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 Assignment 5 (Due: December 21, 2011, before 01:00pm)

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PostSubject: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Tue Dec 13, 2011 9:59 pm

Consider your school, how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs? at least 2500 words ..
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annjuviepapas



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PostSubject: how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?   Tue Dec 20, 2011 12:42 pm

USeP in the world of Information System

As a student of University of Southeastern Philippines located in the vast area of the Southeastern part of Davao City envisions itself to be a premier school in ASEAN region by producing a global-competitive professionals through a higher education is aware of all the processes that a student must undergone. Our school is a state university that proven a lot through the awards and recognitions in the field of engineering, educations, business administration and technology where it sets its place in the world of academe. In connection, it attracts a lot of enrollees every academic year where it became a challenge to the university without losing the assets in business area as well as not degrading the quality of education produced by the academe.

Vision
By becoming a premier university in the ASEAN Region, the USEP shall be a center of excellence and development, responsive and adaptive to fast-changing environments. USEP shall also be known as the leading university in the country that fosters innovation and applies knowledge to create value towards social, economic, and technological developments.
MISSION
USEP SHALL PRODUCE WORLD-CLASS GRADUATES AND RELEVANT RESEARCH AND EXTENSION THROUGH QUALITY EDUCATION AND SUSTAINABLE RESOURCE MANAGEMENT.
Particularly, USEP is committed to:
• Provide quality education for students to grow in knowledge, promote their well-rounded development, and make them globally competitive in the world of work;
• Engage in high impact research, not only for knowledge’s sake, but also for its practical benefits to society; and,
• Promote entrepreneurship and industry collaboration.
www.usep.edu.ph

The university must cater the needs of the students that are officially enrolled to the different courses offered by the organization founded and united for a specific purpose. To be able to come into being, the university set up a lot of different processes and transactions that creates different and serious examination and judgment of the process depending to whom the system is concerned. As of the moment the total population of the students in the Academic Year 2011-2012 is estimated to be 7,000 considering that we have 8 different colleges that comprise the whole university. As the demand gets higher the university’s facilities remain the same for the past years.

During our first meeting in our subject System Analysis and Design and while I’m having my report about the first module entitled “The world of system analyst” most of the examples are generated internationally so our facilitator wanted us to localize the examples and he was referring to our school. Everytime we encounter what should a system must characterize we somehow evaluated our enrollment system, the discussion was good because my classmates were too participative raising their experiences during enrollment period and suddenly they just stopped when Sir Randy Gamboa told us that it is or job to improve our system someday.

Since personally I know the process of enrollment system it is more highlighted in this discussion compared to the other system that is existing in our school. Like any other system, enrollment system constitutes a lot of subsystems. Subsystems are the system that supports and comprises the over-all or the main system or a system that part of a larger system.

In enrollment system, first you need to present your previous grades by dictating the grades you have enrolled for that semester_those passing grades and those unfortunate grades. Then, the adviser will advice of course.. They will list all the subjects that you can get basing on the subjects you have passed and also the units you can get. Do their roles to the students and they will give you what we call PRF (Pre-Registration Form). Next, is to fill-out the subjects that you can get and bring it to the encoder and wait for the copy of the initial COR they will give. Then you’re halfway to the finish line. The duration you will spend to have the initial COR will run for almost half day and note your not still an official student of the university. So to be one you need to fall in line at the registrar.

In the registrar.. .

Almost of the students are scholars, so another process you need to undergo. You need to go to the Student Account window besides the cashier and fall in line in just a meter-distant aisle. After in the student account you need to fall in line again to the registrar. We sometimes crack a joke .. “pila na pud ta sa wowowee he he he..”. When you still have your patience you will wait until it’s your turn and when it’s already 3:00 o’clock, the registrar will have their break time for a minimum of 15 minutes and again another set of waiting. If they are compassionate enough they will open again, so the dragoness.. I mean the registrar will ask about your ID and since the window is glass you need to read her lips because you cannot hear her voice, so you need to be attentive or else their eyebrows will get higher every student they will cater and note the population of the students is 7000+ .. Just imagine. After all those things you will be given your official Certificate of Registration or COR with a mark of OFFICIALLY ENROLLED.

What are the Subsystems of the Enrollment system?
è Advising
It is a system because the adviser encodes all the grades you have passed and failed to track down.
è Encode to have your initial COR
The encoder will convert it to register all the subjects you have written in the Pre Registration Form.
è Student Account for the Scholar
The student account will evaluate and mark your scholarship card to be passed to the registrar.
è Registrar
The registrar will check if the subjects registered in their system is the same with what the students written in the PRF which was encoded before.

To summarize the enrollment system as you can see it takes almost one day to process and to go into a solution pertaining to the issue, we as the students who spent almost a quite number of years developed a tactics for not to experience the waiting scenarios.

The university pursues a creative schedule on what day should per year level enroll. But mostly the university calendar is incapable of functioning usefully. When I enroll I always go to school early before the transactions start. I divided the subsystems or the transaction everyday. For example, on Monday my goal is to get a PRF.. . Tomorrow encode and just pass by at the student account. .. If I feel it will not get any longer so I’ll fall-in line and set my tomorrow for the registrar. In the registrar, the peek days are those days stated in the university calendar and most of the times they will extend the enrollment period without any additional fees, so I go early to the registrar on the extended period and no waiting time will be needed because half of the students already have their vacations or already finished their enrollment thing.

Any academic institutions do have enrollment system and it plays a vital role in the processes of the university. It holds important information of the students. As the number of students gets higher the database that holds the information might be robust therefore deploy a security measures to prevent exploitation. Another scenario that relates to the database is I have a friend who is graduating this March taking up Bachelor in Secondary Education. As one of their requirements in practicum, they need to submit a certificate of grades from the registrar. Certificate of grades lists all the subjects they enrolled during their stay in the university. My friend was confident that she enrolled the entire subjects before their practicum until she noticed that her subject English II in 2nd year doesn’t have a grade and according to her she already had a grade in her passbook. She was afraid that she might not graduate on time because of the lack of grade in her COG. She added that it was her teacher’s fault not her because the teacher did not take action and she forgot to submit her grade and it was agreed by our Director of Office of the Student Service. To make the story short, the last time I checked she said that everything was settled and she is now having her practicum to graduate and march this March.

It is too disturbing that these things might happen to anyone of us. It’s one step behind into your dreams and suddenly a minor subject beginning to blocking your way into the finish line. Imagine how important the database of the students and imagine more if all the grades might lost .. wag naman sana.. .

Anyway, whatever the system that exists it follows a development approach. It easy to criticize to the lapses that the system gives but did you consider the factors why they came up like that?. Let us put into this, since it is a state university it is subsidized by the government and the system analyst should create a recommendation out of his investigation to the given minimum budget requirement considering the number of students should be cater. See how hard it is to be a system analyst in our university.

How do you know that the life cycle was developed specifically for the university?

The lifecycle of any system varies in different ways as long as it has a complete process of change and development during somebody's lifetime or during the useful life of something such as an organization, institution, or manufactured product. Our Enrollment System is no exception, it also undergone the lifecycle like the other existing system did. First is to conduct a feasibility study to investigate the needs of the students, staffs and people who were involved in the operation of the system. As a system analyst they need to find or create a recommendation out of the requirements given to them without surpassing the budget allocated by the university considering also the number of students. Looking how you budget your limited budget to the in demand needs of the users. The product from the previous phases of the lifecycle will also be the input for the next phase which is the system design. Therefore, the system will always base on what are the requirements gathered from the university from the requirements analysis and the feasibility studies conducted. After the system design it will traverse to the implementation where programmers will take over the system through what the system analyst recommended on what programming tools fitted most for the system. Integration and testing will be next; programmers divided the code by unit or modules and integrate all the modules for the testing or integrate all subsystems and checks if all the modules functions as what they are expected to do. They also have a quality tester, whom they supplies the system with inputs from the clients and also to preview the product. Moreover, quality tester helps define and carry out appropriate tests to confirm a product's compliance with quality standards. Documenting test results, analyzing data and recommending product improvements are also important parts of the job; his information is then used by product developers, managers and quality assurance specialists to refine the process and create a higher-quality product. Lastly, to deploy it to the real world and maintain and if there are bugs and errors it will go back to the feasibility study and so forth.

Systems are done to perform a clearly and explicitly stated required actions and activities assigned to_there could be new functions, or modifications of older functions. A system which is being designed will often require changes and re-integrating a set of rules and functions in the way an organization works. There could be changes in format of input, or reports, additional information to be gathered, new procedures to be followed. New system means new skills have to be learnt, job descriptions may change and so on. Hence the system analyst is the creator of new environments. For this, he has to be a persuader as well as a controller and appropriately named as an agent for changing the organization.

How do we know it meets our needs for the university?

We can determine if the system meets the needs of the university by undergoing personally to the process. If you yourself can test the system and experience by your own way what the system might produce for you. If the system satisfy or even surpass your expectations then you can say that it is a good system. I think there is no system analyst will pursue a system if he doesn’t want to meet the needs of the university. He undergone a lot analysis and yet it will just put into waste and devoting your time into a useless activity and effort. Since feasibility study is included in the lifecycle, the system analyst won’t jump into conclusion without a thorough analysis considering the number of students to be catered. He worked a lot and applied so many things like the model, the approach to the system so that we can improve the process of enrollment and yet his objective without knowing is not for the university he is working on. Imagine how silly it is.. So let’s give credit to the people who worked hard for our enrollment system. Don’t just look the outer image or the bigger picture but instead magnify the details that comprise the whole image. You need to be unique to the normal users who only see the outer or appreciate the convenience that the system can give it to them but as a business professional or a system analyst you need to consider the best or the little details that comprises the whole system.

Conclusion

While I’m in the last part of this discussion, I tardily realized that our enrollment system is good compared to the system 3 years ago. As I’m writing down the subsystems I expected that it will cover a lot of words but it didn’t and my sympathy to the system analyst overtakes rather than my criticism as a user who did not consider the factors that affects the operation of the system. I don’t know if my tactics in enrollment goes well or the enrollment system itself. The objective of this paper is not to convince my classmates or schoolmates but to check if the lifecycle used in our system is for the university and does it meets the needs of the university and I must say Yes, it does and it will because I’m a student that benefits the most. Consider your school also, it might as better than the enrollment systems we have then you are fortunate so be thankful. Of course as a future system analyst or whatever the field we are heading to maybe one of us might improve and be an instrument to recommend a better enrollment system to our university and to be_ we must practice what system analyst do and experience to be one.


Last edited by annjuviepapas on Fri Dec 23, 2011 1:21 pm; edited 1 time in total
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patrickduanevalle



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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Wed Dec 21, 2011 1:06 am

Name: Valle, Patrick Duane
Course/yr: BSCS III

Assessment 5

Consider your school, how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?

In every system, there will always have a life cycle and we need to know the life cycle of a system to have a better understanding about what the system is all about. System life cycle is an entire process of a system at the beginning and ending of it and it involve development process and stages.

Every stages of a system life cycle is crucial and important to development and we need to know it in order to have a better understanding to the cycle on how it begins and how do we end the system. System life cycle will determine the flow of the system and in the flow, we can see how the system works and how it will affect us and the system. We need to study and analyze the steps because if we don’t know how the system flows, the system will not be effective for us because system life cycle is needed to be follow and if we didn’t follow it, it will bring problems for you and for your university or company. The system life cycle can be a guide for us in order to have organization and it will tell us what to do and what steps are to be follow.

In a life cycle, we will know if that cycle is developed specifically for us if this will address all the problems and all the process in it will flow smoothly.

Organization
We will know if the system life cycle will be suitable for us and for the university if it will make the university to be organized in every aspect and every corner of the university. Organization is very important in every aspect of the system and it will also give the university a smooth process and it will minimize the error and problems that may be created during the deployment of the university. In the beginning of the creation of life cycle of a system in school, we need to include and address the organization of the system. If you will not address the organization of a system or you will not give time to improve the organization of the system then it will not be effective in a long run. If we notice in the school enrollment system, you will notice the organization of it even thou it is not perfect but it can accommodate the students need because it is organize. Every process in enrollment system is being analyze and tested. I can say that it is very effective and I notice that the work and process is being sub divided to accommodate and address the problem. The university has registrar, advising, encoding, and payment process. The reason behind this division is to organize and the system life cycle. I want to make the enrollment system to be an example of a good system that is being organized effectively to address the need of the university.

The first process is to have the advising process and it is being done in every department. If you will make the advising process in one room or one office, there will be no organization at all because in not all the student is enrolled in one course. The person or group of people that will advice the student will have a confusion because in every student have different problems and that problem is not common for those people who are not working and handling the college. The result of that process will not be effective and will affect the performance of the university. As I notice in every college, not all colleges have the same process in advising like the literature student. They need to have an average of eighty five percent for them to continue studying in that department but compare to the institute of computing, they just need to pass all the subject in the current year level that is being provided by the college curriculum. They don’t need to have an average grade of eighty five percent but they just need to pass it all. In advising, students have their personal concern or problem that only a specific person in the college can answer. After advising, you need to encode your subject to the encoder and the encoding process can be done during the advising process but in my observation, encoding and advising must be done in separate way is to make the adviser to focus to their advisory and to make the adviser’s work as convenient as possible. The more system is being sub divide, the more it will be organized. After advising, you need to have payments to pay for the subject you have enrolled. The payment process is very sensitive because there is money involve. They make it as one of the division of the system to protect the payments of the student. In the casher, all the payment is being process to organize the payment system. If you will have different payment in every college and it will be made in there college, the worst about this structure is that it will create a redundancy process. It is more convenient if the payment will be made as one to organize the system and if this will happened, it will be an impractical way and process the university has made. In this one process of the system, the payment system is made by one division and for that, we can say that this one part of a life cycle is being made specifically for the university because not all university or company has this process and I know someone out there has different structure and approach because that specific approach is being made for there system life cycle. Registrar is the last phase of the enrollment system and this will make you a certified student in the university. If all the process will be done in the registrar, it will be a long process and it is not convenient to us students and for the employee of the school. The life cycle must make the system more convenient to all to call it as a good life cycle and to prove that this system if made especially for the university. Even thou we can’t prevent the delays and the slow process sometimes but its better to have that organize process but not perfect than no organization at all.

Integrity
In every life cycle, you need to insure all the process liability and integrity of a process. You need to make sure that all the transaction is being validated to have integrity and if there is no integrity in the life cycle in the university then this is just mean that this life cycle that is being develop is not meant for the university. As I understand about integrity, it is always talk about the validity and security of data. Validity is to insure that all the data is correct to eliminate error from the life cycle. If the integrity of the data or information is not valid or corrupted then the system life cycle will not be follow correctly. There is always an instruction and perimeter to be follow in order to have integrity in every system or process. In the side of security, it will protect the data or the process from being contaminated. We need to have security always to insure that everything that we handle are secure so that we can minimize the error that may be created as possible. We can’t rely in every process or cycle that has no integrity because it will ruin the university or company. A corrupt process or system can’t function correctly and for that, the output of all the process is not what we are expecting. You can also implement integrity by having organization to tighten the security. If we make our university as an example of a process that implement integrity, the basic example is the guard and the student wearing their identification card so that the security guard will allow them to enter. In this case, there is Integrity because the security guard asks for the student identification card to certify them to be a student of the university. This will secure that all student entering the university campus is a student from this university. Another example is in the subject advising in the enrollment process of the university. Before encoding of subject, the pre-registration form must be sign by the adviser before it will be encoded. That is a sign of security and validity because this will insure the integrity of the date and the person. If that perimeter is being applied then we can say that this life cycle is being developed especially for the university and on how I observe the process to insure integrity, I know that this is really intended for the university use even thou not all the process in the university is secured and validated like the signing of clearance. I know that some people have an unauthorized signing of clearance which they sign the clearance without permission and the don’t have the authority to do that and the security and perimeter in this area is not yet develop but still it is not always the bases to say that the system life cycle is not intended for the university. We need to consider the general form of the life cycle of the university to validate if it is made especially for the university.

Synchronization
We can say that the system life cycle is intended for the university if the process is catering the needs of the university. In every university like my school or every company has their own life cycle and every process must be connected to the service that is being provided by the university. For example, you need to enroll in the university but the university doesn’t have the enrollment system. In order to have a university, one requirements is to have a population and if there are no student population in the university then it can’t be called as university anymore and that kind of system is not intended for the university because it doesn’t cater the service and needs of the university. For me, that’s the obvious evidence if that life cycle is not intended for the university because the process and services is not talking to the university needs and services. One characteristic of the life cycle that is being developed for the university is it provides services like in the university enrollment system or human resource system. System must not only for decoration but it must be functional and it caters almost all the problem and requirements of the university. If it will not provide almost all the services of the university then I can assure that this system is not for the USEP.

Instruction/Guide
To insure that the life cycle is develop for the university if the instruction or guide is match to what the university service and process must have. If the instruction or guide is not match to the university life cycle then it is not intended for the university. The instruction and guide lines must produce a correct output. For example in the university, the life cycle has the instruction about the enrollment system that you need to advice first before encoding. I made the enrollment system which is one part of the life cycle of the skill as an example because it is common to all the university. Instructions are need to be follow and all instruction must match to the specification of the school service. If the instruction will not match to the system of the school service then it implies that this is not meant for the university. If the instruction will not be follow, the possible problem is that during the process, the data will be invalidated and the process will be frozen. If that will happen, there will be no process, development, input and output at all. All the system will be paralyzed and for that the life cycle will not be functional at it will imply that this kind of life cycle is not intended for the university.

Development
Development is another way to find if the life cycle is intended for the university. Even thou it seems that the life cycle is functioning properly and doing its job but sometimes we need to watch the development and progress of the life cycle of the system. For me, we need to solve a certain problem that may be encounter during the cycle and it is not all about repetition of a process over and over again but there must be a progression involve. The development will measure on how effect the life cycle will be by the amount of development in the life cycle. If there is no development then you can conclude that this life cycle is not meant for this university or company. For that, you need to change the life cycle structure to address the problem in terms of process and service of the university. The life cycle must include development process in order to make it effective and uniquely develop intended for the university.

How to know it meets our needs
Needs are those important things that we need to have. In the university, the needs of student are those requirements that they need to have in order to pass in a certain subject or it can also be in a form that the student must be enrolled or another example is the requirements to renew the scholarship from Nograles. We need to have that because we are required have it as part of our duty as a student.

We can tell that it meets our needs by showing us the possibilities that this certain needs are possible to achieve in an organize and simple manner. It must address and fixed our problem as a student and if the system can satisfy the student then I must say that it meets our needs as a student. The only way to know that it address our concern is it must provide solution because the life cycle is not only a process but also a solution to the problems and complains. I want to make the enrollment system as an example again on how did it meets our needs as a part of life cycle. In enrollment system, the school provide an adviser in every college to advice the student in the subject and enrollment matter, they provide encoder to encode our subject that we will be taking, they provide cashier and students account to handle payment, they provide registrar to validate us and register us a certified student of USEP. All this process provides us a way to be able to enroll in the university and for that, it provide and meet our needs to enroll. All those process are instruction that allow us to be a student and validate our presence in the school.

I conclude that we need to have an effective life cycle because this will be the instruction that will lead us for the success not only for ourselves but also for the university. Without life cycle, there will be no progress and there will be no life at all. I must say that this is the heart beat of the university, company and other organization because this will determine if that certain university or company is alive or not.

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PostSubject: SDLC: Application in the University...   Wed Dec 21, 2011 5:49 am



Being a student at the University of Southeastern Philippines is one of the most amazing things that happen in my entire life. People may ask why, and my answer is, when a student becomes part of the University of Southeastern Philippines (USEP for short), it means that he or she is intelligent enough to pass all the exams given before entering and enrolling in the university. Also, a USEP student is known to be globally competitive in terms of talent, skills and knowledge. And for those reasons, I can say that I am intelligent as well as talented and can be considered a globally competitive student because I belong in the family of a premier school, the University of Southeastern Philippines.
The University of Southeastern Philippines: Background

The Batas Pambansa Bilang 12 which was passed by the year 1978 leads to the creation of a sole state university in Region XI, The University of Southeastern Philippines. Primarily, the university is branched into four campuses. These are the Obrero campus, which is the main campus located at Bo. Obrero , Davao city; the Mintal campus in Mintal, Davao City; the Tagum-Mabini campus which has two units- one located in Tagum City and the other one in Compostela Valley Province, and Lastly, the BIslig Campus which can be found in Surigao del Sur.

Primarily, the University of Southeastern Philippines bids academic programs in different fields of interest for graduates and undergraduates students. These fields includes computing (Information Technology and Computer Science), engineering (CE, ME, ECE and EE), education, arts and sciences, economics, business and governance, development, resource management, technology, agriculture and forestry. But not all of these are available in all campuses of USEP.
The University of Southeastern Philippines provides quality education at a very reasonable cost compared to other schools and universities. Furthermore, USEP accepts scholarships from other organizations such as the Garcia Scholarship and Nograles Scholarship (for Obrero Campus) despite of the fact that USEP offers also its own scholarship program. Also, USEP has extremely adequate performances in standardized examinations.

VISION – “A Premier University in ASEAN Region”

Generally, the University of Southeastern Philippines foresees itself to be a leading university in the ASEAN region. For that vision, the University of Southeastern Philippines must be a center of excellence and development as well as responsive and can easily adapt to the fast-changing world. Moreover, USEP will be recognized as the prominent university in the Philippines that nurtures innovation and applies knowledge to produce moral values in terms of social, economical and technological developments.

MISSION – “USEP Shall Produce World-Class Graduates and Relevant Research and Extension through Quality Education and Sustainable Resource
Management.”


Basically, the main purpose of the university is to provide quality education for the students in terms of knowledge and skills, develop their good morale and to make them globally competitive so that they will be able to keep pace with the other student around the globe.

GOALS

Associated with the vision and mission are the specific goals of the university. One of its goal is to produce a globally competitive and morally upright graduates. Most people were amazed if they knew someone is studying at USEP because they believe, based on what they heard is that USEP is very strict in giving instructions and as much as possible, every work should be done perfectly, aside of the fact that USEP give complicated exams. Also, USEP wants to develop a strong Resource, Development and Extension (RDE) culture. Basically, the university wants to give importance in researching relevant and responsive studies that can be accepted and exploited for improvement. Lastly, the university wants to ensure that its resources are efficiently and effectively used and produced, distributed and consumed.

Like other universities as well as businesses, the University of Southeastern Philippines have a system which is used to provide better services and to easily cope up with needs of the students, faculty and staff. Basically, what USEP offers is beyond high school level programs and the university has the agenda of providing the necessary learning and skills one student must acquire to have a professional career after graduating. For that, USEP must have quality and better facilities and by having those stuffs, the university could earn more by providing good services that will satisfy the client’s needs. USEP has several system used that encompasses it business processes. These systems must be kept up-to-date and maintained by responsible personnel in order to avoid delays and malfunctions as well as to nurture and do well.

Based on the last assignment, a system also has a life cycle and there are so many kinds of models in system development. Fundamentally, a System Development Life Cycle (SDLC) is a conceptual process which is applied in information systems development project. It serves as a guide to ensure that all functional and user needs and wants as well as the client or business strategic logic and objectives are met. The SDLC has various types of systems development model and the most common similarity among the models is that each model involves phases of development. The SDLC has an organized and standardized procedure for all phases of any system development. These phases are use to track the development of the system by means of numerous development stages: from analyzing the feasibility, planning the new system and developing the concept to defining the requirements as well as the gain; then, designing the prototype of the new system developing, integrating and testing the prototype of the new system. After ensuring everything is well, the next process is deploying the new system. If the client as well as the users of the system is satisfy with the result, here comes the production and finally, the maintenance or keeping the system up-to-date.

Since USEP is a big university, although not that much, it comprises several business transactions. And since USEP gathers information in every transaction it makes, the information system it uses has subsystem to ensure integrity and confidentiality of information provided by most of the students. One the most important system in the University of Southeastern Philippines is its enrollment system.

What is an Enrollment System?

Primarily, enrollment serves as “record book” of students’ information upon entering a school or university. It involves some basic information such as first name, middle name, last name, age, etc., and some confidential information such as family background or addresses and phone numbers. Long before, enrollment is done manually. Instead$ of encoding the necessary information needed in an enrollment through computers, faculty, students and staff did it before by writing and went from one place to another then do the same thing again until marked “officially enrolled.” These things were done every enrollment period. But since we are now living in the computer age, the burdens are lessen with the use of the computers. A good built enrollment system reduces the liability of the people who usually have to do all the works. Since the University of Southeastern Philippines has its own enrollment system, the process of enrolling is now better compared before. Enrollment system is a very important and useful tool in repossessing the important information from the student. Through the enrollment system, university could trace the current standing of a student, the subjects he/she took and will take as well as the billings and balances of each student. Without an organized and well-planned enrollment system, there will be a possibility that commotion will arise; the students will be confused on the procedures they must undergone in order to enroll. There will also be delays and could bring up stress and disappointments. Generally, the enrollment system is very important in USEP, since it caters numerous numbers of students and it keeps on increasing every year, in making the process of enrolling much easier.


Enrollment Procedures in the University of Southeastern Philippines

• For New Students and Transferees


1. The students will go to the USEP website and register online. There are necessary fields of information to be filled up by the students before they can proceed to the next step of enrollment. Also, students will be given their respective Identification Card numbers.
2. They must first pay the required fees upon enrollment such as Headlight, Obrero Campus Students Council (OCSC, for Obrero campus only) fee, and Local Council Fee.
3. Students must go their respective advisers to present all the requirements for enrollment such as the receipts of payments. After evaluated and advised, they will be given a Pre Registration Form which contains the subject codes, subject description of the subjects he/she can take up, the number of units as well as the scheduled day and time.
4. For scholars, they need to go to OSS to apply and fill up scholarship form, validate it will the officer in-charge of the scholarship, then wait until the releasing of the scholarship card known as “blue card.”
5. Students will now go to the encoder of their respective colleges to have their subject written in the PRF encoded and saved in the database. After few moments, they could have the printed copy of their initial C.O.R. (Certificate of Registration).
6. For scholars, they will proceed to “Students Accounts” to verify their scholarship. For non scholars, they need to pay in full or partial their tuition fees.
7. Finally, they will go to the “Registrar” for the last evaluation. Here, you just need to pass some requirements such as birth certificate, and if everything is already fine, the officer in charge will ask for your signature and give you a copy of your C.O.R. marked with “OFFICIALLY ENROLLED.”

• For Old Students

Primarily, before going into the process of enrollment, students must ensure that all his/her accounts are fully paid, if possible a month before the semester ends to avoid delays. Also, she/he must have all her/his grades on the passbook with the instructor’s signature. Finally, he/she must make sure that all of the people who need to sign on the clearance have already signed before enrolling.
For old students, they just need to:
1. Go their respective advisers to present all the requirements for enrollment such as the receipts of payments, clearance and passbook. After evaluated and advised, they will be given a Pre Registration Form (PRF) which contains the subject codes, subject description of the subjects he/she can take up, the number of units as well as the scheduled day and time.
2. For scholars, they need to go to have their blue card validated. If in case the blue card is lost, they are required to bring one whole blue colored cartolina. The officer in charge will validate your blue card/
3. Students will now go to the encoder of their corresponding colleges to have their subject written in the PRF encoded and saved in the database. After few moments, they could have the printed copy of their preliminary C.O.R. (Certificate of Registration) stapled together with their receipts and blue card (for scholars).
4. For scholars, they will advance to “Students Accounts” to substantiate their scholarship. For non scholars, they need to pay in full or partial their tuition fees.
5. Lastly, they will go to the “Registrar” for the last assessment. Here, students will just show their receipts and blue card (for scholars) and if everything is already fine, the officer in charge will ask for your signature and give you a copy of your C.O.R. marked with “OFFICIALLY ENROLLED.”

• For Shifty

Like the process of the old students, the shifty students must make sure that all his/her accounts are fully paid; if conceivable a month before the semester ends, all accounts must be paid to avoid delays. Also, she/he must have all her/his grades on the passbook with the instructor’s signature. Finally, he/she must make sure that all of the people who need to sign on the clearance have already signed before enrolling. A student will be cleared unless his/her clearance has the signatures of the required people.
1. Since a student wants to shift to another course, he/she must have the Request to Shift for from his/her former college then provide the necessary information in the form.
2. The student must have the Recommendation to Shift. Then, the student should go to her/his new college where her/his new course belongs to get an Acceptance to Shift. Basically, a little interview happens here. The dean of the college will ask the shifty the reason why he/she decided to shift and why he/she choose to have his/her new course now.
3. The student must pay the necessary payments for enrollment such as Local Fess and OCSC Fess.
4. The student will precede to her/his assigned adviser for advising and presents the receipts, clearance and grades. After evaluated and advised, they will be given a Pre Registration Form (PRF) which contains the subject codes, subject description of the subjects he/she can take up, the number of units as well as the scheduled day and time.
5. For scholars, they need to go to have their blue card validated. If in case the blue card is lost, they are required to bring one whole blue colored cartolina. The officer in charge will validate your blue card/
6. Students will now go to the encoder of their corresponding colleges to have their subject written in the PRF encoded and saved in the database. After few moments, they could have the printed copy of their preliminary C.O.R. (Certificate of Registration) stapled together with their receipts and blue card (for scholars).
7. For scholars, they will proceed to “Students Accounts” to confirm their scholarship. For non scholars, they need to pay in full or partial their tuition fees.
8. Lastly, they will go to the “Registrar” for the last assessment. Here, students will just show their receipts and blue card (for scholars) and if everything is already fine, the officer in charge will ask for your signature and give you a copy of your C.O.R. marked with “OFFICIALLY ENROLLED.”

How do you know that the life cycle was developed specifically for the university?

Some of us are already aware about the information systems analyst. Primarily, his work is to create a system based on the goals and objectives as well as on the business logic of a company, including universities such as the University of Southeastern Philippines. One way to know if the life cycle is generated and developed specifically for the university is to know the satisfactory rate of the users of the system: the students, faculty and staff. If more than half the number of the users is satisfied on how the system works, we can say that the life cycle is really intended for the university alone. i believe that if the analyst made the goals and objectives of the university as the basis of making the system, it is definitely for the university. Another things is, if the systems analyst always have connections with the faculty and staff of the university, from the first phase to the last phase of the creating the system, consulting and asking for some feedback, the system will precisely work as it is intended to be for the benefit of the university.

How do we know it meets our needs for the university?

Well, satisfaction from the client and the user maybe is the most important thing for a systems analyst. Personally, based on the enrollment procedure of the university, I am satisfied on how the system works since the system has the capability to cater the large number of information from the students. Also, I can say that the system already met the needs for the university since we have been using the same enrollment process for years. As much as I am concern, the people behind the maintenance of the system are working very hard to keep the system up-to-date, in order to get a very high satisfactory rate from the users. We can know that the systems life cycle meet our needs for the university by just observing how the students as well as the faculty and staff of the university reacts on the how the system works; feedbacks are one way of ensuring that the system is really doing what was intended for it to do.


Conclusion:


Honestly, I find this assignment easier since I could have said plenty of words. Basically, the most important part here is that, in making a system, we should always bear in mind the following things:
• If it satisfy the needs of the users and the client
• If it fits to the business logic as well as goals and objectives of the company
• If it could last for a long time
• If it can be done before the given deadline
• If we (as the systems analysts) have the capability to do the job.

The University of Southeastern Philippines continues to upgrade what it already has for the benefit of all the people under this institution. Also, USEP will always aim for the best that is why USEP continues to make ways on how to make its systems capable enough to meets the needs of all the people who believes in it.
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melissa_carpio



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PostSubject: How do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?   Wed Dec 21, 2011 8:05 am

The University of Southeastern Philippines is known to be the home of the “iskolars ng bayan” according to the teachers and the graduates of the said institution. The primary objective of the university is to provide programs of instruction as well as professional training in the fields of science and technology, especially in the fields where most of the in-demand jobs nowadays are needed by our developing country. The vision of the university in becoming a premier university in the ASEAN region is to be the center of excellence and development, responsive and adaptive to fast-changing environment. By having this vision and objective of the university, most of the Davaoeños tend to be fascinated on the performance of the university and would aim on becoming a part of the institution not only to learn but to acquire the title, “iskolar ng bayan”. The products of the university would base on how the system of the institution handles the education catered to the students. The school is always the foundation of learning when we are outside our home. As for the University of Southeastern Philippines, it is the foundation of globally competitive graduates outside the academic world.

When I was just a first timer in the University of Southeastern Philippines, I said to myself that it would be just like my old high school life but the only difference is that my college world would be bigger than before because it would not just comprise of students from different level but at the same time of different courses. One thing I noticed during the first day of enrollment was the very long queue of the students in every department. When you are to admit yourself in a certain college, you must fall in line because most of the students are waiting for their turn to be entertained. After being entertained, your next destination would probably a queue again and sometimes you would be unfortunate enough to be on the scheduled day of the enrollment because there are cut offs in entertaining students. Despite the experience that I had on the first day of enrollment, I can say that I was guided on where to go next after finishing the first step. It was actually called the Enrollment system in the university.

The Enrollment system is one of the systems that run in the university. It is subject to cater thousands of students in the university during the enrollment periods. In USeP, scheduled dates for enrollment are given to the students ahead of time so that there would probably be less queuing on the different part of the Enrollment system. For the freshmen, they are given two to three days at most to submit their requirements and to have their enrollment followed by the sophomores, juniors and lastly the seniors. But what mostly happens is that they tend to think of enrolling themselves not on the scheduled dates to avoid lengthy queues, that is the most common thinking of the students. And because of that thinking, the Enrollment system would not be productive enough on catering the students especially if it is already near the late enrollment because students think that enrollment schedule before the late enrollment probably has less students in the university. For some students that are sluggish enough when it comes on the enrollment period, they would make each step in every other day because they already thought of not finishing the process because of the queues in every part of the enrollment system. Actually, it is not on the part of the Enrollment system that the university fails to cater the needs of the students during enrollment period. The common mistake is in the part of the students because they are not following the simple dates assigned on each level and certain steps must be followed to finish the enrollment process. But what are most of the students doing during enrolment period, they still have to finish their clearance in order for them to have clear records at the end of the semester and they cannot proceed on the enrollment process when the requirements are lacking like the official receipts, the complete grades from different instructors, and the clearance, of course. Many students say that the system implemented in enrollment is “bulok” because there is no difference in making the enrollment process automated from the previous manual system for the past years. Students should not suffer from any lengthy queues when a system is implemented because the main function of the system is to make the work of the clients easier and efficient. I totally agree that the system is made to make the work of the users efficient, easier, and hassle-free but to say that it is not helpful enough in catering the needs of the students during enrollment period; I consider it as students’ fault on not following the process of enrollment. I have already experienced the enrollment system in the university for three years and same thing goes every year, the first years extends beyond the given schedule on enrolling that is why the second year schedule is also affected and so on for the rest of the levels. As a systems analyst, it is included in the consideration that the students may delay on clearing the requirements needed to be enrolled because all possible factors are needed to be considered in making the system. Knowing the possible problems that may arise in dealing with the system is thoroughly analyzed by the systems analyst because its main goal is to serve the clients with the deployment of system that they created based on the needs of them.
Another system that is present in the university is the Grading system that is implemented to help the instructors in distributing grades of more or less 7000 students in the university. After being enrolled in the university, the next thing to do is to learn the lessons and be productive and at the end of the semester, acquire a grade from your hard work. Grades are normally handed to the students personally because in the event that the student wants to complain about their grade, the instructor is there to explain the matters concerning the failure of grade. In some universities, grades are forwarded automatically to the Registrar’s office and students would not be able to make complains anymore because it was already forwarded by the teachers to the Registrar. Good for those universities that have manual system on giving grades to the students, I can say that they have concerns on the part of the students especially those students that have failing grades. But what if the instructor is not present during the distribution of grades and grades are badly needed especially to those scholars that are requested to pass copy of grades in their good office? It would also cause delay to the upcoming enrollment since grades are not given to the students, the process on advising will not be entertained also. They considered that as a problem in giving grades to the students that is why Grading system was developed. The system was not that recognized enough to the students for it is subject to system checking and testing but based on what we experienced on our other minor subjects, we weren’t able to meet them and get our grades to them but with the use of the online Grading system, we were able to know our grades even if the teachers are not present.

How do we know that the life cycle was developed specifically for the university?

The basic thing a systems analyst must do is to analyze what problems might a certain organization have and in order to do that, he must conduct some research and gathering of information. Before putting up a system, the objectives must be stated and the problems must be determined in order to have a specific system to do. As for the system implemented in the university, specifically the Enrollment system and Grading system, they undergone several phases or should I say undergone life cycle before ended up being deployed in the institution. Even if the systems are already revised systems or updated systems, it must always follow the life cycle on making a system since new problems may arise or the needs of the users, especially the students and the university staffs, become more complex that the system deployed cannot support transactions anymore. The system must undergo the basic phases again to modify what should be modified. First thing that a systems analyst must consider is the complexity of the needs of the users. After defining the problems encountered in the system, the systems analyst must have reports on what problems were determined and produce recommendations on what to do to achieve better service through the means of the system. After recommendations have been shared, the process of coding and software development would then follow. Testing of the developed system would be better if the students and staffs are the ones who will check the system. Certain bugs may come along the way and it is not new when testing a systems. Several modifications in the system would probably be of fewer bugs and closely meet the demands of the users.

In the enrollment system, the students have also undergone series of steps or life cycle in order to become an officially enrolled student in the university. First, they must undergo advising. Advising is where the teacher advises the student on how many subjects should he take in a particular semesters and gives guide on what subjects must he take to budget the number of units he has. After being advised, the form known as Pre-Registration Form must be filled up with the basic information of the student and the suggested subjects and schedules he has in order to get the financial statement of the student. Next step would be on the Finance department. In the university, they have been accepting scholarship grants outside the school or the non-academic scholars which are the politic-sponsored scholars. Regular paying students have their different line of paying their schools fees, particularly in the cashier’s office. The scholars have different line also since they don’t include money on paying their school fees, they line on the students account section where the records of scholars are kept. After the students have paid their bills, they are now one step closer to be officially enrolled in the university and that is in the Registrar where all records of the students are kept secured and confidential. After the documents have been cleared in the Registrar, the student is officially enrolled.

In the Grading system, the students can be able to know their grades through the use of the online Grading system. The student may get his grades there and he can verify his grade in the Registrar’s office for validation and after that it will be reflected on the passbook. This method applies when the instructors are not around during the scheduled releasing of grades.

How do we know it meets our needs?

As what I’ve experienced during my high school years, the Enrollment system that we have was just as simple as following steps in cooking a dish. In other words, our Enrollment system before was not integrated with computerized system that is why no problems were raised. But the Enrollment system in college is a lot more different than in high school because all of the works are automated and there are certain steps that we should really consider in dealing with the system. The Enrollment system in the present situation aids not only the students but also the officials using the system. As what I’ve observed, some students have positive reactions on the system that the university has because one of the factors that the student experience problem is the documents needed in order for them to be officially enrolled. The database were all files of the students are kept is centralized and all departments under the institution have access on the database. It is a lot easier for the students to make inquiries, let’s say, on their financial accounts even if they are inside their department. It would reflect on the system the information of the student because departments are interconnected with the database that is part of the system. As for the part of the staffs and officials that are using the system also, it helped them a lot in maintaining the records of each student updated and confidential. It is necessary that the system you are using is capable of updating any modified entry to avoid duplication of file and data confusion.

The main problem when the semester comes to end is that the grades that are needed in order to renew the scholarship that the scholars have. For most, grades are important when enrollment approaches again. Some problems that can be derived are the delay of releasing of grades because of some technical dilemma or worst, the instructor took an early vacation that caused the students not to get their grades. The Grading system caters the need of the students to have an availability of access to their grades based on what was forwarded in the database. It is helpful enough to those students that are in need of their grades right away in order for them to renew their scholarship since most of the students in the university are scholars.

Meeting the needs of the institution could probably difficult to deal because considering lot of factors that may rise when a certain system is established; the users are also one of the factors that can make the system not successful enough in delivering service. I can say that the Enrollment system that was implemented in the university has meet the needs of the students like me because the enrollment process is successful even if it has to deal with a lot of obstacles like delays and most especially if there are technical problems like the computers that would hang up instantly. One of the proofs that the Enrollment system has met the needs of us students is the enrollment process itself. Under the enrollment process includes the advising of students from their respective advisers. After advising, students are requested to fill out the Pre-Registration Form (PRF) wherein subjects, schedules, and the billing are reflected there. Next thing is the encoding of subjects, this time, the process is now automated that the subjects under your name will be stored in the database that can be used in the Finance department and in the Registrar for verification. After encoding, the students may pay their bill, if they are regular students, but if they are scholars, they may update their records in the student accounts. Lastly, the students may have their Certificate of Registration and Billing or the COR in the Registrar’s office. These processes alone suffice the need of the student to be enrolled in the university in order for them to learn and become productive.

To sum it up, the systems being implemented in our university is really of great help in supplementing the needs of the students and the also for the instructors and staffs of the university. The deployed systems followed the same life cycle like the other system to achieve proper service to the user of the system and as long as the users are satisfied with the methods underlying the system.
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kenneth jan malubay



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PostSubject: How do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?   Wed Dec 21, 2011 9:19 am

Being a student in the University is a great honor to be part of the school. Hindi lahat ng tao dito sa mundo ay nakapagtapos ng pag-aaral. Kaya nga ang opportunity sa nakatungtung in the University is so big because almost all of the jobs opportunity nowadays, needed a proof that you are graduated in college. Experience and knowledge that we will get in the schooling to the University is a big help to us. But let us know the system inside the campus of the University, because kung walang systema sa loob ng University wala tayong matatawag the University ngayon. Because of the system is the one will serve the people that want to enroll themselves to the University. The system serves as the organizer of all the functions of the different department in the University.

Being a student in the University of Southeastern Philippines or USeP, by telling this frankly to you without enrolling myself to this subject I really don’t have care for the system of our school. But by giving us the knowledge what are the systems in the school I have realize that the best example of a system in our school is the enrollment system or the student account management information system if I am not mistaken for the technical term of this system. I know it is common to the other school that they have this enrollment system because this serves the requirement to officially be part of the school by being there student. In the past years I don’t have care for the messy system of our school I would tell to myself that it is a normal process in a public University. But after every beginning of the semester the enrollment system in our school is get worse and worse because the student would have to fall in a long line to be entertained to a certain window. But first let me tell you the phases in our enrollment system we have in our school.

First of the step in the phase is called Advising. The Advising phase is been taken up after completing all the signatures needed in the clearance form. In the Advising phase is basically a manual type of approach to the student because the adviser of a certain year level of the certain department will advising the student for their subject and grades. If the student have a failing grades it will be deducted to the units of the students for the current semester. For example, if the student has a failing grade in a 3 units subject it will be the same cost deducted to the current units that he/she trying to take so it is minus 3 units. The adviser will advise too what are the subject that the student that can take to the current semester. In our department it is a fast phase because we have a fewer population compare to the other departments.

After the Advising phase the next phase will be the Encoding stuffs. In this so called phase the student now will go to the encoder to encode all the subjects he/she can take. In this phase is the starting of a computerize process. The encoded subjects of the student will update his/her data on the database of the school. It will update how many subjects he/she have and how much payment he/she will pay to the cashier after the encoding phase. Another advantage to us because as a said above we have a fewer population the department so less line and waiting time to us. But in the other department that has many populations it will give some time to the students to wait the encoding process will be completed.

After getting the encoded copy of your COR the next phase is the payment phase. In this phase there is a two option way in our school the cashier for the non-scholarship students this is for the regular student that their mother and father are the ones paying them and the student account for the scholarship student in our school this is obviously for the students that a program of a government is the one paying on their tuition. In this phase of our enrollment system the lucky ones are the scholars because the process in their papers are fast compare to the cashier even though it has 3 windows compare to 2 windows of the student accounts. The process in the cashier is still a bit slow because I think the cashiers are really handling the money so carefully.

After paying or nakapagdown ng money in the registrar the last phase in our enrollment system is to go to the registrar to be able to receive the officially enrolled COR so that you are legally enrolled in this semester. In this phase is the slowest phase in our enrollment system because even though there are lots of window open in this phase it is still the longest line that you will be standing on. The patience of the students is test in this phase because of the slow movement of the line and it is so disappointing when you reach the cutoff of the registrar. And the second cause of this slow phase is that there are so many students will have to singit their friends so that they will be accommodate first. It is so unfair to the students that falling the line so long.

In this time by discussing the phases of our enrollment system give us the idea where is the part that the students of our school hated so much. We can’t change the fact that we have a messy enrollment system because even the registrar set a date in the different year level that will be scheduled to take the enrollment. Some of the enrollees are still can’t finish their enrollment period in the right time so that they will continue their process in the other year levels schedule that makes we have a long line to be line because almost every student is stack in the registrar phase. Having a poor system in our enrollment gives the student some disappointing issues because of the situation they will suffer on our school and some are would be masanay nlng sa mga pangyayari.

In the school the vital part in making the student to have the best accommodation in the enrollment is to follow the organize set of instructions by the staffs in the enrollment system. Having this system in our school makes us to be a legally student t the schools. Even though it has so many negative feedbacks to the students in our school because of this procedure it is still we have no choice but to follow rules in enrolling ourselves. It will test our critical thinking in making some idea to make our enrollment faster.

Answering the question in this assignment, how do you know that the life cycle was developed specifically for the university? If being a just an ordinary student of the school makes you walang pakialam sa mga bagay bagay na nangyayari in the school. But to answer it base on my own perception I would know that the life cycle is develop specifically for the university by having a system that is still working on our school. Like the enrollment system I think it is the life cycle of the school that is developed, because after the semester ends the system will go back again and again to the enrollment phase and will be back to the schooling days of the students until the last day of getting their grades.

Basically, the first phase in the life cycle will be investigating the real needs of the students in the enrollment season. By investigating the needs it will come up an idea how to manage and organize well the shifting of the phase in the enrollment system. It will come up a better solution to be implemented to makes the system faster and makes the accommodation to the student become a nicer way. The next phase in the cycle is to gather the team that will be assessing the system. Having the staff on the different department in the phases of the enrollment makes the system to be a nicer to look on. Having some back up for the staffs on the different department makes the system na hindi maputol putol ang of their service to the students. I know that the school is still considering the cost efficiency that require in the system. The next phase in the cycle is to develop the idea in the first phases of the cycle. By developing it, it will serve as the guidelines on how to implementing it. By developing a better plan to next phase on the cycle will help to organize well the changes that have been made in the system. Basically, it will serve as the guidelines to for the next step in the cycle. By enhancing the improvements in the system makes the system to reach its needs. The next phase in the cycle is to implement the system based on their finding in the first cycle of the phase. By implementing the newer method in the system makes you have a better feedback on the student on how they will react to the new methods that will be implemented and to find more flaws in the system that will be fixed accordingly to the needs of the system. Implementing a newer style in a system makes the clients to taste the new environment of the system and it will make them realize that by improving the system it will make the accommodation be nicer and good. The next phase in the cycle is to evaluate the results that have been gathered in the implementation process. By having the best result by the clients makes the new idea or a new problem that they will look on. Feedbacks are the best way to know the feelings of the clients by testing the new improve system in the school. I’m pertaining to the improvement of the enrollment system in our school as my own point of view. After the last step in the cycle if they have found another problem or a step in system that will have an improvement to make the cycle will be back on and it will start from the very start of the cycle and the cycle is made.

The next question in the assignment is how do we know it meets our needs for the university? Answering this by basing on my answer in the 2nd question make me think that it will meet the needs of the university because of solving the problem base on the findings of the investigation makes a lot of improvements to make to accommodate the students needs. By accommodating the needs of the student will make the university more responsive and productive. It will help the University to become a better University because in entertaining the needs of the student make the feedbacks of the student good and nice. With this the reputation of the University will be boost because more students that would like to be part of the student will take the feedbacks as a positive response for the question ano kaya ang enrollment system sa school na yan sana madali lng at hindi nakakapagod. Improving it based on the needs of the student and making the distribution of the work makes the system more competitive enough.

By bringing this positive info in the system of the university will make more people to curious how good is that system is and how they can manage such system even though it has so many population in that school. It is nice to know that not only in the excellence the University is reining but also in accommodating not only the current students in the university but also to the upcoming students because one of the most influential feedback would come from the students. The very important of all is to fulfill the needs of the student because the students are the reflection of how good the University is.

In my conclusion to this assignment is that there is so many system in a university that is implemented but the student has no knows that the procedure they were following is a part of the bigger system. It is not only the enrollment system or the student account management information system or SAMIS there are lots of system involve in the University. Like the grading system, finance system and more. But the one that I am explaining to you is the enrollment system because this is the most known system in every school. And this is the one that have best feedbacks of the student base on our experience in following this system. By improving this system will make improvements of the speed in enrolling in the University. No more lines that we will taste in the enrollment period equals to a better feedback to the University. Feedback is one of the bases too to known to the other youth that want to enroll in the University.

Life cycle of the system is part on the every system that is made to accommodate the needs of the students. By finding the flaws and the problem of a system it makes that the system is need to be improved and enhanced to cater the needs of the student. Improving the system makes new environment and taste to the client that is typically using it. More feedbacks give more idea on how to deal with the problem and how to make improvements out of it.

Basically, the needs of the University are how to accommodate the needs of their beloved students. That is the needs that they want to cater to the students in the University. By finding more improvements in their systems make them more competitive to the other University in the country. And by producing more excellent student makes them known to the country how good they will produce more promising student in the near future.

To sum it up, systems is very important in dealing with the works on the University because we all know that nowadays our world is evolving to a technology dependent system. All work must be converted to computerized work to manage and organize it well. But as we all know too that not all the work must be computerized because there is some work that is best to have it manually than to computerize it, base on the learning from the class because it involved the human emotions that the artificial intelligence cannot give to the client. It is better to live it one of the system to be a manually but the data that will be gathered must be store to a database. That is why University must have system that must be manually and technically made to accommodate the needs of the University and the people involved to the University.
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Gertrude_R_Cordero



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PostSubject: Assignment # 5   Wed Dec 21, 2011 10:38 am

Consider your school, how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?

In the University of Southeastern Philippines, there are plenty of strategies that was been implemented to aid the needs of its students, faculty and staff on its daily or timed routines. Routines can be considered as transactions which anyone deals with it, a step by step process just like making deposits on the bank, software installation and etc.

In the University of Southeastern Philippines, I could mention two transactions that has big impact to students, professors and staffs of the university, first is the online grade enquiry which enables the student to view its grades from its subjects taken from the previous semesters via online. The second is the enrollment system of the university which every student should deal every semester for the whole student’s residence in the university. Since these two systems that were implemented in the university made great impact especially on the students of the university so I will stick on these two systems.
So how do we know that these systems meet the needs of the university especially to us, the students of one of the prestige universities in the here in the Philippines?
Before I will try to answer that, let us try to know why there are systems like online grade enquiry and our enrollment system present in our university. Systems in information technology based on my own understanding, is the one of the output solutions for the problems that exist which can be solved through the use of technology for technology itself makes our life easier. Also, systems only exist if there are problems based on what I have learned from our previous assignments. The system aids the processes on the life cycle through its operation by faster data redistribution, consistent data storing, up-to-date information feeds.

As to what I have notice and in my opinion, the online grade enquiry was developed to help students in the way that the student could view their grades on their subjects online aside on what was written on their passbooks and in order to be sure that the student has their grades on the registrar whether the student passed or failed its subject. Based on my friend’s experience named Erwin Adesna which is also a student in USEP taking up IT, “kamuntik na siyang di ga-graduate ngayong darating na marso dahil mayroon siyang asignatora na bagsak ang nakalagay sa kanyang record sa registrar na na pansin lamang niya nung magcomply na siya ng mga papeles para sa graduation pero pasado naman ang nakalagay sa kanyang passbook at ang nakasama pa nun ay tapos na ang adding at dropping, so d na niya maa-add ang asignatora pero buti nalang pinayagan pa siya ng registrar”. Putting yourself in the scenario, you’re about to graduate especially in the Institute of Computing and it will be postponed just because of one of your subjects, isn’t it troublesome? You will spend at least another 6 months of residence in the university in order to take and pass the subject, another 6 months of seeing sir randy’s face but at least compared to the first this one could be better.
The system helps improved the cycle of enquiring grades in USEP as it should be in my opinion. By having the enquiring of grades online, it creates a new and more convenient way of accessing the student’s grades. It cuts the hassle and expense of the student on acquiring their grades. Before, in order for the student to know their grades on all of the subjects they have taken, they will ask for a certificate of grades in which the student will have to pay for it and wait for at least two weeks before the student can get it and if the student will just want to review its grades and nothing less to do with the certificate of grades, it will be a waste of money and time. So with the system implemented, it reduces the hassle and expense especially when the student would frequently online, the student will just access the site then enters the student’s information and in just few minutes the system will display the student’s grades. Also USEP is a state university, students in this university are “skolar ng bayan” – mahihirap pero matatalino. Most of the students have their allowance good enough to eat 3 times a day, 7 times a week. So let’s do arithmetic, if the student has an allowance of 100 pesos per day then we divide it by 3 equals 33.33 which is its budget for every meal good for 1 day but the student needs to know all of its grades, so he or she will pay for not less than 50 pesos for the certificate plus 20 pesos for the mail stamp, in result he or she will have to sacrifice 2 meals just to have its list of grades or just used the free internet in the university and browse its grades online which is convenient in terms of time and money, his or her allowance for food will not be sacrifices.
This system fits on to the university because as to what I have notice, the final grades that was passed by the professors to the registrar was not distributed every end of the semester to the students. Maybe in my opinion, in the sense that the students will go to their the professors in order to get their grades on the subject the professor have handled and write it on the student’s passbook, their it will be no means for sending the final record of grades to the student because it will be redundant. But this method creates problems when it comes to the reliability of the grades that are in the passbook because just like on Erwin’s case, his grade in his philosophy subject was marked as passed but in the registrars records is failed and the registrar’s record will be followed and not on what was written on the student’s passbook for it may be tampered or falsified. Also, the hard thing that happens is that his professor on that subject has already retired, so he cannot appeal his case to his professor.
It is undeniable that some but not all professors in USEP especially during the end of the semester are very hard to find in their office, maybe because the students were after them to submit their late projects or ask for their grades or to make “pakiusap” – alam na kung anu ang ipapakiusap (HeHeHe). In relation to the scholarship renewal of some scholarship grants on the university, one the requirements is that there will be no “BAGSAK” on the subjects that the student took during the current semester so the list of grades is needed as proof. So instead of hunting for their professors to get their grades, if the professors have submitted all of its student’s grades to the registrar since the system were integrated to the database used by the registrar, the student can now create a printable file and have it verified. These was been told by my board mate which is a nograles scholar when he was to renew his scholarship.
So how do we know that it meets our needs as students in USEP? Well, new cycle that was created with the use of the grade enquiring system serves as an intermediate solution to the current grade enquiry process in the university. It reduces the effort in both the students the staff on the registrar during enquiring and providing list of grades. It is our need to know our grades and the new cycle overrides the old cycle of acquiring student grades by providing that needs of us in much faster and convenient way with the use of internet.

The second one is enrollment system of the University of Southeastern Philippines. This meets the needs of everyone (basically) that wants to have quality education, to be passed on the admission test set by the university and to be enrolled in the university. And to be able to be officially enrolled in USEP one must have unwavering patients and perseverance or else one cannot be officially enrolled. So let’s trace up what are the processes one should take. First, before the official enrollment schedule arrives the university posts its information materials about the enrollment process in order for those who are new in the university to know. The need to know. Hmm, checked! It is a good thing that information should be delivered ahead of time for everyone to know and to be prepared – requirements. When we talk about requirements, if the student is not new in the university, the student should secure student clearance which is a requirement for getting Pre-Registration Form aside from other miscellaneous receipts. No fuss if the student has no balance on its tuition fee and if the student’s library card was validated, its clearance will be signed immediately. After the student has its clearance cleared and has the other requirements, he or she will be given the PRF to write his or her subjects to be enrolled. Also, advising in Institute of Computing was separated by year level and has its schedule and assigned professor to conduct advising. By processing the advising in this way, it reduces the waiting time for every student and to distribute the work load the faculty evenly. During the enrollment period on USEP, time is the most critical aspect of it, so in every step throughout the enrollment, the student should utilize each time he or she has in order to be officially enrolled. Actually there are no problems with regards to the processes on the college offices, only when it comes to the payments and the submission of the requirements on the registrar. The queuing system that was implemented on the cashier and to the registrar was specific to USEP – worst. Even though different strategies that were implemented on the previous part of the enrollment process on USEP, the latter part (on the cashier and on the registrar) makes it all useless. Actually, the registrar tries the queuing system that every student that has transaction on the registrar will be given priority number but that never went well and only makes the transaction processes in the registrar difficult due to those will rush into the window because their number is up yet they are not around and then ask to be entertained. But despite of that, I appreciate the system that was implemented because there are no repetitions on every transactions phase – straight forward, di bali nalang kung tatatanga-tanga ang studyante like his or her temporary enrollment form doesn’t have the encoders signature on it. Before the cashier or the bookkeeper would accept the temporary enrollment form he or she should go back to his or her college to affix the encoder’s signature on the temporary enrollment form. This life cycle that was on the enrollment system in USEP is the same as the waterfall model in system development. Each process throughout the life cycle should be done sequentially in order to proceed to the next step because for every step produce results that are needed to the next step.

Conclusion
Different problems require specific solutions. We could say that cycles or processes are especially developed for the university if there are problems that are unique and not related to each other and are dealt accordingly though the cycle which a solution could be an automation of certain transactions like in the enrollment process on the university like propagation of enrollment forms through electronic media which happens after encoding of the students subjects on the college office. In this way, the students don’t have to carry extra sheets of paper to the cashier of to the registrar. Or it could be still manual like by assigning every college into a designated window in order focus the personnel on the specific college and be able to advice the student or the group if there are possible problems on their enrollment transactions. For example, a group of 1st year computer science students would want to open the subject programming 1 on the second semester of this school year but they still don’t have a professor, so the registrar could ask those who fall in line in his or her window who are those students that are included on the reopened subject and could tell them at once that they still don’t have a professor so they should provide it first. Or a major subject on that course was already closed, the window attendant could ask for those students that fall in line in his or her window who are those students that will enroll that subject and tell them at once that the subject was already close. The life cycle of the enrollment system on USEP in general works okay if we will just stick on it main objective – to conduct the enrollment process and to produce results, but through the process there are aspects (human) that would cause problem’s which are not predicted during its analysis and design phase. Like attitude on the students, even to yourself you cannot keep your patients if you are falling on line that reaches to the second floor.
On the grade enquiry cycle, the one that is implemented on USEP specifies on the necessity of the USEPians to access his or her grades anytime especially during the end of the semester unlike to other schools in which their grades are sent in their home address via letter. Also, the parents of those students that was on the province could access the site since it is a web-base and then verify any time if ever their son or daughter is really goes to school by checking theirs son or daughter’s grade and the last time their son or daughter have enrolled because once my board mate told me that his classmate’s board mate doesn’t go to school for almost 3 years but still pretends to his family that he went here in Davao to study provided with tuition and monthly allowance. With this system implemented, it would be beneficial not only to the students but also to the parents as well.

In the sense that through the development of the system and other components that it supports or supports it has undergone, if it is properly planned and analyze, there is no way for the system and its components not able to meet the needs of the end users. Just like an ice cube, it won’t formed into a circle after the water is purred into the “humalhan” that is cube shaped. Eventually, the system and its processes should fit as to what is designed for and will meet the requirements set by the problem sets and the end users or else it would be useless and instead of providing help to the end users thus it will result into much greater problem than the establishment had before.
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Alvin Mark Cabeliño



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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Wed Dec 21, 2011 10:40 am

University LIFECYCLE
To provide programs of instruction and professional training primarily in the fields of science and technology, especially medicine, fisheries, engineering and industrial fields. To promote advanced studies, research and extension services and progressive leadership in science, agriculture, forestry, fisheries, engineering and industrial fields and other courses needed in the socio-economic development of Mindanao. To develop courses at the graduate level along the fields of specialization and to respond to the needs of development workers in the academic community. To provide non-formal education and undertake vigorous extension and research programs in food production, nutrition, health and sports development. To offer scholarship and/or part-time job opportunities to deserving students from low income families.
These are the aims and up words of the University of Southeastern Philippines towards the dream of becoming a premier university in the ASEAN Region. As a part of the said battle for excellence, I as a student will try to figure out something about the lifecycle of the undying process and life of being a student here at the university, this is what we called, enrollment. When we talk of life cycle, it has lots of derivation. Examples, like biological life cycle which talks about the life cycle of people. Another is the life cycle of the animal which talks about the life cycle of the animal, of how they become like that and this. Those things are just one of the happenings that we can see that we are really living in this universe. Not only living things can have that kind of cycle, even the non-living things could have it. Just like a caterpillar that turns out to be a beautiful butterfly, no wonder at the later ages, the university will be reaping its ambition.
Well, each university/institution and all other establishments have life cycle which it gives them the reason why they build that kind of thing. Something that they want. And in case of university, like my school USEP, we know that it is a government school which means all that what is needed is from the government. One of the goals of the USEP is to produce globally competitive and morally upright graduates. From that goal alone, we can say that in order to attain that goal, the one who want that kind of thing should give an effort in making something really important so that it can be a successful one. And having those goals would mean that everyone should work hard to achieve the said dream. The university enrollment system is but a difficult system to consider. More protocols are said to be followed and will depends on the department you are into. A department will have its own values and instructions depend on the needs of the students for education.



THE PROCESS
For the enrollment process, a student must have the following if he/she is a first year student of USEP. Must have Transcript of Records from High School, Form 137 or the Class Card where grades are placed. An ID picture, medical certificate, plus the unforgettable USEPAT result for the validation that you can go on with your studies at the university. After the said requirements, students can go directly to the preferred colleges he/she wants to. On that process, certain process such as interviewing is the fundamental basis of evaluation. This evaluation will be a basis that the student can go on with the course they like. After the interview, students are redirected to a place which is called as encoding place. First year students are advised by the adviser to take up 24 units per semester as long as it will help a lot of students. Analysis wise, it’s not hard to follow whom ever it may be. Just like any other colleges, you should be here to validate you scholarship 29295141818000.
Another thing that needs attention is the evaluation process. Evaluation in which it evaluates day by day to be updated on what's the latest about the university. It is determining whether the university still obtaining and maintaining and still meet what's created. If it still inline with the goals that want to achieve. And If I were to ask if it meets our needs, I think it's in the middle. Meaning, it maybe yes or no. Yes, for I can see that from the goal, that is to produce competitive graduates, lots of graduates and we all know that not all graduates find their job. And I think, some graduates are just graduated because of something fishy Well, what I feel is that the university is still in the process of meeting and attaining those needs of the people in the institution.
STATE U
As a state university, primarily the University of Southeastern Philippines is a big government institution that provides big range of services may it be to students, staff, and employees and also to others. With that, it needs or requires a big real time system that could be adaptive to any changes that may occur or imposed from time to time. Being a university type of institution, the crucial parts of the system are the data, records or accounts, the system governance flow, and the management which must be taken care of seriously. Since it caters educational related professions, it is expected to last for a long period of time be it in a number of decades or century. An exclusive system for the university itself must be able to support the university needs and that would last up to the university’s existence. In addition, being a great university would mean a lot to everyone that’s why the University of Southeastern Phil. can make everyone happened.


ENROLLMENT NEEDS
We can tell that it meets our needs by showing us the possibilities that this certain needs are possible to achieve in an organize and simple manner. It must address and fixed our problem as a student and if the system can satisfy the student then I must say that it meets our needs as a student. The only way to know that it address our concern is it must provide solution because the life cycle is not only a process but also a solution to the problems and complains. I want to make the enrollment system as an example again on how did it meets our needs as a part of life cycle. In enrollment system, the school provide an adviser in every college to advice the student in the subject and enrollment matter, they provide encoder to encode our subject that we will be taking, they provide cashier and students account to handle payment, they provide registrar to validate us and register us a certified student of USEP. All this process provides us a way to be able to enroll in the university and for that, it provide and meet our needs to enroll. All those process are instruction that allow us to be a student and validate our presence in the school.

STUDENT NEEDS
By bringing this positive info in the system of the university will make more people to curious how good is that system is and how they can manage such system even though it has so many population in that school. It is nice to know that not only in the excellence the University is reining but also in accommodating not only the current students in the university but also to the upcoming students because one of the most influential feedbacks would come from the students. The very important of all is to fulfill the needs of the student because the students are the reflection of how good the University is. Therefore, it is the students that must be the center of purpose and development for the universities sake and concern. Since it’s an establishment for education, no wonder, students are the pre dominant living creature who can make everyone possible up to some limits. Grading system is one of the main concerns of the student’s over other things in education. Since it’s the basis for passing the course students need no to be here and make everything just to get the grades from the teachers.
IMPLEMENTATION
Implementation takes place wherein students are now using what is created and that is curriculum to every department. You can determine here whether it was successful or not by what is said from its goal. To produce competitive graduates. . The university gets first into analyzing what are the things to do to obtain what is needed to attain and that is from the objectives, goals, vision and mission that they think the best thing to do. After analyzing, there comes the result, the different curriculum for every college needed. At the end of the rope, it is us, students who will be the front liner on making the lifecycle last for quite sometime. It is us who will be the main tool for the development of new cycles especially the enrollment system that seemed to be the problem of the university as of now. Therefore, IT needs more students participation to really make a break through with this topic. Implementing is next given to testing. After it was tested, if it is ok then why not implement it. In the case of USEP, implementation takes place wherein students are now using what is created and that is curriculum to every department. You can determine here whether it was successful or not by what is said from its goal. To produce competitive graduates.
CRITICS
Another thing that needs attention is the evaluation process. Evaluation in which it evaluates day by day to be updated on what's the latest about the university. It is determining whether the university still obtaining and maintaining and still meet what's created. If it still inline with the goals that want to achieve. And If I were to ask if it meets our needs, I think it's in the middle. Meaning, it maybe yes or no. Yes, for I can see that from the goal, that is to produce competitive graduates, lots of graduates and we all know that not all graduates find their job.

CONCLUSION
On the foreground of development and aiming for excellence, the University of Southeastern Philippines must be engage into different cycle in life to be become a fully grown university that will cater such enormous needs for student’s welfare. Thus, making things easy, addressing this comfortable situation to the students it will be a great help to survive and be a globally competitive citizen in the future.
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Joseph Jorge Repaso



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PostSubject: how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?   Wed Dec 21, 2011 11:31 am

In our school, University of Southeastern Philippines, and at some point in the past a wonderful new system was introduced into our school. May be a computerized enrollment was introduced. Each student at that could be happy because of the new system. The school could see the improvement. The new system becomes more convenient to use. It is the solution of what the students need. After a few months, it may easily adopt by the students and for how many years, this system becomes stable for the school. As time goes by, people moved on. The generation changed. The population of the students becomes bigger. The wonderful system in the past began to show his oldness. Its enrollment system in the past could not meet what it needed in the present time. The capable of enrollment system in the past, does not meet of what it needed today. Also, the people who are using the using the system have more complaints than the recent years. The problem of the system arises. It was time to change and have a wonderful system again. This is why we have life cycle developed in our school.

For me, life cycle of a system is consisting of processes in which it will replace the old system to new one. There should be a life cycle involved in making a system because it helps to solve the problem of the old system and it is easy to understand if using a life cycle. In our school, let us have an example on our enrollment system, the older one and the newer version or the existing enrollment system. In order for an old system to replace a better one, there are some reasons or a problem that arises. The old system may no longer be suitable for its purposes. Back in the time the old enrollment system was created, before only a hundred students who were going to enroll in the school. But in the presents, thousands of students could be enroll in school. May be, the old system does not have enough memory to save all the information of the students or may be the system is going slower and slower to process because of its number of students store now in database. On factor also to have a new system is that the language that was used or the hardware that was used need to change or update it. It is very important to have an updated language used because it talks about the security of the program and the flexibility on it. On the hardware side, it is important to have a hardware that has a bigger capacity to save all the information of the students. Another factor also is that it is hard for the school to maintain a system because of its expensive to maintain. There are some systems now that does not need much money to maintain a system.

It is very important to have a life cycle in a system because changing from one system to another is risky. That is why it needs a lot of studies, planning and analyzing. Life cycle consists of a several stages that take the system from its very first stages to the final outcome of a fully working, fully integrated system.

There are a lot of systems found in the University of Southeastern Philippines but the most common system that a student should undergo is the enrollment system or the student account management information system. This information system is very important for a student because this is the system where all the information of the students is stored, the basic information of the students, the subjects of the students. As far as I know, the enrollment system before is done manually. All the transaction is done by people to people. But we are in the world of computers, which is why the old version of enrollment system has changed to a newer one. It involves now with the help of computers. It changes the old system which is done manually to a new one which is now computerized.

In student account management information system, there are steps to follow before you are official enrolled student. There are steps to follow I which the process will be organized. But before the enrollment system, you must have all the requirements needed before you can enroll. You should have cleared clearance, all the receipts and most especially, a complete set of grades from your previous semester. If you have all the requirements, you are now ready to advice. In advising, it is not good to done it computerized because in a system there should be a conversation from person to person and this is the right process to do it. The adviser can also give advice to the students regarding to his or her subject. Also, advising is done by college. In institute of computing college, the advising is done by year level to minimize of having a long line and students will wait. In other colleges, they have their own strategy on their advising. The students will present the required requirements to the adviser and the adviser will give you the subjects that you can get in a semester. After that, your adviser will give you your PRF or pre reg form. In this form is where you put all the schedule, subject code, subject description of all the subjects that your adviser allowed you to get in a semester. Also basic information of yourselves is needed in the PRF. The next one is, if you are a scholar, you need to verify your blue card in order for the scholar to renew them. There are a lot of scholarships given to the students of USeP. Some of the scholarship program offers are, Nograles scholar, Garcia scholar, DOST scholar, academic scholar and many other scholarship programs. In order for the scholars to be renewed, they need to have all the requirements needed. The most common from all scholarship programs is certificate of good standing in which you can get to the office of the student services or oss. After you have verified your blue card, you can now proceed to the encoding. If you are not a scholar, you can proceed to the encoding. In encoding, this is where all the subjects will be encoded. This is where you pass the prf given by your adviser. Based on the PRF, the encoder will only encode on what is on the PRF. For scholar, you should attach the blue card for the encoder to know that you are a scholar. After the encoding, you will be given a temporary copy of your Certificate of Registration or COR. After that, if you are a scholar, you will proceed to the students account to validate your scholarship. In students account, you will give the temporary cor and the blue card. The blue card only will give back to you. If not a scholar, you may proceed to the cashier to pay your accounts. You need to have the temporary cor and especially money to pay in the cashier. The next process and the last will be at the registrar. At the registrar, you need to pass all the requirements to the registrar, all the receipts, the clearance, and also your id to in order for your id to be validated. You will pass all the requirements and after that, you will be given a certificate of registration and saying that you are now officially enrolled. This is the process of enrollment for the old students. It is easy to describe but sometimes it takes days before you can be an officially enrolled students. For the new and transferee students, first, the student will take the usepeat exam and register online at the official website of the school. After the student pass the exam, he or she will go to UGTO or University Guidance and Testing Office. They will encode the student information and also they will assign an ID number for the student. After that, if the student is a scholar, he or she will go to the OSS. The student must pass all the requirements needed and must get and fill up the scholarship application then wait for the releasing of scholarship cards. After that, the student can choose whether he or she will enroll on ROTC or CWTS. He or she will go to ROTC or CWTS office in which they will register there and they will have the assign sectioning of CWTS or ROTC students, then their CWTS or ROTC slip will be released. The next step is they must go to their respected college and present all the enrollment requirements. But before they will present all the requirements, the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After, they must go to their assigned adviser for advising for subjects so that they can get and fill up the pre-registration form. They will be given all the first year subjects. After the student fill up the pre reg form, they will go back to their adviser to have the adviser signed the PRF and ready for encoding. The students will proceed to the encoding for encoding the subject. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Then the next step is the student will go to registrar’s office and submit the enrollment requirements. The requirements needed are the following: the Form 138 or a high school card, the Certificate of Good Moral in which original copy is needed, the prospectus of the enrolled course, the Medical certificate, the Photocopy of NSO Birth certificate, recent 2x2 ID picture in which it must be 2 pieces, the USEPAT entrance exam result, the Admission slip, a Long brown envelop, the Official receipt of tuition and other fees. Then after that, the official COR will be given to the student. That is the process for the new students.

It is easy to say and describe the process in enrollment system but as what I have a while ago that it may be should take days to complete all the process, it is because of long line. Another thing is that each year level has its scheduled day of enrolling. The problem that occur there is that the previous year will not finish on their specified date. And they will come back the next day in which hindi na nila panahon para magpa enroll sa kadahilanan na other levels is assigned in that day. One factor that cause the delay is late releasing of grades. It will be a waste of time in enrolling. Instead of proceeding to step one, they can not proceed because lack of grades. One problem that occurs is in the cashier in which they will pay their tuitions. In cashier, you need to wait in forming a line, and wait for your turn. Other people can not wait for their turn. Ang ginagawa lang nila ay sumingit ng sumingit. There is also problem in registrar in which there is a priority number given to the students. And the problem to that that giving of priority number is not in order. Anyone can be first and last, if they have the priority number. There is one time in enrollment that each college has their own table on college. In that way, you do not wait for long because there is a specified table for each college. But now there is only on lane for the whole students and wait for their turn.

I can say that the life cycle was developed specifically for this university because the old system has improved. It changes manually to computerized. Before implementing a system or a management information system, you need a thorough planning and analyzing the problem. In planning the system, you need to know the main problem of the system. There some factors that could go wrong in planning an information system. Factors are how the client explained the problem. If the client does not explain clearly the problem, the system analyst needs some time to analyze the problem. Based on what the client said, also system analyst can have a solution based on what the client and may be it is not the best solution to the problem. Say for example, the student account management information system, it went to a lot of research and planning before it was implemented. There a lot of factors that they need to focus on. Just like converting manually to computerize. The enrollment system undergo a lot of phases in the life cycle in order for the system of what to improve. Implementing a newer and improved system may be will meet the needs of the students.

There is a question in this topic in which how do we know it meets our needs for the university? I can say that it meets the need of the university. Every university out there has its own style in enrollment system. I can say that it meets our needs because it solves the problem based on the old version of the enrollment system. It also transforms the system from manual to automation. It helps a lot of converting to automation because all the data is saved in the database. And it is much easier to search a certain file if it is on automation. It helps also that the people who will be using the system have an easier work than the previous system. Also, it helps to connect from other departments of the school. There may be a problem in the enrollment system but the important thing there is that it meets the needs of the university and the students.

To sum it up, having a system in a university make it a more competitive one. There a lot of system in a university and needed to analyze each system in order for the system that needed to improve or just a maintenance on it. In our generation today, we are now live in the world full of technology. Also the existing systems in a certain schools, needs to be update and somehow some system needs to be converted to computerize in order for the system to be more flexible and it is easy to use and can help a company or school to be more competitive. I learned also from our class is that not all existing system needs not to be converted to computerized. There is some system that needs the interaction of people to people. In this way, human interaction occurs. Our emotions cannot replace by any means of artificial intelligence. This is what we called peopleware. Also having a computerized system helps in saving data and information. It helps a lot in everywhere.
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kevinmendez



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PostSubject: Assignment 5   Wed Dec 21, 2011 11:51 am

In assessment number 5, we need to consider our school which is University of Southeastern Philippines of how do we know that the life cycle was developed there, and also how do we know if it meets our needs? Well, in answering this question I refer it from my previous assessment for the system development model’s framework which is the Waterfall Model for the cycle that out university has. Yet, waterfall model is the basis of other system to have a progress for model’s framework. Upang matukoy nang maigi ang Waterfall Model, ay mariing ibibigay ko muna ang kaangkop angkop na definition nito, ito ay isang chronogical software development on which it can be seen tulad nang isang pinong tubig na umaagos pababa na hinahalintulad sa isang water falls. And because it so sequential and flowing in an organized manner, so this model passes in different kind of phases. There is a process on which the Waterfall Model has, on which one should move sa kasunod na phase only if the preceding phase or process ay kompleto na at perpekto. The consequence of discrete, and walang pag-iskip sa kung saan man parte ito o ang pag-exceed between them are the developments of every phase in the waterfall model. Nowadays, many professionals that see this approach as rigid in particular. Ang modify and edit or develop sa waterfall model has been created all throughout the years. Moreover, new variants of the model have been emerged. However, how many years had passed, ang waterfall model ay nagawa sa kapanahonang iyon ni Royce. Royce did propose as the popular named “The Waterfall Model” na pangunahing konsepto. According to Royce, he said that the model he had created was flawed. However, time passed and then his documentation and supported facts about these matter ware explored by others kung papaano madevelop ng maayos ang waterfall model to an Iterative Model. Kung naguguluhan ka kung ano ito, ito ang modelo na may ibang method of effective structured system development model. Maraming mga feedbacks, reviews and comments sa kanyang mga ginawang mga theorya tungkol sa waterfall model. Lalung-lalo na sa kanyang mga nagawang dokumentasyon kaukol nito. And one of the feedbacks is that it comes from each phase that influences the previous phases, which is the same and comparable to other system development models. Yet, this models is used widely and highly regarded by many in the current days. Even if the intention of Royce of his waterfall model idea is good to have a better and improve changing model which is Iterative model, the Waterfall Model is still widely use in the present because of its purely sequential and effective chronological process. And the structure of Waterfall Model in software development ay palaging ini-rerefer to any other approaches to software creation which is seen as inflexible and non-iterative. Despite those obstacles and problems th waterfall model engaged by always been attacking of how many years for being too unrealistic when it comes in meeting the needs of the clients quickly and easily. Moreover, having the theoretical basis for other prosesong modelo o process models because it is for the closest resemble of generic model for improving and developing software. May mga phases ang water model, these are the following phases, and it is sequential order, first is Requirements Specifications, System Design, Implementation, Integration, Testing, Installation, and Maintenance. The Requirement specification phase, it captures all possible requirements of the system to be developed and improved. Ang lahat nang requirements na ito on which it must be gathered from the end user (who will be using the system) at the start of the software development phase, peru ang mga requirements must have some set of functions and constraints that the end user expects from the system. Pagkatapos mangalap ng mga information o mag-gather ng datum, ang mga requirements are analyzed for their validity whether it is valid or not or available or unavailable. And also studied for the possibility and probability of incorporating the requirements in the system to be developed and improved. At ang panghuli, ito ay ang creation of a document of requirement specification which serves the purpose of guideline para sa nasabing kasunod na phase nito.

Peru ang ibang sources had a statement that a System Conceptualization ang pinakaunang step para sa prosesong ito because it refers to the consideration of all aspects of the targeted business or companies’ function or process, with the aims of determining how each of those aspects relates with one another, and which aspects will be incorporated into the system, and the extensive communication between the customer or client and the developer is essential or very important. Nang dahil dito, the first step is mainly the job of a system analyst na napakahalaga sa ganitong aspeto. The purpose of his profession in a team project of collecting and gathering ng mga facts and detailed information and datum. In addition to that, ang pagkakaroon ng matinding analysis on the gathered data with the aims and goal of determining and defining how these requirements and issues will be accommodated in the system. At ang pinaka-unang proseso nang waterfall model is very crucial in the hands of the system analyst and project manager because ito ay ang foundation of the software development, and for some instances that the system requirements they have gathered are incorrect or didn’t meet the needs of the customers or client. And next is, they proceed in the next phase kahit na hindi kompleto o perpekto for gathering and analysis of the system requirement, there is a case on which in the earlier part of the doings that there is no sure for having the proper output of making the software development and then it leads to project failure para sa grupo. In this case, waterfall model is very important of having a perfect na pagsisimula sa isang phase bago simulan ang susunod na process para walang aberya mangyayari sa project at tuloy tuloy na ito sa tamang proseso o daan sa pagtatapos nang software development. Napakahalaga sa aspetong ito, na lahat ng kalahok sa grupong sotware development ay mapag-matyag at mapag-obserba para matukoy o malaman kaagad ang problema sa simula pa lamang. Kung may ganitong karakteristiks ang mga tao sa isang grupo sa pagdevelop ng software development, malamang ay successful sila at the last and final phase of the project. In the System and Software Design, it is really essential in understanding the requirements well of the end user and having an idea on how should the end product looks like before starting the actual coding phase. Knowing it first is very important, and maintindihan mabuti anf problem and sample output’s client. Ang pinaka unang phase of requirements specifications are studied in the second phase and a system design is prepared. System Design ay nakakatulong to define the overall system architecture, and specifying hardware and system requirements. The specifications of system design must serve as an input for the next phase. Kinakailangang mabuti na maidentify ang mga detalye on how the system will be constructed to perform necessary tasks after the requirements have been collected and analyzed. Thus, the System Design phase is focused on the data requirements, and software and interface construction. Ang basehan ng second phase’s success depends on the completion and perfection of the first phase’s requirements gathering and analysis because the design is mainly dependable kung gaano katama, akma o accurate, and also how worthy the data gathered from the sources. Designing a system maybe difficult if the gathered data is inaccurate in some reason that limited resources or limited information with the system analyst’s lack of responsibility in working his tasks. Ang kasunod ay ang Implementation phase, the actual coding is started here. Dito nagsisimula ang lahat, and the work is divided in modules or units after receiving the system design documents. The system is the first to be developed of one small programs called units. Units, which are integrated in the next phase. Every unit is developed or improve and tested for their functionality and it is called unit testing. The purpose of unit testing is to verify if the modules or units meet their specification or not. Ang implementasyong ito ay ang phase na kung saan it can also be called programming because this process is mainly worked by coding all those design presented using any programming languages like java or c++ and etc. It involves the creation of the system software. All those requirements and systems specifications are all translated into machine readable computer code from the System Design phase.

In the coding phase or implementation phase, one of the important phases in the software development. Yet, there are lots of individuals must be grouped in this process because of the complexity and kalakihan ng project of the process that must be worked out, but it depends on the system they are working with and the skills of the programmer possess kung gaaano ba sila kagaling o madiskarte. Well, and also the programmer must always interact with the designer to make their work complement each other because having misunderstanding with their works may cause major disaster in the software development and may also cause of wasting the important time they might use in creating and implementing the desired design. Kung hindi nila makipagcommunicate ng maayos sa isa’t isa ay maaring magkakaroon sila nang communication breakdown. At kung magkakaroon ng communication breakdown ay napakatinding abala ito para sa ibang kagrupo sa trabaho na team project kung tatawagin. Kelangan din ang matinding team spirit sa parting ito nang sa ganuon ay magkaroon ng epektibong output para sa mga kliyente. After creating and implementing the designed system, it is important to have some testing of the coded software to ensure that the system created is working well. Try and try until it works successfully, and test and test over and over again to have the correct output. Testing and also detecting some bugs and errors in the programmed system are also important because working a large system might encounter some technical errors due to overlapping statements and functionalities in the program. In Integration and System testing, it is first divided the system into units which are developed and tested for their functions. After that, the units will be integrated into a complete system during integration phase and have some testing to check if all modules or units can coordinate each other, and the system as a whole behaves as per the specification. Pagkatapos ng napaka successful na testing and error checking, at ito ay wala nang mali pa sa pag- test sa mga softwares, then it is finally delivered to the client or customer. Testing has generally focused on two areas. These two areas are include the following: internal efficiency and external effectiveness. The external effectiveness goal is to have verification on the software if it is functioning according to the system design, and that it is performing all the important functions or sub-functions. While the internal efficiency goal testing is to make sure that the program codes is standardized, efficient, and well documented. Nang dahil sa iterative nature, internal efficiency testing can be a labor intensive process. Then, ang pinakahuling step ay ang waterfall model is the maintenance phase, and the operations and maintenance phase is the phase of the waterfall model which is virtually a never-ending phase. All in all, ang lahat ng mga problema na maaring makita sa paggawa at pagdevelop ng system, ngunit hindi ito nakikita sa panahong development life cycle, ay maari lamang malaman at makita pagkatapos nitong i-deploy at gamitin ng mga customer kasi hindi lahat ng mga problema maaaring mangyari ay medaling madetect habang pinaplano at ginagawa pa ito bilang isang proyekto. Kaya ang mga isyung nauugnay sa isang system ay maari lamang masolusyunan kapag ito ay pagkatapos maideploy ang system. The problems are not all come into picture directly and easily but they arise from time to time and need to be solved as fast as possible, that is why this process is called maintenance. Ang pagmamaintain ng software ay mahalaga din sa bawat phase na ito. Maintanance is also modifying over and over again to have a better and improved software systems. Sa lahat ng system that have created in any individual, establishments, companies, and organization, there has always been a maintenance process in the software system they are using because of the reason that there is no perfect software system that a man had created in the technological age, and every devices, every software we are using must have a maintenance in its lifetime. Technology is changing every moment, therefore maintenance is very important. May mga advantages sa paggamit nang Waterfall Model in the software development, one of it is that the work and control in the waterfall model has a clear compartmentalization because it is easier to set schedule for everyone’s tasks to be completed within a specific period of time since there is a compartmentalization. Ang isa pang advantage nito is that the waterfall model if the work of the particular phase has over after it was done working, it is the time para makapagsimula sa kasunod na phase of the model. Because of it, there is no overlapping of every phases or the product does not need to have to go through different iterative steps. And most of the time managers are prefer to use the waterfall model in their software project because it is the easiest model to use and to implement due to its linear model. Thus, the managers are like to reduced in a large extent the cost of its resources because the processes of the waterfall model are carried out in a linear manner. This in turn ay nakakatulong nga malaki in reducing the cost of the project considerably. Ang pinakahuli-hulihan is the creation of documentation and running a test happens at the end of each phase, which in turn, helps in maintaining the quality of the project. Kung mayroong advantage in using a waterfall model in a particular system development, then mayroong ding some disadvantages with the usage of that model. Isa sa mga disadvantages is the time consuming of gathering in all the important requirement specifications and the analysis of all the data, because it is very essential to collect and gather all the possible requirements in the process of requirement gathering and analysis phase in order to properly design the system, peru hindi lahat nang panahon is that the requirements are received at once due to some lack of cooperation of some end users or customers. Kadalasan , ang requirements na kelangan para gather o collect galling sa mga customer ay pwedeng mailagay sa listahan kahit pagkatapos ng end of the process of requirement gathering and analysis phase na makakaapekto sa system development process and the success and development of solving the sa negatibong aspeto. And also, kadalasan sa mga programmers na nakaka-experience na gumawa o lumikha ng database design ay nakakaexperience din with this kind of problem arising from not well planned project and one of it is the problem in the early phase are never been solved completely during the timeline of working that phase. Lastly, it is a fact na maraming mga difficulties at problema sa particular phase na hindi nasosolve and move to the next phase of the process because ang nakikita lang nila ay ang mga problema and errors of the previous phase when there are some mismatch and flaws of the two phases. At ang resulta nito ay halatang-halata na not good ang structured system design inside and outside nang dahil sa hindi lahat nang problems are related to that phase are solved during the same phase. Yet, the other reason is that the project is not partitioned in every phases in a flexible way because of its linear manner. Kaya nga ang pinili kong sulosyon para maresolba ang mga problema tungkol sa mga problema sa unibersidad, kayaga ng kabagalan ng enrollment system, ay ang paggamit ng waterfall model kasi ang mga process nito ay angkop para sa unibersidad. Kasi ginagawa ng waterfall model ang striktong pagpaplano sa mga problema at masolusyunan kaagad ang mga nakikitang depekto sa sistema.

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Michael S. Palacio



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PostSubject: Information Systems in the University   Wed Dec 21, 2011 12:03 pm

The Need for Information System
Now that we are in a great age of technology where information can be gathered anywhere, many businesses and organizations take advantage of all these free and accessible knowledge. With these, businesses needs and get to become more competitive to each other. They do this by solving all of their problems and improving the efficiency of all the processes the business undergo. And one of the methods to improve the efficiency of a business task or process is by translating business process to information technology done through with systems development. The result of systems development, which as what information specialists and computer literates all know as information system, is the solution to those business problems that really needs to be addressed for the business to become more successful.
When we talk of business, it is everything that deals with the circulation of money. And I think, almost all the things in the world involve money, which includes the schools and universities. The universities’ main goal is to educate people, but to do that, they still need to have the financial support from the government or from the students themselves for them to continue learning. Money is needed to have the facilities and resources needed for the students to learn in school. As we are now studying in a premier state university, University of Southeastern Philippines attracts a lot of students due to its cheaper tuition as a result of the support by the government. In USeP, there is really a large population needed to be managed well, which is a very hard task. To do that, the university must have systems that must be really good and capable enough for it to satisfy the needs and wants of each student of the school.

Information Systems in the University
There are a lot of information systems found in University of Southeastern Philippines; and one of the systems that students directly deal with is the Student Account Management Information System (SAMIS) or more known to students as enrollment system, which is actually the process as what Dr. Randy Gamboa said in our class discussion one time. The flow of the Student Account Management Information System or enrollment system in USeP is actually just simple – simple in a way that you just have to do this or that, go here and there. To understand more about the process, here are the following steps of the enrollment process:
1. Scholarship Renewal (for scholars only)
o In this step, students with different scholarships go to the Office of Student Services to have their ‘blue cards’ be certified as renewed in their respective scholarships. Different scholarships, such as Nograles, Garcia, CHED, and DOST, have different ways of renewing the scholarship of the students. The common thing is that they need their blue cards signed or certified by Prof. Susan D. Villarente, the OSS Director.
o This step is one of the most hassle steps of the enrollment process, for there are also a lot of students who have scholarships. I think that three fourths of the population of USeP is scholars, and most of them are Nograles and Gracia scholars. With almost the same process to get renewed in OSS, a very long queue would really make a student lose the patience and get frustrated with the slow process.
2. Payment of miscellaneous fees
o This is where students pay their fees on different academic clubs and organizations, local council, and the school publication.
o This step is the first for those students who do not have any scholarships. But for the scholars, in actuality, paying of the different fees could be interchanged with the renewal of scholarships in the Office of Student Services.
3. Advising
o Advising is the step where the students go to their respective colleges and approach their corresponding adviser, which depends on the year level of the student. In the Institute of Computing, and probably also to the other colleges, the student gives his or her passbook to let the teacher encode the grades to his or her records. The adviser would then tell the student which subjects to enroll and not allowed to enroll. Then the student would be given the Pre-registration Form or PRF to write the subjects and the schedule. He or she would go back to the adviser to check the subjects written by the student and to verify if the subjects written are allowable to enroll. If satisfied, the adviser would then sign the student’s PRF.
o Students cannot be advised by the adviser if he or she cannot present the official receipts from the payment of the miscellaneous fees.
4. Encoding of Subjects
o This step is the start of the raw data being entered to the computer and being processed to become information. Each college has its own encoder so in this step, there is no really hassle. In the Institute of Computing, Ma’am Jo encodes the subject by entering the subject code. The system then automatically loads the information about the subject and the schedule assigned for the subject. When the encoding of the subject is done, the encoder would then print the temporary Certificate of Registration (COR) that contains the subjects enrolled, their respective schedules and room assignments, some number of units, the and the fees to be paid.
o Encoding of subjects cannot be done if the students do not present his or her Pre Registration Form (PRF) and the certified blue card for the students having scholarships.
5. Bookkeeper (for scholars only) / Cashier (for non-scholars only)
o For the student without scholarships, they would go to the cashier to pay for the tuition fees. The cashier would take the temporary Certificate of Registration Form and keep it as their copy. And as for students with scholarships, they would also give the temporary Certificate of Registration to the Bookkeeper and present also the blue card signed by the Office of Student Services.
6. Registrar
o The last step of the enrollment process is to go to the registrar. This step is where the longest line of student is found. All the students from the different colleges would fall in one line to get their official copy of the Certificate of Registration (COR). There may be six registrar windows, and originally with each registrar window is dedicated to a specific college but now changed to everyone can go to different registrar windows, but there is only a single queue.
o To get the official Certificate of Registration (COR), the student must present the receipts of the miscellaneous fees paid on the second step. He or also would have his or her identification card to get a sticker that proves that the student is a certified one for the current school year and semester, signed by the registrar in charge.

The real problem of the enrollment process is the fact that the university has a large population and with the number of people serving in different stages of the enrollment process that is very small. There is no problem with the software and hardware of the system. The problem, as how I observed on the Student Account Management Information System, is in the people ware. The number of personnel serving the students is too small and unable to handle well the large population of the university. The performance of the service of the authority of the university is unsatisfying for us, having slow movements for some, late start of the service, or too much break for others.
Another information system found on the university is for the employees, the Human Resource Management Information System (HRMIS). I really don’t know much about this system. But basically, the core functions of this system are about the payroll, work time, benefits, and information of the employees. When we talk of Human Resource, we also talk about recruitment. The people behind Human Resource are the ones responsible for the decision of who can be employed on the university or organization.

Systems Development Life Cycle
A “life cycle” can be defined differently in various fields of discipline but generally speaking, a life cycle is the complete process of change and development during somebody's lifetime or during the useful life of something such as an organization, institution, or manufactured product.
In our university, we assume that the life cycle used in the different is the Systems Development Life Cycle (SDLC) as this is the traditional way to systems development. And as a premier university, there is a really big possibility to use the said method of systems development due to the integrity of having a reliable method.
Before we talk about the main question of this paper, we should know first the overview of systems development life cycle. SDLC has the following phases:
• Project Planning and Feasibility Study
o Generally, this is the phase where we define the problem and establish a high-level view of the intended project and determines its goals and objectives.
o Specifically, we should be able to define the necessary feasibility studies such as the technical, economic, legal, operational, and schedule feasibility in order to assess the achievability of the project.
• Requirement Analysis
o This is the stage where we literally analyze the requirements needed by the users for the system. Generally, this is the phase where we refine the project goals into defined functions and operation of the intended application. The gathering of data for this stage can be performed in many ways. One method is by interviewing the staff from different levels – from end users to senior management. Another method that can be used in this phase is examining the current business and systems documents and output. The documents and outputs may include current order documents, computer systems procedures and reports used by operations and senior management. Observation of current procedures can be also done as a method in generating requirements for the system because through observation, bottlenecks of the system can be detected.
• System Design
o This is the phase where we describe the desired features and operations in detail, including screen layouts, business rules, process diagrams, and other documentation.
o The details needed for this phase can include the hardware platform, software, outputs, user interface, modular design, test plan, conversion plan or the documentation.
• Implementation
o This is where the actual system code is written.
• Integration and Testing
o This is the stage where we bring the various modules together into a testing environment to check for functionality, errors, bugs, and interoperability.
• Deployment
o This is where the software is put into production and executes actual business processes. The actual installation of the hardware and software; training of personnel; and conversion of master files to new system are some of the processes done in this phase.
• Maintenance
o This is where changes, correction, additions are done if there are still errors undetected during the whole process of development.

How do you know that the life cycle was developed specifically for the university?
If you would ask me if the life cycle that I showed above is specifically for the university, I can say that it is. Why? Because every system developed for the university should generally undergo feasibility study; requirements analysis; system design; programming; integration and testing; implementation and maintenance and then back to feasibility study if ever a new problem in the system comes up.

Does the general SDLC meet our needs for the university?
Yes. Why do I say so?
It is because every system in the university should undergo the phases that I mentioned one way or another. Every system should undergo those phases at some point in time during development in order to proceed with the proper and organize way and to avoid project failure.
The type of system development model can be different among developers but all the phases that I mentioned are inherent in all models. Those phases may overlap or maybe repeated on some models but what’s important is that those phases exist and should be properly performed to ensure success.


Last edited by Michael S. Palacio on Fri Dec 23, 2011 2:19 pm; edited 1 time in total
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Nelly C. Ancajas

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PostSubject: how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs? at least 2500 words ….   Wed Dec 21, 2011 12:14 pm

Consider your school, how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs? at least 2500 words ….

ABOUT USEP

The University of Southeastern Philippines is regional state university that has four campuses. First in Obrero, the main campus of all university, there also in Mintal campuses here in Davao, also, in Tagum-Mabini Campus which has two units: one in Tagum City and one in Compostela Valley Province and lastly in Bislig Campus in Surigao Del Sur. Also the university offers graduate and undergraduate academic programs in the fields of engineering, education, arts and sciences, economics, business, computing, governance, development, resource management, technology, agriculture and forestry.

The University of Southeastern Philippines has the following mandates: to provide programs of instruction and professional training primarily in the fields of science and technology, especially medicine, fisheries, engineering and industrial fields, to promote advanced studies, research and extension services and progressive leadership in science, agriculture, forestry, fisheries, engineering and industrial fields and other courses needed in the socio-economic development of Mindanao, to develop courses at the graduate level along the fields of specialization and to respond to the needs of development workers in the academic community, to provide non-formal education and undertake vigorous extension and research programs in food production, nutrition, health and sports development and to offer scholarship and/or part-time job opportunities to deserving students from low-income families.

The university’s mission is to produce world-class graduates and relevant research and extension through quality education and sustainable resource management. Particularly, USEP is committed to provide quality education for students to grow in knowledge, promote their well-rounded development, and make them globally competitive in the world of work, engage in high impact research, not only for knowledge’s sake, but also for its practical benefits to society and promote entrepreneurship and industry collaboration.

The university’s mission is to be A PREMIER UNIVERSITY IN THE ASEAN REGION-by becoming a premier university in the ASEAN Region, the USEP shall be a center of excellence and development, responsive and adaptive to fast-changing environments. USEP shall also be known as the leading university in the country that fosters innovation and applies knowledge to create value towards social, economic, and technological developments.

Aligned with the university 's vision and mission are specific goals for Key Result Areas (KRA) on Instruction; Research, Development, and Extension; and Resource Management, the first KRA is the Instruction to produce globally competitive and morally upright graduate and the second one is to research, development, and extension (RDE). Develop a strong R,D,&E culture with competent human resource and responsive and relevant researches that are adopted and utilized for development.

University of Southeastern Philippines is a big government institution not only they provide quality education it also provides job. It has a big range of services that may it serve to the students, professors, office staff and all the employees that is connected to continue to improve and develop the universities performance. With that, it needs or requires a big real time system that may possibly adapt to any changes form time to time that may occur in the future. In this, being a university, the important parts of the system are the data of the students, employees and many more, the records and accounts, the control of the system and its management it must be taken seriously so that it can be a trigger to the university in the future. Because it provides educational related professions, it is expected to last for a long period of time that it can be in the decades or centuries. A restricted system for the university itself must be able to support the university needs and would last to the university’s existence and continue to serve the people who wants to be part of the university.

First we define what System Development Life Cycle is so that in the further discussion we could understand what it is. Base on the reading that I have made, it is a project management method that divides complex projects into smaller, more easily managed division or phases. Dividing projects allows managers to verify the successful completion of project phases before allocating resources to the succeeding phases. Software development projects typically include initiation, planning, design, development, testing, implementation and maintenance phases. However the phases may be dividing into different parts depending of the organization that may it need. We will know that the life cycle was developed specifically for the university if it practices the following Systems Development Life Cycle Phases that is related to the system itself and provides solutions to every phase that meets the need of the university.

I have observed to the enrollment system in the university compared to the other universities it’s not so nice. The enrollment systems are used in getting the information and recording it. If the enrollment system is well built one it will reduce the load of the people normally all works to do will be easy. The University of Southeastern Philippines adopted new enrollment system in the year 2009. Enrollment system is one of the essential steps for the school and it’s a good step that the university adopted a new one. Enrollment System is very useful especially when the school recovers the important information from the student. With the enrollment system, the school can easily trace or know the standings of the students example of this is that if they are currently enrolled or they have drop the subjects or what are the grades that the student may have. If there’s a deficiency of the enrollment system in a school it can lead to be a problem or difficult to handle, the students will be confuse on what they have to do or should do and how they will do to be able to enroll. It is very useful in the school in the way of making the process of enrolling the students easier.

These are the steps in the enrollment system of University of Southeastern Philippines. These are for the new student who will be enrolling in the university. First, the student will go to University Guidance and Testing Office. They will encode the student information and also they will assign an ID number for the student. The next step is to go to the OSS is the student is a scholar they in this office. The student must get and fill up the scholarship application then wait for the releasing of scholarship cards. Then the student will go to ROTC or CWTS they will register there and they will have the assign sectioning of CWTS or ROTC students, then their CWTS or ROTC slip will be released. The fourth step is they must go to their respected college and present all the enrollment requirements. But before they will present all the requirements they must go to their assigned adviser for advising for subjects so that they can get and fill up the pre-registration form, after it was filled up, the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After that the student will submit the pre-registration form so that the subjects will be encoded. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Than the sixth step is the student will go to registrar’s office and submit the enrollment requirements (the Form 138 -high school card, the Photocopy of NSO Birth certificate, the USEPAT entrance exam result, the Admission slip, the Medical certificate, the Certificate of Good Moral –original, the 2x2 recent ID picture- must be 2 pieces, the prospectus of the enrolled course, a Long brown envelop, the Official receipt of tuition and other fees) then after that, the official COR will be given to the student.

These processes are for the old student. First, the all Student Accounts must be cleared first; they must check the student accounts, check the balance, and then clearance signing. After that the next step is go to their respected college and present all the enrollment requirements. But before they will present all the requirements they must go to their assigned adviser for advising for subjects so that they can get and fill up the pre-registration form, after it was filled up, the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After that the student will submit the pre-registration form so that the subjects will be encoded. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Than the sixth step is the student will go to registrar’s office and submit the enrollment requirements then after that, the official COR will be given to the student.

These processes are for the student who will shift to the other course. First they will go to the Student Accounts must be cleared first; they must check the student accounts, check the balance, and then clearance signing. Before the student will proceed to the next step, the student must go to its Former College and have a Request to shift form and fill it up. Then the student must also get a recommendation to shift. After that the student will go to its new college then have an acceptance to shift. Then the student can proceed now to the next step, the advising for subject and fill up the pre-registration form. The fourth step is, the student will go to UGTO/OSS for student profile uploading, then after that the student must pay the other fees of the Local council, OCSC, Headlight and Insurance. After that the student will submit the pre-registration form so that the subjects will be encoded. After that a temporary COR will be given. If the student is a scholar the student will go to the students accounts and submit the temporary COR. For non-scholars, the student will pay at the cashier and submit the temporary COR then an official receipt will be given. Than the sixth step is the student will go to registrar’s office and submit the enrollment requirements then after that, the official COR will be given to the student.

With all the process of the enrollment the university must be consistent with the process and developed if there’s a need to be developed. If the university want that the enrolment system be better the first thing to do is to have an analysis. They should give attention at the cashier in paying tuitions and miscellaneous because in this process a hard time for us student in having a line and standing in a couple of minutes. Student must be given a priority number and put an electronic number caller in the cahier. So that it will be easy for the student to process there fees there just have to wait to be called by there numbers and there are no cheaters to cheat to the line. According to my classmate the new enrollment system was a VFP. VFP is very a powerful tool for developing desktop applications. We have developed a complete enrolment system for schools using VFP and now it is being used some of the universities here in Mindanao. It has many features like automated evaluation features, prerequisites detections, scheduling and conflict resolution management and more. It makes use of SQL Server as database server and VFP as front-end.

To sum it up, the University of Southeastern Philippines is still in the process of meeting and attaining those needs of the people in the institution. The University keeps on upgrading what it already have and for all the people who has benefited under the university. Also, the university will always want the best for all the people who is under to the university, that’s why the university is continuing to improve its system.

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viktor immanuel calonia



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PostSubject: System Development Lifecycle in the University   Wed Dec 21, 2011 12:25 pm



As a student in the university, it would be hard for me to determine the system development methodology or system development process that the information system developer used in developing the information system in the university. it would be natural to think that every faculty in the university will not disclose the methodology and every faculty of the University of Southeastern Philippines Obrero campus will not confide the details about the system of the university without having permission the university president Dr. Alibin. For now, it would be hard for me to determine the exact answer that if the information system developers developed new methodology of system development specifically for the university. and it would be natural to think that every faculty would not disclose their work to a student like me who is a current student of the university. my words here are based on what I observed to what I see and feel when I encounter and experience the information system of the university.
In the university, many systems that the university professors developed used in their operation. The system of the university is functional and it is satisfying the need of the university in terms of the business processes, to accommodate the students in the university in each different colleges. The information systems that the university is using, based on what I observed, are the billing system or the system that the cashier of the university used. The other system that the university is using is the enrollment system that every students of the university experience of which also every students of the university experience to enroll for the semester. The other system that the university utilizes is the human resource system that the people of the university used in order to have information about the staff, professor and facilitator of the university. The other information system that I observed is the library system of the library in the University of Southeastern Philippines. It handles about the operation in the library of the university. Also the other information system that is currently used in the university is the online grading profile system of the university. The online grading profile system is all about the grades of every student in the university in all the subjects in all semester that the student enrolled. There is another information system that I observed in the university, it is the VaqSys system. It is a log in system for the student to use the computer of the school, in the computer lab 2 and in the library. These information systems are used in the operations of the processes in the university. And these information systems are done by the faculty of the institute of computing, one of the colleges of the university. I observed also that the making of the system is done alone by a faculty of the college, as if like every faculty of the college is assigned to a system for the maintenance, operation, and development of the system.
The cashier’s billing system is helping the cashier of the university in doing cashier’s job. It help the cashiers in checking the accounts of the students. Based on what I observed, the billing system can do checks about the account of the students. It helps the student to check their corresponding accountabilities and unpaid payments in school. When making a payment the cashier’s billing system made an official receipt that will be given to the student or to the person who pays. The cashier’s billing system helps the work force of the cashiers in the university. The cashier’s billing system also helps the process to be easy to audit, since the system returns reports to the user of the system as one of the its output.
The other system that the university used in their operation is the enrollment system. The enrollment system of the university is used for the enrollment of the students in the university. The enrollment system of the university also used to enroll the subjects of the students in the university. The initial process of the information system is the student will input the subject that the students in the encoder of the student’s respective college. There, the enrollment information system will check if there will be existing conflict of schedule that exists within the schedule of the subjects of the student. If there is no conflict of schedule, the student can proceed to the next process of the enrollment. With that, the enrollment information system will eventually add the subjects of the student with in that semester. After that the information system will just to confirm the enrollment of the student when the student is done to the other processes. After that, the student will go the registrar and let the registrar see the receipts and the other reliabilities of the student to the person in the registrar. After that all, the person in the registrar will confirm the enrollment of the student and the registrar will give the student the student’s copy of the certificate of enrollment. The output of the information system is the student’s copy and the registrar’s copy of the certificate of enrollment. This certificate of enrollment will be the basis that the student is enrolled to the university in the semester. The other output of the information system is the set of schedule that will be given to every faculty of the university. It is the set of schedule that will be followed throughout the semester. As part of the output of the information system, there will be complete assignment of the faculty to their respective classes that will be followed throughout the semester.
The other information system of the university is the online grade profile of the students that can be seen in the website my.usep.edu.ph which most of the students in the university used. The system is about the grade of the students of all the semester that the student enrolled. in the website, the student can view the grade of the subjects that the students enrolled after the student log in to the system. The student log in to the information system with the student’s id number. The system is also allowing changes on the password of the student’s account. The system was made by Sir Fortich before he leaved from the university.
The other system that the university used is the VaqSys that can be seen by the students of the university every time they use the computer in the computer laboratory and when they use the computer in the library of the university. It is used so that the computer can be used only by the students of the university. The utilization of the computers is limited which means that the student is limited to use the computer to a certain number of consumable hours. Every time the student log in to the information system, they use their id number to log in. when they log in, the time that they accommodate will be subtracted to the allotted time that is left to the student account after they log out to the system. The system also can give or transfer some of the consumable time of a student to other student. The student is also allowed to change their respective password in the information system.
The other system of the university includes the library system that every student encounter is the human resource system that the school uses to have information about the staffs and faculty of the university. With that the university has information with the staffs and the faculty of the university.
The information systems of the university were done by doing the different methodology or approach of developing a system. Because as I observed, the university did not hire a team or an experienced system analyst in doing the systems that university utilize today and also the university didn’t have experienced system analyst. As what I know, the VaqSys system that is used in making a check in using the computers in the computer laboratories was done by Engr. Val Quimno. The online grading profile was done by Sir Japheth, according to what I know. The system in the library, based on what I know was done by Sir Dan. From these facts, it only means that the information systems of the university were done individually by the faculty of the Institute of Computing. And it also means that the process of the development of the systems were different. The developers do not have a team to work with. The making and the development of the systems were done in unorthodox way. From these facts, it is safe to say that the life cycle of making and developing information systems was developed specifically for the university. The life cycle of making and developing the information system of the university can easily be observed since, based on what I observed, all of the systems were done individually which means that the approach of making the system is different than the usual way of making or developing the information system. Whatever what is this life cycle of development of information system, this life cycle or methodology is design for making the information system with only one person or making the information system alone. By thinking about it in very deep manner, I can say that the life cycle or the methodology was developed or made to cover up the thing that the university cannot provide.
The university does not have enough funds for hiring experienced system analyst who will initiate the project of making or developing the project or the system, and the university does not enough finances for hiring experienced members that will work in the team with the system analyst in making and developing an information system. From that facts, it means that the life cycle or the methodologies of making the information system is developed specifically for the university which does not have enough funds for sponsoring or subsidizing projects like making or developing information systems that would cost too much for the university when the project will be initiated.
The university is lacking people that they need to handle in developing and making new systems. The university does not have the people who can do the development or making the new system fulltime. Since all the faculty in the Institute of Computing is also teaching and so with the other faculty of the university that can have the knowledge or can have the ability in helping with the developing or making a new system, like the faculty of the computer technology in the College of Technology.
With these facts about the current situation of the university, the work on developing or the making of the information system that the university is needed to be done alone by faculty of institute of computing. So the life cycle or methodology of developing or making a system was developed or made specifically for the university to cover up or to handle the lack of resources of the university.
By investigating more, maybe I can find out more about the life cycle or the methodology that was used as a basis in the making or in the development of the system. By now, using what I know as the basis of what I am saying, it is still not clear in me for now to tell that the university developed life cycle or methodology in making system specifically for the usage in making new system in the university. To know that fact, it is needed to have interview with the one who made the information systems that are currently used by the University of Southeastern Philippines. To have an accurate and reliable answers or information, I have to do some interviews and ask some questions with the person who helped develop and made the information system. I have to ask what system development methodology or process of developing information system that they based at. i can ask if they follow some methodology which would be the basis of other information system developers that made or develop the other information system in the university, of course, can be confirmed after asking all the developers that made their respective information system. by also making more detailed observation to the system in the University of Southeastern Philippines in Obrero Campus. In doing observation and investigation,
As of now, we cannot see clearly the methodology if it is happening or not. In order to have knowledge whether the methodology that information system developer of the system that the university utilize, I have to investigate more and ask more of the questions to the information system developers of the University of Southeastern Philippines in Obrero Campus. The other way also is to have more rigid observation to the systems in the University of Southeastern Philippines a check if the system meets the minimum requirements needed by the university in its operation and work force. I believe that there is no perfect system, the information system that the university utilized, i think, meets the minimum requirements that the university needs but the system is not that perfect to make the works of the stakeholders of the information system to the easiest possible. The information system has also delays and lapses.
In the enrollment information system, the lapses their based on what I observed, that it is still impossible to have an online enrollment to lessen that queue during the enrollment period. During the enrollment of the start of the semester, the queue of the student who try to enroll is very long and time consuming. It makes me think that what if there’s online enrollment so that everybody can focus on their break and so that everybody will not ruin their vacation just to have a very long and stressful enrollment of the university.
In the cashier’s billing system, the system and the information system of the billing system is quite perfect. It make me wonder if we could have pay it through our payment cards like or pay it without have to be in the very long queue of the billing system. like paying in the cashier using a student’s bank account or by using a payment cards as a payment like ATMs, credit card, or debit cards. With that, it would be easy for the student to handle in paying to the cashier much easier, more comfortable and more efficient way.
As of now, the information systems that the developers who done the information system alone, based on what I observe, is effective and meets the minimum requirements of the system. at least the information system that the information systems developers made, help in the improvement of the work force in the university and help the process of the university faster. And I also think that that it is way better to have this system even it is not that perfect, it is way better than to have a manual process in the university which would be more hustle, more stressful, and more error prone process of doing university related stuffs.
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brian flores



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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Wed Dec 21, 2011 12:27 pm

Consider your school, how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?
When we say life cycle, there was many meaning that can refer be to. An example of the field that the term life cycle where used is in the biological life cycle. The biological life cycle is the period where all the species are evolving, and generate through the means of reproduction and that is according to the sciencedaily.com as they define. Another possible meaning of life cycle that we can found is in the field of the computer science, particularly in the object oriented programming where it is means that the life cycle is the time of an object is created until it was destroyed and no longer used. But to relate the life cycle in the subject of system analysis and design where I was enroll in this current semester, the term life cycle is refers to the System Development Life Cycle . According to the startvbdotnet.com the system development life cycle is a conceptual model used in project management that describes the stages involved in an information system development project, from an initial feasibility study through maintenance of the completed application. As what I have understood based on the meaning provided the system development life cycle is concern about the development of the information system which ensures that the high quality of the system delivered, provide strong management control over the projects, and maximize the productivity of the system.

To go deeper in the discussion, let’s tackle about the information system. According an article posted in the internationalgraduate.net about the information system, that the Information systems are more than just computer programs. Though information and communications technologies are playing an increasing role in meeting organization’s information needs, an information system is a much more general concept. It refers to the wider systems of people, data and activities, both computer-based and manual, that effectively gather, process, store and disseminates organizations’ information. On the other hand, based on the Britannica.com, information system is an integrated set of components for collecting, storing, processing, and communicating information. In short the information system is a collection of components that collects, process, stores the data for needs and requirements of the users of the system.
Based on the previous discussion of chapter 1 delivered in the class, which is about the system analyst as a topic. Chapter 1 tackles and provides a list about the types of information systems as follows:

• Customer Relationship Management (CRM) – it involves using technology to organize, automate, and synchronize business processes; principally sales activities, but also those for marketing, customer service, and technical support. In short, it is composed of methodologies, software, and usually Internet capabilities that help an enterprise manage customer relationships in an organized way.
• Supply Chain Management (SCM) – it includes product development, product acquisition, manufacturing, and inventory management.
• Human Resource Management (HRM) - includes conducting job analyses, planning personnel needs, and recruitment, selecting the right people for the job, orienting and training, determining and managing wages and salaries, providing benefits and incentives, appraising performance, resolving disputes, communicating with all employees at all levels. Formerly called personnel management.
• Accounting and Financial Management (AFM) includes intranet application to maximize employee access to financial data for planning and control.
• Manufacturing Process Management (MPM) – it is the collection of technologies and methods used to define how products are to be manufactured. It is also designed to assist in reducing operational overheads and supporting operational efficiencies in discrete, process, and mixed-mode manufacturing environments.
• Collaboration Support System (CSS) includes integrates order-processing and fulfillment system with SCM, support customer orders (mail, phone, and web).
• Knowledge Management (KM) - comprises a range of strategies and practices used in an organization to identify, create, represent, distribute, and enable adoption of insights and experiences. Such insights and experiences comprise knowledge, either embodied in individuals or embedded in organizations as processes or practices.
To localize and to determine what are the information systems exist in the University of Southeastern Philippines. Let’s numerate some of those existing information systems.

First was the USEP’s Finance Management System, under the type of Accounting and Financial Management of information system. The university’s Finance management system handles all the funds of the university, it also serves as the official system of the record for all financial transactions, reports, and audits. Finance Management System of the university also ensures that all the transaction matters about the finance should have met the legal requirements and must be documented to make and submit a financial report for transparency. The Finance is accountable for all financial resources received and used. It also manages the University's transactional banking relationships and assists with the monitoring and management of the University's cash-flows.

Second information system that we will tackle about is the USEP’s Accounting Management System; it is also under the type of Accounting and Financial Management. I am really not sure if the Finance and Accounting Division of USEP is being merged to one. But for the sake of discussion we will define the functions of the Accounting Management System. The of the USEP’s Accounting Division is to support the University's Executive Management and its Strategic Planning process by providing objective, accurate and timely analysis and information to inform central and unit decision making processes. It acts in an advisory role to the Finance Officer in the allocation and administration of all University funds. The Finance Management System of USEP focuses on the crucial role which financial information plays in decisions made by management teams, and in the monitoring and planning of a business organization’s objectives..

Third is the USEP’s Human Resource Management System which is under the type of Human Resource Management which is the one who handling the information about the employees and faculty working in the university. Human Resource Management System gather and stores the data for the easy access of useful information and monitoring what are the needs of the people involve. Some of the data that the Human Resource they collected are the personal information of the employees like their address and specialties to determine on what division they belong by the help to identification number that the office deploy. Human Resource Management System also handle the hiring of additional need workers, and post fees for their benefits if ever something bad that would happen to them as an insurance.

The last and the forth information system of the University of Southeastern Philippines that I know is the Student Record Management System which includes the enrollment process of the student. the Student Record Management System consist of some subsystems that completes the process of all the transaction made by the students such as the enrolling, and getting a transcript of records or other documents of the student. Being a student of this university, I am familiar from the processes about the Student Record Management System; to focus more lets define first the steps and process of the student to become an officially enrolled in the university.

The first step to complete first the grades of subject enroll by the student in the past semester. In this step, it was too hustle to both part of the student and teachers to complete their part because of the game they played called hide and seek. It takes longer time for the student to gather his entire grade because of some teachers who playing with them and hiding to their vacation. As a result, students will be stress on spending the days of enrollment period only for seeking to their teachers on the vacation.

The second step for the student to be enroll is to ask an advise from their adviser on what subjects should they take in the current semester. In this process, the student should present the all paid miscellaneous and fully sign clearance as an evidence of being a qualified student to enroll in the university. After the advising, the PRF will give to the student as a list of determined subjects that he or she is able to take based on his or her performance of the past semester. Also in this step, the grades of the student will be collected and temporarily stored on the adviser’s computer in the form of excel.

The third step is the encoding. This is where the student should go to the office of their college and present the PRF given by his or her adviser. In this step the student will know the total amount that he or she will pay for the whole semester. Student will be able to know if the subject is not full and still available for the student to take. Also in this step, the subjects of the student will be temporarily stored in the database of the Student Resource Management System; the name of the student will be in the list of the students who enroll the particular subject with some information like the schedule and the teacher of the subject.

The fourth step is going to cashier to pay the amount of his or her tuition fees and other fees collected by the university. In this process, it would take a longer time on staying in a queue to be served by the cashier attendant, especially when in the middle part of the enrollment period. In this step, the cashier will hold the information of the student about the amount of the student paid. For the scholars, especially the nograles scholars they not need to go to the cashier but instead they need to go to the students account to verify that their name is in the list of the scholars.

The next step is process in the registrar, the office that always has the longest queue during the enrollment process. In this step, the student will present all documents regarding to the requirements of enrollment and will be verified by the registrar and issue a certificate of record with a mark of officially enroll.

In the enrollment process of Student Record Management System, there is some division and offices involve in completing the process such as the advisers, college offices, casher, and registrar. All the information gathered in from the student will be stored and process to make useful information for the university and for the student. Examples of it are the list of student who enrolled the particular subject, the USEP grade online where the student can view his or her grade in the past semesters.
Just like all the information system, the information system can be found in our university must also be improve and undergo a process of the life cycle of development. This is to make the information systems to become for productive and reliable from the produced information. The information system of our university must be develop, especially the Student Record Management System that handles transactions of the student, where the university is made for. Our university would to produce world class graduate, therefore they must improve the services they give to the student for them to become well rounded individuals.

Making good of the processes to the Student Record Management System particularly in the enrollment process will be a great achievement for the university. Even though, our university was trying all their best to comply it using the life cycle development, there are times that the implementation of the development are being surpass by the change of the needs of the student and depending to the time. The university might do initiatives in improving their services and the solution might work, but eventually a new need will show that the old solutions not work. Like in the enrollment process of our university, maybe one of the reasons why the enrollment was very hustle thing to do for the student is because there are too many students to accommodate. That aspect is hard to control; maybe the university can find a solution through the life cycle development but time would come that the population of the student will become bigger, and then a new solution and development must be impose.
For some people, it is hard for them to determine the development of the cycle in our university. But being as a student who studies about the system analyst and design, it gives a perspective on viewing and balance things the aspects on how to determine the development of a system. Like in the enrollment process there are aspects to be consider that system was developed such as the time that development last, the changes of the user’s needs, and how the users react to the development which results a new field that need to develop. The reason of developing of a system is support business functions in modern business organizations, make business more competitive, enhance productivity and profits and assess the user’s needs and request. By viewing the purpose of developing, students of our university will be able to determine that the system was really developed.

It said that the one of the reason why there is a development within the system is to meet the user’s requirements and to improve the system. But how we can determine that these goals are met by our university particularly in the enrollment process, this is by examining to results of the development. We can say that the university’s development meets our needs when there is a satisfaction from the students that the development was a big ease on their part. When the student exerts less effort in enrolling his or her self in our university, when there is contentment not only from the student but also for the people who will use the Student Resource Management System and in any information system in our university about the output of the development of the any process of information system that we can be proud of. Another important thing to determine the effectiveness of the development in meeting our needs is having the support on the other needs that could come up after the implementation of the project.

For conclusion of this discussion, our university tries all his best to develop all his information system existing inside and outside the campus. But to a person to know that the development was really applied it is up them, on how they appreciate the development on the processes on the university. The important is that there was an information system in our university that is still developing for the convenience of the services offered for us. In term of knowing that the development really the solution of our needs, it is important to base their judgment on what is the real intention or goal of development, instead of asking their new requirements; maybe because the solution of their needs is still developing but still the urgent time of implementation remains more important. Remember, every development made was intended to meet a specific requirement of a user a time, and that is the reason why all system is still on developing to meet the needs that come anytime.


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Alexander Manlod

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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Wed Dec 21, 2011 12:33 pm

Consider your school, how do you know that the life cycle was developed specifically for the university. How do we know it meets our needs?

Considering my school, particularly University of Southeastern Philippines, a huge enough institution that accommodates perhaps 10,000 student at present. It provides a wide range of services to the students, teachers and staff, employees and other human resource. Generally, it requires huge and effective information system that can adapt to any particular changes and error may happen. It makes complicated since this school caters enormous amount of student that hold large amount of data, such as records, accounts, and other information that makes it crucial for the system. Mainly, a system analyst and developer must know the overall function and flow of the system. He or she has to make a look of the system he created and sees to it with what is the main function of the programmer and the developer. The system analyst should get into the information of the system, and he or she must the one who creates the flowchart. These things make up the dissimilar steps of a system analyst in software / systems expansion project. Some use the customary approaches like the waterfall model, overlapping (or concurrent phases), and iteration. Now there are also many type of methodologies used in system development. Same as your situation, a system analyst, are keen to details, you will make precise planned models.
Taking back the question “how do you know that the life cycle was developed specifically for the university?” you can really determine the life cycle was only developed specifically for the university since all universities have different system life cycle. Since university of southeastern Philippines caters a huge number of students, it must far better than any other schools. It is impossible that u have the same system life cycle for different institution. For me, it is to know the certain goal or purpose. Say for example , when making a particular system, it also undergoes a certain system life cycle which is only made for that certain project or system and for the reason of a certain end project. Basically, the life cycle of the present university made specifically only for itself as it definitely help the students to reach its goal and the purpose of the university. Moreover, the most important key skill or characteristic that, a system analyst should have a knowledge on how to communicate good-enough. Say for example, you have a certain project and most of your programmers are already starting creating the certain project, then in the climax one you fail to spot the information which is needed to tackle about, this could be a great effect in a waste of possessions, effort of the project, the time spent by it, and most important, the money you invest in that certain project. It is somehow relates to the skill of the people that a system analyst should mainly possess. Skills on communication are very significant especially particularly on dealing with different people which are involved in your system. A system analyst should work with the people on project which composed of the system developers and programmers, designers, the one who document, the one who test, the one who document, the project managers and a lot of others counting the customers and client sometimes. If there are no great communication along with the people of the project, a big chance exist of misunderstanding, “ he pointed out. He also put us a picture of variety of interpretations of the dissimilar people who are getting into in a particular system development.

Taking also the follow up question “How do we know it meets our needs?” on my own perception, perhaps the present system life cycle is currently satisfies our needs, as we can see, the university produces world class graduates as per result to every achievements of the students who graduated from the university. There are a lot of examination passers in fact, most of them are tops on their list. Still, there are certain limitation on how long the needs of the students, teachers, employees and other human resource involve in the system could possibly meet since raising of technology is very advance nowadays and the needs of the people involve of the system are getting higher. A great set of courses is not only measured of the people who just graduated on a premiere university but also take time to the relevance of the curriculum on the university itself. Say for example, the previous set of courses for the education entries does not attain computer courses and subjects but as technology advances the set of courses adapted to the community and was arrange to include computer courses and subjects in the set of courses. Giving an emphasis as a project manager in the field of project management that a project manager must have the knowledge and must responsible enough on how to plan, execute, and closing of that certain project. Certainly, we are to relate to industry of construction, networks of computers, the architecture, the software engineering or development. He said that a project manager is the person who is responsible for accomplishing the said affirmed project visions and objectives. The key project management responsibilities must take in creating sufficient, clear, attainable and achievable project visions and objectives, creating and manipulating the certain requirement of the system and projects, and managing the multi restraints for the system or project which are the money you invest for it, the time you spent in it, and of course the quality of work and the quality of the sytem which compromises your profession as a system analyst. It is often a customer or client representative and must determine and implement the correct needs and satisfaction of the customer or the client which is based on their knowledge of the firm they are use to represent.

Information system on university of southeastern Philippines is very important because it supports the functions of the institution in modern business organization. It provides the staff and users with assistance solving computer related problems, such as malfunctions and program problems. Test, maintain, and monitor computer programs and systems, including coordinating the installation of computer programs and systems. . As a system analyst, you can get the while specifications of the project you are going to create with, . It is somehow relates to the skill of the people that a system analyst should mainly possess. Some use the customary approaches like the waterfall model, overlapping (or concurrent phases), and iteration. Now there are also many type of methodologies used in system development. Same as your situation, a system analyst, are keen to details, About an essay article entitled the differences of being a system analyst and a programmer I have previously investigate through the internet, I have read that “ system analysis and design has a huge difference from computer programming though some of us actually relate the system analyst as a programmer in the project team. Basically , system analyst develops and enhances the information system and information technology to make the best benefits and advantage for an establishment or business. A system analyst should work with the people on project which composed of the system developers and programmers, designers, the one who document, the one who test, the one who document, the project managers and a lot of others counting the customers and client sometimes. Skills on communication are very significant especially particularly on dealing with different people which are involved in your system. The manager we interviewed pointed out that as a system analyst, you do not have to make yourself think that your really a programmer, but a usual person. Mainly, the job of a system analyst, is making the particular computers to work on a same path together. Of course, they connect them in a good network. System analyst then decide how to get the certain information from these computer to another computer. He also said that google is a powerful tool to get information in getting things done. You can have all the data you want to make your system increase its efficiency and complied the client and customer’s satisfaction. After planning and preparation of a certain system, the system analyst examined it of course to make it sure that it really works. They double check to make sure that information and data is processed faster than the other one and mainly, without mistakes, bugs some other error might occur to the system they created. They also look for the system if it is user friendly and easy to use, and to find it by the clients and customers convenient for them, often , they must have to quickly change their preparations to make their system and project better than other one they planned. Most of the time, computer system analyst work in offices or might be as well as computer labs. Some work from home or so they called home based job. In working on these computer for a long time can make this certain analyst eye, back , or maybe wrist problems. Some of these workers work for very long time to get the project done which must be on time they supposed to finish. being a software project manager can be of the same skills as they correspond to the other industries. Further than the skills which is basically associated with the customary project management in the industry such as constructing and manufacturing? Of course a software project manager can classically have an wide ranging background in software engineering and development. Most of the software project managers graduated and hold a degree in information technology, computer science, computer engineering, and other related field and can typically associated with the industry as a software developer. In a huge and great customary project management, prognostic techniques and methodology such as the waterfall model is often used on a certain system.

The system analyst of the USEP might be familiar with the designing concepts that suites for the appropriate project of the particular development environment. Basically , it develops and enhances the information system and information technology to make the best benefits and advantage for this institution., it is commonly gets a student needs to get a knowledge on how to program effectively by using high-end of programming languages. Computer programmers seek their knowledge on some other computer-based fields like network systems, graphical user interfaces, That means the one who is great at designing commercial buildings is not usually a good one to design residential housing. I have previously investigate through the internet, I have read that “ system analysis and design has a huge difference from computer programming though some of us actually relate the system analyst as a programmer in the project team. Basically , system analyst develops and enhances the information system and information technology to make the best benefits and advantage for an establishment or business.Though a lot of ideas overlap, the one who is good at creating design on mainframe system is not necessarily a great candidate for web development. The one must have the ability to use the techniques to manage his or her work. Say for example, in designing software tools.

There are many types of information system, as it was reported; there are a lot of different types of information system. They all have different purposes and because they can be confusing, knowledge of information science is essential to make an information system successful. I have search about information system and I have found a lot of it, such as An Executive Information System (EIS) which is a type of management information system intended to facilitate and support the information and decision-making needs of senior executives by providing easy access to both internal and external information relevant to meeting the strategic goals of the organization. It is commonly considered as a specialized form of a Decision Support System (DSS). Decision Support Systems (DSS) are a specific class of computerized information systems that supports business and organizational decision-making activities. A properly-designed DSS is an interactive software-based system intended to help decision makers compile useful information from raw data, documents, personal knowledge, and/or business models to identify and solve problems and make decisions. Also, Management Reporting Systems are intended to provide aggregated data about the performance of the organization. Usually these are created from data generated by the knowledge or operational layers of information systems. Next is the
Business Intelligence (BI) refers to skills, technologies, applications and practices used to help a business acquire a better understanding of its commercial context. Business intelligence may also refer to the collected information itself. . Mainly, computer analyst always get their work by interviewing the certain people what their satisfaction and needs for their computers to well good enough. By then, they will plan a good computer system that can do those jobs and tasks well. A system can have many computers which are working together and use different kinds of applications and softwares, and other tools. By the time system analyst knows, understand and figure out what the system might need to do, they divide the task into small steps. Of course, they will draw some flow charts, diagrams to know well and understand how will the data and information can get into the computers, how that data will be processed, and then how it will make it to the people who needs it. Say for example, the particular system analyst may decide how the certain sales information will make into certain computer of a certain business and how it add up the data or information in a very useful way and gives an advantage for the store managers.

A system analyst should be eager to detail, he should be observant in each single information of its own system. This is imperative chiefly that, in any modeling process, if you fail to spot a single information of the system, it could result to a catastrophic project. Say for example, you have a certain project and most of your programmers are already starting creating the certain project, then in the climax one you fail to spot the information which is needed to tackle about, this could be a great effect in a waste of possessions, effort of the project, the time spent by it, and most important, the money you invest in that certain project. As we can see, particular system project values money earned buy clients and customers who requested your ability and services and have your payment. Same as your situation, a system analyst, are keen to details , you will make precise planned models. next, a system analyst should enhanced his own programming skills. This step is very effective most importantly in dealing with the certain system from a client and customer. As a system analyst, you can get the while specifications of the project you are going to create with, perhaps your already working with it. Evaluating the problem engaged in assuming the certain potential if a certain solution will get the problem. Of course, if you work in analyzing the system, you might think like that Is not possible knowing the ability of your team who program that certainly develop your program
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Louie_P_Sanchez



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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Wed Dec 21, 2011 1:40 pm

In this article my goal is to know how the life cycle is develop specifically in the university, I was wondering at first what is the life cycle of the university, but As I’ve understand it is all about the life cycle of the systems that our university develops so that’s why I should discuss about the SDLC or Systems Development Life Cycle and then the vision mission goals of the school and the systems develop by our school.
Systems Development Life Cycle
When we say life cycle of the system, we talk about the SDLC or systems development life cycle. Systems Development Life Cycle is the cycle of the system that every analyst follows, there are five stages of Systems Development Life Cycle; these are project planning, analysis, design, implementation, support, when we say planning the analyst initiates the problem, the analyst plan for the possible problem, and also the analyst ensures feasibility, and also the analyst makes a plan schedule in order to arrange the works that they will do, and also involves in planning is the approval of the project or to obtain the approval of the project, to sum it all up in planning an analyst plans for the possible work to do, the analyst assigns different task to its co analyst, the analyst makes a schedule so that the amount of work will be divided and also the work will be organize. The next stage of Systems Development Life Cycle is the analysis, when we say analysis the analyst understand business needs and processing requirements, it simply means that the analyst analyzes the problem of the system, the analyst provides an investigation to the system in order to obtain the needs of the system, the analyst looks for some requirements needed in order to have an effective and efficient system, and also conducts an interview to the possible users of the system, it will serves as a guide to the analyst, in order to know well the things that the system and user needs, in this stage the analyst will have a good relationship to the users, this stage is the most difficult stage because analyzing the problem well or knowing what is really the problem will help the developer to do the right solution to the problem. The third stage of the SDLC is the design, in this stage the analyst is no longer need, it is time for the developer. When all the data that are gathered by the analyst, it is the time for the design stage, this is where they define the solution based on the requirements and the analyst decisions, it simply means that in designing the system the developer designs for the right interface of the system, the developer designs the system based on the studies gathered by the analyst and also the developer designs it based on the requirements the client wants and also based on the users, in this stage the developer designs only the system the will not implement it yet. The fourth stage of the SDLC or Systems Development Life Cycle is the implementation, after the developer designs the possible interface of the system it is time for the implementation of the system, implementation is the stage where the users of the system are involved because it is the time to install the system, teach the users how to use it, it is the time to construct the system, in other words implementation is the final stage in case of building the system because this is the stage where the system is fully operational, it is the time when the users use it, and also it is the time when the systems will be observed and tested. The final stage of the SDLC or Systems Development Life Cycle is the support, when we say support it is like maintenance, support to the system, this is where the developer keeps the system and running, after building the system the developer observes for the possible errors and bugs of the system, this is the support stage, the developer will keep improving the system until it gets the final output that has no bug s and errors. To sum it all up SDLC is very important and analyst still uses it until now.
My School
My school is the USEP or University of Southeastern Philippines, it is the university located at the southeastern part of Mindanao, and our university aims to be the premiere university in the ASEAN region. Our school visualizes that is should be the center of excellence and development that is responsive or reactive to fast changing environments, and our school also wants to be the leading university in the country that fosters innovation or invention and applies knowledge to create value towards, social, economic and technological developments. Our school has a mission of producing a world-class graduate and relevant research extension, it means that our school will have a good graduate that has a contribution to the society, and In order to achieve this, the school will provide quality education and sustainable resource management. Particularly our school is devoted to provide quality education for students to grow in knowledge, and to be better especially in technological aspects and also our school is committed to promote our well-rounded development and make us globally competitive in the world of work and help us to be independent when the time comes. Our school is committed also in engaging high impact research, not only for knowledge’s but also for its particular benefits to society and the USEP is committed to promote entrepreneurship and industry collaboration, aligned with the vision and mission of USEP our school has goals also these are; USEP will produce globally competitive and morally upright graduate, USEP shall develop a strong Research, Development and Extension culture with competent human resource and responsive and relevant researches that are adopted and utilized for development. Our school has a total of seven thousand plus students most likely the number of girls is higher than the number of boys. Our school is a state university, it is the cheapest school in Davao but the most standardized school and the most strict school in Mindanao.
The main system that is developed in our school is our enrollment system; we all know that this system is present on all schools. As a student in the University of Southeastern Philippines I am very familiar with our enrollment system, although this system is not perfect for me but our enrollment system is much faster than in the past years, the steps of our enrollment system is first a student is required to provide a cleared clearance , this will enable the student to proceed to the enrollment and also the student must get all the subject grades form the previous semester and after proceeding to the proper enrollment the student is require to pay for the minor fees such as OSCS fee, headlight fee and our local council fee, and after paying this minor fees, the student will go to their respective adviser for the advising part, this is where the adviser analyzes the students grade and this where the adviser tell the students whether they can take this subject or not, this is where the student will get its PRF or Pre Registration From, PRF is where the subject of the students is listed, when the adviser finished listing the subject of the student the student will get the schedules of the subject he/she is allowed to and then after that the students will go back to the adviser and the student will get the advisers signature then after that the student will go to their respective councils for encoding, in encoding the students subject will be encoded to the registrar’s copy but the student is not yet enrolled, after the encoding process is where the most tiring process, this is where the students go to the cashier to pay the enrollment fee, this is the process where all the students lined up, imagine 7000+ students will be enrolling, sometimes the line in the cashier goes up to the second floor of our building because of so many students paying their bills, this is one of the problem of our system, the line that is too long, it has not been solve for so many years up to now, after the students pay his/her bills at the cashier, it is the time for the last stage of the enrollment and it is the most tiring part because there are so many students lining up, this is the time for the registrar’s office, this time the student will represents all the receipts including the OSCS fee, headlight fee, the local council fee and specially the enrollment fee receipts, in the registrar the subject that are encoded at the encoding office will be validated, after validating the subject the students is now officially enrolled, but the steps above is almost similar to the scholars, the different is the scholars has a different window at the cashiers office this is the students account, in the students account the students will be checked whether they are still scholars or not but before going to the students account the scholars need to go to the OSS, this is where they will get a sign representing that they are scholars and this sign is the only proof at the students accounts that the student is still a scholar. The steps above is only for the old students but for the new students it takes a long process because first the students is required to have an entrance exam result and in the entrance exam if the student does not pass the passing grade for the English subject, the student will have to undergo English Bridge program, this is a 10 day class with an English Subject only and the certificate in program is useful in enrollment to, this will serve as a proof that a student is enable to take the subject English. The new comer will choose their NSTP, whether the student wants to join the ROTC or the CWTS and the remaining step are mentioned above. Our enrollment system is not a perfect system because of the unwanted lining up of the students. As a student I can described well the problem of our system but I don’t have the solution on how to solve this. Our enrollment will last for a week; it only takes one day for every year level, that’s why I think with such a small duration of enrollment time, the student will lined up and make a long line. The main problem of this system is when the other year level is not finished enrolling in their specified enrollment date; they will go back again and joined up with the other year level. The other system our school has is the online grading system; it is the system where you can browse your grades through internet, this system is a good system because the student can view his/her previous grades from the moment he/she studied at USEP or University of Southeastern Philippines, this system is useful also when you lost your handbook or booklet because all the grades written on your passbook or handbook are all encoded in the system, just by browsing the net you can print this grades and this will serves as a temporary handbook. Online grading system is always updated by the registrar, every time there is changes in the registrar, there is changes also in the online grading system and also our school has a library system too, this system enables a student to find the books in a fastest way, the student will just type the name of the book and the system will give the location where the book is located and also another system our school has is the university logger, it is a system that allows the student to use the computer at our school, it is login system that only the validated library cards are allow to used but this logger is not efficient because a student can still log in without validating the library card or your id number just by simple computer tricks. These are some of the systems our school develops although these are not perfect systems but still good enough to make us technically advance.
How Do You Know That the Life Cycle Was Developed Specifically For the University?
All the systems that our university has undergo life cycle, analyst in our school analyzes the problem of our systems, it is the main role of the analyst to analyze the system, I think the systems of our school has undergo planning, analyzing, designing, implementation and testing, for example our enrollment system, although this is not a perfect system but some part of it enables the student to have an easy enrollment. The enrollment system our school has, has a good plan in what is the process of our enrollment, it is a good plan to provide so many processing windows at the registrar. Our enrollment has been analyzed well by our analyst, if only the students will not go back and if only if the students can finish an enrollment in one day our system will be perfect. I can tell that the life cycle was developed in our school because as I can see for now it undergoes development and improvement, because our enrollment in the past three years is very different than now, it is much faster and much easier because of the improvement they make.
How Do We Know That It Meets Our Needs for the University?
In a system there is a client an analyst and a developer and also the user, in our case at school we are the clients, the user are the ones at the office and the analyst and the developer are the one who made the system. Being a client I can tell that it meets my needs, based on my experience at our enrollment system, I am satisfied with the process because it is being planned and analyze well. And I can say also that it meets the needs of the university also, although it is not still perfect because of the unwanted long line, but it only needs development and a proper instruction to the student I know that the one maintaining the systems at our school is doing their best to make an effective and efficient system.
Conclusion
To sum it all up or to summarize it, systems development life cycle or SDLC is very important in the need of the system; SDLC serves as a guide in building a better system. I also conclude that all the systems at our school undergo planning, design, analysis, implementation and testing. Systems like enrollment system at our school is the best system they develop, but hopefully it will be perfect soon and hopefully someday there will be an online enrollment system at our school like in the others.







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Robert Alan Gemong



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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   Wed Dec 21, 2011 2:00 pm

In my university, University of Southeastern Philippines has its information system that makes it business fast and systematical in accommodating students and provides a wide range of services to the students, teachers and staff, employees and other human resource.
The University of Southeastern Philippines (USEP) is a regional state university created in 1978 through Batas Pambansa Bilang 12. The university is an integration of four state institutions, particularly, the Mindanao State University-Davao, the University of the Philippines-Master of Management Program in Davao, the Davao School of Arts and Trades, and the Davao National Regional Agricultural School.
The university has four campuses, namely, Obrero (main) and Mintal Campuses in Davao City, Tagum-Mabini Campus which has two units – one in Tagum City and one in Compostela Valley Province, and Bislig Campus in Surigao del Sur.
The USEP offers graduate and undergraduate academic programs in the fields of engineering, education, arts and sciences, economics, business, computing, governance, development, resource management, technology, agriculture and forestry.
The university has student records system (SRS) to manage student data. Student information systems provide capabilities for entering student test and other assessment scores through an electronic grade book, building student schedules, tracking student attendance, and managing many other student-related data needs in the university systems vary in size, scope and capability, from packages that are implemented in relatively small organizations to cover student records alone, to enterprise-wide solutions that aim to cover most aspects of running large multi-campus organizations with significant local responsibility. Many systems can be scaled to different levels of functionality by purchasing add-on "modules" and can typically be configured by their home institutions to meet local needs.
In order to accomplish any given set of tasks effectively one must have a work plan or procedure.Without such a procedure or work plan, activities are performed in a haphazard manner and with little if any coordination.The results are that the various intermediate products rarely fit together into a cohesive whole, and worse yet the finished product rarely meets the initial specifications.In some cases because of a lack of a work plan there are no initial specifications.The overall work plans for systems development are called system development life cycles, and the detail plans are called methodologies.In some cases, the system development life cycle is also called a methodology, but for our purposes we will make a distinction between the two.
A life cycle can be defined differently in various fields of discipline but generally speaking, a life cycle is the complete process of change and development during somebody's lifetime or during the useful life of something such as an organization, institution, or manufactured product.

Methodologies, specifically data processing development project methodologies, provide a framework or procedure within which the analytical tasks can be performed.Most methodologies cover the entire span of development activities from project initiation through post-implementation review.The organization of these phases and the steps within them, are also called the development, or project life cycle.

Since this subject is entitled Systems Analysis and Design, I will assume that the life cycle that we talk about here is the life cycle that a system undergoes while on development also known as the System Development Life Cycle (SDLC).



But before I convey my opinion whether the life cycle coincides with the university or not, I should first elaborate on the process of the development life cycle that a system undergoes.
System Development Life Cycle (SDLC) consist of the following steps:
• Project planning – initiate, ensure feasibility, plan schedule, obtain approval for project
• Analysis – understand business needs and processing requirements
• Design – define solution system based on requirements and analysis decisions
• Implementation – construct, test, train users, and install new system
• Support – keep system running and improve

All projects must start with an initial idea. Usually this consists of a brief definition on what is the project all about, what is its purpose and what the project aims to accomplish. How will the success of the project be measured? Expanding on the Initial Idea, the Feasibility Study involves drawing up the terms of reference, which state the objectives and scope of the project, how long it should take and how the results should be presented. The terms of reference are usually drawn up by senior management. The feasibility study must determine if development of the project is justified in terms of economic and organisational terms. The main role of the analyst in the feasibility study is to analyse the current system at a high level. Data Flow Diagrams (DFD) are used to describe how the current system performs and to illustrate known problems. Feasibility studies are not carried out for all projects, and smaller projects omit this stage. The Requirements Analysis stage defines a series of possible solutions to the problem and presents them to management in terms of business options. These options may be supported by technical documents such as high-level DFD’s, Logical Data Models (LDM) and Work Practise Models. The requirements analysis report must also contain financial and risk assessments to be presented and supported by outline implementation descriptions. The steps involved within the requirements analysis will define the flow of data in the system, deriving system functions and to develop user role specifications, prototypes and process specifications. The Requirements Analysis stage defines a series of possible solutions to the problem and presents them to management in terms of business options. These options may be supported by technical documents such as high-level DFD’s, Logical Data Models (LDM) and Work Practise Models. The requirements analysis report must also contain financial and risk assessments to be presented and supported by outline implementation descriptions. The steps involved within the requirements analysis will define the flow of data in the system, deriving system functions and to develop user role specifications, prototypes and process specifications.
This stage deals with how the requirements of the new system are carried out (how the logical model is implemented as a physical system). The system designer will develop a number of design options and test them against the requirements specification and design criteria. The one that comes closest to the design brief with the most cost effective use of equipment and personnel is selected and broken down into more detailed specs. Because of this the design stage has two phases: produce outline designs based on requirements specification with input from users and the detailed designs produced from the selected design. This is the only stage in the development where program code is written. The designs and specifications provide enough detail for the programmer to code and test individual modules. Each unit is tested to ensure that it meets the requirements of the specification. Within the life cycle there are various levels of testing as well as the unit testing performed in the development stage. Link testing ensures that programs work together, e.g. the data passed from one program to another has the correct format.

System testing ensures that the system as a whole performs according to the design specification. Recovery procedures must be tested as well as normal operation procedures.

Finally user acceptance testing is carried out by the users in stages to ensure that the system is usable.

Any modifications are passed back to the design stage where changes are made as necessary and passed to the development team. When the testing has been carried out to the users satisfaction the system, or parts of it, are put live. The “put live” phase can also be known as implementation, cutover or production. This is when the users start using the system to carry out their business activities.
An important task in creating a software program is extracting the requirements or requirements analysis. Customers typically have an abstract idea of what they want as an end result, but not what software should do. Skilled and experienced software engineers recognize incomplete, ambiguous, or even contradictory requirements at this point. Frequently demonstrating live code may help reduce the risk that the requirements are incorrect.
Once the general requirements are gathered from the client, an analysis of the scope of the development should be determined and clearly stated. This is often called a scope document.
Certain functionality may be out of scope of the project as a function of cost or as a result of unclear requirements at the start of development. If the development is done externally, this document can be considered a legal document so that if there are ever disputes, any ambiguity of what was promised to the client can be clarified.

The initial phase of the IS life cycle is the Feasibility study.
Generally, this is the phase where we define the problem and establish a high-level view of the intended project and determines its goals and objectives.
Specifically, we should be able to define the necessary feasibility studies such as the technical, economic, legal, operational, and schedule feasibility in order to assess the achievability of the project.

The next phase is what we call as the Requirement Analysis phase.
This is the stage where we literally analyze the requirements needed by the users for the system. Generally, this is the phase where we refine the project goals into defined functions and operation of the intended application. The gathering of data for this stage can be performed in many ways. One method is by interviewing the staff from different levels – from end users to senior management. Another method that can be used in this phase is examining the current business and systems documents and output. The documents and outputs may include current order documents, computer systems procedures and reports used by operations and senior management. Observation of current procedures can be also done as a method in generating requirements for the system because through observation, bottlenecks of the system can be detected.
University also has a financial information system for the cashier whenever payments are done. The Financial Information Systems (FIS) department within the Controller’s Division manages the functional operations of the University’s core financial system, fame(Financial Accounting Made Easier), as well as other related financial systems and interfaces used to maintain the financial records of the University. It also provides access control for these systems and assists campus units with operational use of fame, Hyperion (Brio) reporting, and other system related issues. FIS assists units on a variety of financial functions and operations including:
• Access to, security of, and interface with fame, JEMS and the financial reporting tool, Hyperion Brio.
• Frontline systems user support via the Help Desk (Includes obtaining access to reporting tools & Chartfield Security).
• Development and implementation of financial system enhancements.
• Management of subsidiary financial system applications (i.e., Payment Imaging Reporting System, Accounts Payable Payment Request System.)
• Onsite and remote workstation support services.
• System budget control operations and reporting.

A system analyst plays a major role in a project team which works primarily for an information system. A Systems Analyst serves as a business professional who uses analysis and design techniques to solve business problems using information technology. As we all know information technology is the study, design, development, implementation, support or management of computer-based information systems, particularly software applications and computer hardware, which deals with the use of electronic computers and computer software to convert, store, protect, process, transmit, and securely retrieve information. A systems analyst researches problems, plans solutions, recommends software and systems, and coordinates development to meet business or other requirements (wikipedia)

A Systematic Approach can be used in many areas, such as, systems analysis, software development, (which are part of the software development life cycle), internet site design, web optimization, hosting, business management and consulting, sales, and training. He emphasized that both approaches or views should be a character of a Systems Analyst.
In additional, system analyst Should have a skill on Calculating Risks - this is very important he said, because the Systems Analyst should be a risk-taker in a smart way. He let us define what is 'risk' for us but he answered his own question he answered that risk is a possibility of a loss. In every move that a Systems Analyst take, there are so many risks involve. HE said that we can never stop a risk from coming but we can prepare on how it will affect us. He emphasized the importance of this characteristic by sharing to us the murphy's law which states that 'If something can go wrong, it will, and it will hit you in the most inappropriate time.' A Systems Analyst knows and understands that murphy's law will exist forever. A good Systems Analyst should be able to identify, analyze and detect the risk that might be involve on his plans. A good Systems Analyst should also be able to take the risk.

This phase of Business Process Reengineering normally uses a zero-basedbusiness and processing environment as the base for its “TO-BE” model. That is it assumes that all existing all existing business functions, all existing business activities, all activities involved in the production of existing products and delivery of existing services are subject to scrutiny, change or potential elimination. All business processes within the firm must be reexamined, and rejustified.
Any processes that survive the rejustification process, are then examined to determine whether they can or should be reworked, streamlined, or combined. The goal of the process is to eliminate any unnecessary processing, remove bottlenecks and make the firm more responsive to its customers. In some more radical efforts the firm may also reexamine its lines of business, products and core functions.
Each phase of a development project will normally require the expenditure of a certain level of resources, both in terms of personnel and other assets.In effect the firm is buying a product: the completed work and the accompanying documents from each phase.In order for user and data processing management to assess the relative value of each of these products in advance of their being contracted for, many firms require a separate justification document, called a cost-benefit analysis. This document provides, sometimes in estimate form, the costs for producing the product and the benefits which the firm can expect to accrue as a result of that effort.
In the early stages the project has little form or definition, thus early cost-benefit documents are predominantly based upon estimates.As more and more information is developed these cost-benefit documents become more and more detailed and more and more accurate.

I have observed while reading the Strategic Plan of our university, I could conclude that they use the Traditional Systems Life Cycle. The life cycle developed by our university will most probably meet our needs for the fact that they had made a deep study and a thorough analysis. The life cycle developed by our university will most probably meet our needs (if only it will be strongly implemented) , for the fact that they had made a deep study and a thorough analysis. Every system in the university should undergo the phases that I mentioned one way or another. Every system should undergo those phases at some point in time during development in order to proceed with the proper and organize way and to avoid project failure. That is all.

Blog Link:
http://snailbob.wordpress.com/2011/12/20/how-do-you-know-that-the-life-cycle-was-developed-specifically-for-the-university-how-do-we-know-it-meets-our-needs/


Resources:
http://searchsoftwarequality.techtarget.com/
http://usep.edu.ph
http://sharpertutorials.com/
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PostSubject: Re: Assignment 5 (Due: December 21, 2011, before 01:00pm)   

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