“ SPC APPOINTMENT SYSTEM ”

FINAL DOCUMENTATION

A PROJECT PROPOSAL
Presented to the faculty of
Information Technology Department
of Southern Philippines College,
Cagayan de Oro City

In Partial Fulfillment
of the Requirements for the subject
ITE204 : Information Management

By:
Pasardan, John Mark
Maneja, John Dave
Vergara, Neri

WIDALYN CARUMBA-OCLAMAN
Subject Adviser

MAY 2023
 CHAPTER 1
THE PROBLEM

1.1 INTRODUCTION

Nowadays, technology has many benefits, such as improved productivity,

making students to retain information, efficient communication, and many more.
In an academic institution, technology has become a great help in reducing the
workload of managing and monitoring students' daily transactions and records.
These days, conducting appointment processes are already existing in
other schools, especially in different universities. Southern Philippine College
(SPC) is one of many schools that has a manual process for accommodating
students' concerns which may cause a long line queue, especially on the release
of grades, payment for student tuition, and filing for promissory notes.
It was also convenient for office staff of the registrar, cashier, and
accounting to control the number of students that are visiting in the office.
Because sometimes waiting outside the office will create a long line that will
make the students more hustle.
That is why by using an appointment system, all the students can make an
appointments to conduct concerns. This will help to know the student academic
record like, Transcript of Record, balance, grades, and scholarship details. It can
make it easier for the students to conduct an appointment process between the
SPC Office Staff.
Now that this generation are already modernized by using technology, the
life of being a student is more comfortable than before and this system is one of
the many systems that can help the SPC students in terms of SPC concerns.
 PROPOSED PROCCESS FLOW

Figure 1.1 Proposed Process Flow

 MANUAL PROCESS FLOW

Figure 1.1 Manual Process Flow

 CONCEPTUAL FRAMEWORK

Figure 1.2 System Conceptual Framework (IPO)

1.2 STATEMENT OF THE PROBLEM

The SPC office staff, which are the registrar, cashier, and accounting
offices are doing manual work process such as for registrar staff call names of
students for the releasing of grades or records, the cashier staff call the next
number in line for the payment or assessment of the students and the
accounting staff waiting for the students to enter the office and give the
concerns about the student scholarship and promissory notes.
With this manual process, problems such as students have to fall in line
for the slot that result for long queuing. Student may cost time on waiting on its
turn.
The proposed system was also for the SPC students and office staff's
transactions only. That’s why it is prohibited for other people that were not
related to the Southern Philippines College (SPC) or the student.
1.3 OBJECTIVE OF THE STUDY
 General Objectives :
To design and develop an Appointment System for Southern Philippines
College (SPC) that will generate the processing of grade reports, Transcript of
Record (TOR), assessments, scholarship concerns, and promissory notes. The
proposed study would also help the office staff of SPC to lessen the workload.
 Specific Objectives :
To gather data and information that is needed for the development of
the SPC Appointment System.
To analyze the acquired data and information to use for the
development of the system functionality and requirements of SPC
Appointment System.

The proposed system specifically aims to:

i. To proposed a system that will help the students to make and to
process easily the appointment to the SPC office staffs.
ii. To develop a system that is easy to use for the SPC and also for the
student.
iii. To develop a user friendly system for students to conduct
their concerns and easily to make an appointment.
iv. To help student avoid waiting in long line.

1.4 SIGNIFICANCE OF THE STUDY

The main purpose of the proposed study is to eliminate the long line
process of the SPC in releasing of grade reports, Transcript of Record (TOR),
assessments, scholarship concerns, and promissory notes . And would be great
benefit to the following:
i. For the Student, the system would benefit the student to lessen the
burden of standing in a long line waiting for their turn. Using this system,
they will also have to wait for the SPC Office Staff response but, it will
 not be a hindrance if they have to do something while waiting because it
is online so they will not wait in the long line.
ii. For the Office Staff, the system would benefit the Office Staff of SPC
to lessen their workload and not in a hurry while attending the students
of SPC.
iii. For the Researchers, the development of the system was essential to
the improvement of the researcher’s knowledge, skills, and insight in the
development of SPC APPOINTMENT SYSTEM.

1.5 SCOPE AND LIMITATION

The scope of this system has two, which are :
i. Student :
The scope for the student, they can login the system, view,
book an appointment or cancel it.
They can also view the office staff profile, record list and details on
how to book an appointment.
ii. School :
The scope for the school, they can also login the system to view the
list of concerns of the students that already set an appointment. They
can also send a message to inform the student about their
appointment.

The limitation for this system has three, which are:

i. The students and office staffs from another schools or universities
cannot use this system. This is limited only for student and office
staffs in SPC.
ii. The user need an internet connection when you use this system to
make this system function
 iii. Only students of SPC can book an appointment, they need to wait
until the office staffs response to it.
1.6 DEFINITION OF TERMS

SPC – short term form Southern Philippines College.

Registrar – one of the SPC Offices that providing the grades record and TOR of
the students.
Cashier – one of the SPC Offices that providing the remaining balance and the
assessment of the students.
Accounting – one of the SPC Offices that providing the scholarship record and
promissory notes of the students.
Office Staff – a personnel in SPC who assist the SPC students about their
concerns.
TOR – short term for Transcript of Record. also known as academic records or
sometimes as student records, are closely linked with the learning
agreement plan, which is an official document that specifies the courses,
research and training/teaching activities you are supposed to achieve
during your mobility.