Chapter 1

INTRODUCTION

Background of the Study

Information system (IS) is an organized system for the collection, organization,

storage and communication of information. More specifically, it is the study of

complementary networks that people and organizations use to collect, filter, process,

create and distribute data. Further, "an information system (IS) is a group of components

that interact to produce information. It focuses on the internal rather than the external."

Information system can also be described as a combination of hardware, software, data,

business process and functions which can be used to increase efficiency and management

of an organization. Information Systems is the expression used to describe an Automated

System (which may be referred to as a Computerized Information System), be it manual,

which covers people, machines or organized methods to collect, process, transmit and

disseminate data representing information for the user or client.

Heart of Mary High School (HMHS) is still using radio and church announcement

to inform the students and the parents about the enrollment, and other events of the said

school. The main objective of the study is to design and develop an Online Information

System for Heart of Mary High School.

Student Information System (SIS) is web-based application software designed to

introduce a conducive and structured information exchange environment for integrating

students, parents, teachers and the administration of a school or college. Some of the
 Introduction 2

other software packages available for this purpose include Student Management System

(SMS), Student Information Management System (SIMS) and Student Records System

(SRS). These software systems enable educational institutions to supervise student-

related activities that they provide a complete student records system. They are designed

with diverse application potentials ranging from simple management of students’ records

at school to management of all student-related functions as well as administrative

functions of a university or a chain of educational establishments.

According to Evangelista (2008) the university’s Student Information System

(SIS) of Nueva Vizcaya State University is a secure, web accessible interactive computer

system that allows user access to grade reports, transcripts, schedule of classes, and

remaining balance for the semester and register for classes online. Through the system,

students would be assigned a unique identification number. All data to and from the

university would use that unique identifier. The use of individual student records would:

1) Increase the admissions capacity to follow a student’s progress over time; 2) provide

better quality data to drive more enlightened policy decisions resulting in enhanced

educational opportunities for all students; 3) reduce data collection burden through a web

enabled SIS; and 4) as a tool of parents in monitoring the academic performance of their

children.

According to Desousa (2008), Web based application have four core benefits.

These are the following: 1) Compatibility. Web based applications are far more

compatible across platforms than traditional installed software like web browsers.
 Introduction 3

2) Efficiency. Everyone hates to deal with piles of paper unless they do not have any

other alternatives. The benefit of web-based solution makes services and information

available from any web‐facilitated Personal Computer (PC). 3) Security of live data.

Normally in more complex systems data is moved about separate systems and data

sources. In web‐based systems, these systems and processes can often be merged by

reducing the need to move the data around. Web‐based applications also provide an

additional security by removing the need for the user to have access to the data and back

end servers. 4) Cost Effective. Web‐based applications can considerably lower the costs

because of reduced support and maintenance, lower requirements on the end user system

and simplified plans.

Online information system is designed to store necessary information. Online

Information System covers online announcing of programs and activities of the school.

The Online Information System (OIS) is a great help to the school teachers, students, and

parents to know every announcement they will post. The OIS would be the best method

in giving information about the different school activities to the students and also their

parents of the said school.

Information systems have made it possible for school to be open 24×7 all over the

globe. This means that a business can be open anytime anywhere, making purchases from

different countries easier and more convenient. It also means that they can have their

goods delivered right to your doorstep with having t0o move a single muscle.
 Introduction 4

Team members will be able to communicate better through having exactly the

same information available to them at each time. Its saves having to mis-match data

between systems and departments.

Employees can spend more time on tasks that will help the business to grow,

rather than having to replicate data and wait for information to be sent to them from other

departments.

By implementing information systems, the researcher bring down the linguistic,

geographical and some cultural boundaries. Sharing the information, knowledge,

communication and relationships between different countries, languages and cultures

becomes much easier.

The IS application promotes more efficient operation of the company and also

improves the supply of information to decision-makers; applying such systems can also

play an important role in helping companies to put greater emphasis on information

technology in order to gain a competitive advantage. IS has a positive impact on

productivity, however there are some frustrations can be faced by systems users which

are directly linked to lack of training and poor systems performance because of system

spread.

Through having all of the necessary data stored in one information system,

relevant data is easier for employees to access. Many leading business systems allow

restrictions on what individual employees are allowed to access so sensitive information

can be seen only by those who need it.

Heart of Mary High School of Dolores, Abra was founded in 1949 by Fr. William

Vergoozen, SVD. Since then, the school has become the only catholic secondary school

to cater the Christian and educational needs of the young people of the said municipality.

By then, the local officials of Dolores like the late Mrs. Concepcion B. Zapata and Mr.

Martin Acosta helped Fr. Vergoozen in this endeavor. The two men donated their titles to

serve as the Surety Board of the school. The first school opening was on June, 1949

where in there were more approximately forty young and old, married and single,

enrolled as freshmen.

The new Bureau of Private Schools took over the supervision of the school.

During those years, the Board of Trustees, together with Fr. Vergoozen petitioned the

Department of Education to permit the school to operate and luckily, it was granted and

the total recognition of the school was issued in 1953, in which the first batch of

graduates received their diplomas, citing that they satisfactorily completed the

requirements prescribed by the Academic Secondary Curriculum. In 1960, Mr. Prudencio

Teneza became the principal and the School director was Fr. Juan Cachero, SVD. After

two years, Fr. Albert Engetswhiller, SVD succeded Fr. Cachero. And in 1963, Fr. Jose

Loedding served as the School Director. In his time, he constructed the present parish

convent. To alleviate poverty among students and lessen the case of dropout rates, he

gave piglets to deserving students for them to raise to be able for them to pay their tuition

fees.
 Introduction 6

Fr. Felipe Flores, SVD became the director in 1968. He built the present concrete

two-story edifice with six classrooms to accommodate more than 200 enrollees. Mr.

Teneza and Mr. Flores did some solicitations of funds to continue the construction of the

building and they’ve gone as far as Baguio City and Manila. Fr. Fernandez constructed

the basketball court and named it Arnoldu’s court and the concrete volleyball court which

he named Freinademet’s court. The present stage and the surrounding pavement were

constructed during the time of Fr. Rafanan, SVD together with the concrete perimeter

fence of the campus.

Marking a milestone symbolizes the process of growth. The stages in the

personal, professional and institutional stories are springboards and stepping stones for

the future. The collective efforts of the teachers and administrators in the past made the

school a conductive place for academic, spiritual, emotional and physical development

wherein students acquire relevant, quality and competitive education. Year 2016

activities were lined with the preparations for the Senior High School Program of the K-

12 Curriculum. Because there was so much to be done and to be improved; classroom

improvements, purchase of new materials and equipment.

These accomplishments of the school the trough leadership of the School

Principal and with help and support of the parents, alumni, students and other

stakeholders only prove the truthfulness of saying “Coming together is he beginning;

Staying together is progress, and working together is success”.

The vision of the school is Heart of Mary High School of Dolores Abra is an

agent of diocese of Bangued, in its educational influence for the integral formation of the

young people of Dolores who are matured Christians, enlightened and empowered model

citizens.

While its mission is to do hereby commit itself to educate and influence the young

people of Dolores to became:

Trust and faith in God.

Love and concern for others; with a spirit and service for the church.

Enlightened model citizens who are physically and mentally developed socially

and ecologically responsible, culture oriented economically self-reliant, nationalistic and

upright.
Introduction 8
 Introduction 9

COMPONENTS

The components of the framework consist of actors, system requirements and the

existing processes of Heart of Mary High School. The said components are stated and

explained below.

Actors. The actors are the ones who will use the program. There are four actors

in the system, they are the admin, teachers, students, and the viewers.

Admin. There are three admin of the school. One teacher, principal and the

director is only the authorized users. The admin can delete an account, manage account,

account recovery, edit information and update information.

Teachers & Students. The teachers and the students can do the following; (a)

log-in to the system (b) view home page (c) view history of the school (d) view facilities

(e) view total population of students per year level and total number of males and females

per year level for the past three years (f) view organizational chart, (g) allows account

management (h) allows account recovery (i) log-out to the system.

Viewers. The viewers and the one who can view the page but cannot log-in. the

viewers can do the following: (a) View main page, (b) View profile (history, vision and

mission) of the school, (c) View images of the school facilities, (d) View the total

Population of students per year level and total number of males and females per year

level in the past three years, (e) View the organizational chart, (f) View news and events
 Introduction 10

of the school, (g) View different clubs and images in the school, and (h) view school

calendar

Hardware and System requirements

Hardware. A system unit is a hardware that is required for the system. Hardware

is required for the user to access Online Information System (OIS). Hardware

components such as CPU, monitor and peripheral devices is required. The CPU or system

unit runs the system, monitor or screen displays the system and peripheral devices such

as mouse and keyboard are tools required to access Online Information System. Also, the

system requires a modem or any internet source device in order for the user to go online.

Software. Software is required to access Online Information System. Software

refers to the overall process that involves several system tasks. Software such as

browsers, adobe reader and operating system are required. Software combined with

hardware is plays an important role in this system.

Existing Processes

The Heart of Mary High School is using manual processes in giving information

and announcement. Church announcement is one of the processes the school is using for

they are Catholic School. Other way of delivering announcement or important

information is by posting on a bulletin board. By this manual processes of announcement

both the students and the parents will be able to informed about the announcement and

information.
 Introduction 11

CONTEXT

The context part of the framework consists of requirements and system design.

The requirements are composed of analysis and definition. System Design is compose of

methodology, processes, documentation, functional and non- functional requirement of

the system. The said components of the context are stated and explained below:

Requirements

Analysis. Analysis is a detailed examination of anything complex in order to

understand its nature or to determine its essential features. It also tackles the separation of

a whole into its component parts. The study requires analysis for the system to be more

applicable and presentable in the viewers and for the good image of the school.

Definition. Definition is an explanation of the meaning of a word, phrase. It is a

statement that describes what something is. The system requires definition for the system

to determine some term that is hard for the users to understand. Also, definition is also for

clarification.

System Design

Methodology. Methodology is system of methods used in a particular area of a

study or activity. RAD (rapid application development) is the methodology that is used in

the system. The developers use RAD for its advantage that can handle a large amount of

data and the quality that it performs. Also the RAD is usually used in most developers.
 Introduction 12

Processes. Process is a series of actions or steps taken in order to achieve a

particular end. Process is the activities that the researchers have done. The processes

involved in the system are by interview, questionnaire, and internet research and then the

plans for the system.

Documentation. Documentation is the material that provides official information

or evidence or that serves as a record. The documentation of the system is based on the

template that is instructed to be done by the researchers. It is composed by 5 chapters.

Functional and Non-Functional Requirement

Functional requirements may involve calculations, technical details, data

manipulation and processing and other specific functionality that define what a system is

supposed to accomplish. While non-functional requirement (NFR) is a requirement that

specifies criteria that can be used to judge the operation of a system, rather than specific

behaviors

INFORMATION CONTENTS

Quality. This refers to the degree of the display in Online Information System.

The quality of imagery depends on the speed of the internet and capability of the unit.

The researchers choose an average quality requirement for the benefits of the users.
 Introduction 13

Format

Text. The text refers to the used font size, style, and color of the proposed system.

It is the written or printed work in the web or system. The text that is used by the

researchers in the system is for the users to be more attractive and be pleasing to look.

Image. Image is a representation of the person or thing in art. Images are put in

the system in order to have more specific sight in describing the school used in the

system. It is also used in representing the tables, figures, use case diagrams, and plates of

the system.

Accessibility

Accessibility. Accessibility is the quality of being able to be reached or entered.

The system can be accessed by users that have internet connection as a viewer. The level

of accessibility is categorized by viewers, students, teachers and admin. The viewer can

only the systems home page, profile of the school, images of the school facilities system,

population of students in the past three years, school calendar and the organizational chart

of the school. The teachers and students can view what the viewers can, and log-in to

access chat box and account management. The admin have the highest level of access for

the admin can view all and can update and edit information in the system.

Statement of the Objectives

This study focused on the development of Online Information System. To

describe the existing processes involved in Online Information System.

1. To identify the existing processes in the Information System of Heart of Mary

High School.

2. To identify the Security and Control Measure in the proposed Online Information

System of Heart of Mary High School.

3. To determine the minimum Hardware and Software requirements of the proposed

Online Information System of Heart of Mary High School.

4. To determine the Functional and Non-functional requirements of the proposed

Online Information System of Heart of Mary High School.

5. To describe the features of the proposed Online System of Heart of Mary High

School- Dolores, Abra.

Significance of the Study

This study focused on the design and development of the Online Information

System of Heart of Mary High school-Dolores Abra

This would be favorable and beneficial to the following:

School. The proposed system will be an advantage the school. The school will be

known nationwide for it is online. The proposed system will also serve as a online

advertisement of the school. Also, announcement will be easier to deliver.

Teachers. Delivering announcements will be beneficial for them because they

would no longer need to go to radio stations to assure that people will hear their

advertisement about the said school. Teachers can also focus more on their work because
 Introduction 15

some parent’s questions can be answered by the Online Information System. Teachers

can also access the information system and upload photos.

Students. The system proposed is designed to help the students to be more aware

of the school events or activities. Also, for the enrollees for them to know when, and

what are the requirements needed for them to be knowledgeable to the school they are

going to be enrolled. It will be a time saver for the students.

Parents/Guardian. The proposed system will be a great help in them about

knowing their child’s events, affairs, and school concerns. Online Information about the

school will be a big help for parents who are abroad. It is also accessible anytime.

Researchers. This will help the researchers to enhance their knowledge and self-

esteem in accomplishing a chore. The researchers will come to realize the value of

Information Technology. This will be a good preparation for the researcher’s future

profession.

Future Researchers. The system will be a great help for the future researchers, it

serves as their basis that would guide them in conducting their proposal. The study can

help future researchers to have an idea related to their chosen research. The system will

be an inspiration to enhance their skills that can make them more adaptive and more

knowledgeable about Online Information System.

Scope and Delimitation

The focus of this study is to design and develop an Online Information System for

Heart of Mary High School-Dolores.

The systems scopes are : a) The system has main page, b) Authorized users can

log-in and logout in the system, c) identify The system allows adding of information by

the administrator, d)The system allows updating of information by the administrator, e)

The system displays the profile (history, vision and mission) of the school, f)The system

displays the images of the school facilities, g)the system display total Population of

students per year level and total number of males and females per year level in the past

three years, h) The system displays the organizational chart, i) The system displays news

and events of the school, j) The system displays different clubs and images in the school

k) the system displays school calendar l) The system allows account management by the

admin, teachers, and students, m) The system allows account recovery by the admin,

teachers, and students, n) The system allows account deletion only by the admin.

The systems delimitations are: a) online enrollment is not included in the system;

b)the system can’t be an alumni tracer, c) the system does not show students grades.

Definition of Terms

This page shows the words or phrases to describe a thing or to express a concept,

especially in a particular kind of language.

Administrator. The admin have the authority to change or update information of

rules. The one who act the process of administering. Performs executive duties in an

organization or management.

Design. Design is a plan or drawing produced to show the look and function or

working of a building, garment, or other object before it is built or made. Decide upon the

look and function of (a building, garments, or object), typically by making a detailed

drawing. To plan and make decisions about (something that is being built or created).

Information Technology. The technology involving the development, maintenance, and

use of computer system, software, and networks for the processing and distribution of

data.

Device. Device is a tool used to attain certain task or goal. It is also a material to

help achieve designed task. Something fanciful, elaborate, or intricate in design.

Functional. Functional requirements specify what the product must do. They

relate to the action that the product must carry out in order to satisfy the fundamental

reasons for its existence. Describe what the system should do.

Hardware. Hardware is the physical components. This is the parts of a computer

used for a particular purpose. It can be equipped or changed by bare hands.

Information Technology. Information technology involves the development,

maintenance, and use of computer systems, software, and networks for the processing
 Introduction 18

and distribution of data. It is mostly consist of data. It is also the study of data by means

of technology.

Non-functional. Non-functional requirements are the properties that your product

must have. Think of these properties as the characteristics or qualities that make the

product attractive, or usable, or fast, or reliable.

OIS. Online Information System is a practical, basis, and reliable system that will

enable easy communication between the organizer and exhibitor. Online Information

System is the most concrete or accurate way of delivering information.

Software. Soft ware is mostly associated with hardware. It is used by a device or

a computer. A set of procedures and commands that is mostly formed as application or

operating systems.

System. System is a regularly interacting or interdependent group of items

forming a unified whole. It is an organized set of doctrines, ideas, or principles usually

intended to explain the arrangement or working of a systematic whole. It is a harmonious

arrangement or pattern.

System Unit. System unit is a group of devices or artificial objects or an

organization forming a network especially for distributing something or serving a

common purpose. A system put together working as a single object with different task

but have the same goal. It is consist of different parts.

User. User is a person who is capable of using anything that serves to attain task.

Someone who controls and operates machines. Capable of doing something with own

will.