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

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.

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.

Assessment 5

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.

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.

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.

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.

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.

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.

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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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?