Chapter I

The Problem

Introduction
“Don’t wait until everything is just right. It will never be perfect. There
will always be challenges and less perfect conditions. So what. Get started now.
With each step you take you will grow stronger and stronger , more and more
skilled, more and more self-confident, more and more successful.”
- Mark Victor Hansen

The Office of the Registrar provides a wide range of services to the

academic community. The office aims to provide services in an efficient
manner that allows the members of the academic community to use the services
with minimum difficulty and maximum satisfaction. Our standing policy is
always to respond to legitimate requests for information or services as quickly
and accurately as possible.

The Office of the Registrar is responsible for the collection,

administration, maintenance, processing and distribution of information. As
official custodian of all student academic records, the registrar determines the
access and distribution of those records based on school policy.

The Office of the Registrar integrates thee major functions in our School
Community: Promoting the school through her degree program offerings;
recruiting and processing student admissions to Maryknoll College of Panabo,
Inc.; Receiving, evaluating, consolidating, systemizing, controlling, preserving
student records and enrolling students and issuing transfer credentials.

The registrar serves as the school liaison to government agencies: the

Commission on Higher Education, the Department of Education, Culture and
Sports, the Commission on Immigration and Deportation, and the Department
of Foreign Affairs through foreign institutions.

In addition, she does public relations and monitors events that are
taking place outside Maryknoll College of Panabo. The latter function involves
thinking and planning about what the outside environment think and does. This
is to help the University administration manage the environment and to help the
Office “think globally” for the future and to “Act locally”, now.

Statement of the Problem

The researchers conducted interviews and also observed the processes
and transactions or operations of the Office of the Registrar. Based on the
researchers’ conducted study, the following problems were observed and are
opted to be provided with solutions:

Incorrect Calculations - This is seen in functions such as financial and date

calculations. The key determinant is whenever mathematical functions and
mathematical operators are involved.

Incorrect Data Edits - This is when the software does not apply existing data
edits correctly. For example, a data edit may be coded to prohibit the entry of
the day of the month greater than "31", but does not allow for the month. This
would allow the entry of February 30 and other invalid dates.

Ineffective Data Edits - This is when data edits are in place and working
correctly, yet still fail to prevent incorrect data from being entered into the
system. An example of this is an alphanumeric address field that allows spaces
to be entered before any numbers or letters in the address. Therefore, when
searches or sorts are performed on the address field, the search or sort may not
find the intended address.
Incorrect Coding/Implementation Of Business Rules - This refers to the one
of the most common sources of software problems - the mistakes that occur
between what is intended to be developed or implemented and what is actually
delivered. These defects can be traced back to incorrect, missing, or vague
system requirements specifications, or to the misinterpretation of requirements
specifications. If you are asking, "What specifications? What requirements?",
the incorrect coding or implementation of business rules is probably a common
problem for you.

Inadequate Software Performance - This refers to slow system response

times and transaction throughput rates.

Confusing or Misleading Data - This means that the data shown to users may
be correct, but the users might not fully understand how to interpret the data.
This is not a trivial problem. Lives have been lost because of someone's failure
to take the correct actions based on the data delivered to them from a computer
system.

Software that is Difficult to Use - Many people have experienced first-hand

the frustration of using software that is cumbersome, difficult to navigate, and
requires several steps to perform simple tasks. This problem relates to a lack of
understanding of how humans interact with computers and is also the result of
a history of modifications that are not planned and coordinated to account for
ease of use. For example, the addition of numerous workarounds over a period
of time in legacy systems can have the overall effect of convoluting the original
system design.

Obsolete Software - Software that no longer works due to new hardware or

support software changes - This refers to software that is based on functions
found in older versions of databases and operating systems. An example of this
can be found in old COBOL code that will not compile on new compilers due
to the use of verbs that are no longer supported in the compiler. Many vendors
try to make new releases of support software upwardly compatible, but there
are usually cases where one minor area of non-support from the base system
can cause a major revision of the system. The only other option is not to
upgrade the support software. This decision can be justified for the short-term,
but a point is usually reached where the software must either be replaced or
modified.

Inconsistent Processing - Software that only works correctly in one

environment – This refers to software that has been designed for only one
environment and cannot be easily transported and used in another environment.
Of course, some software is designed to work in only one environment.
However, if an organization adopts new technology that requires software be
portable to new environments, then the software will need to be modified or
replaced if it can't meet the new technical requirements. An example of this is
software that works in an MS-DOS environment, but will not work in a
Microsoft Windows environment.

Difficult to maintain and understand - This refers to the ability of a

programmer or developer to maintain the software. To maintain software, the
person performing the maintenance must first analyze and understand the
software. Much of the software in existence today was initially written in an
unstructured manner and then patched on an as-needed basic over a long period
of time. This type of software structure results in what is known as "spaghetti
code," which is complex and unstructured. To add to the problem, when
changes are made to this kind of software, there is a higher risk of creating new
defects unintentionally.

Unreliable results or performance - This means that the software does not
deliver consistently correct results or cannot be depended to work correctly
each time it is used.
Inadequate support of business needs or objectives - This refers to software
that is inflexible to meeting business needs. For example, a system may be
difficult to modify to meet and organization's needs or may lack features to
allow the users to customize business rules.

No longer supported by the vendor - This occurs when a vendor ceases to

support a particular software product. This can occur due to the vendor's
decision to no longer support a product, due to the vendor going out of
business, or the vendor selling the product to another vendor.

Incorrect or inadequate interfaces with other systems - This means that the
software does not correctly accept input (data, control, parameters, etc.) from
other systems or sends incorrect output (data, control, parameters, print, etc.) to
other systems. An example of this is when a system has an electronic data
interfaces (EDI) with external systems, but does not correctly receive or format
the information.

Incorrect matching and merging of data - This refers to situations where

data is obtained from one source and matched or merged with data from
another source. Examples include sorting multiple files into a single file or
table or matching data from a master file to an ID number entered as a lookup
entry.

Data searches that yield incorrect results - This means that a search retrieves
incorrect data as the result of a search. In the worst case situation, the data
retrieved appears to be correct in format, but only by tracing back to source
documents and other original data can it be determined that the data is incorrect
for the search criteria. An example of this would be searching for the time
worked by a particular employee in a payroll system. The employee's name at
the top of the information may be displayed correctly, but the detailed time data
may belong to another employee. The only ways to verify the information
would be to compare the time worked back to time sheets or to tables that
indicate the employee ID.

Incorrect processing of data relationships - This means that data

relationships are not created or maintained correctly between one or more data
elements. These data elements can reside on interactive interfaces, reports, or
files. For example, a system may allow a user to incorrectly enter a telephone
area code invalid for the state specified in an address field.

Incorrect file and data handling - This refers to the software incorrectly
retrieving data from files or tables. This could include retrieving the wrong data
from the right source or the right type of data from the wrong data source. An
example of this would be retrieving data from an old version of a file or table,
thinking the data is being retrieved from the most current version. Another
example is the inability of the software to process empty or full files correctly.
A secondary problem could relate to the software's inability to pass data
correctly through the system. An example of this would be the incorrect
processing of transactions, where data is inadvertently dropped during
processing.

Inadequate security controls - This means that unauthorized access to the

system is not adequately controlled and detected. In addition, people may also
be able to perform transactions in excess of the authorization levels appropriate
for their job functions. For example, a person without managerial levels of
security access might be able to approve their own overtime. Or, a person not in
the payroll department might be able to view the employee payroll files.

Inability to handle production data capacities - This refers to the software's

inability to process data at the level required by the organization. An example
of this would be a system that is required to process financial transactions that
exceed $10 million, but the system can only process amounts up to
$9,999,999.99. Another example is the classic case of the Year 2000 computing
problem, where dates in the Year 2000 and beyond are incorrectly recognized
as being in the early 1900's.

Late Going Of The Assessment's Outcome Or Records - In light of the

procedure appeared by the in control to the scientists, in each finish of the
occasion held inside the grounds the instructors or the council of the
association must have an assessment on an occasion to check whether the
episode was effective or not, but rather as per the in-control a portion of the
educators that are doled out to assess the said occasion are not passing the
assessment's outcome on time, it took two or three days before they pass the
outcome.

The 3 Days' Approach of Asking Authorization Before the Said Occasion -

As per the understudy undertaking organizer those instructors who wish to have
make an occasion, for example, MAPEH day, Presentations, Associate
gathering and such needs initially to give or have a letter of endorsement to the
workplace of understudy issue inside 3 days before the said occasion. However,
as of what the in-control said some of them pass their letters or educate them
the day preceding the up and coming occasion, because of that conditions,
those occasion won't not be engaged any longer or conceivable the occasion
may be dismissed because of occupied and frenzied timetables.

Tedious - It's implied that the manual way is exceptionally tedious, even the
most effortless errand, for example, scanning for a particular information can
take up a lot of time, seeing as the individual still needs to look it out of
alternate various information that is likewise recorded. In the manual way
regardless you have to look the class for the information though in the
programmed way, you just need watchwords or particular letters to limit the
hunt or to get the information you require.
Inerasable Errors - In the manual way once somebody commits an error it is
very difficult to delete it, depending if the client was utilizing a ballpoint pen as
opposed to pencils. Utilizing a white ink eradication may just prompt making
to a greater degree a wreck not at all like an electronic framework where you
just need to delete to erase the undesirable markings.

Trouble of Recovering Records or Information - The recovery of records or

information might devour or sets aside time for they need to discover it as
indicated by dates or whatever they put marks on it, one of the components that
may happen if your utilizing manual or spread sheets just, a portion of the
documents have a tendency to be lost uniquely in the event that you don't have
another duplicate of that record. Once arranged the data they convey are gone
totally, which is hard for our customer since that record takes up a great deal of
room in their file organizers and requires space for new ones to put in
henceforth they have no other decision yet to discard huge amounts of key
information of the club or school occasions once every month or somewhere in
the vicinity.

Framework Couldn't Live up to Their Desires - As per the in-control their

framework couldn't live up to their guidelines or desires, postponement of
works may some of the time happen uncommonly when in a month there are
huge amounts of occasions that must be held inside the school grounds. Lost
documents are conceivable to be experienced and such. Making works
physically can truly expend time extraordinarily when the year closes, they are
obliging to arrange the majority of the documents containing the school year's
occasion.
Project Goals

The researchers of this software project aims to help their recipient by doing
the following:

 Students will develop high levels of oral proficiency in the two

languages.
 Students will achieve at or above grade level in literacy and the content
areas.
 Students will develop positive cross cultural attitudes.
 The program structure and curriculum will be enhanced.
 Teachers will be trained in dual language theory and instructional
strategies.
 Home/School collaboration will be a priority.
 Speed up in seeking data by 100%
 Less endeavors in looking for data by 70%
 Enhance their present framework
 Reduce the human asset's paper works by half.
 Reduce the danger of sparing slip-ups on information
 Decreases the possibility of losing information
 Remove copy data by institutionalizing the records and superfluous
documents
 Easily exchange documents
 Easily recovered documents or Information
 The objectives of this product venture is to help the office to enhance its
business forms, to spare time and decreased mistakes by utilizing
bookkeeping programming and to build office exchanges
System Objectives
 The following are the system objectives of the proposed project to
address their existing problems: