CHAPTER 1

INTRODUCTION

Kidapawan Doctors College, Incorporated (KDCI) is a private, non-sectarian

educational institution founded on March 9, 2012 that ensures quality education, a great job
and a bright future. Tag as a “Center for Quality Policy” The actual educational operation of
KDCI was in the school year 2013-2014. Envisioned as one of the premier and the finest
educational institutions in Mindanao, its mission is to provide quality and holistic education
through excellent and relevant training, research and development, and community services for
optimum level of competency and leadership towards national development. The goal of KDCI
is to foster creative ideas and discoveries in a diversified and dynamic environment through
innovative research and development for continuous professional growth.

The COVID-19 pandemic has created the largest disruption of education systems in
human history, affecting nearly 1.6 billion learners in more than 200 countries. Closures of
schools, institutions and other learning spaces have impacted more than 94% of the world’s
student population. This has brought far-reaching changes in all aspects of our lives. Social
distancing and restrictive movement policies have significantly disturbed traditional
educational practices. Since the pandemic, many institutions and organizations have shifted the
communication channels to various online platforms, as well as online transactions such as bill
payments, virtual meetings and celebrations, and even e-signatures. The use of Information and
Communications Technology in the educational arena is not only limited to teaching and
learning situations alone, but also extends to administrative assignments. One of the
administrative tasks is to make the system procedure of any institution easier and more
convenient and even accessible to users.

For two years in a row, KDCI waived the manual processing of the No Clearance/No
Permit Exam Policy because of the pandemic. But this school year, the administration finds it
necessary to re-implement the processing of clearance. During the re-implementation, there are
problems that occur most especially when it was re-implemented still in the period of
pandemic. Problems include delay in processing clearance form, unavailability of some key
staff while processing clearance form especially if skeletal system is being used, which leads
to students repeatedly visiting a particular office, loss of vital documents as the filing system

KDCI Student Clearance Management System 1

is manual, damage of documents due to fire incident, and it takes a lot of time to retrieve a
particular clearance form. It's time-wasting and exhausting to manually go to numerous offices
just to get cleared. The manual processing of clearance in KDCI was so delayed giving the time
allotted to the students. There are students who live outside the municipality but can send
payments online but are struggling in processing their clearance especially that going in and
out was still prohibited by the local government for safety. The same problems in manual
processing of clearance also occurred in Caritas University wherein there is also a need for an
automated method of keeping data, more so a greater need for an online clearance system. In
University of Technology Minna, the current method of clearance is not internet based which
increases the stress of students and faculties of going to school. Effort has been made by these
universities to replace the existing manual process with an automated clearance system.

According to Adesanya (2002), the internet is a global collection of many types of

computers and computer networks that are linked together. It is increasingly becoming the
solution to many information, problems, and processes. Online Clearance system is a web
based system which makes use of the internet. It is obvious that we are now in a technology
era where science and technology applied to almost every aspect of life to make work faster,
easier and efficient. Therefore, the need to innovate a web-based clearance system for KDCI is
inevitable to save the time and the cost of transportation from one location to another.

1.1 Background of The Project

Since the arrival of internet technology, the school system has taken a new shape and
style with a blend of convenience and satisfaction. This system technology has always helped
the universities’ system to educate students in a better way. This would only be possible with
the help of information technology. Compared to when the internet has not evolved, it takes
time before information can be received from the other end depending on the distance of the
journey.
Student online clearance management system is a method where the students obtain
their clearance without carrying files around. It is designed to solve problems affecting the
manual system in use. It is to be used online thereby relieving both the students and faculties
from much stress as experienced in the manual system. This explains an efficient way of
obtaining clearance which saves time and money for the students of KDCI. The proposed
system have some features like accuracy in handling data, fast rate of operation, and excellent
responses in time, flexibility in accessing it anytime, better storage and faster retrieval system

KDCI Student Clearance Management System 2

and with an additional feature that can upload and download documents needed to be submitted
by the student per department office which made the system unique.
The innovation of this application is mainly for the purpose of KDCI students and
faculties in the Senior High School Department to help them fast-track the process of their
clearances. With the help of an IT expert, the proposal of an innovative system enables to
update the status of the students to know exactly who can take the examination. Using this
system, the administrators serve as the webmaster and one head faculty of SHS Department.
The administrators administer the operations of the system according to the effectiveness of
the system and its functionality. Meanwhile, the faculty members involved in the signing of
clearance helped in filling the data needed by the system, and lastly, the students used the
system in processing their clearance before taking the examination. The innovation to design a
new system gives convenience to all involved in the processing of clearance in KDCI.

1.2 Theoretical and Conceptual Framework

This study was anchored on the Design Theory by Ken Friedman (2002). He defined
design in a broad sense as a process that involves creating something new for a purpose, to
meet a need, to solve a problem, or to transform a less desirable situation to a preferred
situation. Design theory consists of knowledge of practical character for practical purposes.
These notions were also adapted by Van Aken (2004) into the more general realm of
management as a design science form to be used largely in an instrumental way to design
solutions for management problems. Gregor and Jones (2007) find this type of theory that
determines actions and includes principles of form, function and implementation among the
design theory components. Marcus (2002) emphasizes the role principles of the design theory
such as principles governing the development process and principles governing the design of a
system specifying and implementing its features. The researchers adapted this design theory as
this was fit in creating solutions to the problems identified in KDCI.

1.3 Conceptual and Technical Description Of The Project

The Input-Output (IPO) Model is a functional graph that identifies the inputs, outputs
and required processing tasks required to transform inputs into outputs. The model is
sometimes configured to include any storage that might happen in the process as well. The

KDCI Student Clearance Management System 3

inputs represent the flow of data and materials into the process from the outside. The processing
step includes all tasks required to effect a transformation of the inputs. The outputs are data in
materials flowing out of the transformation process.

INPUT PROCESS OUTPUT

Hardware needed for Planning ONLINE

Development Analysis CLEARANCE
(Computer). Design SYSTEM
Software needed for Coding
Development (PHP, Testing
MySQL) Maintenance
Clearance Form
Materials and
equipment used in our
survey

The design and implementation of the online clearance system is premised on the input-
process-output model (IPO). The model can be used to describe the working of the application
in the following ways: the issues and problems identified in manual processing of clearance
serves as the input such as hardware needed for development, software needed for
development, clearance form and materials and equipment used in our survey to derive an
innovation of the system and identify the system design and the content in process includes
planning, analysis, design, coding testing and maintenance to come up with a product, which
is the online clearance that serves as the output.

1.4 Objectives of The Project

The objective of this online clearance management system for Senior High School
students of Kidapawan Doctors College Inc. were the following:
● To innovate and design an automated system in order to save time and reduce cost
● To fast-track student clearances in an efficient manner.
● To alleviate problems and stress of traveling in going to school and queuing up of
students to different offices.
● To provide borderless access.

KDCI Student Clearance Management System 4

1.5 Significance of The Project

The success of this project benefitted the students as it helped them save physical effort
in processing their clearance. For faculties and staff in different offices of the institution, it
lessened their work in processing loads of student clearances. The researchers of this project
were also benefited by gaining additional knowledge and skills in developing responsive
applications. To other institutions who might consider this project a way to change their manual
process into digital form. This digital information helped administrators and higher-level
authorities to easily access and retrieve information, collect accurate information and consume
less time.

1.5 Definition of Terms

The following terms were defined operationally for the purpose of this study:
Clearance refers to the document form used by the students of KDCI-SHS to process
as proof of the examination.
Data based refers to a systematically arranged collection of computer data, structured
so that it can be automatically retrieved or manipulated.
End-User Efficiency refers to the degree of consideration for human factors and ease
of use for the user of the application measured.
Hyperlink refers to the highlighted words and phrases on the web documents that you
can click on to jump to some other documents or internet services.
Java link refers to a programming language that is one of the core technologies of the
World Wide Web.
MyStructuredQueryLanguage(MYSQL) is an extension for PHP Language.
Online refers to a digital technology used to process documents to make things easier
and faster.
System Quality refers to a desirable characteristic of an information system which
focuses on usability and performance of a particular system based on technological factors for
a website including availability, efficiency, reliability, and security.
Service Quality refers to a measure of how an organization delivers its services
compared to the expectations of its customers.

KDCI Student Clearance Management System 5

 CHAPTER 2

REVIEW OF RELATED LITERATURE

This chapter discussed the studies and projects that were developed to provide access
to automated transactions of clearance. This section also incorporates the framework of the
project.

Student Clearance Management System

The online clearance system is an internet-based study initiative that will help facilitate
the queuing system in the clearance process of the school or university. The online clearance
system can provide an efficient handling of information that is very easy for universities,
schools or colleges to use since it is internet- based and can be viewed from anywhere and at
any time. There are many computer-based architectures used in many studies regarding this
online clearance system. Some projects used the PHP language, CSS, HTML and the software
database as MySQL. The program that was created acts as a more effective and productive way
of clearing students, eliminating all types of delay and tension, as well as helping people
understand the process involved, as well as doing your online clearance.

In almost all schools, colleges and universities, students must undergo a clearance
process before they disengage from the institution, this prompted the development of a web-
based database -driven student’s clearance system. Agbo-Ajala and Makinde (2015) developed
a system using PHP and MySQL aimed at eliminating the delays associated with the manual
process of final clearance.

In Imo State University’s final year clearance, an online clearance framework using
PHP, JAVASCRIPT,CSS,APACHE and MySQL database was developed by Umezinwa,
Umakwe and Abode in 2015. The system was able to process data quickly and also eliminate
the manual clearance system that was vulnerable to error.
Zuhaib (2013) supervised a project on the development of an online clearance system
using ASP.Net to create interfaces of the system. The system which was implemented at Quest
University, Nawabshah contains a database that can store all the required information of
students for clearance certificate via web pages.

KDCI Student Clearance Management System 6

 Awuzie(2013) summarized that the online clearance system saves a lot of time, is
convenient to use anywhere at any time, information processing is very fast and delay can be
avoided,it is inexpensive to students and school management and helps the school in reducing
costs such as labor and stationery.

Vaishali Chaudhari also developed the Student Clearance System using MATLAB, and
it was implemented using data collected. It was able to manage the student's clearance process
across all the departments and units and it eliminated the weakness of the manual process which
mainly lacked a centralized repository for the clearance process. Other process is slow, clumsy
and stressful. Therefore, the clearance application can be used for recording and certifying that
a student is cleared to disengage or not. The clearance applications are recorded and the status
can be determined at any point in time.

PARAMETERS USED IN THE STUDY

Service Innovation

Lionel Artige (20220) defined innovation as the human capacity to give an idea the
power to change the course of events and to push back the frontiers of the possible. In the study
of YuSheng and Ibrahim (2019), found that innovation is described as the creation and adoption
of new processes, goods, and services. Katerina Kozludzhova (2020) emphasized one fundamental
component of the innovation, this is the term “implementation”. Harold Koontz and Heinz
Weilrich underscore the importance of the term of implementation for the definition of the term
innovation.
YuSheng and Ibrahim (2019) described the three approaches to service innovation (SI).
First, the assimilation approach that focuses on change and technological development.
Second, a service-oriented approach which distinguishes services from manufacturing. Then
third, synthesis approach or commonly called integrative approach which states that tangible
products are also important in the service industry. YuSheng and Ibrahim (2019) concluded
that service innovation in banks can use a synthesis approach in which banks can innovate in
tangible aspects of their products, for example, ATM, credit card, etc.

KDCI Student Clearance Management System 7

Service Quality

Gefen (2002) defined service quality as the subjective comparison that customers make
between the quality of service that they receive and the one that they get. Ramya N. (2019)
states that service quality means the ability of a service provider to satisfy customers in an
efficient manner through which he can better the performance of business. According to
Lovelock and Wirtz (2007) researchers state that the nature of service quality requires a unique
approach in order to measure and identify service quality. For Zhao et al, (2002), service quality
is difficult to measure objectively, since services have been described as intangible,
heterogenous and inseparable. One way to measure service quality according to Bebko (2000)
is by the level of differences between consumer’s expectations and desire as well as their
perceptions of the service outcome. There needs to be a drawn distinction between the service
delivery process and the output of a service (Bebko, 2000). It is important to understand the
expectations of the customers since when evaluating services, customers compare their
expectations with what they receive (Bebko, 2000). This is also strengthened by Liu et al.
(2007) who state that delivering more effective service quality than competitors, is a way for
firms to become successful in today’s business environment. Providing a service that is of high
quality is a noticeable way for companies to differentiate from competitors. The research and
the service quality methods will shed light to the service provider’s perspective since currently
this area is largely unexplored. This statement is strengthened by Svensson (2004) who states
that the existing models of service quality are frequently based on the interpretations of
involving different actors in a service encounter but not the service provider’s point of view.ve
a competitive advantage (Liu et al, 2007). Then, a study conducted by Boonlertvanich (2019)
revealed that service quality is also an antecedent of customer loyalty.

User-Satisfaction

Research conducted by YuSheng and Ibrahim (2019) proves that service innovation has
a positive effect on customer satisfaction, and customer loyalty. These effects occur both
directly and with customer satisfaction as mediation. This finding is in line with previous
research by Ameme and Wireko (2016) which states that there is a positive relationship
between innovation and customer satisfaction.

KDCI Student Clearance Management System 8

 Nguyen et al., (2014) found that the application of innovation in banking services is a
good way to improve service delivery. This is because these innovations enable banks to
operate more efficiently. Innovation encourages banking services to be more productive. User
satisfaction is considered one of the most important measures when investigating overall IS
success [5]. Petter and Mclean [6] defined user satisfaction as Approval or likeability of an IS
and its output. According to Delone & Mclean [3] user satisfaction is recipient response to the
use of the output of an information system.

System Quality

System quality represents the quality of the information system processing itself, which
includes software and data components, and it is a measure of the extent to which the system
is technically sound. BettyWong (2010). The system that uses modern technologies can present
information to users in an easy-to-understand format enabling them to use information systems
effectively and improve the performance. High quality of the system leads to high quality of
the information. The high quality of information helps organizations in managing their business
processes, making decisions, and improving organizational performance. Yaser Hasan Al-
Mamary, Alina Shams Uddin, Nor Aziati (2014) states that one of the most studied dimensions
of IS success is system quality. It refers to measures of the information processing system itself,
basically how well the hardware and the software work together. Meanwhile Information
quality is measures of information system output rather than measure the quality of the system
performance, other IS researchers have preferred to focus on the quality of the information
system output, namely, the quality of the information that the system produces, primarily in the
form of reports.

In addition, Delone and Mclean, state that system use has been proposed as a success
measure in many IS conceptual models and empirical studies. System use is the degree and
manner in which staff and customers utilize the capabilities of an information system. For
example: amount of use, frequency of use, nature of use, appropriateness of use, extent of use,
and purpose of use. System quality is the desirable characteristics of an information system.
For example, ease of use, system flexibility, system reliability, ease of learning, intuitiveness,
sophistication, response time. Ease of use is the degree to which the users perceive that by
using IS they need less effort to use the system. In addition, a quality of IS needs to be flexible
enough in order for the user to use the system. Flexible IS means the ability to customize the

KDCI Student Clearance Management System 9

system based on the conditions and the internal and external changes. The lower the flexibility
of the system, the lower the user's satisfaction which later impacts the user's engagement to the
system.

Moreover, reliability is important indicators of quality IS. Reliability is defined as the

degree of which the users can trust the IS. in addition, ease to learn is important indicators of
quality IS. Ease to learning is the degree to which users perceive that the system is easy to
learn. As well as system features of intuitiveness, sophistication, and response times are
important indicators of quality IS. Response time is the length of time taken by a system to
respond to an instruction. Longer system response times may cause lower satisfaction of users.
The quality of the system has a significant impact on the acceptance of the system. In addition,
its effect on the efficiency and effectiveness of the organizational performance in organizations.
That's where a system that is easy to use and easy to learn will produce good quality
information. Moreover, information quality will have a significant impact on the acceptance of
the information systems and improve the organizational performance. The quality of the system
and quality of the information are considered as key factors affecting IS acceptance and
improving the organizational performance.

This study uses Service Quality, User-Satisfaction and System Quality as significant
parameters used to measure the efficiency of the newly innovated system used to automate the
process of student clearance in KDCI as a requirement upon taking periodical examinations.
All the cited literature and studies are significant in providing references and information on
the topics discussed.
.

KDCI Student Clearance Management System 10

 CHAPTER 3

METHODS

3.1 Working Strategies

The data needed for the project was gathered from various sources. Gathering the
necessary data and information for system analysis, the researchers used personal interviews
and questionnaires which is an empirical approach. The researchers also collected from
journals through internet research. Clearance forms used during the manual process and all
information relating to clearance were assessed to help in designing the new system. The
development process started from the researchers defining the problem, stating the objectives
and listing the needed requirement. This was achieved with the help of an IT expert which
happened to be one of the faculty of the institution tapped by the researchers. Registrar’s Office,
Finance in-charge, Class Advisers and students served as the main reference in understanding
the requirement and procedure.

Advantages

The advantages of the new system for processing clearance allows the users to check
their statuses as to what department who already cleared them and the requirements set by
different offices if there is so that students can submit it via online and upload the requirements
through the system, it will help the institution and as well as students reducing costs, helps to
fast track the process of clearance before the examination date, and provides convenience from
the comfort of one’s home ar any place.

Limitations

This project only covered the online clearance system for KDCI-SHS Department. Its
limitation includes time constraints and due to limitation of time, the researchers project
proposal of new design system only covers for the process of clearance alone. Financial
constraints were also included in the limitation of this project because it would cost the
institution if the full web based clearance will develop. And lastly, internet connection was part

KDCI Student Clearance Management System 11

of the limitation in this project since the online clearance system run purely through internet
connection.

3.2 Needed Resources

KDCI Student Clearance Management System is primarily an online application to

cater with the clearance processing of the Senior High School students of KDCI. The
application can be accessed via the web. The web is a universe of network-accessible
information. The concepts it required such as identifiers and information resources
(documents) were as general and abstract as possible. However, there have been some design
decisions made which define some interfaces and effectively define modules or agents which
were independent. Since most students use mobile data provided by telecommunication
providers, a minimum specification of 5 Megabytes Per Seconds (Mbps) broadband speed was
needed. The server needs a minimum of 80-100Mbps speed so that it can be accessed with
minimum delays and can cater a large number of users.

The requirements for our online clearance management system were determined by
gathering the issues and concerns of Senior High School students in this pandemic as well as
the school registrar’s agony on always taking time to update the teaching faculty on who was
cleared and who was not. All of the users' sentiments were addressed in this project by
providing easy access to all the resources from the comfort of their computers rather than
requiring them to travel from one office to another.

The following programming languages were used to create, display and maintain the
server. HTML, CSS and Javascript were used to create the webpage or the front end of the
system. PHP is the programming language used for the backend system. MYSQL was used for
the creation and maintenance of the server which will contain the data. The suggested operating
system for the server was Windows 10 as it is the latest version of Windows OS and was
compatible with the programming languages mentioned. The server to be used can be a
personal computer with the following specifications like the pc to be used should be a recent
model with a multi core processing unit, a minimum of 8GB RAM that can handle the system,
data and analytics for the server and 750GB to 1TB Hard Disk Drive that can handle both
system and data to be stored. For manpower requirements, it is best that a programmer who is
knowledgeable in using the programming language used for the creation of the application.

KDCI Student Clearance Management System 12

The programmer can be the system, database, web and network administrator rolled into one.
For all the users, the email addresses were collected in order for them to log in, for students, a
student number should be provided as a requirement in entering into the system. The names of
assigned personnel in different offices must be identified and should be updated into the system
if and when there is a new faculty. And of course, the list of requirements in different offices
as evidence that students compiled for them to have a clear status in the online clearance
management system.

3.3 Program Development Procedure

The KDCI Student Clearance Management System is a web-based application to be

used by KDCI Senior High students in processing their clearances and submission of
requirements. This application is to be used also by the faculty members of different offices
included in signing of students’ clearance before taking the examination, to check the
requirements for submission of their students and affixing their electronic signature through
marking cleared on the online clearances of the students. The system is also be used by the
administration to monitor the students with regards to payments through uploading receipts and
requirements for submission which served as their basis for allowing the students to take their
exams. Once all the users are enrolled in the system using their emails, they can access the
system automatically. Students can check the status of their clearance as well as the faculties
and class advisers. The system can upload a document as proof or evidence in complying with
their requirement in every office department. Once the students are cleared, the teaching faculty
will have a list of students who are going to take the exam without the need to ask and update
all the time from the school registrar since they are the ones who release permits. This new
system is designed to solve problems affecting manual use. It is designed to be used online
thereby relieving both students and staff from much stress as experience from the manual
system. The system also have some other features like accuracy in handling data, fast rate of
operation and excellent response time, flexibility, easy way of back up or duplicating data,
better storage and faster retrieval system.

The system consisted of the following users that have vital roles in the processing of
the clearances online before the students can take their preliminary, midterm and final exams.
Users include students, class advisers, faculty members, and administration personnel which
includes the Registrar, Cashier, SSG and the School Principal. A Security Access Matrix
(SAM) will be created in order to define each user's role. Data stored can be gathered and

KDCI Student Clearance Management System 13

analyzed by the system so that it can be converted to reports that may be needed by the school
for submission to private and government entities having jurisdiction of the school.

STUDENTS:

The student can access the system via the internet and log in through their email address.
Email account is used as login because the system is designed to update the status of the student
regarding the processing of the clearance. The students’ account as per the SAM is limited to
editing of his/her profile in the system. He/she is also allowed file attachment access so that if
there are needed files such as assignments, payment receipts, registration requirements and
other files needed to be submitted. The student can also see the progress of his/her clearance
status.

Fig. 1. - A system view of a student's account

CLASS ADVISER:

The class adviser plays an important role in the system. The class adviser supplies the
data needed in the system such as the name of student, student number and a correct and
working email address. This data is very important as the programmer loads them into the
system. Another function of the class adviser is the capacity to edit, update, and delete
information provided by a student. The class adviser can also keep track of each student's

KDCI Student Clearance Management System 14

progress in terms of submission and compliance of requirements needed by the faculty and the
administration.

Fig.2. a. A system view of a class advisers account

Fig. 2.b - A system view of a class adviser’'s account

ADMINISTRATION - CASHIER:

The cashier’s role in the system is to clear a particular student who has paid the tuition
which is a requirement to take the examination. Once the cashier clears a student, an email
notification is then sent to the student’s email confirming that he/she has been cleared by the
cashier. The email notification sent by the cashier also contains an examination permit number
that presented by a student to his/her subject teacher or class adviser. The cashier can view file
attachments from students to show proof of payment or other transactions that are needed from
a student for the clearance from the cashier. The cashier is also able to view the status of
students in the system.

KDCI Student Clearance Management System 15

 Fig.3.a - A system view of a cashier’'s account

Fig.3.b - A system view of a cashier’s account showing not cleared students

Fig. 3.c - A system view of a cashier’s account showing cleared students

KDCI Student Clearance Management System 16

ADMINISTRATION - REGISTRAR:

Another member of the Administration is the school registrar. The registrar’s role is the
same as the cashier's, which is to clear a student once requirements and other important
documents can be submitted by the student online. When a student submits documents such as
birth certificate, report card, honorable dismissal (if student is a transferee), the registrar can
clear a student and also an email notification is sent to the student clearing him/her.

Fig. 4.a - A system view of a registrar's account

Fig. 4.a - A system view of a registrar's account showing cleared students

KDCI Student Clearance Management System 17

 Fig. 4.b - A system view of a registrar's account showing not cleared students

SYSTEM/DATABASE ADMINISTRATOR:

The System Administrator and database administrator oversee the operation of the
clearance system. He/she handles all the technical and program issues and concerns of the
system. He/she coordinates with users regarding their accesses and data needed by the
administration for reportorial purposes. He/she also act as the helpdesk and technical support
of the system when technical issues and concerns may arise.

Fig. 5 - A system view of a system administrator's account

KDCI Student Clearance Management System 18

3.4 Potential Risk

The list of potential risk in the newly design system are as follows: Inability to conduct
analysis due to loss of hardware/ software(Be aware of and follow IT security procedures at
school), Loss of work due to failure / loss of equipment (Regular Backup Data to H Drive),
Availability of software (API Unavailability) (It will be tested for alternate APIs), for
potentially contentious software, software specifications can be identified in good time(late
delivery of hardware components), In order to be able to order them in good time, hardware
specifications would be established in good time.

3.5 Ethical Considerations

Every project has its own ethical considerations, and as to this project online clearance
system, there are matters to be considered to how it affects others ethically. Only three risks
identified and these include; validity in which the conclusion of the study must correlate to the
questions and the outcome, risk of harm wherein the individuals or users’ security involved in
the system must be protected that no harm may come to anyone while using the system, and
confidentiality of the data that the users provided in the system needs to be ensured.

KDCI Student Clearance Management System 19

 CHAPTER 4

TESTING AND EVALUATION

Testing is one of the most important aspects to check if the specific project works out.
It is making sure that quality is assured. This was carried out by running test data through the
system to make sure it runs the way it is supposed to be. Evaluation is a process that critically
examines a program It involves collecting and analyzing information about a programs activity,
characteristics, and outcome. Its purpose is to make judgments about a program and improve
its effectiveness and/or to inform programming decisions.

Testing and evaluation were done simultaneously in KDCI participated by the office of
different departments involved in the signing of clearance and thirty (30) senior high school
students. They were asked to evaluate the system in terms of its usability (user satisfaction),
system quality (functionality) and service quality (effectiveness). The 30 Senior High School
Students were identified from different sections. They were the first students who processed
and tested the online clearance system since the testing and evaluation were done near their
examination date. The different department heads participating in testing and evaluation were
the school’s registrar, finance head, and class adviser since they were the only offices necessary
to sign in their third quarter exam. For their fourth quarter exam or the final exam, all
department heads assigned in offices signed their clearance.

4.1 Purpose of The Test and Evaluation

Test and evaluation is the process by which a system or components are compared
against requirements and specifications through testing. Its purpose was to assess the progress
of design, performance and supportability.

4.2 Data Gathering Procedure

In the data gathering procedure, the researchers used the google form platform where
questions and likert-scale as their way of evaluating the system.

KDCI Student Clearance Management System 20

4.3 Analysis and Interpretation

The analysis and interpretation of the result of the study will be applied with descriptive
statistics particularly weighted mean for the quantitative data. On the other hand, the qualitative
data will be analyzed after obtaining the recorded interview from the respondents through
thematic analysis.

4.4 The Method of Test and Evaluation

In methods of test and evaluation, the researchers used the self-structured survey
questionnaires through the google form platform. Tests and evaluation were designed in the
level of user satisfaction or individual impacts to measure effectiveness and success, in the
level of service quality that measures competence and system quality that measures technical
success. The distribution of test and evaluation was through the respective class advisers.

4.5 Respondents of The Test and Evaluation

The respondents during the conduct of tests and evaluation were identified and
participated by the first 30 senior high school students in different strands per section and grade
level who process their clearance, the school registrar, finance in-charge and class advisers and
the school principal in senior high school in the conduct of their third quarter examination.

4.6 Research Instrument

In gathering the data for this research, the researchers used a self-structured
questionnaire based on the Delone and McLean Information Systems (2003) (IS) Success
Model as a framework and model. Each item was rated on a five-point Likert-type scale ranging
from 1 (strongly disagree) to 5 (strongly agree). The modified front of each statement indicates
how often the sentence applies.

Section 1 states a letter of consent from the researcher ensuring that all information
provided by the respondents was kept confidential. Section 2 showed the indicators of likert-
scale and required to tick the answers in a multiple choice grid. Section 3 contained the
checklist parameters associated with User satisfaction as to the content, easiness and

KDCI Student Clearance Management System 21

friendliness of the online system. Section 4 contained checklist parameters associated with the
quality of the online system as to flexibility, organization and relevance using the same likert-
scale. Section 5 contained the service quality given by the system as to accuracy, reliability and
advantages using the same likert-scale.

KDCI Student Clearance Management System 22

 CHAPTER 5

RESULTS AND DISCUSSIONS

A. Quantitative Presentation of The Functionality And Design

Using the self-structured questionnaire built from the constructs of DeLone and
McLean (2003) model through google form, below are the researchers’ presentation of results
with its parameters.

Parameter No.1: User Satisfaction

Table 1.

KDCI Student Clearance Management System 23

Parameter No.2: System Quality
Table 2.

KDCI Student Clearance Management System 24

Parameter No.3: Service Quality
Table 3.

B. Qualitative Presentation of the Functionality and Design

In the duration of the survey in using the online clearance system, this section describes
the narrative interpretation of the result based on quantitative presentation.
The Table 1 with a parameter User Satisfaction resulted in a weighted mean of 3.32
which describes neutral. It implies that upon using the first students’ online clearance system,
confusion arose as they were not used to processing such important requirements online.
Reflected in three statements that resulted in neutrality, users feel the difficulty of embracing
the new system since there were also other systems introduced to them. Two statements
resulted as agreed and it implies that they consider using the first online clearance to and look
forward to improving the services in processing of clearance. These results manifested the
statement of an author mentioned above by Ameme and Wireko (2016) that there is a positive
relationship between innovation and customer satisfaction.

KDCI Student Clearance Management System 25

 The table 2 with a parameter System Quality resulted in a weighted mean of 3.38 and
it describes neutral. In the researchers’ definition of terms system quality refers to a desirable
characteristic of an information system which focused on usability and performance of a
particular system based on technological factors for a website including availability, efficiency,
reliability, and security. The result as neutral manifested that users neither find the system
inefficient nor reliable. This statement was reflected in four out of five statements that resulted
as agreed. It only means that the users can somehow find the system working because of its
capabilities in providing services.

The Table 3 with a parameter Service Quality resulted in a weighted mean of 3.41 and
described as agreed. The result implies that the quality of service it can provide to KDCI
manifests the result. Out of five statements, three statements agreed by users as to accuracy,
reliability and accessibility in the services provided by the online clearance management
system. Though Zhao, et al, (2022) states that service quality is difficult to measure objectively,
the researchers will rely on the statement of Bebko (2000) that one way in measuring service
quality is by the level of differences between consumer’s expectations and desire as well as
their perceptions of the service outcome in which the researchers believed manifest the result.

KDCI Student Clearance Management System 26

 CHAPTER 6

CONCLUSIONS AND RECOMMENDATION

The Student Clearance System was developed using PHP and MySQL, and it was
implemented using data collected. It was able to manage the student's clearance process across
all the departments and units and it eliminated the weakness of the manual process which
mainly lacked a centralized repository for the clearance process. Others are slow, clumsy and
stressful. Therefore, the clearance application can be used for recording and certifying that a
student is cleared to disengage or not. The clearance applications were recorded and the status
can be determined at any point in time

Research and development are continuous Scientific Research Methodology and

processes, this is the same in computer and software documentation. However, the
effectiveness and efficiency of this new system provides room for further database
management systems. Some of the objectives of this project were not actualized due to some
limitations. So these objectives could be improved upon. Nevertheless, the students' online
clearance system developed offers greater opportunities in school management and all
transactions or payments with regards to student clearance can be carried out online.

As to recommendations, the research project carried out is limited to online clearance

only. It is better if a full portal is developed for an effective and wholesome implementation of
information management technology in the institution. In pursuing the development, it might
include an online student admission system to enable full tracking of students records,
automation of student’s academic record to enable the management to have access to student
academic performance and maintaining a central database for accessing all information relating
to students.

KDCI Student Clearance Management System 27

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