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ONLINE ACADEMIC INFORMATION SYSTEM

Research · April 2016

DOI: 10.13140/RG.2.2.20471.47524

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Academic Journal of Science,
CD-ROM. ISSN: 2165-6282 :: 05(01):353–364 (2016)

ONLINE ACADEMIC INFORMATION SYSTEM

Haydee Dulay Limson

Don Mariano Marcos Memorial State University, Philippines

The study aimed to develop an Online Academic Information System of the College of Computer
Science. Specifically, the study determined the problems encountered in disseminating academic
information and to determine the level of usability of the developed online system. There were 194
participants who tested and answered using the WUCET Usability questionnaire to check the level of
usability of the system based on navigation, functionality, control, language, feedback, consistency,
error prevention and correction. The descriptive cross-sectional type was used to determine the level of
usability. The developmental research method was also used for the creation of the system as guided by
using the Rapid Application Development (RAD) Model.

Keywords: Online, Academic information, The level of usability, RAD model.

Introduction

Computers and the Internet have soaked into all aspects of human’s life. With the use of the Internet,
people can access distant information which comes in many forms. One area is the access to financial
institutions; many people pay their bills, manage their bank accounts, and handle their investments
electronically. With of billions of web pages and websites around the world, the Internet nowadays serves
as the backbone of the information highways, which everyone could access. Creation of websites is one
way to advertise and be recognized worldwide through the internet.
Yourdon (1972) cited that an Online Information System as one which accepts input directly to
where they are required. Online transaction processing systems played an important and strategic role in
electronic commerce. Many business firms are integrating the use of the internet to link them to other
business firms, customers, and suppliers for online transactions like arrangements, deals, agreements, and
contracts. It helped those improved, efficient and superior services to their customers and associates. By
implementing the Electronic Commerce Act of 2000, business firms of different countries can build and
across bridges of transactions internationally.
The E-Commerce Act (RA 8792) of 2000 particularly section 37 mandates all government offices
and government-owned and controlled corporations to be fully Internet-equipped within two years.
Therefore, government agencies, as well as state universities, should establish their presence in the World
Wide Web by creating Websites. Websites played a vital role in e-commerce, especially in the
Philippines. The Internet is really transforming the way information is disseminated to people,
particularly the youth. Technology has revolutionized the way we access information and collaborate with
each other (Alarilla, 2002).



353
354 Online Academic Information System

Student information systems, one of the first applications of computer technology in education, are
undergoing a significant transition yet again. The latest generation of systems provides options for
communicating important academic information to parents and students via The Internet (McIntire, 2004).
The College of Computer Science, one of the leading college in Don Mariano Marcos Memorial
State University, South La Union Campus, Agoo, La Union in Region I, was established in 1999. Since
its first year of operation, it has been using a semi-electronic (combination of manual and electronic)
method of filing the college’s records. In relation, the college has encountered difficulty in terms of
accomplishing its activities, programs and projects, monitoring the academic performance of its students,
maintaining the relationships between its administrators, faculty members, students and parents and
disseminating information to its affiliates.
Therefore, the need of automation is highly recommended to organize the necessities of students,
parents, faculty and administrators. The Online Academic Information System will help them to get more
work done in less time to increase efficiency and productivity.

Statement of the Objectives

This study intended to develop an Online Academic Information System for the College of Computer
Science. Specifically, it sought to (1) determine problems encountered in disseminating the academic
information of the college; and (2) determine the level of usability of the developed Online Academic
Information System.

Methodology

Research Design

The descriptive cross-sectional research method has used the level of usability of the online system. In
cross-sectional research the data are collected from research participants at a single point in time or during
a single, relatively brief time period (called contemporaneous measurement), the data directly apply to
each case at that single time period, and comparisons are made across the variables of interest. (Jonhston,
2001)
The developmental method of research was also used for the development of the system. The Rapid
Application Development Model was used as a guide in the development of the system. Developmental
research as stated by Klein (2004) is a situation in which someone is performing instructional design,
development, or evaluation activities, studying the process and disseminating consistent criteria or
empirical evidence for their effectiveness.

Population and Locale of the Study

The duration of the study was from June 2011 to April 2012 at Don Mariano Marcos Memorial State
University- College of Computer Science (DMMMSU-CCS), Agoo, La Union. The different data
gathering instruments were administered to a total of 194 respondents.
The researcher made use of total enumeration for the selection of respondent (i.e. administrators,
faculty members). Other clusters of respondents were chosen purposively such as the parents who were
represented by officers of the Parents-Teachers Community Association (PTCA) since they are nominated
to embody their section. The researcher used the stratified random sampling for the selection of students.
With a total population of 1500 students, 10% of the total population was chosen and generated a sample
size of 150 from different year levels.
Table 1 shows the distribution of respondents who have given a questionnaire the level of usability
of the Online Academic Information System. The value of N pertains to the total population of each
cluster presented where n represents the sample size.
 Haydee Dulay Limson 355

Table 1. Distribution of Respondents for the Level of Usability

Position N n
Faculty Members 31 31
Administrators 3 3
PTCA Officers 10 10
Students 1500 150
Total 1544 194

In evaluating the functionality of the developed online system, five IT experts rated the system using
the indicators of WAMMI.

Data Instrumentation

The following data gathering instruments were utilized to seek answers for the stated objectives of the
study.
To ascertain problems encountered of disseminating academic information of college, the researcher
initially conducted an interview and all gathered information were listed and filed for the requirements
needed for the development of the online system.
To determine the level of functionality of the developed system, adopted Website Analysis
Measurement Inventory (WAMMI) Questionnaire developed by Human Factors Research Group (HFRG)
was used and floated to five IT experts.
To determine the level of usability of the developed system, adopted Website Usability Contingent
Evaluation Tool (WUCET) Questionnaire which was based on the contingent heuristic approach was also
used.

Data Analysis

In determining the level of functionality of the system, the data retrieved from the respondents was
treated with the Average Weighted Mean (AWM).The mean was determined and its point scores and
descriptive ratings were used through Likert Scale as illustrated in Table 2.

Table 2. The Likert Scale Level of Functionality

Point Score Score Descriptive Rating Descriptive Interpretation

5 4.20 - 5.00 Strongly Agree Functional

4 3.40 - 4.19 Agree Functional
3 2.60 - 3.39 Moderately Agree Functional
2 1.80 - 2.59 Disagree Not Functional
1 1.00 - 1.79 Strongly Disagree Not Functional

The ratings between 2.60 to 5.00 is considered as functional because it implies the IT experts are
satisfied with the system while a rating between 1.00 to 2.59 is interpreted as not functional and need
more refinements.
In determining the level of usability of the system, the data retrieved from the respondents was
treated with the Average Weighted Mean (AWM).The mean was determined and its point scores and
descriptive ratings were used through Likert Scale as illustrated in Table 3.
356 Online Academic Information System

Table 3. The Likert Scale Level of Usability

Point Score Score Descriptive Rating Descriptive Interpretation

5 4.20 - 5.00 Strongly Agree Usable

4 3.40 - 4.19 Agree Usable
3 2.60 - 3.39 Moderately Agree Usable
2 1.80 - 2.59 Disagree Unusable
1 1.00 - 1.79 Strongly Disagree Unusable

The ratings between 2.60 to 5.00 is considered as usable because it implies the strength of the
developed online system while a rating between 1.00 to 2.59 is interpreted as unusable because it implies
the weakness of the developed online system.

Website Development

To guide the researcher in the building of the system, the Rapid Application Development Model was
used. As discussed by Rosenblatt et al. (2003), Rapid Application Development (RAD) Model is team
based technique that speeds up information systems development and produces a functioning information
system. RAD is a complete methodology, with the four-phase life cycle that parallels the traditional
System Development Life Cycle phases. Companies use RAD to reduce cost, development time and
increase the probability of success. As RAD becomes popular, many companies and IT consultants have
developed their own versions of RAD. RAD relies heavily on prototyping and user involvement.
The RAD process allows users to examine a working model as early as possible, determine if it
meets their needs and suggest necessary changes. Based on user inputs, the prototype is modified and
interactive process continuous until the system is completely developed and users are satisfied.
The Rapid Application Development Model was the most appropriate tool for the development of
the system. After a quick requirements planning phase, the system was then developed and presented to
the users. Feedback from the users provides a way to improve the performance and add functionalities to
the system.

Figure 1. The RAD Model

 Haydee Dulay Limson 357

Figure 1 shows Rapid Application Development (RAD) Model with the distinct phases:
Requirements Planning Phase. In this phase, the researcher needed to combine elements of the system
planning and system analysis phases. The researcher conducted a personal interview to the students,
faculty members, parents and administrators for the general understanding of the problems encountered in
their existing system.

User Design Phase. In this phase, the users interacted with the researcher and all that represents the
system’s processes, outputs, and inputs. It also allowed the user to understand, modify and eventually
approve a system that fitted the needs. Under this phase, the system development was incorporated with a
helpful tool - Context Data Flow Diagram to show the flow of the system.

Figure 2. Data Flow Diagram (Context Diagram)

The figure illustrates the flow of the system. It is composed of the following external entities such as
the administrators, faculty, students and parents. Arrows represent the data flow and rectangles represent
the external entities of the Online Academic Information System. The administrator inputs
announcements, schedules, and updates students’ grades wherein the system allows the Administrator to
update and search Records of the students. The Online Academic Information System views Students’
Information, announcements, college’s current events, and other information if the administrator request
for it. The faculty submits students’ grade and feedbacks to different inquiries from parents and students,
the administrator/chairman validates the grades submitted by the faculty, enrolls a student, update records,
posts reports, approved comments and manage data. The students and parents can send queries to faculty
concern. Parents can view students’ grades and views faculty information.

The construction phase is the stage where the researcher focused on system development tasks that users
participated, suggested changes or improved actual screens or reports are delivered. The researcher used
PHP, JavaScript, CSS and HTML to develop the system prototype interface and MYSQL for the system
358 Online Academic Information System

database. The feedback and modification cycle continue until a final acceptable version of the system
emerges.

Cutover phase. After the system is evaluated and passed the requirements of the end users, the system
was deployed and implemented. The researcher included the system testing, training the end users, and
system validation. The system was validated by five (5) IT experts to know if the developed system is
functional using the indicators of WAMMI.
Clearly Rapid Application Development is about more than just delivering applications as quickly as
possible. It is a well-defined approach to application development involving short, iterative development
cycles; requirements planning, user design, construction, and cutover.

Discussion of Results

The Problems Encountered in Disseminating Academic Information of the College of Computer

Science

Academic information is managed through the semi-electronic method while some instructors stick to the
pen-and-paper style. The master copy of all academic concerns is consolidated on a hard copy. This leads
to data inconsistency between the instructors’ data and the data on the master copy because an instructor
records are also bound to change due to unforeseen circumstances. Parents encountered difficulties in
asking the academic status of their children because of non-availability of the faculty concern. Students
were confused what subjects to be taken especially the irregular students. Faculty does not have enough
time to accommodate all the concerns of the students and parents due to more workload assigned.
Information such as announcements, new activities or news is not properly disseminated among members
of the CCS community.
According to Dhawan (2011), the importance of improving the mode of dissemination and impact
become increasingly recognized, researchers are using ever more innovative methods – including
websites, video, conferences, drama, and even exhibitions. As changes in technology changes channels of
communication and message content paving the way for the rise of participatory information sharing
through the Internet has truly revolutionized the dissemination of information using web 2.0 techniques.

The Level of Functionality of the Developed Online Academic Information System

Table 4 below shows the summary of the level of functionality of the developed system in terms of
attractiveness, control, efficiency, helpfulness, and learnability. Most validators admire the efficiency of
the system and assessed it as strongly agree with the mean 4.68. Meanwhile, learnability got the lowest
mean with the average mean 4.5 but was still rated as strongly agree. Analyzing the result of the grand
mean 4.57 implies that the validators had a common opinion at each dimension which means that the
developed system was functional.

Table 4. Summary on the Functionality of the Developed Online Academic Information System

Indicators Mean Descriptive Rating Descriptive Interpretation

1. Attractiveness 4.59 Strongly Agree Functional
2. Control 4.57 Strongly Agree Functional
3. Efficiency 4.68 Strongly Agree Functional
4. Helpfulness 4.53 Strongly Agree Functional
5. Learnability 4.5 Strongly Agree Functional
Grand Mean 4.57 Strongly Agree Functional
 Haydee Dulay Limson 359

Level of Usability of the Online Academic Information System

Table 5 illustrates the summary of the level of usability of the Online Academic Information System of
the College of Computer Science using the indicators of WUCET usability questionnaire as navigation,
functionality, control, language, feedback, consistency, error prevention and correction. Most respondents
admire the visual clarity and assess it as usable with a grand mean of 4.94. The feedback indicator got the
lowest value with an average mean of 4.51but was still rated as usable. The overall average mean was
4.73 with a descriptive interpretation of usable. This means that the system was well-organized and easy
to use. It is effective in terms of completing the task without too much time to consume It improves the
status of the college from using the manual system. The result showed that the Online Academic
Information System of the College of Computer Science was usable.

Table 5. Summary of the Level of Usability of the Online Academic Information System

Indicators Weighted Descriptive Rating Descriptive

Mean Interpretation
Navigation 4.72 Strongly Agree Usable
Functionality 4.74 Strongly Agree Usable
Control 4.73 Strongly Agree Usable
Language 4.82 Strongly Agree Usable
Feedback 4.51 Strongly Agree Usable
Consistency 4.80 Strongly Agree Usable
Error Prevention and Correction 4.59 Strongly Agree Usable
Visual Clarity 4.94 Strongly Agree Usable
Overall Average of Mean 4.73 Strongly Agree Usable

The Online Academic Information System

The Online Academic Information System is a web-based and community-driven communication system
that helps students, faculty and staff, administrators, and parents to gain full access to the institute’s
posted activities and information, monthly and annually. It enables any concerned person of the institute
with a computer and an internet connection to access the system; view the institute’s activities, bulletins
and accomplishments posted by the administrators; add and update the students and instructors records, as
well as the schedule of the faculty members and the schedule and grades of the students.
With the use of the system, parents can supervise the academic performance of their children directly
with the administrator. The college can post monthly and annual activities and information of the college
for the benefits of the students. Likewise, instructors, students, parents/guardian, and administrators can
post their comments, inquiries and suggestions about any concern. Graduate students may visit the
website to update their employment status. This helps the college to trace the status of their graduate
students.

The System Requirements

Hardware Requirements. The Central processing unit (CPU) must be Pentium III or higher with 933
MHz microprocessor or higher version so that the system, could run with an ideal speed. The random
access memory (RAM) must be 256 MB or higher. Compatible input and output devices such as a mouse,
keyboard and printer are highly recommended.
360 Online Academic Information System

Software Requirements. Application software like web browsers, web servers, and database software
must be installed on the computer to be used for the system. Web browsers like Mozilla Firefox are used
to view the application, WAMP5 Version 2.0 is used as the web server to support the PHP programming
language and the database MySQL.

Features

The Online Academic Community of the Institute of Computer Science is a menu-driven application that
is (1) user-friendly and (2) enables the users (administrators, faculty and staff, and students) to access the
website. The online system uses a computer to (3) post and read activities, bulletins, and accomplishments
of the College of Computer Science.

Dissemination of Accomplishment. Disseminating an accomplishment depends on the Administrator. The

Administrator was capable in manipulating (view, delete and approve) the posted accomplishment.

Dissemination of Bulletin. With regards to dissemination of an announcement, the Administrator was

capable in manipulating (add/post, view to, edit, delete, and approve) the posted reports. It includes all the
information with regards to the schedule of examination, wearing of uniforms and ID’s,
meetings/conferences and postponement of classes.

Dissemination of Activities. This page displayed the past and incoming activities of the Institute. The
Administrator has the authority to disseminate all the information of the upcoming activities by posting it
in the activity page.

Dissemination of Schedule. In disseminating the schedule of the students and instructors, each of them
was required to create an account by using their own ID#. By clicking the schedule in the menu bar, their
schedule will appear including their curriculum, course no. description, units, school year, section, day,
time, and room. And these reports can be opened and downloaded by using the MS Word and MS Excel.
Dissemination of Grades. Grades are considered a part of a student's educational record thus through our
website the student can view their grades and can be released or posted by using their account. With
regards to dissemination of grades, the Administrator was capable in updating the said grades. Every
instructor submitted grades to the Administrator, and the Administrator was the one who will approve the
grade of the student. The grade of the students will be posted in their accounts once that it has already
been approved.

The Screenshots of the Online Academic Information System

The Header

Figure 3. The header

Figure 3 shows the header of the Online Academic Information System. The top most text is the
name of the university where the college belongs. The pink background shows the icon color of the
college.
 Haydee Dulay Limson 361

The Administrators Home Page

Figure 5. Illustration of the Administrators Home Page

Figure 5 shows the Online Academic Information System Administrators home page that contains
the following menu – home, my profile, a list of students, faculty, grades, curriculum, schedule, search
and log-out. Sub menus include comments, messages, approved grades, post incoming activities, post
accomplishments, post new alumni records and manage records.

The Faculty Home Page

Figure 6. Illustration of the Faculty Home Page

Figure 6 shows the Faculty Home Page that contains the following menu such as home, my profile –
to update their records, my students – to view students who enrolled in their subject, my schedule – to
view their schedule, and log-out to exit the system. The Faculty can post their comments and create
messages and submit students’ grades.
362 Online Academic Information System

The Students Home Page

Figure 7. Illustration of the Students Home Page

Figure 7 shows the Students Home Page that contains the following menu such as home, my profile
– to update his record, my schedule – to view his schedule, my grade – to view his grade, and log-out to
exit from the system. The Student can post their comments and create messages too.

The Parents Home Page

Figure 8. Illustration of the Parents Home Page

Figure 8 shows the Parents Home Page. It includes the following submenus such as home, my profile
– to update his record, schedule – to view student’s schedule, grade – to view student’s grade, and log-out
to exit the community. The Parent can post their comments and create messages too.

Summary, Conclusions and Recommendations

The study aimed to develop an Online Academic Information System of Don Mariano Marcos Memorial
State University – College of Computer Science (DMMMSU-CCS). Specifically, the study determined
 Haydee Dulay Limson 363

the problems encountered in disseminating the academic information of DMMMSU-CCS. The study also
dealt with the determination of the level of usability of the developed online system.
The descriptive cross-sectional and developmental research method was used in this study. Survey
questionnaires and interview method were the instruments used to gather the data. There were 194
respondents who answered the adopted level of usability questionnaire. The descriptive cross-sectional
type was used to determine the level of usability. The Rapid Application Development Model was used as
a guide in the development of the system.
Based on the interview, the researcher found out that there was really a problem when it comes to the
existing ways used by the college in disseminating its academic information.
The developed online system was validated by five IT experts and was rated 4.57 as functional. The
developed online system was also evaluated by the students, parents, faculty members, and
administrators. The level of usability of the developed online system was rated 4.73 as usable.
Based on the findings, it was concluded that disseminating the academic information is really serious
and time-consuming due to a manual process. The Online Academic Information System is needed to
lessen the problems encountered by the students, parents, faculty members and administrators. The Online
Academic Information System was developed using the RAD model. The system offers an innovative
way of keeping, updating and retrieving records and in disseminating academic information. It is a useful
web application for the whole community of the College of Computer Science.
The College of Computer Science must adopt the Online Academic Information System to suit its
requirements and fulfill the needs of the users. For better results in the usage of the Online Academic
Information System, the DMMMSU-CCS must have its own domain name to secure from unauthorized
users. A future online academic community for the whole university has to be planned in order to have
faster dissemination of academic information.

References

1. Alarilla, J. “RP Marks 8th Anniversary of the Internet in the Country“, Philippine Daily Inquirer B-18, April 1,
2002
2. Dhawan (2011).The basics of information dissemination. Retrieved June 2011.
http://www.unesco.org/education/aladin/paldin/pdf/course02/unit_05
3. Johnston, B. (2001).Toward a new classification of non-experimental quantitative research. Educational
Researcher, 30(2), 3-13.
4. McIntire, T. (2004). Student information system demystified. Retrieved July 2011.
http://www.techlearning.com/news/0002/student-information-systems-demystified/64882
5. Rosenblatt, H.J. et al. (2003). Systems Analyst and Design Fifth Edition (pp. 94-96).
6. Yourdon, E. (1972). Design of On-Line Computer Systems. Prentice Hall.

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