My Record of Group Contribution

Group 2
Members:
Baloran, Patricia Nicole B.
Fernando, Kirsten
Monteclaro, Kathleen S.
Ortega, Katherine T.
Ventura, Paul Christian
Fernando, Kirsten Mae Q.
Physical control
1. Giving number cards to control the number or enrolees lining up in the respective lines
2. Taking photo of Identification Card of the enrolees before they can enter to the university’s
premises.
3. Creating BULSU ID CARD for enrolled students.
4. Security guards with metal detectors
5. Areas restricted for enrolees

Technical controls
1. MIS providing accounts for the portal.
*The slow response of the online portal can be experience during enrolment period.

Administrative controls
1. Verification of the Admin on Certificate of Registration.
2. Providing step-by-step procedures.
3. Only the user edits their own personal information.
4. Physical access to facilities - creating ID, inputting info that only Admin can process.
5. Giving procedures on how to create account.

Problems that enrollees may encounter:

 Student were in the wrong section.
 There are students that are not able to enroll on the given period.
 Duplication of student number.
 Some information does not reflect in portal.
 Users sometimes experiencing slow page response and crashing.

Ortega, Katherine T.
Physical Controls
Under physical controls, enrollment procedures as a freshman in Bulacan State University
includes the barrier and gates that prevent people from entering the school without the
permission of the guards whose primary role is to check every person prior entering the school
premises. A paper with an indicated number given by the guards and the requirements for
admission which serve as your "ticket" to enter the campus are also under physical controls but
the requirements' main purpose is for your enrollment.

Technical Controls
Old students of BulSU Main Campus are required to do their enrollment online unless there will
be a problem that will require them to transact face to face. Since it's an online enrollment the
need of a software and other programs to prevent unauthorized access and threats was taken into
consideration. Thousands of students are logging in at their accounts during the enrollment
period so there are also problems that we experience up until to this day, there are times that
some students cannot access their accounts due to an error in username or password even though
they were entered correctly and another common issue is the lag in the portal.
Also, a problem that needs to be addressed during the enrollment are those missing subjects
which should be present and complete because it will be the basis of the instructors if you are
enrolled on a certain subject.
The need for improvements is very evident since it will not only benefit the present users but
also the future ones. The technical controls should update the performance of the system because
it plays a vital role in securing the information of the students, this is also where preventive and
detective controls are used.

Administrative Controls
The procedures and guidelines in enrollment are under administrative controls. There are
provided procedures that one must follow to have a smooth transaction. Payment options and
procedures in settling school fees are included in this category. Advising also falls under this
type of control.

There are also times where the administration fails to take control of some situations, during the
enrollment for school year 2020-2021, if my memory serves me right, there was an issue on
which the a certain passage the guidelines or policies of BulSU was found out to be the same of
another school. There must be a detective and corrective control when this happens considering
that it may give rise to a bigger problem.
Detective control enables them to discover the problem directly which eventually helps them to
manage it easily. Corrective control helps them to be accountable. BulSU should not neglect the
idea of unexpected events that may happen, there must be policies and guidelines that are readily
available. During the pandemic, a lot of problems arise which leads to the opening of classes to
be postponed but it was resumed after almost 3 months from the original schedule, upon the
happening of this event, bigger problems existed including the incomplete subjects enrolled,
assigned professors, special classes, and many more. In a very slow pace, each problem was
resolved and some are still in process. The reductive control seeks to lessen the impact of such
events by providing alternatives such as planning for the enhancement of systems and programs.
Baloran, Patricia Nicole B.
Physical Control (HVAC)
1. There’s a window by window transaction upon following the step by step procedure of
enrollment in BULSU.
2. There are few seats and chairs arranged for the students while they are waiting for their turn.
3. The hall where the students are assigned to fall in line is slightly ventilated.

Technical Control
1. Required password for the portal account to make it secure.
2. Portal account was connected to every students' Gmail account, it was used for confirmation
and for authorization of logging in to the portal.

Administrative Control
1. Give every student a handbook where all of the rules and goals of BULSU was written.
2. Schedule a seminar/meeting for the freshmen students to explain.
3. Creating schedules of the student for every subjects enrolled.
4. Assign sections to the students.
5. Provide a friendly-learning area for the students.

Monteclaro, Kathleen S.
Physical controls
1. When it comes with walk-in applicant, applicant must present their requirements in the
security guard to assure the intention.
2. Also, the security guards may request for ID before entering the premises.
3. They will also provide a piece of paper with number on it to control the number of the
applicants.
4. The BulSU Admission Office have a notice that only authorized personnel are allowed to
enter and transactions on the windows only.

Technical Controls
1. Upon using iAdmission, users should provide their test permit number and their birthdate.
When the user forgot their Test permit number they have an option to just input the date
of their registration, full name and date of birth.
2. The PRISMS Online, is the online portal for students. Old students enrolled through this
online portal. In case of problem, students may ask for assistance to MIS BulSU and
submit a BulSU MyPortal Assistance Form
3. In case of forgetting the password, the new password will sent to their email accounts and
in case of forgetting the username they will input their student number.

Administrative Controls
1. The university strictly implementing one account per user.
 2. Upon completing the BulSU MyPortal Assistance Form user are required to upload the
picture of their ID for verification.
3. The requirements are submitted to BulSU Admission Office.
4. The registrar office is the one that keep every students information and the one who
process the adding and removing subjects of the irregular students.
5. The MIS Office is the one that is in charge of the students, teachers and admission
applicant online portal.

Absent:
In technical control,
1. In BulSU iAdmission, the general guidelines, terms of use and privacy statement is
present on the menu but it is not accessible to the users. When you click it, you will just
return to the main page. Users are not informed how secure their personal information.
Users are require to complete every personal details about them.
2. In PRISMS Online, the data privacy is not available. A “dataprivacy.pdf” will appear and
there is a message that tells the users that is not yet available.
3. The online portal did not mention that they were using such firewalls or antivirus
software to avoid risk and threats.

Needs Improvement:
 Online portal users should receive notification about the unauthorized and failed logging
attempts.
 MIS should check the information that will be given to the students such as sectioning
and subjects to take to avoid mistakes and inconvenience to both.
 The Administration should give sets of policies and instructions that is clear to the
students to have faster transactions.
 Instruction should be given within the acceptable given time.
 They should notify the students to use valid and accessible email account.
 They should notify the students for outstanding balances to be settle.
 They are also lacking on notices that the portal is under maintenance.

Risk:
Security control mentioned are need to improve to avoid the following risk:
1. Unauthorized users, the online portal should be free from invaders to avoid leaking of the
personal information of the users.
2. Confusion to users which lead to lot of inconvenience and may deduct the applicants.
3. Software failure - the portals should have regular maintenance and the personal should aware
of the possible risks and privacy concerns of the users.

Ventura, Paul Christian

CONTROL TYPES
Physical Control
- The campus initiated a tight security around the campus, where the enrollees have limited
access to buildings, some areas are restricted, and they must have a slip to enter into the
school and before they enter they scan their bodies with metal detectors to avoid the
threats of weapons into the school and possibly harming. They set chairs that indicate the
line, these chairs are used in the registrar’s office as well as accounting, and I.D. picture
taking.
Technical controls
- When we submitted our requirements we are then asked to create an MIS account to have
access on our information online through the BulSU portal. Although due to the amount
of students that uses the portal, it was so unresponsive and buggy.
Administrative controls
- The administration set out a step-by-step guidelines for the students and we followed it.
From passing out the required papers, to how we must enter the campus, as well as where
to form the lines. In the portal, only the person owning it can make changes or edit his
profile, and he/she is the only one able to see her information by using his username and
password. This factor have the need to know basis.

BY FUNCTION
Preventive
- On the day that we enrolled, the preventive function was shown through the way the
guards and security was operating. They were checking our bags as we enter the campus,
scanned by metal detectors, and of course we should have the stubs that lets them know
that we are authorized into entering BulSU. The security then were strict to the point that
no enrollees are allowed to enter with a car, they must park their cars elsewhere, that
shows that they want to prevent a bomb threat or any sort of weapon to slip through.
Reductive
- During enrollment I saw an ambulance waiting beside the clinic to reduce the risk of
someone having an illness due to the heat, or their physical problems. They can be taken
to the hospital immediately.
Detective
- BulSU has fire alarms and smoke detectors in all the buildings of the campus, as well as
automated lights when power goes off. These equipment help detect the threat of fire and
power outage as well as a solution to the lack of lights during a power outage.
Repressive
 - In logging on the portal the only thing required to gain access are a two-factor
authentication, meaning the username and password that can lead to threats, such as bots
or hackers that know of the user’s information. That can be prevented by adding a “Are
you a Robot’ by captcha, where the users are required to fill up or see the pictures and
give what the software it wants to gain access. This can prevent any harmful bots that
want to steal information.
Corrective
- There were many cases where the students have the same student number in the portal as
well as their very own IDs. Though the MIS office accepts students that need help in
sorting the issue. A way to prevent that incident may be a software that organizes the
student numbers so that a number cannot be duplicated or be used again.