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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