defined often modified in real time by the scrum. (Pressman, 2012).

Scrum does not stipulate the use programming practices such as pair

programming and test-first development. It can therefore be used with more procedural

agile approaches, such as XP to provide a management framework for the project. There

are three phases in Scrum; the outline phase, sprint cycle, and project closure.

(Sommerville, 2011).

Student Affairs Office Record System of La Union Colleges of Science and Technology 22
Outline Phase

The first is outlining where you establish the general objectives for the project and

design the software architecture. This is followed by a series of sprint cycles, where each

cycle develops an increment of the system. Finally, the project closure phase wraps up

the project, completes required documentation such as system help frames and user

manuals and assesses the lessons learned from the project.

During this phase, the team decided to visit the dean of office affairs to present

the project proposal to the dean. First of all the team present the approved request letter.

At the end of the meeting, the team has identified all of the tasks to be accomplished in

the sprint. The following day, the team presents the sprint backlog to the dean of student

affairs office and form that point on, the task of designing of the interfaces and

programming begun.

In this phase, the developers prepared a questionnaire for the dean of student

affairs to enable us to understand and enable us to assess the business manual transaction

and to the point some of the common problems met in manual process of the Student

Affairs Office Record of La Union Colleges of Science and Technology. The developers

visited the Office of the Dean to gather specific information about how the transactions,

procedures are made through interviewing the Dean and his secretary, observation, and

document analysis. The developers also visited various libraries of different schools in

San Fernando such as DMMMSU-MLUC, AMA College, Lorma Colleges, and Saint

Louis College.

Then, the developers set a meeting with the Dean of Students Affairs Office of La

Union Colleges of Science and Technology. Before the developer decide what to develop

Student Affairs Office Record System of La Union Colleges of Science and Technology 23
system, the team exchanges several ideas at knowledge about what are developer going to

develop. First, the team leader considers the ability and skills of each member and upon

brainstorming, searching and visiting some student affair offices and libraries the

developers decided to develop the project study entitled Student Affairs Office Record

System of La Union Colleges Science and Technology, Inc. of Bauang La Union.

Sprint Cycle

The next stage of scrum development model is a series of sprint cycles, where

each cycle develops the enhancement of the system (Sommerville, 2011). During this

stage, the team leader has twice a week group convention. Each member have describes

the work to be done on that particular day, progress form the day before and any blocks

that has to be cleared. The developers combined ideas about the suggestions on the

features, functions, the programming language that going to use in creating and

developing the system. With the suggestion and ideas of the dean, there were adjustments

and changes made during the course of the system development. Check the reliability of

the system, the performance if it is fast, and easy to manipulate. Test the system if there

are an errors and mistakes on the codes.

Also the developers decided to use the WAMP Server as our backbone of the

system which is our database containing all the personal information of the all the

students, and the user such as the administrative. Before the developers start to encode

the system, the team reviews the gathered information and compiled all the similar data

about making a system. Based on the research data, the team first outlines the design of

the system. The developers transcribe the all the buttons, functions and services. The

system also includes a login form page before it can be access the system for the security

Student Affairs Office Record System of La Union Colleges of Science and Technology 24
purposes and privacy of the important information and data. After the outlining of the

system, the developers started the homepage of the administrative.

The admin can access, update, add, delete, and edit the student personal

information. The admin can update also the username and password of the proposed

system. The admin can also monitor the weekly, monthly, and/or by school year by

clicking the button of summary reports in the home page of the admin. And it can be print

out. The admin only has the access in the database.

According to our interview and observation as a team, the developers came up of

helping the Dean of student affairs to make the works more flexible and well organized

by developing a system similar to flow of the manual procedures in the office. On how

the developers will design, implementation of the backlogs, and what are the features,

functions, and services of the system. The team notices that the dean of student affairs

together with his secretary takes their time to find the student records and computing of

how many hours the student to have a community service before the end of school year.

During the course of implementing the suggestions and ideas of the dean of

student affairs, there are a lot of errors in the codes. After some time, the developers

bounded up all the works and have it already evaluated and integrated with the dean of

student affairs. With the suggestions and ideas of the dean of student affairs, there were

adjustments and changes made during the course of the system development.

Project Closure

After the backlog has been implemented so that the management and end users

have believed the release is worth putting into production, the developers closed the

Student Affairs Office Record System of La Union Colleges of Science and Technology 25
development. The team then performs integration testing, training and documentation as

necessary procedure before the system will implement.

In this phase, the developers organizes all the features, services and functions of

the system and completes all the requirements required by the dean in developing the

system as well as the suggestions of the dean with the features, services, and functions of

the project study. Completion of the requirements will help the system develop and

enhance interface of the frames of the system, as well as the reliability and flexibility of

the buttons with functions. Combining of the ideas of the dean with his secretary and the

developers, the project study become possible. To improve the system every day, the

team decodes some of the codes to improve the function of the system.

After a few months of encoding and decoding, the developers finish the system

with no circumstances. Then the team will test the reliability and flexibility of the system,

checking if the system is appropriate in security and safety, and the performance of the

system if it is slow, moderate or fast.

The developers combined all of the things we’ve discussed as a team and also

with the ideas and suggestions of the dean of student affairs with his secretary. The

developers strain the system and there are some problems and errors encountered in the

system. Then the developers reviews the codes and check the errors in the develop

system such as the buttons are functions and how it will react on the action. In the first

week of our developing the system, the developers struggle with utmost of the time

because there are a few of faults in the codes of the system. Sometimes, the developers

research the mistakes in the codes in the internet. The developers applied some of the

research codes in the system to make it functional. Every now and then, the developers

Student Affairs Office Record System of La Union Colleges of Science and Technology 26
go back to the codes. It takes a lot of time for the team to analyses the errors and finds the

mistakes in the coding considering the ideas and suggestions of the team members.

The developers modify the codes about a few times before the system is faultless

and prepared to document or until the developers satisfied with the features and services

of the system. Before the team documents the system, the developers test the system

about a couple of times to check if the system is accurate.

The develop system have a login form for the user. The user must login first

before you can access the system and use the service of it. The user login in the system

and can access the system, it will direct to the home page which is accessible only for the

user.

Data Gathering Tools

The developers used the tools to gather information as a basis in the analysis and

design of the information system. The developers dedicated time in the library to seek

some helpful from unpublished materials, books, and internet.

Unpublished materials. The developers used some unpublished materials which

are related to the project study to serve as a guide. These materials will also serve as the

developers guide in making the project study as well as the development of the system to

lessen the possibilities of errors.

Books. The developers visited another schools in San Fernando City like

DMMMSU-MLUC, AMA College, Lorma Colleges, and Saint Luis College to gather

and collect information that is necessarily needed in our project study. The developers

travel in two schools in a week to visit the libraries and depends upon the availability of

our schedule to take information that may add to their data and also to make some

Student Affairs Office Record System of La Union Colleges of Science and Technology 27
reference and basis to some project studies to their previous student that undergone

capstone project. The information could give help to the project study of the developers

for more meaningful and detailed.

When the developers went to DMMMSU-MLUC, their library was closed due to

they have their foundation day week and seminars. In AMA College, the developers went

there also. The guard told us that the developers will come back on the next days because

the librarian was not around and busy.

Internet. The internet helps a lot to the developers to understand more

meaningful detailed information. The developers used the internet to gather more

information and some explanations that are relevant to the project study.

Data Gathering Techniques

The developers used the interview, observation, survey, questionnaires, and

document analysis methods during data collection.

Interview. Interview is used in a variety of research contexts and maybe within

an action research. The purpose of interviewing is to find out what is in or on someone

else’s mind. It can easily become biased and misleading if the person is being

interviewed is aware of the perspective of the interviewer (Castillo, 2005).

In this method, an interaction between the student affairs office staff and the developers

was made. Interviews were made with the student office staff and the dean on what

difficulties they encountered in the existing system.

The developers have interviewed personally the Dean of Student Affairs guided with a

prepared transcript. After a successful meeting with the management, the developers had

come up with enough ideas of about the project feasibility. Problems were also identified

Student Affairs Office Record System of La Union Colleges of Science and Technology 28
during the interview which the developers a wider perspective on the goal of the project

study (See Appendix C).

Observation. Observation is defined as a systematic. It is usually include the

specific points to be observed, the procedure of observation to be followed, the length of

the observation period and the number of observation that are to be made (Castillo,

2005).

During the observation, the developers observed in the Dean’s Office about their

daily activities, and their records. The violation and attendance sheets are in different

separate folder according to year and section of the students. The developers observed

that their records are inserted inside the folder by file accordingly. The developers

noticed that every time that there are new violations of a student was done; the staff find

the folder and record immediately, and when another new record came, they can insert

immediately into a new folder with identification tag at upper right side so that they are

properly arranged accordingly.

In the first hour in the morning, the developers also observed in the Dean’s office

some students are filling-up the admission slip who are late and incomplete to be signed

by the Dean of Student Affairs and Student Affairs Coordinator. After the signature by

the Dean of Student Affairs and the Student Affairs Coordinator, the staff immediately

record on the respective student folders.

The developers also observed that before the Dean of Student Affairs sign the

clearance of a certain student, the Dean must first see in the list of student violations if

the student completed the community service hours. If the student is in the list of

violation community service hours. If that particular student is not in the list with

Student Affairs Office Record System of La Union Colleges of Science and Technology 29
violations, then the Dean of Student Affairs will sign the clearance of the student. If the

Dean of Student Affairs was signed the clearance of the student, which means it’s already

ok or done.

Survey. Survey is the data gathering process but is used when an investigation is

not primarily concerned with cause and effect relationship. It is used to gather factual

information regarding the current condition of some phenomenon (Castillo, 2005).

The developers have not done any survey activity since the objectives of the

proposed system excluded the survey as a tool and have no bearings in the requirement

definition in this particular project study.

Questionnaires. Questionnaires area list of planned, written questions related to a

particular topic, with space provided for indicating the response to each question,

intended for submission to a number of persons for reply (Aquino, 1999).

The developers went to the dean of student affairs office to interview and

observed daily activities regarding their practices of manually recording the student’s

information and violations as specified by the student affairs office staff. For the

information, the students must write their information in the information sheet, and after

that, the information will be given to them. For violations, the students must require to

fill-up what the admission slips form to be request to.

Document Analysis. This is a method that involves gathering information by

examining records and documents (Castillo, 2005). It is a form of qualitative research in

which documents are interpreted by the researcher in which documents are interpreted by

the researcher to give voice and meaning around an assessment topic. It also refers to the

various procedures involved in analyzing and interpreting data generated from the

Student Affairs Office Record System of La Union Colleges of Science and Technology 30
examination of the documents and records relevant to a particular study (Heffernan,

2015).

The developers thought to and have done the documentary analysis so that what

the system output or what it going to generate is the same as the previous manual

procedures in recording the students’ record.

Research. Research is the systematic investigative process employed to increase

or revise current knowledge by discovering new facts. It is divided in two categories

which are the basic research inquiry that aimed at increasing scientific knowledge and

applied research that is effort aimed at using basic research for solving problems or

developing new processes, products or techniques (Cervantes, 2014).

The developers devoted their time in the library and were visited different schools

in San Fernando City to gather and collect information that is necessarily needed in our

project study. The developers travel in two to three schools in a week to visit the libraries

and depends upon the availability of our schedule to take information that may add to

their data and also to make some reference and basis to some project studies to their

previous student that undergone capstone project. The information could give help to the

project study of the developers for more meaningful and detailed.

Tools for Data Analysis

The developers have adopted several tools for system modeling and data

analysis. These are: data flow diagram, entity relationship diagram, use case diagram and

the database schema.

Data Flow Diagram. A data flow diagram (DFD) shows how data moves through

an information system but does not show program logic or processing steps. A set of

Student Affairs Office Record System of La Union Colleges of Science and Technology 31
DFD’s provides a logical model that shows what the system does, not how it does it. That

distinction is important because focusing on implementation issues at this point would

restrict your search for the most effective system design (Rosbenblatt, 2003) (See

Appendix E).

Use Case Diagram. During requirements modeling, systems analysts and users

work together to document requirements and model system functions. A use case

diagram visually represents the interaction between users and the information system. In

a use case diagram, the user becomes an actor, with a specific role that describes how he

or she interacts with the system. (Rosbenblatt, 2003).

A use case diagram contains for components. First is the boundary, which defines

the system of interest in a relation to the world around it. Second are the actors, usually

individuals involved with the system defined according to their roles. Third is the use

cases, which are the specific roles played by the actors within and around the system.

And the forth is the relationships between and among the actors and the use cases (Rouse,

2015).

The developers make use of Use Case Diagram to specifically explain the process

and to understand it accordingly. The developers include all the information that will

describe the interaction between the user and the system.

The Use Case of Student Affairs Office Record shows the processes of the two

main users namely the Administrator or dean and the user or staff. The administrator can

access the full functionality of the system while the staff cannot add, edit or delete (See

Appendix F).

Student Affairs Office Record System of La Union Colleges of Science and Technology 32
 Database Schema. A database schema represents the logical configuration of all

or part of a rational database. This refers to a skeleton structure and it represents the

logical view of entire database of Student Affairs Office Record System. It tells about

how the data is organized and how relation among them is associated. It formulates all

database constraints that would be put on data in relations, which resides database (See

Appendix G).

Entity Relationship Diagram. An entity relationship model, also called an

entity-relationship (ER) diagram, is a graphical representation of entities and their

relationships to each other, typically used in computing in regard to the organization of

data within databases or information system. An entity is a piece of data-an object or

concept about which is stored (Beal, 2015).

The power of the E-R diagram lies in its ability to accurately display information

about the relationships between entities. For example, we might track information in our

database about the city where each person lives. Information about the city itself is

tracked within a City entity and a relationship is used to tie together Person and City

instances (See Appendix H).

Student Affairs Office Record System of La Union Colleges of Science and Technology 33
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