CHAPTER 1 THE PROBLEM AND ITS SCOPE INTRODUCTION
The world is moving on. Everything has changed and will still continue to change. One of the major contributors of these changes is the unending discovery of new advances such as tools and information technologies worldwide, from conventional Information System (IS) to computer-based IS, even become web-based IS. These advancements have been widely absorbed to improve efficiency of the organization’s operation and effectiveness in providing service to its employees and customers for them to survive in the realm of business world. Organizations such as universities have increasingly adopted advanced technologies to automate their information systems. It includes tools that are used to create, retrieve, store, change and transmit information. Online services have been offered by universities to provide information and applications for various stakeholders such as students, parents, benefactors and school personnel in timely manner and with greater ease (Lee & Kim, 2010). The Southern Leyte State University- San Juan spent considerable resources and efforts in applying computer-based information system in some transactions in school. The university has a computer-based system for accounting, enrolment and grading. Students, parents and benefactors ask for grades, schedule, statement of
2 account and other relevant information. Though the computerization automates the abovementioned processes but some of the students claimed that sometimes the releasing of requested information took hours or even days for some operations like retrieval of data since it is still done semi-automatically or manually. Aside from that, the university also collects a processing fee for grade inquiry. Truly, indeed, there is a call for improving student’s information system such as in students academic performance monitoring and billing system to satisfy the information needs of the clients. One of the responsibilities of the university is to inform the parents and/or sponsors about the academic performance of the students and it is usually done by sending grades through the post office. The problem is some of the parents and/or sponsors will not be able to receive the grades in timely manner or will never reach their hands. For any reason and maybe to facilitate decision making purposes, some of the parents and/or sponsors will personally visit the University Registrar to follow up the student’s performance. Undeniably, it is a burden to the parents to do such. That is why it is necessary for the university to find ways to aid the personnel in the Registrar’s Office in handling the student’s permanent record and to deliver accurate data pertinent to some clients. The academic performance of the university scholars has been also monitored by the school. The scholar’s grade is evaluated manually by the Guidance Counselor every semester if it still meets the qualification standards. Also, reports are to be generated for recognized private sponsors and for institutional purposes. During evaluation, the Guidance Counselor will require the scholars to submit their grades and so the students will also collect their grades from their instructors or at the registrar’s
3 office. The thought of accessing data directly from the centralized database will speed up the evaluation process. The plus factor for university’s financial growth is how committed the sponsor and the parents pay the fees of the students. But in the present situation, paying bills on time can never be realized for the university fails to issue statement of account to the students every after payment is made. As a result, parents or sponsors are not updated of their dues and no assurance that the students pay the fees religiously. Though the students are required to pay before midterm and final, the parents or sponsors have no idea how much are they going to pay for each term. As part of the university, it is the earnest...
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