Chapter 1

PROJECT OVERVIEW

Information System underwent several generations in uplifting

the conventional educational institutions to become more efficient

and cost-effective in handling processes. With the aid of

technology, this scheme is more involved in interrelating diverse

yet interdependent transactions.

Student admission and enrollment procedure is one of the most

complicated processes institutions are subjected to on a yearly

basis. In simple terms, enrollment is a process where a student’s

data are being entered and verified before being admitted on a

particular institution. These various interrelated procedures

prior to admission make up the so-called “Enrollment System.” ES

plays a vital role in recording, storing, tracking and retrieving

a student’s essential information. It allows its users to save

time and effort while maximizing opportunities, providing

accuracy, and benefiting not only the students, but also the

institution as a whole.

1.1 Background of the Study

University of the Cordilleras (UC) has now adopted Enrollment

System that abets the admission team combine all the procedures

that comprises the enrollment process and integrates them into a

system. This allows the management lessen the workload, leave

better impression and ultimately enroll as many students possible.

a. Related Literature and Studies

According to the study of Marrero (2009) entitled Student

Information System for the University of the Cordilleras,

Information System is an academic field that deals with the

generation, collection, organization, storage, retrieval, and

dissemination of recorded knowledge. It also contains a collection

of related components that is intended to assist the operations,

management, and decision-making process of the administrations. In

simple terms, its main objective is to inform people as accurate

and convenient as possible.

Being one of the largest universities in Philippines,

catering approximately 25,000 students, Far Eastern University

(FEU) have been facing multiple enrollment difficulties especially

on storing and organizing student’s information. However,

designing an Enrollment System aided this problem. In doing so,

they had to develop two (2) phases. The Phase 1 involves the

creation of a system for enrollment, while Phase 2 deals with

integration of financial records. They had to work closely with a

technical Group in Makati named SQL *Wizard to pilot E *Wizard,

defined as a comprehensive suite of management software available

to school administrators in universities and higher-educational

institutions. It contains various modules with extensive inquiry

and reporting capabilities to better facilitate student

registration and other business processes involved in pre-

enrollment, admission, enrollment, semester processing, registrar,

and accounting. FEU also reviewed their organizational structure

and entered their faculty advisers and staffs into a training as

well as intercepted with their Computer Services Department to

settle kinks, (Chua et al, n.d.).

The same principle Samar State University (SSU) applied in

their enrollment system as they introduced their Automated

Enrollment System that was headed by Engr. Hediki Hashimoto with

the assistance of the Information Technology faculty coming from

College of Engineering and College of Arts of the institution. The

system that is web-based uses PHP programming language with data

stored in MySQL is run through the intranet of SSU. The team

conducted a dry-run and the registrar, cashier, accounting, and

the Colleges of Education, Engineering, Arts and Sciences,

Industrial Technology, Nursing and Graduate Studies were affected.

As a result, 75% of their respondents agreed that their enrollment

system improved (Gito, M.2018).

The Assistant Professor of Nueva Vizcaya State University,

Evangalista, R. (2011), stressed that their university’s Student

Information System (SIS) allows their users access their grade

reports, transcripts, register and schedule their classes online,

and even keep track of their remaining balance for the semester
with the aid of a secure, web accessible interactive computer

system. Their users, such as enrolled students, were given a unique

set of numbers that will set as “identifier.” All information as

well as the amendments will be stored in their system and students

with identifier can easily access their data at their convenience.

Based on the case study by Gabion, J. (2011) of the Batanes

State University’s newly computerized enrollment system,

identified that the institution’s IS security feature must be

tightened and improved against potential backdoor hackers. He also

added that the school should must include assessment of the

student’s fees for more transparency and convenience of their

students. Meanwhile, in the study of Pacio of the Benguet State

University (BSU) existing Student Information System (SIS)

emphasizes four (4) main problems encountered with the system. She

identified that there are still inefficiencies in retrieving and

updating of students’ information due to labor-intensive

processes, the system has also limited capacity that resulted to

mounting up of students’ record each semester, there is also an

unorganized and inconsistencies among offices as evident with the

redundancy of student’s records on each offices, and the assigned

offices are still experiencing slow generation of reports due to

manual processing since it was stated in the research paper that

BSU is still using a combination of computer-based and paper-based

enrollment system. She also stressed the need of security and

control measures including password protection that only

authorized users can access the web-based system, categorization

of the level of access of the authorized users, and an audit trail

for every transaction that will let the administration keep track

of the activities that is happening on the system.

In the study of Lopez (2015) on improving the Online

Enrollment System of De La Salle University – Dasmarinas among 75

students, he found out that most student experienced that the

website keeps crashing, there are times that the site is not

accessible during enrollment period and it is too slow consuming

a lot of time making them lose the slot or schedule of classes

they wanted when the website recovered. As a result, most students’

responses were negative or fair and placing more servers and

improving the speed is on utmost recommendation.

With the continuous advancement of technology, schools are

compelled to cope with it. Nowadays, educational institutions are

trying to take advantage of this progression in order to become

more efficient at the same time, lucrative while creating a

conducive learning environment for the students. It is without a

doubt that technology has done humongous changes in attending and

upgrading institutions are subjected to. Hence, to keep moving

forward and improving technology shall be a priority. The related

studies and literature stated, associated directly or indirectly

with the present research proposal, will provide additional

insights in attaining the objective of the study.

1.2 Company Profile

a. Brief History

Baguio Colleges, as the University of the Cordilleras (UC)

was initially known, pioneered in tertiary education in the

mountain highlands of the Cordillera region amidst devastation in

and around Baguio City after the Second World War. On June 19,

1946, Atty. Benjamin R. Salvosa founded and established the

institution initially offering courses in teacher training and

liberal arts, with the first batch of enrollees consisting of 156

students. Classes were first held in rented spaces at the Antipolo

building, and later, at the Lopez and Lamping buildings along

Session Road, the city's main thoroughfare. In 1966, it was

converted into an educational foundation which drove the

administration to become more responsive to the needs of the time.

Through the years, the University of the Cordilleras has grown

bigger through the offering of additional courses and increasing

student enrollment. As of today, UC caters more than 18,000

students coming from the Cordillera Administrative Region (CAR),

Regions I and II, neighboring provinces of Luzon. In addition, UC

has the largest population of international students among HEIs in

Baguio City represented by 37 nationalities.

 b. Industry and Operations

University of the Cordilleras, is now a private School or

educational institution. It covers academic education ranging from

elementary to college. The Graduate School is its highest unit.

Programs offered now range from basic education to graduate

studies, law, arts and sciences, business and accountancy,

nursing, teacher education, information technology and computer

science, hospitality and tourism, and criminal justice.

 REFERENCES

Marrero, S. (2009). Student Information System for the

University of the Cordilleras. A master project study.

University of the Cordilleras.

Chua, J. Lazaga, J, & Fontanilla, K. (n.d.). Enrollment System

in Far Eastern University – Institute of Technology. An

undergraduate study. https://www.coursehero.com/file/1947

4732/Thesis-1/

Evangelista, R. (2011). Student Information System (SIS) of

Nueva Vizcaya State University. St. Paul University

Philippines, pp. 20-24.

Gito, M, (2018). Enrollment System Thesis. https://www.scribd.

com/document/369710087/Enrollment-System-Thesis-1-docx

Gabion, J. (2011). Batanes State College Computerized Enrollment

System. A case study. https://www.scribd.com/doc/74984816/

Computerized-Enrollment-System-Case-Study

Pacio, R. (n.d.). Online Student Information System of Benguet

State College (OSIS-BSU), Philippines. https://studylib.net/

doc/8686449/online-student-information-system-of-benguet-

state-univer...

Lopez, (2015), Improving the Online Enrollment System of De La

Salle University. https://prezi.com/nbxgb5x2mrfr/improving-

online-enrollment-system-in-de-la-salle-university/

(n.d.). http://www.uc-bcf.edu.ph/