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Chapter 1

THE PROBLEM AND ITS SETTING


Introduction The internet is a very useful technology that is often used today. Also helps people in means of information gathering, communication, business and such. Before, the internet was only available for the military in order to research and secretly communicate with each other. There was little use for this technology until was improved later on. However this technology continued to develop this, until became dynamic and progressive. Sometime after, Internet was opened to the public and turned into a big success, revolutionizing almost everything and becoming a necessity to a lot of people. Student Organizations is a student-based civic organization designed to help promote school spirit and leadership among students. The officers is said to demonstrate leadership qualities by serving as good examples of behavior through words and actions. Students participating in different organizational activities maintains a high standard of personal conduct, which will serve to enhance the quality of both the physical and behavior environment of the school. Nowadays technology helps a lot of peoples daily lives. And most the people dependent and so much attached, which cannot go a day without using gadgets or visiting social networking sites. Since a lot of students are familiar to these technologies. The proponents were given the opportunity to make a Student Portal for the School s

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Organizations. The said Portal helps the said parties by the means of gathering more members, storing of important files, easy spread of news and announcement, virtual activity boards that may also be viewed by the student s parents. The said Portal may also prove useful by showing that the school doesn t only excel in information technology but also in different fields and activities. Lastly the Portal may also serve as a good medium for gathering students by piquing the students interest through the interactive activities that each organization may provide.

Background of the Study The Internet has been continuously progressive and has become one of very popular technologies by means of information and communication these days. People, now and then, visit to different websites to gather or spread information. Internet has become an essential element of our daily life, so essential that the law made Internet a right for every people to have internet access. This study is focused on the application of a Portal that will be made specifically for the use of the Student Affairs and School Organizations. Currently the manual system that the Student Affairs and Organizations are using does not suffice the needs of the Organizations. There are times that important files are lost, times when not much members are present on a meeting since the members did not notice a post on the bulletin board, and other factors that led the members to finally decide on asking for a

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better system that is a Portal . A portal that benefits not only the Student Affairs and Organizations, but also the Students the O.S.A., Professors and even the School on the large scale. Here is a brief introduction for the Portal. Web portals are organized gateways that help to structure the access to information found on the Internet. Much more than a simple search engine, the web portal usually includes customizable access to data such as stock reports, local, regional, and national news, and email services. Most of the better-known Portals are commonly identified as search engines, although search engines offer much more than simply the ability to search the Internet. Written By: Charity Delich (31 August 2011) Retrieved from http://www.wisegeek.com/what-is-a-portal.htm

The Informatics Group, listed on the main board of the Stock Exchange of Singapore was established in 1983, and is a multinational corporation providing lifelong learning services in information technology and business management. Informatics presently has a global network spanning more than 50 countries, offering programmers from O/A Levels (for international students) to undergraduate and post-graduate degree completions. The company won many awards including the Singapore Brand Awards 2002 and 2003, the Singapore Quality Class for Private Education Organizations (SQC for PEO) as well as the People Developer Standards Award. It was also named by USA Forbes Magazines as one of the 100 Best Managed Small Companies outside of USA.

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Informatics Philippines, established in 1994, is a multinational corporation committed to provide quality training and education in Information and

Communications Technology to Filipinos. Informatics has more than 40 centers operating nationwide providing lifelong learning courses on Corporate Productivity, Business Solutions and Higher Education from undergraduate to postgraduate degree completions. The Company has won many awards including the recent 12th Asia-Pacific Excellence Awards (2005), the National Consumers Council (2001, 2002 and 2004), the National Consumers Quality Awards as Outstanding Computer School. The Company was also elevated to the Hall of Fame award for winning the International Master Franchise of the Year Award (Service Category) for two consecutive years (2001-2002), by the Department of Trade and Industry and by the Philippine Franchise Association. Informatics was also awarded by the Parangal ng Bayan Foundation with the National Consumers Excellence Award for Outstanding IT School in view of its significant contribution to the well-being of the Filipino Consumers. Globally, Informatics has won many awards including the Singapore Brand Awards 2002 and 2003, the Singapore Quality Class for Private Education Organizations (SQC for PEO) as well as People Developer Standards Award. Informatics Philippines is part of a network of training and education companies that operates in over 50 countries spanning Asia, Europe, Africa and South America. Informatics Group is listed on the main board of the Stock Exchange of Singapore.

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Informatics International College Manila Campus is currently accommodating 403 enrolled students and providing services for about 13 years now. The school have a total of 6 different organization and a Student Council among this organizations are; The Publication Organization (Techronicles), The Math Society, The English Society, The Performing Arts Guild (Theater Guild), The IT Organization (BLITZ), The Business Administration Organization (IMAC). The school has one Head of the Student Affairs which handles all the Student Organization including the Student Council, and uses the traditional or manual way of storing and disseminating of information. In addition to the manual storing of important files and data, the School provides the Office of the Student Affairs a filing cabinet to which important files of the different organizations are being stored. And also, the Office of the Student Affairs disseminates announcements, events, memos and other related information about the Student Organization through the use of bulletin boards, social media and personal talk to the officers of the Student Organizations.

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INFORMATICS INTERNATIONAL COLLEGE MANILA ORGANIZATIONAL CHART

Mia Monica A. Bernabe Cluster Head

Edric S. Torres Acting School Admin

Ryan Joseph Austria Head Marketing Department

Alex B. Tumaca Head Academics Department

Karen A. Bautista Head Administration Department

Ofelia B. Andrada Registrar

Regina Flores Senior Admission Officer

Paul Ryan Abanilla Administation Officer

Liza Lorraine Mantana Librarian

Jacinto Sanchez Senior Admission Officer

IT Department

General Education

Lorena Gabriel Admission Officer

Hazel Nuque IT Lecturer / Department Coordinator

Ryan Danel Salivia GE Lecturer / Department Coordinator / Head of the Student Affairs

Zaldy Santos Admission Officer

Richard Bulawan IT Lecturer

Minette Escano GE Lecturer

Jose Paulo Gloria IT Lecturer

Demosthenes Flores GE Part-Time Lecturer

Noel Ramos Part-Time Faculty

Mazna Lutchavez GE Part-Time Lecturer

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Statement of the Problem Managing the records of the Student Council and Organization is tedious in the part of the Officers. The Officers of the Student Council and Organization are also students. Therefore, Officers are having a hard time to manage a large group of people due of having an own problems with the studies at School, causing for the Officers grades to adversely affected. Being an officer of these Organizations does not actually give any kind of benefits, but a service to the students out of compassion and passion. Factor that may appear as a problem is the Hassle of gathering students for announcements, sometimes broadcasting announcements is just too time consuming and exhausting, and still not all students may get the announcement, some might be absent on that day and some may not be listening. Often times, bulletin boards are not enough to carry out all the details needed to be posted for each organization, actually a lot of the students just pass by and not read the board. Gathering of records to each Organizations are done manually which sometimes cause problems to the officers of each organizations. The difficulty to trace each member of the Organization serves as a hassle to retrieve their records. Dissemination and storage of files also posts as a problem, since records, files and posts are vulnerable of being crumpled or lost.

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Specifically, this study will seek to answer the following problems: 1) What are the problems that the current system of the Student Affairs and Organization is facing, in handling records and files and dissemination of announcements, events, memos and other related information? 2) What are the best ways of disseminating announcements so everyone can receive it? 3) How can the Student Organizations keep important files safe and have easy access to them? 4) What are the best ways to make management of Student Organizations a bit easier?

Significance of the Study The Study is significant in making the lives of our organization officers a little easier so that Officers may have more time for their studies. Aside from that the study will also evaluate the benefits that it can give to the different peoples of the school: Students The organization Portal allows the students to monitor the Organizations activity through the Portal, further more each member of the Organization can interact with the Organization online.

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Professors The study provides a channel to the professors to post announcement, activities, and achievement through the Portal benefiting the School s reputation. Society This study promotes School Organization activity to the society encouraging student to join at different School Organization. Also the parents of these students will see a glimpse of their offspring s activity at school. Future researchers The result of the study serves as reference for future researchers who will be interested to conduct related studies.

Scope and Delimitations Scope This study is focused on developing a portal and with some interactive features for the Office of Student Affairs and School Organization. The researchers focused the study on Informatics International College, Manila Campus; the beneficiary and the future users of this Portal. The interactive Portal implements the following features:

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1. History browsing y The Portal can store pictures and annotations which tell the accomplishments on every event that will occur.

2. Computerized registration y y This feature eliminates registration forms. Provide proper record management through the use database management systems. 3. Data sorting and searching y Records of each member of the organization can be easily traced in ascending or descending order. y Exact figures of the population of school organization can be easily viewed and information can be accessed without difficulty. 4. User account y This serves as the log in system for the Office of Student Affairs and school organization portal. y Accessibility of users varies depending on the account type. For example the administrator account will be the one who can post announcements, upload pictures and create schedule. The Head of the Student Affairs and organization officers can maintain different topics to the Organization and members can comment to each post and activity. 5. Auditing and report of funds

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This feature allows the Head of Student Affairs and treasurer of school organization to audit their funds and provide statement of accounts.

6. Security protocols Username and password is given to each member of student affairs and members of school organization. Capcha system is implemented and attempts to log in will be limited to three tries afterwards you will wait for an hour to retry logging in. Session algorithms are also applied. Limitations Interactive portal for Student Affairs and school organization limits the capabilities to the following: 1. Records of each member cover on a per term basis only. 2. Auditing of funds is for computation, summarizing and viewing purpose only. 3. Non-members of the school cannot access the portal The portal s use and access is restricted depending on the user s position. The said limitation for student account is limited to view upcoming schedules, activities, events, and announcements only; The end users can comment, talk over, interact, and upload picture if there was an event occurred and also each student will have one account and free to register to different organizations at a certain period, students are also free to interact with other neighbor organization. On the other hand the Student Affairs and

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leaders of each Organizations can manage the things that is placed on the Portal, put the schedule, post the announcement, upload the pictures in each event, and edit necessary changes if there is any, as well as validating the registration of the students that wants to joins the Organization. Officers can also do the auditing of funds to different respective organizations, total collections, and summary of funds and budgeting of miscellaneous for future record keeping. Lastly the Head of the Student Affairs will be granted the highest authority or privilege in managing the portal such as monitoring the posts and announcements of the students, assigning the creation of the accounts of the students, and editing the database.

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Chapter 2

REVIEW OF RELATED STUDIES AND LITERATURE

Introduction The aim of the study is to know the effects and benefits of using a portal for the Student Affairs and Organizations of Informatics International College, Manila Branch. This chapter examined the main concept and theories regarding the topic of this proposal. The following is a collection of studies and literature, both foreign and local that examines the main concept of the study, the portal . This chapter includes related literatures and studies from local and foreign articles.

Related Literatures According to Contenmanager, Content Management Portals

Are types of portals that are designed to improve the access to and sharing of information stored within an Organization. In a content management portal, self-service publishing features allow end users to post and share any kind of document, digital asset, record or Web content with other users, even those geographically dispersed (portals of this kind tend to be browser based to allow for access to be from anywhere an internet connection exists).

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For example, consider a global software company consisting of developers, product managers, marketing, and sales all working at locations across the world. Each has information they need to share with members local to themselves (both in terms of geographic location and also in terms of job function) as well as with others outside of these groups. In a Content Management Portal, most users will have the ability to add information to the portal and some users will have rights or authorizations to modify, delete, and expire information produced by others. Whereas an Information Portal is essentially a 'read only' experience - with a Content Management Portal users are able to publish, read, retrieve, modify, archive and delete content or information within the portal 'window'.

According to Webopedia, A Web portal or public portal refers to a Web site or service that offers a broad array of resources and services, such as e-mail, forums, search engines, and online shopping malls. The first Web portals were online services, such as AOL, that provided access to the Web, but by now most of the traditional search engines have transformed themselves into Web portals to attract and keep a larger audience. An enterprise portal is a Web-based interface for users of enterprise applications. Enterprise portals also provide access to enterprise information such as

corporate databases, applications (including Web applications), and systems. According to Content-management-junction, Portal content management software provide a simple, web-based user interface for creating and publishing content

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to portals, to empower non-technical, line-of-business users to create, manage, and publish their own content. The Portal content management software also provides a powerful navigation system for editing and updating content within the portal. Portal content management solutions ensure that only relevant content is delivered to each audience based on an enterprise taxonomy that drives content tagging and categorization for creation and powerful attribute search within the portal. This ensures that the content and metadata published are mapped to personalization rules created and deployed in the enterprise portal. According to Atlanticwebfitters, There are a wide range of business benefits that can be obtained by implementing a CMS, including: streamlined authoring process, faster turnaround time for new pages and changes, greater consistency, improved site navigation, increased site flexibility, support for decentralized authoring, increased security, reduced duplication of

information, greater capacity for growth, reduced site maintenance costs, Beyond these, the greatest benefit the CMS can provide is to support your business goals and strategies. For example, the CMS can help to improve sales, increase user satisfaction, or assist in communicating with the public.

According to oep, a portal is a central place for making all types of information accessible to an audience of varying range. Portals can be roughly broken down into two major classifications: the enterprise information portal and the content management portal. In most cases, you'll find that you need to combine the two implementations in

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order to meet the full spectrum of your business needs. Enterprise information portals are primarily intended to consolidate a vast array of information from a multitude of sources onto a single screen. The users of this information typically do not publish to this type of portal; rather, they are the consumers of the information prepared and published by others.

For example, consider a corporate portal that provides access to the following:

Announcements of corporate programs, events, quarterly earnings report, and so on

Reports that enable users to acquire information and/or make key business decisions

o o

News, weather, and stock quotes from syndicated content feeds Availability of e-mail, calendar, meeting schedule tools, and other heavily used business applications

Access to smaller portals created and maintained by independent departments within the company

According to it services, a portal is a web system that provides the functions and features to authenticate and identify the users and provide them with an easy, intuitive, personalized and user-customizable web-interface for facilitating access to information and services that are of primary relevance and interests to the users. To the organization that sets up the portal, it is a system that provides versatile functions for the organization to catalogue or organize collections of different and multiple sources of

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information and service resources for dissemination to many users according to their specific privileges, needs and interest. Hence, the main purpose of setting up a portal is to bring the vast information and service resources available from many sources to many users in an effective manner.

Related Studies Foreign Studies Information Sharing Needs - Introduction of a web-hosted portal in the ship broking business. Author: Daniel Olsson; Niklas Kleberg; Per-ingvar Sjholm; [2003]

This thesis investigates how a web-hosted portal could be developed and designed in order to assist customer information updates in micro-enterprises in the ship broking business. Based on well-established system development theories and collected material, the web-hosted portal concept was developed. The development process included a case study at a ship broking company in Karlshamn, southern Sweden. Ship broking companies handle information as a mediator between other actors, thus the information becomes sensitive. In the ship broking business there is a constant need and flow of information. As the shipbrokers customers demand constant information 24 hours a day it is important to meet this demand in a service minded fashion. Today all customer updates are handled manually and are considered very time

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consuming and generate duplication of work. To solve these issues a possible solution could be to introduce information technology in the organization. The introduction of information technology in the ship broking organizations has been slow. A contributing factor might be the widespread conservatism and resistance to changes in the ship broking business. The conclusions show the needs and demands for a web-hosted portal among shipbrokers and interested parties in the logistic chain. The result of the thesis should be considered as a foundation for further development and implementation of the concept.

Design and implementation of the MMS portal


Author: Henrik Adolfsson; Peter Svensson; [2006]

MMS-enabled terminals on the market today are very complicated to use. It takes several steps to create a multi-slide MMS-message with images and text. This discourages users from using it. To increase usage of MMS, several companies provide web-based or stand-alone programs that allow users to create and send MMS-messages from a regular computer. However these editors have many limitations and are not user-friendly. This thesis describes the design and implementation of a user-friendly web-based MMS-portal where users can create, edit and send MMS-messages. The portal is integrated into Densitet s system for development of mobile services. Conclusions that can be draw from this work are that problems with MMS interoperability have mostly the poor standardization to blame. Different terminals support different types of images and sound formats, and to make the MMS-portal

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user-friendly, format conversions of uploaded content had to be implemented. Also the MMS-portal only supports basic MMS-functionality. If the MMS-specification includes more audio and image formats and if the MMS-terminals are upgraded to handle these formats, sending MMS-messages will be easier and mobile messaging will continue to grow.

Local Studies Mapping Ict4d Projects In The Philippines Author: Noriel Tiglao Erwin A. Alampay This research s primary objective is to make an inventory of information and communication technology for development (ICT4D) projects in the Philippines. This entails determining the ICT projects different organizations are doing and where they are being done. Hence, this serves as a contribution to the task expected of governments and stakeholders from the recent World Summit on the Information Society (WSIS) to promote ICTs for development (Section C1 of the WSIS Plan of Action, 2003). This includes developing reliable information on successful experiences of mainstreaming ICTs and the development of a website where best practices and success stories can be compiled (Sec E28- e, WSIS Plan of Action, 2003). In mapping the ICT4D projects in the county, the researchers started with existing databases from different organizations involved in the field. Databases were obtained from the Foundation for Media Alternatives (FMA), National Computer Center (NCC),

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National Economic Development Authority (NEDA), National Mapping Resource Information Authority (NAMRIA), PCHRD-DOST and the Congressional Oversight Committee on Ecommerce (COCEC). Since the information provided by these organizations overlap and provide different data sets, the database was cleaned for double-entries, especially for projects conducted by multiple organizations. The database was then supplemented by desk reviews of ICT4D related articles, dissertation and thesis from different universities in Metro Manila (UP, Ateneo, La Salle, AIM, UAP). E-mail surveys were also sent to ICT Foundations and organizations listed in the NCC directory. Survey forms were also distributed in various ICT conferences, including the recent Philippine Summit on the Information Society (PSIS). Response rates for the surveys, however, were low.

E-Government in the Philippines: Benchmarking Against Global Best Practices Author: Emmanuel C. Lallana, PhD, Patricia J. Pascualand Edwin S. Soriano With Assistance From Katherine B. Nakpil Beatrice Recio

The World Markets Research Centre and Brown University conducted a survey of government websites worldwide. This is the first of an envisioned annual survey of government websites by the said institutions. A total of 2,288 government websites in 196 nations were reviewed to determine common features, as well as those features that stood out among the rest. Ultimately, the websites were evaluated for the presence of 28 distinct features in relation to information availability, service delivery, and public access. Some of these features include:

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o Phone contact information, addresses; o Publications; o Databases, links to other sites; o Audio clips, video clips; o Not having advertisements, not having user fees; o Having privacy policies, security policies; o Having online services, having a portal connection; o Allowing digital signature on transactions; o Options to pay via credit cards, and o Search capabilities, areas to post comments, broadcasts of events.

The study s general conclusion is that

e-government is falling short of its true

potential. This study emphasizes that while countries have embraced e- Government, most of the countries surveyed have not taken advantage of the interactive features of the Internet, which would facilitate communication between citizens and government agencies. As a result, these websites have been found to lack dynamism and robustness, failing to capture the potential of ICT to enhance democracy.

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Conceptual Framework This study provides an alternative and improved approach to the traditional bulletin boards, photo albums, presentations, charts, calendars and use of social networking sites for the students of Informatics International College-Manila, in order to give them a better way to interact or communicate with one another. The medium of these studies are through a portal and management, and database system. The said portal will allow each student affairs and members to login their account with their username and password. These inputs will be the key to develop the system because from there they will start to fill-up the other information needed. The process that the system will undergo is the following: first the administrator will create accounts for both members and student affairs. There will be default password which can be change later on after the login. Also there will be security measures like capcha and keytrapping on the sign in part; these are specific inputs and number of tries to login. If the security protocols are met then they can proceed to the next step. From the first login if they were able to input the correct username and password there will be a sign-up form, which the user will simply fill-up and provide the proper information over it and then done. They will re-login after filling up the form and changing the default password to their own and from there they can already interact with the site. On the other side same process are made to the student affairs and leaders of each organizations except that they are the one that will put the

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announcements, calendar of activities, events, posts and management of their respective sites.

Figure below shows the Student Organization Portal for Informatics International College Manila Campus Conceptual Framework

INPUT
Student Information y Basic Information y Organization School Information y Announcements y School Activity y Memos y Events y News y Audit Funds

Student Organizational Portal for Informatics Manila Campus

OUTPUT PROCESS
Student Information y Basic Information y Organization School Information y Announcements y School Activity y Memos y Events y News

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Figure below shows the flowchart regarding to the flow of information in accessing the portal for the beneficiaries of it. The end users must input their username and password. If the inputs are invalid it accessing to the portal will be declined. And if the inputs are correct they will be granted in accessing the Student Organization Portal.

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Theoretical Framework The researchers used the following approach and tools to help them to develop the proposed system.

Programming Language and Web Development (Front End)

The researchers use PHP which stands for "Hypertext Preprocessor." PHP is an HTML-embedded Web scripting language. PHP code can be inserted into the HTML of a Web page. A lot of the syntax of PHP is borrowed from other languages such as C, Java and Perl. However, PHP has a number of unique features and specific functions as well. The goal of the language is to allow the proponents to write a dynamically generated pages quickly and easily. PHP is also great for creating database-driven Web sites.

Database Management System (Back End)

The researchers use MySQL. Since, it is an open source relational database management system. It is based on the structure query language (SQL), which is used for adding, removing, and modifying information in the database. MySQL commands can be incorporated into the PHP code, since the proponents are using PHP as the front end or the scripting language to develop the prosed system; allowing part or all of a Web page to be generated from database information. Because both MySQL and PHP

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are both open source, the PHP/MySQL combination has become a popular choice for database-driven websites.

System Analysis and Design

Using Combining Paradigm, the researchers shall combine the 4th generation techniques together with classic life-cycle model and prototyping. These combined paradigms shall help the proponent to develop some characteristics of software at a high-level.

The 4th Generation Techniques actually encompasses a broad array of software tools which have one thing in common; the tool then automatically generates source code based on the developer specification. It is a combination of both procedural and non-procedural features into the method of development.

Prototyping is a technique that provides a reduced functionality or limited performance version of the eventual software to be delivered to the user in the early stages of the software development process. If used

judiciously, this approach helps to solidify user requirements earlier, thereby making the waterfall approach more effective.
Figure above shows Prototyping

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Waterfall Model also known as linear sequential model, this life-cycle paradigm demands a systematic and sequential approach to software development. It represents a highly structured method of software development that starts at the system level, and progresses through analysis design, coding, testing and finally maintenance.

Figure below shows the Waterfall Model (Classical Life Cycle)

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Figure below show the Combined Paradigm Cycle

The Combined Paradigms consists of the following steps:

Requirements Gathering

Gathering the customer s needs or requirement and these would be directly translated into an operational prototype. However, this is generally unworkable, since the customer may be unsure of what exactly is required, or introduce a degree of ambiguity in these requirements.

Creation of Prototype

Continual creation and modification of the prototype can be time consuming and costly, 4GL can be applied to develop the prototype quickly.

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Evaluation and Refinement of the Prototype

During this phase prototype will then be evaluated and refined, and once requirements are finally established; proceed to the next phase.

Design and Implementation

Design process translates requirements into a representation of software. And the design is translated to machine readable form and implement to the end users.

Software Maintenance

This is the last phase of software designing which includes a broad set of activities such as error correction, enhancement of capabilities, deletion of obsolete capabilities and optimization.

Advantages

1. Simple and easy to use 2. Easily manageable 3. The phase of the model are processed and completed one at a time. 4. Works very well for smaller software projects.

Disadvantages

1. It is often difficult for the customer to state all the requirements explicitly. 2. Real projects rarely follow the sequential flow that the software model proposes.

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3. The customer must have patience, as the product is delivered very late in this software process. 4. The model is not suitable for long time software projects.

Through the use of Combining Paradigm the proponents will coalesce three approach (Prototyping, 4th Generation Technique and Waterfall Approach). Using Prototyping the proponents will create an early working version of the system. Also the proponents can keep an eye on the development of the system since each prototype will be presented after completion. Then after the proponents can give their feedbacks for the researchers to know what to omit or to add to the system in order for the proponents to mold he system to their liking. Then the proponents will advance to the coding using 4th generation technique that will allow the researcher to code the both procedural and non-procedural features. Waterfall model allows the researcher to have a guide in order to effectively and sequentially develop the system. Fourth generation technique will allow the researcher to be creative with creating the system since it gives them a large variety of tools that will make the system user friendly and allow a variety of applications that may help the proponents . the researchers will use mySQL as a database that will handle the storage of files and data of the system. Php, drupal code igniter and joomla are some of the frontends that will be use in developing the system.

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Synthesis

In the light of these different related studies and literatures both foreign and local, the proponents commits on utilizing these said studies and literatures as a useful means of helping out the proponents, on developing the propose system for Informatics International College Manila Campus, The studies as well as the literatures centers on how to develop a system in a web-based environment with the utilization of database management system and scripting languages either procedural or non-procedural that shall create a Portal that is consider as a place wherein people are gathered to get,

retrieve or exchange information to each other or to the system itself with rules and restrictions.

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Chapter 3

METHODS OF RESEARCH

In this chapter, details about the research methodology, the respondents of the study, the sampling technique, the research instrumentation and tools used, and the statistical treatment of data are going to be stated. Research Design According to Calderon (1993) the descriptive method has been designed to accumulate data about the condition of things in relation to the present period. Many instruments or tools in research are fashioned using descriptive method including tools are employed in all types of quantitative research. Consequently since the Student Organization Portal System is to be developed in relation to the present tools, the descriptive research method was chosen for this study with the supplementation of documentary analysis of the questionnaires and interview. The researchers applied the descriptive method of research because the method aimed to describe the nature of the collected data for an answer to seek the questions that concerns the status of the current system. The researchers used descriptive method in developing the system. The descriptive method that was utilized was both quantitative and qualitative method.

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Research Locale The study focused on the record management which includes storing and retrieving of important information, and disseminations of announcements, events, memos, and other information of each Student Organizations. Thus, the system was intended solely for the use of Informatics International College Manila Campus.

Research Methodology Quantitative method is a type of research that uses statistical techniques in order to have evidence that is measured by terms of numbers. The researchers used quantitative as the primary method of research in finding possible solutions to the problems that the current system is facing. For this type of research, the researchers used close-ended questions for the quantitative method of research. And collected information by giving out surveys to the members of the Student Council of Informatics International College Manila Campus. Qualitative method is a type of research that describes items in terms of some quality or categorization that in some cases may be informal or may use relatively imprecise characteristics. For this type of research, the researchers used qualitative method as a support for the primary method of research and used open-ended questions to further understand the problems that occurring in the current system.

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The researchers used both quantitative and qualitative method of research to ensure a greater understanding of the population, resulting to provide better solutions for the problems in the current system. Both methods were given to conduct as much research as possible to prove that the proposed system is feasible.

Sampling Method The researchers used quantitative as the primary method accompanied by qualitative method. Through quantitative method the researchers obtained knowledge about the system with the support of numerical data and categorized graphs. With the help of qualitative method we were able to get more insights from the persons with indepth knowledge of the system. Sampling is the process of selecting units from a population of interest so that by studying the sample the researchers fairly generalized the results back to the population from which the results were chosen. The researchers used sampling in order to gather information by directly inquiring only with a portion of the population. The data gathered will be used in the study of improving the system. The study utilized two kinds of sampling methods; the purposive sampling and the stratified random sampling. The researchers used purposive form of sampling for the qualitative method of research, in which the selection of the sample is based on the judgment of the researcher as to which subjects best fit the criteria of the study. Oxford Dictionary of Sports Science & Medicine

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Retrieved from http://www.answers.com/topic/purposive-sampling Specifically the researchers used stratified random sampling for the quantitative method of research, where the portion of population will be divided to subgroups in order to categorize the data effectively. Stratified samples were a good way of making sure that representative sub-groups were properly represented in a statistical analysis. Jason Gillikin, (n.d.) Retrieved from http://www.ehow.com/about_6464790_meaning-stratifiedsampling_.html

According on the interview with the Head of the Student Affairs, the school had 403 students enrolled. Slovin s formula was used in determining the portion from the population where the surveys were distributed.

Slovin s Formula : n = N / [ 1 + N * (e)2 ]

where: n = sample size N = population (403)

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e = margin of error Computation :

(10% or 0.1)

n = 403 / [ 1 + 403 * (0.1)2 ] n = 403 / [ 1 + 403 * 0.01 ] n = 403 / [ 1 + 4.03 ] n = 403 / 5.03 n = 80.12 or 81 [ sample size ]

Thus, with the use of Slovin s formula the researchers concluded that the sample size is 81.

Research Tools and Instrumentations The primary utilized research instrument was the questionnaire. The research discussed the main concern that the Student Organizations of Informatics International College Manila Campus was going through with some group of respondents. Questionnaire The questionnaire was written in a way that the respondents simply places a check mark in the box provided. All questions were made brief and clear by using the appropriate technical terms.

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Interview Guide Interview was made with the Head of the Student Affairs. The researchers asked and discussed openly their exact experience in terms of the information that the Student Affairs was providing in terms of how the records and files of all Student Organizations were handled.

Statistical Treatment of Data In this section, the researchers used the approach for basic procedure or steps in analyzing, interpreting of the gathered data; which was written by Mr. Carter Mcnamara, PhD. The researchers used the approach to serve as a guideline for a better research, analysis and interpretation of data for both quantitative and qualitative method. The basic procedures on the analysis of both qualitative and quantitative information were as follows:

Basic analysis of "quantitative" information (for information other than commentary, e.g., ratings, rankings, yes's, no's, etc.): 1. Make copies of your data and store the master copy away. Use the copy for making edits, cutting and pasting, etc. 2. Tabulate the information, i.e., add up the number of ratings, rankings, yes's, no's for each question. 3. For ratings and rankings, consider computing a mean, or average, for each question. For example, "For question #1, the average ranking was 2.4". This is more meaningful than indicating, e.g., how many respondents ranked 1, 2, or 3.

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4. Consider conveying the range of answers, e.g., 20 people ranked "1", 30 ranked "2", and 20 people ranked "3". Basic analysis of "qualitative" information (respondents' verbal answers in interviews, focus groups, or written commentary on questionnaires): 1. Read through all the data. 2. Organize comments into similar categories, e.g., concerns, suggestions, strengths, weaknesses, similar experiences, program inputs, recommendations, outputs, outcome indicators, etc. 3. Label the categories or themes, e.g., concerns, suggestions, etc. 4. Attempt to identify patterns, or associations and causal relationships in the themes, e.g., all people who attended programs in the evening had similar concerns, most people came from the same geographic area, most people were in the same salary range, what processes or events respondents experience during the program, etc. 5. Keep all commentary for several years after completion in case needed for future reference. Carter McNamara, MBA, PhD, (Copyright 1999), Analyzing, Interpreting and Reporting Basic Research Results Retrieved from http://208.42.83.77/research/analyze.htm The researchers used quantitative method of research by organizing a survey to the members of the Student Council and Organizations of Informatics International College Manila Campus with the use of stratified random sampling. And the data that was gathered in this method was an immense help to the researchers in order to solve the problem that was occurring in the current system.

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The researchers surveyed 81 students out of 403. The researchers used Slovin s formula and concluded a ten percent (10%) margin of error to derive the ideal number of respondents that was asked for the survey. The survey for the respondents was composed of close-ended question that determined issues and problems regarding the record management of the Student Organizations, which included the creation, storage, retrieval, and editing of important records and files. Dissemination of announcement, events, and reminders and to their respective members and other information related to the proposed system. The questions were asked by the researchers to the students of Informatics International College Manila Campus are as follows:

Respondents Sub-Groups

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12.35% 28.40% Non-members Members Officers

59.25%

Figure 1.0
Non-members Members Officers Total Respondents 10 48 23 81

Figure 1.0 determined the percentage of the respondents that were being asked. And 10 respondents which were 12.35% out of the total number of respondents were non-members. And 48 respondents which were 59.25% out of the total number of respondents were members. And lastly 23 respondents which were 28.40% out of the total number of respondents were officers. Acquiring the results that was based on question four (4) and ten (10). The researchers divided the population into subgroups; where a group of questions were dedicated to each of the subgroups in order to categorize the data effectively.

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Question 1: Accessing the Internet.

7.40%

Everyday 23.46% Weekly Monthly 69.14%

Figure 1.1

NonMembers Officers Total members Everyday Weekly Monthly Total Respondents 4 5 1 31 12 5 81 21 2 56 19 6

Figure 1.1 showed the percentage on how frequent the respondents used the internet. 56 respondents which were 69.14% out of the total number of respondents accessed the internet every day. 19 respondents which were 23.46% out of the total

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respondents used the internet weekly. While 6 respondents which were 7.40% of the overall respondents stated monthly access of the internet. The result in question number one (1) determined that majority of the respondents were accessing the internet more often. And with the statistical results, the results concluded for the proponents that implementing an online portal for the Student Organization would be operational.

Question 2 : Recognition of Student Portal.

38.27%

Yes No 61.73%

Figure 1.2

NonMembers Officers Total members Yes 7 27 16 50

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No Total Respondents

21 81

31

Figure 1.2 showed the percentage of the total number of respondents that were aware of what is a student portal. 50 respondents which were 61.73% out of the total number of respondents understood and realized the importance of a student portal for the school. While 31 respondents which were 38.27% out of the total respondents do not have any idea of what a student portal was all about. The results in question number two (2) identified that most of the respondents knew the existence of a student portal.

Question 3 : Online Registration for Organizations.

28.40% Yes No 71.60%

Figure 1.3

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 44 NonMembers Officers Total members Yes No Total Respondents 8 2 31 17 81 19 4 58 23

Figure 1.3 showed the percentage of the total number of respondents that were in favor of registration to any Organization through online access. 58 respondents which were 71.60% out of the total number of respondents believed that an online-based registration to an Organization was more effective or efficient rather than the traditional way of registration. While 23 respondents which were 28.40% out of the total respondents preferred the old-fashioned way of registration to an Organization. With the results, and having a great number of respondents which was in favor of implementing an online registration for Organizations, the data concluded to the proponents that this feature to the proposed system was a great help to the beneficiaries of the proposed system especially in storing and retrieving of data.

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Question 5 : Student Organization Membership.

90 80 70 60 50 40 30 20 10 0

78.87

Members 23.94 11.27 14.08 8.45 11.27 8.45 Officers Total Percentage

Figure 1.5
Members Officers Total Blitz iMac Techronicles Theater Guild Math Society English Club Others Total Respondents 71 40 4 6 1 2 8 16 4 4 5 6 9 56 8 10 6 8 17 6

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Figure 1.5 showed the percentage out of the total number of respondents which were active as a member(s) of the different Organizations of Informatics International College Manila Campus namely; Blitz, iMac, Techronicles, Theater Guild, Math Society, English Club, and Student Council. Where out of 81 respondents 56 or 78.87% were members of Blitz, 8 were members of iMac which are 11.27%, 10 were members of Techronicles that was about 14.08%, 6 were members of Theater Guild which were 8.45%, 8 were members of Math Society for about 11.27%, 17 were members of English Club and lastly 8.45% out of the total number of respondents or 6 had not chosen any of the mentioned Organizations. Based on the statistical results, the great number of the respondent were members from the Blitz (IT Organization).

Question 6 : Attendance on meetings.

49.30% 50.70%

Yes No

Figure 1.6

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Figure 1.6 showed the results in question number six (6), which identified the respondents participation in attending meetings and gathering of the Organization of which they belong. 35 respondents which were 49.30% out of the total number of respondents were active in participating with the meetings of their respective Organizations. While 36 respondents which were 50.70% out of the total number of respondents missed meetings of their Organizations. With the results, the proponents proved that there was a problem in the current system, especially in the dissemination of announcement that caused half of the total number of respondents to miss meetings and gathering of their Organizations more often.

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Question 7 : Receiving of School Organization s announcements and information.

49.30% 50.70%

Yes No

Figure 1.7
Members Officers Total Yes No Total Respondents 27 21 9 14 71 36 35

Figure 1.7 showed the percentage of the total number of respondents that were frequently acquiring the announcement, events, memos and other important information that regarded to their respective Organization. And 36 respondents or 50.70% out of the total number of respondents, received announcements, memos, events and other information that regarded to their Organizations. While 35 respondents which was about 49.30% out of the total respondents was unable to acquire important announcements, memos and other information regarding their

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Organizations. These results provided the proponents to conclude that the implementation of the proposed system would be a great factor in the dissemination of important announcement, events, memos and other information regarding the different Student Organizations.

Question 8 : Reason/s for failure acquisition of announcements or attend meetings.

45 40 35 30 25 20 15 10 5 0 Not Informed

40.85 35.21 25.35 15.49 Members Officers Late Posting of Announcements Not Reading of Bulletin Boards Others Total Percentage

Figure 1.8
Members Officers Total Not Informed Late Posting of Announcements Not Reading of Bulletin Boards Others (don t miss meetings) 19 4 15 12 10 7 10 6 29 11 25 18

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Total Respondents

71

The purpose of question number eight (8) was that, it is the summary question for questions numbers six (6) and seven (7). It elaborated the reasons or issues of why the respondents missed meetings or had not received important announcements and information from their Organizations. Figure 1.8 shows the percentage of the respondents that failed to receive announcements and was unable to attend meetings. And 29 respondents or 40.85% out of the total number of respondents were not being informed. And 11 respondents which were 15.49% out the total number of respondents said that due to the late posting of announcement the respondents missed meetings and was unable to receive announcements on time. And 25 respondents or 35.21% out of the total number of respondents were not reading the bulletin boards. While 18 respondents or 25.35% out of the total number of respondents mentioned others or had not failed to attend meetings and receive announcements on time.

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Question 9 : Online viewing of events, announcements, memos and other School Organization information.

19.72%

Yes No

80.28%

Figure 1.9

Members Officers Total Yes No Total Respondents 36 12 21 2 71 57 14

Figure 1.9 showed the percentage of the total number of respondents that were in favor of viewing announcements, events, memos and information of School Organizations through online. 57 respondents or 80.28% out of the total number of respondents believed that accessing through internet was useful in disseminating

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important announcements, events, memos and information of School Organizations. While 14 respondents which were 19.72% out of the total respondents refused in using online capabilities in the dissemination of important announcements, events, memos and information of School Organizations. With such statistical results, the respondents were in favor of improving the existing system, especially in dealing with the problem in disseminating important announcements, events, memos and information of School Organizations.

Question 11 : Tedious record keeping.

26.09% Yes No

73.91%

Figure 1.11

Total Yes No 17 6

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Total Respondents

23

Figure 1.11 showed the results in question number eleven (11) which identified the respondents view of the current record management, where 17 respondents or 73.91% out of the total number of respondents believed that the current record management system was tedious while 6 or 26.09% believed that the current record management system was enough. With the help of the figures the researchers determined that there was in fact a need to improve the current record management system in order to lessen the difficulty of handling records.

Question 12 : Duration on the dissemination of announcements / information to all of the members.

17.39% 30.44% A Day A Week More than a Week 50.17%

Figure 1.12

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Total A Day A Week More than a Week Total Respondents 7 12 4 23

Figure 1.12 showed the results for question number twelve (12) where the gathered data point out the measure of time before all members were informed. From the graph the researchers saw that 7 respondents or 30.44% out of the total number of respondents answered that they can broadcast the announcement to all members within a day and 12 or 50.17% of the respondents said that it takes them at least a week before everyone was informed while 4 or 17.39% said that it took them more than a week before they disseminated the information to all its members. Through the data the researchers proved that the current system was not consistent in broadcasting announcements, thus with the implementation of the proposed system; the proponents found a way to effectively improve the current method of broadcasting announcements to a shorter span of time.

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Question 13 : Untimely meeting assembly .

13.04%

Yes No

86.96%

Figure 1.13

Total Yes No Total Respondents 20 3 23

Figure 1.13 showed the results to question number thirteen (13) that implied if the respondents were having trouble in assembling meetings. 20 respondents or 86.96% of the total respondents agreed that the current system took them a long time to gather all their members for a meeting. While 3 or 13.04% of the total population implicated that it does not take them much time to assemble their members for a meeting. From

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this data the proponents saw that the current way of gathering members for a meeting was in fact ineffective and a hassle to a large amount of the respondents. Question 14 : Medium of disseminating Announcements / Gatherings.

80 69.57 70 60 50 40 30 20 10 0 Bulletin Boards Text Messaging Social Media Verbal 56.52 52.17 43.48 Total Percentage

Figure 1.14

Total Bulletin Boards Text Messaging Social Media Verbal Total Respondents 16 13 12 10 23

Figure 14.1 showed the results to question number fourteen (14). The meduim that the respondents use frequently to broadcast announcements to their organization members. According to the gathered data 16 or 69.57% of the respondents used

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bulletin boards as the main medium for broadcasting, 13 or 56.52% used text messaging, 12 or 52.17% used social media, and 10 or 43.48% used verbal communication as a means of broadcasting announcements.

Question 15 : Implemention of a system that will improve the school organization record management and dissemination of information.

13.04%

Yes No

86.96%

Figure 1.15

Total Yes No Total Respondents 20 3 23

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Figure 1.15 showed the results for the question number fifteen (15) where the respondents were asked if they would like to implement a new system that can make record management and broadcasting of announcements easier. According to the graph, 20 or 86.96% of the respondents wanted a new improved system. While only 3 or 13.04% were contented with their current system. Since a large percentage of the respondents wanted the system to be improved, it was safe to say that there must really be a need of a better system that made jobs easier.

Last Question : Satisfaction of the current method of record management and disseminating of information, announcements and updates.

32.10% Yes No 67.90%

Figure 1.16

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NonMembers Officers Total members Yes No Total Respondents 2 8 19 29 81 5 18 26 55

Figure 1.16 was the result for the last question, an open ended question that was dedicated to all the respondents in order for the researchers to gather more data from the respondents perspective and determine if the current system was in fact proving difficult to handle. As the researchers saw on the graph, only 26 or 32.10% of the respondents thought that the current system was enough and there was no need to implement a new system. While 55 or 67.90% of the respondents thought that it was in fact not enough and there was a need for improvement in order to lessen the difficulties of the current system.

The researchers conducted an exclusive interview with the Head of Student Affairs of Informatics International College Manila. The answers and information that the researchers gathered in the interviews supported the primary method which was quantitative, to help the researchers prove that the system must be operational. The questions that were asked by the researchers to the Head of the Student Affairs of Informatics International College Manila Campus were as follows:

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1. What are your responsibilities as the Head of Student affairs?

2. How many school organizations do you currently manage?

3. What is the range of population for each of these groups?

4. How do you manage the files and records of the organizations?

5. Do you find trouble managing records of the school organization, in what ways and how often?

6. How do you broadcast announcements to the Organizations?

7. How long does it take until all your members receive the information?

8. Are most of the members informed, if not, why do you think so?

9. Are you familiar with a Student Portal Site? 10. If the Student portal system were to have abilities like keeping student records secure, safe and easy to access, and multiple effective ways of broadcasting announcements, do you think that it will be a great aid to you and the Organizations?

11. If given the chance would you like a system like this to be implemented, do you think it would be beneficial, in what ways?

12. What other helpful uses would you like the Student Portal System to have?

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Question number one (1) sought to know that being the Head of the Student Affairs, what were the obligations that the respondent carried. The respondent said that aside from taking care of all the Organizations and its extra-curricular activities. The respondent also acted as the advisory of the Student Council. This information proved that respondent was the one that administered the overall Student Organization and was aware of the current system. Question number two (2) and three (3) determined the population of the Student Organizations which the Office of the Student Affairs managed or handled. The respondent stated that there were about eight (8) to nine (9) Student Organizations including the Student Council; each of them approximately having about twenty (20) or more members. With the gathered information the researchers concluded that there was a need to aid the Office of the Student Affairs in terms of handling the overall population of the Student Organizations. Questions four (4) and five (5) was aimed to know how the Office of the Student Affairs handled or managed the important records, files and other related information about the Student Organizations. The respondent stated that the school provided a filing cabinet for the Office of the Student Affairs to store the important records, files and other related information of the different Student Organizations. And the respondent assigned the Secretary of the Student Council to facilitate and organize the files and records. But the respondent still found the current process of organizing the files and records time-consuming and chaotic. Still, the respondent did not encounter

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any trouble in managing the records and files of the Student Organization as of now, because as the respondent s principle; Having a good communication between officers and keeping in touch with them is the key to ease the troubles in handling records of the School Organizations . Questions six (6), seven (7) and eight (8) related to the mediums that the Office of Student Affairs and School Organizations used to broadcast Announcements and Activity details to the Student Body. According the respondents they maximized the broadcast of information with the use of different mediums, such are bulletin boards, correspondences, and verbal communications. Using such mediums the respondent said that the organizations reached most of the members in about one (1) to two (2) days. Upon asking the respondent whether all members are able to receive the announcements; the respondent assumed that all members are able to receive all information and if there would be a case when not everyone is able to receive the announcement the respondent were to call the attention of the officers in order to thoroughly broadcast the details to everyone. Questions nine (9), ten (10), eleven (11), and twelve (12) was focused on to how much the respondent knew about a portal system and if such a system would be beneficial to the Office of Student Affairs and Organizations. According to the respondent, due to previous experiences on other college, knowledge about the portal was in fact not new. The respondent even actually recommended the use of such a portal since it ported as a paperless environment, since the respondent did not want to

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grapple too much paper because of the fact that the respondent already handles a lot of subjects and lectures. The respondent even wanted a portal system to be available next term or as soon as possible. The researchers also asked the respondent of any other applications that may be added to the proposed portal in order to maximize use and lessen the burden of the Office of Student Affairs and Organizations. The respondent wanted the portal to serve as the primordial avenue for the officers and members to keep in touch with each other. The respondent would also like the portal to serve as the medium for broadcasting announcements, and activities.

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Chapter 4

RESULTS AND DISCUSSIONS

In this chapter, the researchers discuss the results that have been gathered based on the tools that were being utilized. The researches also provide an analysis and interpretation based on the results that have been collected for both quantitative and qualitative method of the research. The researchers go over the main points of the results that have been collected based on the survey questionnaires. The analysis and interpretation on each survey questions are as follows: Survey Question 1: Accessing the Internet In relation of the survey question number one (1) to the statement of the problem, the researcher asks how frequent does the respondents access the internet. It is a question that will substantiate the sub-question number two (2) of statement of the problem of the proposed system. It is essential to the proponents to know how often the respondents access internet because the proposed system will be implemented with the requirement of internet connection. Based on the results, the proponents can tell that the respondents are able to go online everyday or at least weekly. This shows that the proposing system will be possible for the students use.

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Survey Question 2: Recognition of the Student Portal Survey question number two (2) will substantiates question number two (2) of the statement of the problem. It is a follow up question for question number one (1) that will show whether the students are capable of using Student Portal. The proposed system is a medium on disseminating announcement and information that regards with the Student Organization. From the given result, greater than half are familiar with the student portal which can be supportive data to the research and prove that the proposed system is feasible.

Survey Question 3: Online Registration for the Student Organization For this survey question number three (3) it supports question number three (3) and (4) of the statement of the problem. This question will aid the system of registration and make the process faster and easier for the Student Organization to manage. It will also encourage students to join an Organization since it can be easily accessed. It will also provide a database for each organization that will provide them easy access of information to their members if needed. The result of this survey question shows that a great number of respondents have agreed. With these results the proponents can carry out the implementation of one feature of the proposed system which is online registration.

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Survey Question 5: Student Organization Membership Survey question number five (5) may be related to questions number two (2) and four (4) of the statement of the problem. In this question the researchers inquired the respondents for the organization that they are engaged with. The researchers found that majority of the respondents belong to the I.T. Organization of the school, Blitz. Because of that the researchers may be safe in saying that it will be convenient for the respondents to use the proposed system since I.T. Organization peoples are very much familiar in using the computer and portals.

Survey Question 6 and 7: Attendance on meetings and Receiving of School Organizations announcements and information. These are substantial questions for the statement of the problem number one (1). With the gathered results; half of the respondents misses meetings and does not often receive School Organizations announcements and information. Through these results, the proponents can tell that the existing system is having a problem in disseminating information and announcement to the members of the Student Organization causing for the members to miss meetings and failure to acquire important announcements, events and information related to the Student Organizations. The proposed system can provide alternative solutions to the problems by giving an easy access of information and announcements through the Student Organization Portal.

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Survey Question 8: Reason/s for failure acquisition of announcements or attend meetings The survey question number eight (8) is the summary question for survey question number six (6) and seven (7). This question aids to answer the question to the statement of the problem number one (1). The survey question indicates the problems encountered by the student for not receiving information and failure to attend meetings. The result of the survey question shows that most of the respondents are not being informed and not reading bulletin boards causing for the members on a failure acquisition of announcements and information and failure to attend meetings. With these gathered data; the proponents can say that current method of disseminating announcements and information that regards with the Student Organization is not efficient enough. The proposed system will aid to improve the current method in disseminating announcements and information about the Student Organizations.

Survey Question 9: Online viewing of events, announcements, memos and other School Organization information This survey question number ten (10) will provide the answer to the statement of the problem number two (2) and three (3). The results that have been gathered from survey question number ten (10) strongly suggest that the respondents prefer online

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access to Student Organizations announcements and information. The proposed system offers the students an easy access to Student Organization announcements and information through online with dedicated page for each Organization which will aid the current method of dissemination of announcements, events, memos and other related information of the Student Organization.

Survey Question 11: Tedious record keeping The survey question number eleven (11) seek an answer to the question numbers three (3) and four (4) of the statement of the problem. The question aims to determine the current status of file management of the officers of the Student Organizations. And according to the data that have been gathered, majority of the respondents find that the current method of file management is exhausting. With these figures the researchers can determine that there is a need to improve the current record management system in order to lessen the difficulty of handling records and files of the Student Organizations.

Survey Question 12 and 13: Duration on the dissemination of announcements or information to all of the members and Untimely meeting assembly The survey question number twelve (12) provides an answer to the statement of the problem question number on (1). The question pertains to the current problems

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 69

that the current system is facing in the duration or span of disseminating the announcements and information and gathering all the members of each Student Organization. And based on the data that have been gathered in survey question twelve (12); half of the respondents said that it take a week for an announcement or information to broadcast to all the members of each Student Organization. While on the other hand of the gathered data in survey question thirteen (13); majority of the respondents are spending a lot of time for assembling all the members of each Organization for a meeting. And through these data; the researchers can prove that the current system is not consistent in broadcasting announcements, also the way of gathering members for a meeting is in fact ineffective. Thus, with the implementation of the proposed system; the proponents can find a way to effectively improve the current method of broadcasting announcements to a shorter span of time.

Survey Question 14: Medium of disseminating Announcements / Gatherings The survey question number fourteen (14) aids to answer the statement of the problem are sub-question numbers one (1) and two (2). Based on the data that has been gathered from survey question number fourteen (14). The respondents rely on the use of bulletin boards wherein the reasearchers can say that medium of using bulletin boards are ineffectivedue to the results that came from the survey question number eight (8). The proponents are looking for the most used, easy access and effective way of dissemination of information related to the Student Organization. From the result of

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 70

the survey question number fourteen (14) most of the respondents choose social media and text messaging. This result will be a pertinent reference for knowing the respondents choice of getting information. The proposed system will be a great aid for the improving the dissemination of announcements and other related information of the Student Organizations since that most of the respondents have chosen social media as a medium that they usually use when disseminating announcements and meetings.

Survey Question 15: Implemention of a system that will improve the school organization record management and dissemination of information. Survey question number fifteen (15) relates to the statement of the problem number two (2), three (3), and four (4). The question aims to provide a solution for the problems of the current system, aid the existing system on the dissemination of announcements and information that are related to the Student Organizations, keeping important files and records to have easy access which could help the file or record management of the Student Organization a bit lighter. As for the result of the survey question the respondent mostly agreed to the implementation of the proposed system. The proposed system will implement features and capabilities that will disseminate and access information and announcements, and provide easy record management for the Student Organizations.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 71

The researchers summarized the results that have been gathered on the interview with the Head of the Student Affairs using an interview guide, into different categorizations:

Strength: Based on the results that the respondent said; the respondent s principle: Having a good communication between officers and keeping in touch with them is the key to ease the troubles in handling records of the School Organizations . Therefore communication is significant for a successful management of records and files and dissemination of vital information, announcements, events etc.

Weakness: According on the results that the respondent said; the school provides the Office of the Student Affairs a filing cabinet to store important files and records that regards with the Student Organizations. The respondent also finds the current process of managing and organizing files is tedious and chaotic due to the bunch of papers that the Office of the Student Affairs has concern with.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 72

Concerns: Due the population that the current Student Organizations have; this was based on the results that the respondent stated. The Office of the Student Affairs seek an aid to help on the dissemination of announcement, events and information related to the Student Organizations through the use of Portal since the respondent is aware of what a Portal is, because the respondent only assumes that all of the members are receiving announcements and other related information about the Student Organizations. The assurance of broadcasting important announcement and information to all the members of the Student Organizations are through a verbal communication with the officers.

Suggestions / Recommendations: Based on the results that the respondent said; The respondent recommends the use of a Portal in order to have a paperless environment, since the respondent did not want to grapple too much paper because of the fact that the respondent already handles a lot of subjects and lectures. The respondent wants the portal to serve as the primordial avenue for the officers and members in order for establish a good communication with each other.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 73

With the use of gathered data the researchers will now try to answer the given problems from chapter one (1) of statement of the problem.

1) What are the problems that the current system of the Student Affairs and Organization is facing in handling records and files and dissemination of announcements, events, memos, and other related information? According to the gathered data from survey questions number six (6), seven (7), eight (8) and eleven (11) the proponents are finding trouble with setting up meetings and broadcastings announcements for almost half of the respondents have missed attending a meeting and have not received announcement details. Reasons for these instances include not being informed or failure to read the bulletin board. Another problem is with record keeping for almost 75% of the respondents find the current system of file management rather tedious the head of the Student Affairs even said from interview question number four and five that the current system of file management system is chaotic.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 74

2) What are the best ways of disseminating announcements so everyone can receive it?

According to the gathered data from survey questions number nine (9) and eleven (11) about 70% of the respondents use the bulletin board for broadcasting announcements and about 50% use social media. Moreover about 80% of the respondents said that the prefer viewing announcements online. According to the respondents the best ways for disseminating data is through the use of bulletin board, social media and online viewing which are capabilities available in a portal.

3) How can the student Organizations keep important files safe and have easy access to them? According to the gathered data from survey questions number three (3), nine (9) and fifteen (15) around 80% preferred school organization information online, and 71% preferred online registration, kinds of data which will be stored in a data base. From these the data will be easily accessible, safe and organized. The interviewee also stated from the interview about the familiarity of using such portal for such a system provided a paperless environment. The interviewee was even eager to have the system implemented as soon as possible for it will be a great aid to the interviewee since the interviewee was also handling a lot of other subjects.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 75

4) What are the best ways to make the management of Student Organizations a bit easier? According to the gathered data from survey questions number two (2), three (3), nine (9), and fifteen (15), a huge amount of the respondents said that they preferred viewing of announcements and files online because of its easy access. The respondents also preferred online registration which will lessen paper works and shorten the process for the officers and Student Affairs Head. The interviewee also discuss that communication is vital in management of the organization, the interviewee wanted something that will serve as a primordial avenue for communication, and since a portal is capable of such features and a huge amount of the respondents are familiar with a portal, a portal will make management of the organization easier.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 76

Summary In Summary of all the gathered data, we will try to answer the major problem. From both Quantitative and Qualitative method, the researchers found that the current system is in fact not enough to suffice the demands of the School Organizations growing population, since File Management and Announcement Broadcast is already a problem. The respondents actually said it themselves, that they find the current system rather traditional. Since majority of the respondents, including the Office of student affairs are familiar to the existence of Portal System, they can easily adjust to a portal system and get quick and effective results as the portal can help cover for the problems that the current system is facing such as file management. With the use of a portal, the files will be readily accessible since it is online, safe since databases are backed up regularly, and organized since files will be stored in databases, where files will be easier to find, thus making the whole file management process less chaotic. Another problem that it can cover is the mode of broadcating information, the portal will become the main avenue for students to check for announcements and event details, since not all students are cautious about reading bulettin boards, do not get announcement text messages due to factors like changing numbers or may not having a cellphone, also not all of the students are added to the social media that is used by the school. The portal s dedicated page will have announcements that are always updated, and is easy to access any time any place where internet connection available, as long as they check regularly, they will be informed. The portal will also support the feedback of the students and it s members, making it easier for them to be heard and improve the organization better.

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 77

Chapter 5

COSTS AND BENEFITS


A. Annual Cost of Existing System I. Supplies Used (Current System) Supplies Printer Ink Bond Paper Tax Stapler Staple wire Bulletin board Marker Pen Tarpaulin Total Price 1500.00 500.00 135.00 20.00 70.00 5.00 1000.00 33.75 14.00 700.00 qty 1 1 1 1 1 1 1 1 1 1 Quarterly 4500.00 1500.00 405.00 60.00 210.00 15.00 3000.00 101.25 42.00 2100.00 1st Quarter 4500.00 1500.00 405.00 60.00 210.00 15.00 3000.00 101.25 42.00 2100.00 2nd Quarter 4590.00 1530.00 413.10 61.20 214.20 15.30 3060.00 103.28 42.84 2142.00 3rd Quarter 4680.00 1560.00 421.20 62.40 218.40 15.60 3120.00 105.30 43.68 2184.00 4th Quarter 4770.00 1590.00 429.30 63.60 222.60 15.90 3180.00 107.33 44.52 2226.00 Total 18540.00 6180.00 1668.60 247.20 865.20 61.80 12360.00 417.15 173.04 8652.00 49164.99

Note: Prices are taken from national bookstore website. II. Salary of Staff Involve (Current System) Personnel Head of Student Affairs Lecturer Service Dept. Total III. Miscellaneous Details Electricity(2.57% of 110000 monthly minimum charge ) Internet Connection (BayanTel DSL) Total Monthly Expense 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total Monthly Salary 15000.00 15000.00 12000.00 1st Quarter 45000.00 45000.00 36000.00 2nd Quarter 45300.00 45300.00 36240.00 3rd Quarter 45600.00 45600.00 36480.00 4th Quarter 45900.00 45900.00 36720.00 Total 181800.00 181800.00 145440.00 509040.00

2831.16 999.00

8493.47 2997.00

8663.34 3056.94

8833.21 3116.88

9003.07 3176.82

34993.08 12347.65 47340.73

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 78 Note: The 2.57% electricity is calculated from the estimated value of Meralco Calculator at http://www.meralco.com.ph/mac/mac.jsp?disp=mbm#, including all the appliances involve on the current system of the institution. Internet Connection monthly expense is based on http://www.bayan.com.ph/lolatechie/plans.html Total 49164.99 509040.00 47340.73

Supplies Used Salary of the Staff Involved Miscellaneous

Total Expense for Existing System

Php 605545.72

B. Annual Expenses (Proposed System) I. Supplies Used (Proposed System) Supplies none Price 0.00 qty 0 Quarterly 0.00 1st Quarter 0.00 2nd Quarter 0.00 3rd Quarter 0.00 4th Quarter 0.00 Total 0.00

II. Salary of Staff Involve (Proposed System) Personnel Head of Student Affairs Lecturer Service Dept. Total Monthly Salary 15000.00 15000.00 12000.00 1st Quarter 45000.00 45000.00 36000.00 2nd Quarter 45300.00 45300.00 36240.00 3rd Quarter 45600.00 45600.00 36480.00 4th Quarter 45900.00 45900.00 36720.00 Total 181800.00 181800.00 145440.00 509040.00

III. Miscellaneous (Proposed System) Monthly Expense 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total

Details Electricity(2.57% of 110000 monthly minimum charge ) Internet Hosting Internet Connection Total

2831.16 500.00 999.00

8493.47 1500.00 2997.00

8663.34 1530.00 3056.94

8833.21 1560.00 3116.88

9003.07 1590.00 3176.82

34993.08 6180.00 12347.64 53520.72

Note: The 2.57% electricity is calculated from the estimated value of Meralco Calculator at http://www.meralco.com.ph/mac/mac.jsp?disp=mbm#, including all the appliances involve on the current system of the institution

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 79

Internet Connection monthly expense is based on http://www.bayan.com.ph/lolatechie/plans.html IV. System Development Cost Details Description Personnel Consultant (Programmer) Internet Hosting Software Developer Hardware Processor (Core 2 Duo) Motherboard (LGA 775) Video Card (NVDIA GeForce) Hard Drive (Seagate 512G) Memory (Kingston 2G 800FSB) LCD Monitor PS/2 Keyboard PS/2 Mouse ATX Chasis PSU (600W) WAMP Server Norton Anti-virus

Total 30000.00 20000.00 6000.00 2500.00 3500.00 2500.00 1800.00 4000.00 500.00 300.00 2500.00 600.00 (free) 1500.00 67600.00

Software

Total

Salary of the Staff Involved Miscellaneous System Development Cost

Total 509040.00 53520.72 71200.00

Total Expense for Proposed System

Php 633760.72

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 80

Cost Cost

= =

Proposed System 633760.72

Existing System 605545.72 = Php 28215.00

Salaries of the Personnel that would act as the Proposed System Benefits Year = Cost 509040.00 Cummulative Cost 28215.00 31600.80 35392.90 39640.04 44396.85 49724.47 Benefits Cummulative Benefits 0 509040.00 570124.80 638539.78 715164.55 800984.30

0 1 3385.80 2 3792.10 3 4247.15 4 4756.81 5 5327.62 *12% per annum increase

61084.80 68414.98 76624.77 85819.75

Return of Investment = (Total Benefit Total Cost) / Total Cost Return of Investment = (800,984.30 49,724.47) / 49,724.47 Return of Investment = 15.10845324 * 100 Return of Investment = 1510.85 %

900000.00 800000.00 700000.00 600000.00 500000.00 400000.00 300000.00 200000.00 100000.00 0.00 1 0.00 2 3 4 5 6 800984.30 715164.55 638539.78 570124.80 509040.00 Cummulative Cost Cummulative Benefits

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 81

Chapter 6

DATA FLOW DIAGRAM AND DATA DICTIONARY

Current System

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Context Digram(Existing)

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Level 1 (Existing)

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Proposed System

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Contex diagram (Proposed)

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 86

Level 1 (Proposed)

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Level 2 (Proposed)

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Level 2.1: Login (Proposed)

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Level 2.2: Registration (Proposed)

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Level 2.3: Create Event (Proposed)

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DATA DICTIONARY
y Data Elements Student Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments: Student Name S_Name Varchar (30) Last name, First name Middle Initial not null Student Data Student n/a n/a Aa Zz n/a Name of student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Year Level Y_Lvl Int (2) 1 1 Student Data Student n/a n/a 09 n/a Year level of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation:

Student Number S_Num Int (12) 050204099342 000000000000 Student Data Student n/a n/a 09

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 92 Derivation Formula: Description or Comments: n/a Unique number of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Course S_Crs Varchar (10) BSIT not null Student Data Student n/a n/a Aa Zz, 0 9 not applicable Course taken by the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Username S_Uname Varchar (50) Studentusername not null Student Data Student Administrator Administrator Aa Zz, 0 9 not applicable Unique username of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Password S_Pass Varchar (50) Studentpass123 not null Student Data Student Administrator Administrator Aa Zz, 0 9 not applicable password of the student

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 93

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Status S_Stat Varchar (15) Officer not null Student Data Student Administrator Administrator Aa Zz not applicable Determines if student is officer or not

OSA Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments: Name OSA_Name Varchar (30) Last name, First name Middle Initial not null OSA Data OSA n/a n/a Aa Zz not applicable Name of OSA Head

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Employee Number E_Number Int (12) 050204099344 000000000000 OSA Data OSA n/a n/a Aa Zz not applicable Employee number of OSA Head

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 94

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Username OSA_Uname Varchar (50) Osausername not null OSA Data OSA Administrator Administrator Aa Zz, 0 9 not applicable Unique username of the OSA Head

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Password OSA_Pass Varchar (50) osapass123 not null OSA Data OSA Administrator Administrator Aa Zz, 0 9 not applicable password of the OSA Head

Officers Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments: Student Name S_Name Varchar (30) Last name, First name Middle Initial not null Student Data Student n/a n/a Aa Zz n/a Name of student

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 95

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Year Level Y_Lvl Int (2) 1 1 Student Data Student n/a n/a 09 n/a Year level of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Student Number S_Num Int (12) 050204099342 000000000000 Student Data Student n/a n/a 09 n/a Unique number of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Course S_Crs Varchar (10) BSIT not null Student Data Student n/a n/a Aa Zz, 0 9 not applicable Course taken by the student

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 96

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Username S_Uname Varchar (50) Studentusername not null Student Data Student Administrator Administrator Aa Zz, 0 9 not applicable Unique username of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Password S_Pass Varchar (50) Studentpass123 not null Student Data Student Administrator Administrator Aa Zz, 0 9 not applicable password of the student

Data Element Name: Alternate Name: Type and Length: Output Format: Default Value: Field Caption: Source: Security: Responsible User(s): Acceptable Values and Data Validation: Derivation Formula: Description or Comments:

Status S_Stat Varchar (15) Officer not null Student Data Student Administrator Administrator Aa Zz not applicable Determines if student is officer or not

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 97 y Data Flow Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency: Student Registration Request for joining organization Student Registration Access Portal Registration 1

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Validated Registration Contains registration information validated by an officer Validated Registration Officer Registration 1

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Verified Registration Registration information verified by the registration process Verified Registration Registration Officer 1

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Complete Registration Finalized registration Accepted Registration Registration, Access Portal Access Portal, Student Record 2

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Student Feedback Comments from student Student Comment Student Access Portal 1

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 98

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Username and Password Username and Password of the User Account Information Student Access Portal 1

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Validated Username and Password Username and Password validated by the system Validated Username and Password Student Record, Login Login, Access Portal 2

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Verified Username and Password Username and Password validated by the login process Verified Username and Password Login Student Record 1

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Announcement and Activity Request Request to post an announcement or new activity Announcement and Activity Request Officer Create Event 1

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Announcement and Activity Details Details about the Announcement and Activity Announcement and Activity Details Create Event OSA 1

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Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Validated Announcement and Activity Announcement and Activities approved by the OSA Validated Announcement and Activity OSA, Create Event Create event, Event log 2

Data Flow Name: Data Flow Description: Aliases: Origin: Destination: Volume and Frequency:

Final Announcement and Activity Announcements and Activities ready for posting Finalized Announcement and Activity Event Log Access Portal 1

y Data Storage Data Store name: Alternate name: Description: Input data flows: Output data flows: Record: Volume and Frequency: Student Record User List Database of Accounts Verified Username and Password Validated Username and Password Student Record 400, +200per school year

Data Store name: Alternate name: Description: Input data flows: Output data flows: Record: Volume and Frequency:

Event Log Event List Database of Announcements and Activity Validated Announcements and Activity Final Announcements and Activity Event Log 20, +20per school year

S t u d e n t O r g a n i z a t i o n P o r t a l f o r . . . | 100 y Data Process Data Process Name: Alternate Name: Data Process Number: Input Data Flows: Output Data Flows: Description of the Process: Registration Registration 1 Student Registration, Validated Registration Complete Registration, Verified Registration Process of registration in joining organizations

Data Process Name: Alternate Name: Data Process Number: Input Data Flows: Output Data Flows: Description of the Process:

Login Login 2 Username and Password, Validated Username and Password Verified Username and Password, Validated Username and Password Process of validating username and password for portal access

Data Process Name: Alternate Name: Data Process Number: Input Data Flows: Output Data Flows: Description of the Process:

Create Event Create_Event 3 Announcement and Activity Request, Validated Announcement and Activity Validated Announcement and Activity, Announcement and Activity Detail Process of creating events

Data Process Name: Alternate Name: Data Process Number: Input Data Flows: Output Data Flows: Description of the Process:

Access Portal Access_Portal 4 Validated Username and Password, Student Feedback, Complete Registration, Final Announcement and Activity Validated Announcement and Activity, Student Registration Process of exchanging information through the online portal