This document presents a proposed student affairs management information system for King's College of the Philippines. The current paper-based system is time-consuming, prone to misplacement of documents, and makes monitoring student information difficult. The proposed online system would manage user accounts, student services, student information, and generate reports to address these issues. It would allow students to track their organizations, manage activities, and apply for scholarships while helping staff and administrators oversee student affairs more efficiently. The system focuses on key areas of student development, organizations, and activities while excluding other functions like discipline. It aims to benefit both students and the office of student affairs.
This document presents a proposed student affairs management information system for King's College of the Philippines. The current paper-based system is time-consuming, prone to misplacement of documents, and makes monitoring student information difficult. The proposed online system would manage user accounts, student services, student information, and generate reports to address these issues. It would allow students to track their organizations, manage activities, and apply for scholarships while helping staff and administrators oversee student affairs more efficiently. The system focuses on key areas of student development, organizations, and activities while excluding other functions like discipline. It aims to benefit both students and the office of student affairs.
This document presents a proposed student affairs management information system for King's College of the Philippines. The current paper-based system is time-consuming, prone to misplacement of documents, and makes monitoring student information difficult. The proposed online system would manage user accounts, student services, student information, and generate reports to address these issues. It would allow students to track their organizations, manage activities, and apply for scholarships while helping staff and administrators oversee student affairs more efficiently. The system focuses on key areas of student development, organizations, and activities while excluding other functions like discipline. It aims to benefit both students and the office of student affairs.
OF CICS, KING’S COLLEGE OF THE PHILIPPINES PICO RD. LA TRINIDAD, BENGUET
IN PARTIAL FULFILLMENT OF THE SUBJECT PROJECT STUDY 2
KHYLE JAN APOLONIO
KELVIN LUIS ESPIQUE KEVIN LUIS ESPIQUE TRISTAN JAY MANUEL 1. INTRODUCTION
With the advancement of technology, quality education has progressed through
means of effective learning. For schools to provide quality education, they have to provide the minimum or surpass the minimum requirements set by the Department of Education (DepEd) and the Commission on Higher Education (CHED). CHED gives guidelines for Higher Education Institutions (HEIs) as basis on providing basic student services, and other services in the Office of Student Affairs (OSA). These includes information, and orientation services, and programs and activities designed for the enhancement and deepening of leadership skills and social responsibility which include student organization and activities, professional organization or societies, special interests, leadership training programs, student council/government, student discipline, and student publication/ media which is handled by OSA. In the case of King’s College of the Philippines (KCP), which is the main client of the researchers, the OSA provides the following services : Student Conduct & Discipline, Student Development, Scholarship & Financial Grants-in Aid, Alumni & Placements The problems they are currently facing are the following: A. Time Consuming Since the current system being used is paper based, we can see that finding an specific record or document from a big pile of paper can take up too much time. B. Misplacement of documents When storing files, there are instances where you put the files in the wrong places and because of that you can get the wrong file or even misplace or lose it. C. Monitoring of student information Also because the current system used is paper based, it is hard to keep track of students who holds more than one high position in many organization. In this due, the researchers decided to work on the improvement of the existing system by making a computer based system which will lessen the workload of the client. This proposed system will also be interactive to the users. This study focuses on the information management system of the student affairs. It includes user management, service management, student affairs management, student management, student support, and report management. The proposed system will only cover the sections based on the services offered by the OSA which includes student development, student organizations, student activities. This proposed system will not include student profiling, student discipline, scholarship & financial aids, alumni & placement services and computation of liquidates. This study can be of much beneficial and significant to the OSA Director and OSA Staff, this project will help them to easily manage all activities involved in the affairs of students specifically the student affairs services offered by OSA. The Students, this project will help lessen their problems in processing student-related activities and will provide them a better and faster service. Thus, confusion and frustration are avoided. The Researchers, this study will broaden their knowledge in conducting research, programming, database designing, and software development. It will also refine their skills in developing information systems. Future Researchers, this study will give them ideas on how they can further improve the information management system. This will also give them additional knowledge and serve as a basis for their own related study. This can be a source of information and would be the foundation of a new improved system.
2. REVIEW OF RELATED LITERATURE
Computers, as stated by Al Muhtadi (2013), have become an essential part of life for most parts of the world. Even in third world countries. Many have started using computers to help improve the education. The impact of the computer in the classroom is far reaching. One of the fields where computers evolve in the society is in Information Systems. Working with information systems today, according to Cornford et.al (2013), is not all about smartphones, iPads and social networking. It is a lot about managing the results of previous decisions and the technologies of previous generations. We even have a name for such systems and technology – we call them legacy systems or legacy technologies – that is, systems and technologies that are handed down from a previous generation. Shah (2014) stated that the use of information technology in educational management has rapidly increased due to its efficiency and effectiveness. In the initial stages of its development, management information systems (MIS) main purpose and usage was to improve the efficiency of school office activities. It was used to store student and personnel data. The most concern was being focused on data entry and collation, rather than upon data transfer or analysis. The value of management information was recognized during its integration stages. In connection to the proposed system, Johnson et.al (2014) stated that, ‘Management Information Systems’ (MIS) is employed in student affairs offices throughout all colleges and universities. The benefits of using MIS to handle such tasks in student affairs as degree checking, classroom scheduling, transcript processing, and financial aid processing is now realized and appreciated by college or university administrators. In support to this, Sakthivel (2014) stated that MIS plays a very important role in the organization; it creates an impact on the organization’s functions, performance and productivity. The MIS plays the role of information generation, communication, problem identification and helps in the process of decision-making. The MIS, therefore, plays a vital role in the management, administration and operation of an organization. Helping educational institutions specifically, in the student affairs management system was deemed by the researchers to be beneficial. The researchers saw the great need of their school to have a computerized student affairs management information system. This then, inspired the researchers to pursue this study as their capstone. 3. TECHNICAL BACKGROUND
This study focused on the development of an Online-Based Student Affairs
Management System for King’s College of the Philippines. Users will include the Administrator, OSA Director, OSA Staff, and Students. The system is composed of the following key features; student development, student organizations, and student activities. It will not include student profiling, student discipline, scholarship & financial aids, alumni & placement services and computation of liquidates. The system has five users. The Administrator will be responsible for the overall supervision of the system. Students who are registered can fully access and view their accounts. By registering, they can view and update their profiles, change password, request approval to create a recognized organization, request activities for their specific organizations and apply for scholarship grants. The OSA Director approves the request of students in creating organizations, pending activities and requests for scholarship grants. Lastly, the OSA Staff can act as an assistant or a substitute especially in cases where the OSA Director is not available. The system will store and update each unique record of student information in the database for easy updating which will be used for academic purposes. This will be managed by the OSA Director and the OSA Staff. A log-in system will be used for security to identify each user. The Student Affairs Information Management System for King’s College of the Philippines aims to ensure that the services offered can greatly help students track their recognized organizations and help them manage time by easily requesting for activities on an appointed date and time. This will be beneficial to both students and the Director to avoid conflicts in schedule of activities. References:
CMO No.9 Series of 2013. Retrieved from http://www.ched.gov.ph/wp-
content/uploads/2013/07/CMO-No.09-s2013.pdf AL MUHTADI, M. 2013. The Impact of Technology in Education. Retrieved from http://journals.sfu.ca/alnasseru/index.php/alnasseru/article/download/15/20 on December 16, 2016 CORNFORD, T. & SHAIKH, M. 2013. Introduction to Information Systems. Retrieved from http://www.londoninternational.ac.uk/sites/default/files/programme_resources/lse/lse_pdf /subject_guides/is1060_ch1-4.pdf on December 16, 2016 JOHNSON, D. & YEN, D. 2014. Management information Systems and Student Affairs. Retrieved from http://www.tandfonline.com/doi/abs/10.1080/08886504.1990.10781948 On December 16, 2016 SAKTHIVEL, R. 2014. Role Impact and Importance of MIS. Retrieved from https://www.linkedin.com/pulse/20140901121616-270946654-role-impact-and- importance-of-mis on December 16, 2016 SHAH, M. 2014. Impact of Management Information Systems (MIS) on School Administration: What the Literature Says. Retrieved from http://www.sciencedirect.com/science/article/pii/S1877042814006764 on December 16, 2016