“ SPC APPOINTMENT SYSTEM ”

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

FINAL DOCUMENTATION
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 1.2 Manual Process Flow

 CONCEPTUAL FRAMEWORK

Figure 1.3 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.
 CHAPTER 2
Review of Related Literature and Studies
This chapter presents the list of related studies and literature that serve
as guidelines to the proponents to pursue the topic entitled “SPC Appointment
System”. The proponents do not own any of the study listed and the researchers
will not copy any of this works.

2.1 FOREIGN STUDIES

OLUJULO, OLUWATOMIWA ENOCH (2021), “Online Doctor
Appointment Booking System”, The aim of this study was to produce an
information system that will provide a means of scheduling appointments with the
doctors at the university remotely through a mobile device resulting in the
reduction of waiting time at the university health center. This study involved the
identification of the user and system requirements, specification of the system
design with the UML language and implementation of the system. A review of
related works was done to identify the expected behaviour of appointment
booking systems. Informal interviews were conducted with the students and staff
of the university to elicit user requirements. UML diagrams were used to specify
the design of the system. The system's front end and user interfaces were
implemented using the react native framework, the back-end was implemented
using google's cloud fire store, fire-base authentication and Node JS. The
implementation results of the system proved that the system could allow patients
book doctor appointments with the university health-center, allow nurses assign
match patients with available doctors, allow doctors report medical data after
every appointment and reschedule appointment with patients if there it is
required. This study concluded that using online appointment booking systems
would help overcome challenges that are faced in the manual approach and help
boost the output of the healthcare facilitators as well as improve customer
experience.
 Furthermore, according to Nayak (2021), “ Online Appointment
Scheduling System” the purpose for developing online appointment scheduling is
to make it easier for patients and regular checkups. It is preferable to use the PC,
visit a website, and schedule an appointment than to go to the clinic and wait in
line for a long time.
According to Wordingham J. (2021), about “Online Appointment
Scheduling System”, the most common challenge for hospitals, the managers,
and employees is to reduce operational costs and reach efficiency targets.
Meanwhile, most hospitals operate with limited resources. The quest to
streamline the organization has traditionally prevented patients from moving
comfortably throughout their visits and re-visits. Instead, patients are often placed
in long waiting lines while receiving minimal information throughout their stay.
According to Thamrin (2020), “Hospital Appointment System” with patient
appointments scheduled in advance, healthcare institutions may plan resource
allocation in advance, enhancing efficiency and lowering staff stress levels.
Furthermore, using appointment scheduling services, companies can better
control the patient flow. Appointment solutions may also be employed for a
variety of small and large enterprises. Appointment booking systems for
restaurants, salons, and spas might help companies function successfully in the
current environment because there is a need to limit the number of people in an
indoor location.
According to Sminq, (2019), “Appointment System”, In traditional method
of arranging a doctor's appointment, people must take time out of their hectic
schedules to make a phone call. There is no guarantee that they will be able to
schedule the appointment with a single phone call. When making a phone call,
there might be a variety of issues such as connection issues, battery exhaustion,
and so on. Furthermore, if the patients go to the clinic to arrange an appointment,
they may encounter a large line and have to wait for their turn. People are
comfortable with online payments since online appointment systems are safe and
information is kept secure, especially in recent times when a variety of services
are sought online for convenience. To stay current and improve the quality of
their services, health care practitioners are turning to technology. For these
medical service providers, online appointment scheduling tools are definitely a
step forward.
2.2 LOCAL STUDIES
According to Azimah Disoma Ampuan and Reymark Devila Delena
(2022), “Appointment System”, The Office of the University President of the
Mindanao State University in Marawi City has the reputation of being one of the
busiest in the university. It handles a variety of concerns, ranging from employee
matters to matters of concern coming from the other campuses in the university
system. However, matters became greatly complicated when the pandemic
began and the hard lockdowns that followed forced everyone to stay at home or
work remotely. It was observed that an existing perennial problem at the Office of
the President was a lack of an efficient system to handle appointments, which
resulted in wasted time and tasks delayed or undone. Hence, the aim of the
project was to improve client waiting time by implementing a web-based
appointment system. The researcher used two (2) models: the System Usability
Scale and Technology Acceptance Model to evaluate the system. As a result, the
system has a high level of satisfaction with a percentage of 90.2 from the user
based on the overall result from two (2) models used. Therefore, implementing a
web-based appointment system will certainly improve client waiting time at the
Office of the President and employees at the office can schedule appointments
more conveniently.
According to John Carlo U. Ranoco, Dweena Maye V. Zamora and
Raymond C. Espina (2022), “Digital Tracking and Scheduling System”, The
Philippine maritime industry is leaping towards advancements through
technology solutions. To support this movement, the MARINA Strategic Voyage
Plan 2028, under Program 5, aims for the development of a Global Maritime Hub
in the Philippines. This program entails spearheading research projects focusing
on the innovation of maritime ancillary services that would involve Philippine
flagged vessels, ship owners, local shipyards, and the Maritime Industry
Authority (MARINA). Drydocking is one of the salient processes in the country’s
maritime industry. During this process, a vessel is brought to dry land to perform
necessary maintenance and repair. As per the International Convention for the
Safety of Life at Sea (SOLAS) requirements, all merchant vessels need a
complete survey of the hull twice within a 5-year period and an intermediate
survey within 36 months from the previous drydock. To adhere with these
international SOLAS requirements, Philippine-registered ships need to be
drydocked twice every five (5) years. The absence of a digital tracking and
scheduling system causes the ship owners to have difficulties in overseeing their
vessel’s drydocking calendar as required by SOLAS. Since shipyards have a
limited drydocking capacity, urgent drydocking appointments may pose
scheduling problems on the side of the ship owners as to which shipyard would
be readily available to provide immediate drydocking service. Likewise, shipyards
would need to create changes to their working schedules to accommodate these
urgent drydocking appointments. These rush appointments also tend to have
lacking vessel plans and documents needed to start the drydock as scheduled
which results in further delays. With this problem in mind, the authors propose to
design and develop a digital tracking and scheduling system for the drydocking of
Philippine-flagged vessels. The provision of such a system would optimize the
ship drydocking process and would further lead to more efficient operations in
boatyards, shipyards, and in the maritime industry in general.
As mentioned by Alejo J. (2021), about “Online Appointment Scheduling
System” the experience of a long waiting time and its associated psychological
discomfort can be overwhelming, and Philippine hospitals are under pressure to
find ways to reduce waiting time. This calls for more effective process
management, system improvement, health care improvement, and re-
engineering of existing processes to improve overall efficiency.
According to Marion Rylan Q. De Guzman, Jonn Louis N. Ordoñez,
Ronald O. Somocierra, and Gloren S. Fuentes ( 2021), “Online Scheduling
System”, The outpatient department (OPD) of a hospital provides diagnoses for
non-urgent patients that do not require them to be admitted for long periods. The
department has multiple physical facilities and medical equipment with several
doctors and consulting rooms, each is an expert in a specific field. This study
aims to create an online scheduling system for the outpatient department of a
hospital. It will be an online system that will assist the appointment system of the
outpatient department of a hospital. This will benefit not only the hospital but also
the patients in scheduling their appointments as the patient can check the
doctor’s availability. The waiting time of the patient will be lessened since the
patient will only go to the hospital at their specified scheduled appointment. The
list of appointments can also be viewed by the doctor to check how many
patients are currently scheduled within the day.
According to Sheily Mendoza, Ranzel Cloie Padpad, Amira Flores Vael
and Cindy Alcazar (2020), “Appointment Scheduling System”, Patient’s
satisfaction and comfort are the priorities of every hospital. With the traditional
appointment system, patients have been experiencing long waiting time, which
causes dissatisfaction. This study designed a new web-based appointment
scheduling system the “InstaSked” which could reduce the waiting time
experienced by patients. It is designed for patients (booking their appointment),
medical secretaries (managing patient list), doctors, and management
(monitoring patients). The system used an integration of the Six Sigma
methodology, DMADV (define, measure, analyze, design, and verify), and BPM
(business process management).
 REFERENCES
A. E-BOOK / JOURNAL
Azimah Disoma Ampuan and Reymark Devila Delena (2022), “Appointment
System” Retrieved 04/20/23 from https://journal-isi.org/index.php
/isi/article/view/379

John Carlo U. Ranoco, Dweena Maye V. Zamora and Raymond C. Espina

(2022), “Digital Tracking and Scheduling System”, Retrieved 04/20/23
from https://www.ejournals.ph/article.php?id=18582

Marion Rylan Q. De Guzman, Jonn Louis N. Ordoñez, Ronald O. Somocierra,

and Gloren S. Fuentes ( 2021), “Online Scheduling System”, Retrieved
04/20/23 from http://ieomsociety.org/proceedings/2021monterrey/
277.pdf

Sminq, (2019), “Appointment System”, Retrieved 04/20/23 from

https://www.ijstr.org/final-print/sep2019/Effective-Online-Medical-
Appointment-System.pdf

B. INTERNET SOURCES
Alejo J., (2021), “Online Appointment Scheduling System”. Retrieved 04/13/23
from https://www.studocu.com/ph/document/southernphilippinescollege/
bachelor-in-elementary-education/chapter-1-hospital-appointing-and-
schedulingsystem/36553529?fbclid=IwAR0Gc2HELCrWR2uhYgAZrh4
3ppnuxLkT g1jEc-vK1Ky4l2Ep4SfKiQCwZCk
Nayak (2021), “ Online Appointment Scheduling System” Retrieved 04/20/23
from https://medium.com/sminq/how-beneficial-is-an-online-appointment-
system-in-comparison-with-the-traditional-appointment-45d99d55dc97

OLUJULO, OLUWATOMIWA ENOCH (2021), “ONLINE DOCTOR

APPOINTMENT BOOKING SYSTEM ” Retrieved 04/20/23 from
http://ir.mtu.edu.ng/jspui/handle/123456789/275

Sheily Mendoza, Ranzel Cloie Padpad, Amira Flores Vael and Cindy Alcazar
(2020), “Appointment Scheduling System” , Retrieved 04/20/23 from
https://www.researchgate.net/publication/335545798_A_WebBased
_InstaSked_Appointment_Scheduling_System_at_Perpetual_Help_Medic
al_Center_Outpatient_Department

Thamrin (2020), “Hospital Appointment System” Retrieved 04/20/23 from

https://www.qmatic.com/blog/appointment-scheduling-solution-what-how-
and-why

Wordingham J. (2021), “Online Appointment Scheduling System” Retrieved

04/20/23 from https://www.studocu.com/ph/document/southernphilippines
college/bachelor-in-elementary-education/chapter-1-hospital-appointing-
and-scheduling system/36553529?fbclid=IwAR0Gc2HELCrWR2uhYgAZr
h3ppnuxLkTg1jEc-vK1Ky4l2Ep4SfKiQCwZCk
 CHAPTER 3
RESEARCH DESIGN AND METHODOLOGY
This chapter contains the research methodology of the study in which the
researchers applied in developing the “SPC Appointment System”.The
researchers adopted the Modified Waterfall Model in developing the System
Development Life Cycle (SDLC). The Agile methods will consist of the following
phases; Requirements Gathering and Analysis phase, Design phase,
Development phase, Testing phase, Evaluation phase and the Deployment
phase.
(See Figure 3.1)

Figure 3.1 Modified Waterfall Model of SDLC

3.1 Requirements Gathering and Analysis Phase

In order to develop the SPC Appointment System, the researchers
gathered information that will be used to determine the problems relating to
Appointment System. The researchers will prepared a letter of intent addressed
to the head of the faculty of Registrar, Cashier and Accounting office of Southern
Philippine College (SPC) to conduct an interview with the personnel of the school
through online. After the request has been granted, the researchers used online
forms to formulate a minimum of (10) item questionnaire. The questionnaire was
given to the school faculty of (3) specific offices which are the Registrar, Cashier
and Accounting for them to answer and help the researchers identify the
problems. Also, the researchers will conduct a phone interview for the data
gathering. Thus, the data that have been gathered from the client was used to
analyze the requirements needed to improve and develop the system.

3.2 Design Phase

Based on the acquired data during the gathering and analysis phase, the
researchers conceptualize the design needed as well as the features and system
functionality for the development of the “SPC Appointment System”.

Conceptual Design Phase:

The conceptual design phase consists of the Context level diagram
(CLD), Data flow diagram (DFD), Use Case Diagram (UCD), and Activity
Diagram that helped the researchers to visualize the system data flow. The
Context Level Diagram illustrates the general overview of the relationship
between the users and the system. The Data Flow Diagram will be utilized to
show the detailed information of each major process and sub-process of the
system. Use case diagram will also be used to identify the interactions of the
users on each functionality of the system. Lastly, the activity diagram will be used
to describe the possible steps of the system's flow, as well as the possible
functionalities of each user module.
 FIGURE 3.2 Context Level Diagram

Figure 3.2 shows the context level diagram of the SPC Appointment
System with entities that play important role in the system’s development such as
the student, registrar, cashier and accounting.
First, the student needs to register by providing valid information before
logging in to the system. After accessing the system, the student can view the (3)
available offices which are the registrar, cashier and accounting for the students
to make an inquiry. After the student make the choice between the (3) offices, the
student will need to add details of its information to transact and for the staff to
find the files so that they can provide the concerns of the student.
Second, when the student chose the registrar, the registrar will need the
student information, like the name of the student or the ID number, which is the
common information in terms of getting the grades of the student.
 Third, when the student chose the cashier, the cashier will also need the
student information to provide the remaining balance of the student.
Lastly, when the student chose the accounting, this office also need the
basic student information to give the status of the scholarship of the student or to
submit a promissory note.

Database Design Phase:

The database design phase consists of the Logical and Physical Entity
Relationship Diagram (ERD) and the Data Dictionary. The Entity- Relationship
Diagram (ERD) will be shown to determine the relationships of each entity
needed in generating the data. The Logical Entity-Relationship Diagram will be
used in defining the system's data requirements to generate the reports and
entities needed. Also, an actual database design will be used in the Physical
Entity- Relationship Diagram based on the entities and relationships depicted in
the Logical Entity-Relationship Diagram. Additionally, the data dictionary provides
information about the specific data of the tables, such as names, descriptions
and format.

User Interface Design Phase:

The User Interface consists of a High-Fidelity prototype that shows the
actual design with the features and functionalities of each user from the system.

3.3 Development Phase

In the development of the SPC Appointment system, the researchers
used a three-tier architecture design (See Figure 3.3) since the system would be
a web-based application. Using a three- tier architecture would be flexible as
each layer operates on its base, can be developed concurrently, and can be
updated without affecting other layers. A three-tier architecture design includes a
presentation tier, an application tier, and a database tier that were used for each
user module, such as a buyer, seller, and administrator.
3.4 Testing Phase
After the development phase, the researchers would be going to conduct
usability test to evaluate and measure the system’s functionality and overall
effectiveness. The researchers would used the System Usability Scale (SUS)
(See Appendix C) for the participant to gather information. SUS is used to assess
and identify system usability and is a very simple scale to provide to participants
that evaluate usability and learnability effectively. The system is open to any
necessary adjustments, enhancements, and improvements that was required
after the evaluation.

3.5 Evaluation Phase

After the testing phase, the researchers had conducted a usability test to
assess and gauge the system's overall performance, consistency, and degree of
accuracy. The researchers would used the System Usability Scale (SUS) for the
participant to gather information and evaluate user interaction with the system to
evaluate its performance and responsiveness. SUS is used to assess and
identify system usability and is a very simple scale to provide to participants that
evaluate usability and learnability effectively. The system is open to any
necessary adjustments, enhancements, and improvements that was required
after the evaluation.

3.6 Deployment Phase

In this phase, by following the period of evaluation which is the system
functionality and responsiveness would be asses. The researchers would be
going to deploy the system online for the students of Southern Philippine College
(SPC). The system's deployment would be determined by the head of the
faculties approval, if the head in charge approves the system's use. After fixing
the bugs and errors during the testing phase and completing evaluation by the
clients, the researcher would deploy the Save All SPC Appointment System.