STUDENT AFFAIRS MANAGEMENT INFORMATION SYSTEM

FOR KING’S COLLEGE OF THE PHILIPPINES

A PROJECT STUDY PRESENTED TO THE FACULTY

OF CICS, KING’S COLLEGE OF THE PHILIPPINES
PICO RD. LA TRINIDAD, BENGUET

IN PARTIAL FULFILLMENT
OF THE SUBJECT PROJECT STUDY 2

KHYLE JAN APOLONIO

KELVIN LUIS ESPIQUE
KEVIN LUIS ESPIQUE
TRISTAN JAY MANUEL
1. INTRODUCTION

With the advancement of technology, quality education has progressed through

means of effective learning. For schools to provide quality education, they have to provide the
minimum or surpass the minimum requirements set by the Department of Education (DepEd) and
the Commission on Higher Education (CHED).
The problems they are currently facing are the following:
A. Time Consuming
Since the current system being used is paper based, we can see that finding an
specific record or document from a big pile of paper can take up too much
time.
B. Misplacement of documents
When storing files, there are instances where you put the files in the wrong
places and because of that you can get the wrong file or even misplace or
lose it.
C. Monitoring of student information
Also because the current system used is paper based, it is hard to keep track of
students who holds more than one high position in many organization.
In this due, the researchers decided to work on the improvement of the existing
system by making a computer based system which will lessen the workload of the client. This
proposed system will also be interactive to the users.
This study focuses on the information management system of the student affairs.
It includes user management, service management, student affairs management, student
management, student support, and report management.
The proposed system will only cover the sections based on the services offered by
the OSA which includes student development, student organizations, student activities. This
proposed system will not include student profiling, student discipline, scholarship & financial aids,
alumni & placement services and computation of liquidates.
This study can be of much beneficial and significant to the OSA Director and OSA
Staff, this project will help them to easily manage all activities involved in the affairs of students
specifically the student affairs services offered by OSA. The Students, this project will help lessen
their problems in processing student-related activities and will provide them a better and faster
service. Thus, confusion and frustration are avoided. The Researchers, this study will broaden their
knowledge in conducting research, programming, database designing, and software development.
It will also refine their skills in developing information systems. Future Researchers, this study will
give them ideas on how they can further improve the information management system. This will
also give them additional knowledge and serve as a basis for their own related study. This can be a
source of information and would be the foundation of a new improved system.

2. REVIEW OF RELATED LITERATURE

Computers, as stated by Al Muhtadi (2013), have become an essential part of life

for most parts of the world. Even in third world countries. Many have started using computers to
help improve the education. The impact of the computer in the classroom is far reaching.
One of the fields where computers evolve in the society is in Information Systems.
Working with information systems today, according to Cornford et.al (2013), is not all about
smartphones, iPads and social networking. It is a lot about managing the results of previous
decisions and the technologies of previous generations. We even have a name for such systems and
technology – we call them legacy systems or legacy technologies – that is, systems and technologies
that are handed down from a previous generation.
Shah (2014) stated that the use of information technology in educational
management has rapidly increased due to its efficiency and effectiveness. In the initial stages of its
development, management information systems (MIS) main purpose and usage was to improve the
efficiency of school office activities. It was used to store student and personnel data. The most
concern was being focused on data entry and collation, rather than upon data transfer or analysis.
The value of management information was recognized during its integration stages.
In connection to the proposed system, Johnson et.al (2014) stated that,
‘Management Information Systems’ (MIS) is employed in student affairs offices throughout all
colleges and universities. The benefits of using MIS to handle such tasks in student affairs as
degree checking, classroom scheduling, transcript processing, and financial aid processing is now
realized and appreciated by college or university administrators.
In support to this, Sakthivel (2014) stated that MIS plays a very important role in
the organization; it creates an impact on the organization’s functions, performance and
productivity. The MIS plays the role of information generation, communication, problem
identification and helps in the process of decision-making. The MIS, therefore, plays a vital role in
the management, administration and operation of an organization.
Helping educational institutions specifically, in the student affairs management
system was deemed by the researchers to be beneficial. The researchers saw the great need of their
school to have a computerized student affairs management information system. This then, inspired
the researchers to pursue this study as their capstone.

3. TECHNICAL BACKGROUND

This study focused on the development of an Online-Based Student Affairs

Management System for King’s College of the Philippines. Users will include the Administrator,
OSA Director, OSA Staff, and Students.
The system is composed of the following key features; student development,
student organizations, and student activities. It will not include student profiling, student discipline,
scholarship & financial aids, alumni & placement services and computation of liquidates.
The system has five users. The Administrator will be responsible for the overall
supervision of the system. Students who are registered can fully access and view their accounts. By
registering, they can view and update their profiles, change password, request approval to create a
recognized organization, request activities for their specific organizations and apply for scholarship
grants. The OSA Director approves the request of students in creating organizations, pending
activities and requests for scholarship grants. Lastly, the OSA Staff can act as an assistant or a
substitute especially in cases where the OSA Director is not available.
The system will store and update each unique record of student information in the
database for easy updating which will be used for academic purposes. This will be managed by the
OSA Director and the OSA Staff. A log-in system will be used for security to identify each user.
The Student Affairs Information Management System for King’s College of the
Philippines aims to ensure that the services offered can greatly help students track their recognized
organizations and help them manage time by easily requesting for activities on an appointed date
and time. This will be beneficial to both students and the Director to avoid conflicts in schedule of
activities.

References:

CMO No.9 Series of 2013. Retrieved from http://www.ched.gov.ph/wp-

content/uploads/2013/07/CMO-No.09-s2013.pdf
AL MUHTADI, M. 2013. The Impact of Technology in Education. Retrieved from
http://journals.sfu.ca/alnasseru/index.php/alnasseru/article/download/15/20 on December
16, 2016
CORNFORD, T. & SHAIKH, M. 2013. Introduction to Information Systems. Retrieved from
http://www.londoninternational.ac.uk/sites/default/files/programme_resources/lse/lse_pdf
/subject_guides/is1060_ch1-4.pdf on December 16, 2016
JOHNSON, D. & YEN, D. 2014. Management information Systems and Student Affairs.
Retrieved from http://www.tandfonline.com/doi/abs/10.1080/08886504.1990.10781948
 On December 16, 2016
SAKTHIVEL, R. 2014. Role Impact and Importance of MIS. Retrieved from
https://www.linkedin.com/pulse/20140901121616-270946654-role-impact-and-
importance-of-mis on December 16, 2016
SHAH, M. 2014. Impact of Management Information Systems (MIS) on School Administration:
What the Literature Says. Retrieved from
http://www.sciencedirect.com/science/article/pii/S1877042814006764 on December 16,
2016