Campus Information Inquiry Kiosk for

Lyceum of Alabang
Lerma, Manuel Lorenzo
D.

579N E. Cornejo St.,

Malibay, Pasay City

Donato, Daniel
Christopher C.

B8 L26 Las Vegas St.,

Southville, Bian, Laguna

11 Diamond Road, Pilar

Village, Las Pias Ciy

(+63) 9066100596

(+63) 9066100596

(+63) 9173746763

Aleluya, Randy A.

Bandalan, Jannine A.

B25 L33 J. Vickers St.,

Katarugan Village,
Muntinlupa City
(+63) 9165258462

randyaleluya@yahoo.com bandalan.jannine@yahoo.co donato_dan@hotmail.comlerma_manuel@rocketmail.co

m
m

ABSTRACT
Information Dissemination is an important concern for every
business establishment; for it provides communication between
the proprietors and the customers themselves. Thats why
different kinds of technologies are being implemented to make
this concern an easy task; one of those is what we call SelfService Technologies (SSTs). SSTs are being implemented
widespread in different fields of businesses such as hotels,
airports; etc for it provides easy access of information and
sometimes instructions. This study aims to implement SST in an
educational institution with growing number of students who acts
as the main user of the technology and research on the impact
and conveniences it might provide to both the students and the
administrators of the institution. The study also includes how
useful and efficient a Self-Service Technology Software
Application can be on an educational institution.

Keywords
SSTs, Kiosk, Technology

1.

INTRODUCTION

Self Service nowadays tops the trend of customer reference,

from convenience store shopping to supermarkets, banks and
airports. Thats why the term DIY or Do-It-Yourself was
coined. Self-service was proved to be an effective tool and of
advantage to business, studies show that what the customers
want is information without a hassle [1].

Nobody wants delays, as the saying goes; even a slight of

retailers reasons are never accepted. So business establishments
find ways to lessen customer grudge on providing Self-Service
Technologies. One of the most popular applications on the SST
category is what we call Self-Service Kiosks (SSKs). SSKs are

hardware devices that can process multiple transactions with less

effort from the customer side; they are commonly placed where
people mostly gather for a certain business such as hospitals,
company cafeterias, retail stores; etc. Such kiosks typically
include a computer system loaded with a software that is housed
in a protected case, although an SSK can also be computer placed
on a table or desk in an accessible area for customers to use [2].
But the question is Why do customers prefer self-service more
than full-service? Customers prefer machines as a helpmeet
rather than live persons for a simple reason of avoiding lame
gestures and bad attitudes. Some other pro-points for self-service
applications is that customers doesnt need to be computer savvy,
merely because kiosks doesnt require any particular knowledge
or background in computers to use it; computer applications
doesnt misunderstand an order, unlike on real persons where
language can be dim; and customers meets what they exactly
need, and most of all, control is being put to the hands of the
consumers based on what they favor. If there are pro-points for
the customers, it also has for the business owners as well. One of
which is that kiosks provides more productivity for it saves time
and effort that can innovate their services to their customers;
kiosks also has a good return of investment, for more products
are being sold in a short span of time which means more profit.
[3]
Not only for business are transactions Self-Service Kiosks being
used, also for information sharing and dissemination. Through
the user interfacing and information display that are being used
in SSKs, it is indeed a very effective channel of information.
Many business entities use it for advertising purposes, for SelfService Kiosks serves as a channel of communication from the
advertisers to the prospect consumers.
Now that Self-Service Technologies encompasses almost all
fields of the business world, this study will apply it to an
educational institution, where the school administrators and the
students will have a simulation of interaction on what we see on
the business entities outside the academe.

1.1

BACKGROUND OF THE STUDY

Lyceum of Alabang was founded in 2003 by its founding CEO,

Dr. Danilo V. Ayap in Muntinlupa City. Originally homed at 88
GNT Building, National Road, Brgy Putatan in the same city. It
first offered TESDA-based courses and later on was accredited to
offer other courses. Its pioneer courses includes: BSIT, BSCS and
BS in Computer Engineering for the College of Computer
Studies; BS Business Administration,
BS Customs
Administration and BS in Accountancy for the College of
Business and Marketing Education; BS Criminology for the
College of Criminology; AB in Political Science and Psychology
for the College of Arts and Sciences and finally, BS in Industrial
Engineering for the College of Engineering. Once a small
community of students with a limited space for accommodation,
the institution rapidly expanded as its reputation grew all over
the city. In line with its expansion, Lyceans were offered two new
courses at 2009; these are the BS in Education and BS in
Hospitality and Hotel Management which gave way to the
foundation of 2 new colleges: The College of Education and
College of Hospitality Management. These were added to the
other existing colleges that were established in the earlier years
of the institution. Different scholarships are also offered for
deserving and talented students who wish to acquire enrollment
in Lyceum, one of which is a sports scholarship for the schools
athletic team, The Lyceum Sharks. Due to the increasing number
of enrollees in the past few years, Lyceum of Alabang has
expanded its school building and acquired a new place to be its
campus. A much larger campus in Km 30 National Road, Brgy
Tunasan, Muntinlupa City served as the new nest for Lyceans,
accommodating a much larger number of students. Now, in its
10th year, Lyceum of Alabang has served its mission and vision
to provide quality education for the youth of today.

The paper also determines the impact of the usage of SST from
the students, to the faculty members, to the administrators of the
institution.

1.3

The system gives solution to the normal problem of unnecessary

complaints of information scarcity. A student can easily know any
updates in his/her school concerns without making so much
efforts of inquiring personally. The system aims:
1.
2.
3.
4.
5.
6.
7.

1.4
This research will be made to aide Lyceum to better serve its
students and further increase its capacity to give good quality of
educational services.

1.2

PURPOSE OF THE STUDY

The main purpose of this study is to apply computer technology

to a neophyte educational institution in order to help them
achieve better quality of education inside their premises.
Secondly, to create an innovation to an educational institution
which encloses more than three thousand students to make
complicated work simpler and more effective. Third is to let the
proponents make a computerized system that will be beneficial
for an educational institution, be able to learn real-life and
industry-standard data gathering and system development. The
output of the research project will be implemented and be of use
of the target beneficiary as a token of appreciation.

OBJECTIVES

To provide information for students by just using the

kiosk
To provide ease for the employees of the institution on
information dissemination and to prevent inaccurate
information.
To provide students an alternative of receiving their
enrollment information and to easily know their
concerns.
To improve communication and interaction between the
target users: the students, employees and the
administrators of the institution.
To provide Lyceum of Alabang an innovation of campus
information management by making information more
accessible.
To make some work for students and employees
centralized by using the kiosk as the bridge.
To provide employees a way of filing their leave
application in case of office hours overdue arrival.

SCOPE AND LIMITATION

The system covers the provision of the institutions basic

information. The system has three user targets: the students, the
faculty members, and the administration offices of the institution.
For the students side, the proposed system includes a variety of
features such as: the enrollment information of each student:
subject information and financial balances, periodical grades; upto-date campus news and announcements, faculty members
consultation hours and Room Locator feature. For the faculty
members side, the proposed system offers employee information,
subject load; and a unique feature of computerized Leave
Application. Venue and Equipment Reservation also serves as a
feature for both the students and faculty members of the
institution. A messaging feature is also one of the things that the
proposed system is aimed to do, it alerts the user of whatever
concerns that they might have in the schools offices. A module
will be provided for each of the administration offices that will
be involved in the system, in which they can contribute data to
the proposed system.

The proposed Campus Information Inquiry Kiosk will be

administered and maintained firstly, by the institutions Systems
Analyst and consequently by the different employees of the
administration offices who will contribute to the systems
information source and maintenance. The said users will be the
primary source of information which the proposed system will
utilize. They will enter the all the information required and the
kiosk will fetch it and display them to the end-users. The
students and Faculty Members on the other hand will serve as
the main users who will benefit most from the proposed system.
They will just tap their smart IDs and the kiosk will
automatically provide the information that they need. The kiosk
will also serve as an application medium for equipment and
venue reservations in case of campus events and leave
application which will be an exclusive for the faculty members.
Meanwhile, the system does not include the whole enrollment
process of a student; they cant modify anything about their
enrollment from the kiosk. Faculty members are still required to
have their leave applications officially signed by the people
concerned, the kiosk will serve as an application tool only; every
process in between will not be included in the proposed system.
Hard Copies are not produced in the system; those are provided
officially by the institutions offices.

2.
REVIEW OF RELATED
LITERATURE

2.1

FOREIGN LITERATURE:

From the article Self-serve kiosks are the new look for
American Airlines at LAX (Hugo Martin, February 05, 2012,
Los Angeles Times) states that the use of self-service kiosk
makes operation more efficient because lessens the time of
transaction when buying tickets and also and also lessens the
work of ticketing agents. The realization of the efficiency of a
self-service kiosk is better known today, the creation of selfservice student information kiosk will lessen the time of
transaction whenever users wishes to view their grades, check
tuition fees and other information of the user. This will lessen the
hassle of filing for True copy of grades (TCG) or having a request
for an assessment of tuition fees.
And from (Andrew Eklund, October 14, 2011, The Daily Targum)
his article City looks to install information kiosks, a city with
information kiosk is very beneficial to everybody especially to
newly transferred citizens, its like an extension of the city hall
where the information about the city will be available. The city
information kiosk will also have the information about where to
throw garbage, neighbors contact information and other
important information about the city, like a town map that gives

accurate information for new citizens. The idea of having an

information kiosk that sets accurate information about something
is very critical. For new students to have an easy access to correct
information, maintain proper and up to date information of
schedules and update balance.

2.2 LOCAL LITERATURE

From (Vicente W. Villavert), information searching has become
much easier as stated in JOB SEARCH KIOSK NOW IN
ANTIQUE Because of the new technology; a small town can
improve like what happened to Sibalom, Antique, where they
have used a job search kiosk. An information kiosk that enables
users to seek for a job quickly and much less effort, inputting
their skills and user can have information about the job that they
qualify for, with the use of new technology. The same goes with
school inquiry kiosk, when a student uses the kiosk it will give
the information that they need. The usage of the student inquiry
kiosk gives users quick access and less effort to the information
that they need.
Now from GSIS taps Globe unit for high-tech kiosks
(Lawrence Agcaoili ), stated that new kiosks were build for GSIS
members to give them the accessibility and user friendly
environment to make their loan even conveniently though they
cannot go to a GSIS office, still members can make a loan
through the kiosk its especially for members in remote areas of
the county. This sets our mind that with a kiosk like a student
inquiry kiosk to be effective it must become a user friendly
system to be used easily by students.

2.3 FOREIGN STUDIES

(Varzan .S. Kolah), self-service technology implementation has
been used everywhere especially in airports and hotels with the
use of self-check in kiosks. This technology advancement is very
advantageous to managers. When it comes to front desk
operations of hotels and revolutionizes the use of hotel lobby
employees roles according to his study TO SELF-SERVICE OR
NOT TO SELF-SERVICE? THAT IS THE QUESTION FOR
HOTELS. AN EXPLORATORY STUDY OF SENIOR HOTEL
MANAGERS PERSPECTIVES. This study helps us understand
that self-service is advantageous. If we create a self-service
inquiry kiosk it will also help in advancement and it will be very
advantageous to students, with this employees will also help new
and better jobs.
From (Hannah Drennen), technology is constantly changing and
for an airline to have a self-service technology is very efficient.
Improving the different processes that are usually done in
airports will not only help the management in having to waste
time in long lines and disgruntled customers and large staffing
levels to complete repetitive tasks. This absorbed knowledge

helps us and create an efficient self-service inquiry kiosk that

will lessen long lines and disgruntled students. Whenever they
want to have information about schedules and professors for
example and they would get it quickly.

2.4 LOCAL STUDIES

Computer Based voting and Information Kiosk System
Adamson University-BED
This study is made to promote and introduce to Adamson
University High School the advancement of having a computer
based voting and information kiosk system. It is a normalized
database system that records the information of the students,
grades and student inquiries. It is a kiosk system that would be
interesting and advantageous for both faculties and students. A
system that would process inquiries, and also provides an easy,
faster and convenient way in voting information disseminating
and a system that has a voting process.
E-Learning 4-All: The Silliman Online University Learning
Model (SOUL)
Silliman University
SOUL Model is a strategic plan of Silliman University that aims
to promote the use of information technology designed to
increase Sillimans commitment to total human development for
the wellbeing of society and the environment. SOUL offers
remarkable benefits not only for the students but also for
educators, teachers, researchers, alumni, friends of the
University, and the community. Soul has 4 major services, these
are Virtual Classroom (vClass), wherein students can work on
and learn their lessons online using either the campus network or
any remote terminal. E-Learning by Online Program (eLearn-P),
this subsystem provides alternative opportunities to all aspiring
group of online learners who wish to enroll in quality programs
responsive to the demand for national development. E-Learning
by Online Tutor (eLearn-T), is a learning management system
that caters to any individual who hopes to acquire specific
learning through personalized electronic and online tutoring
services but who is not able to take advantage of the traditional
modes of tutoring. It primarily benefits alumni and friends who
believe in the quality of education the Silliman is offering and
the Knowledge Product Outsourcing (KPO) which aims to trade
knowledge products online. As a supporting knowledge
repository, this system caters to small businesses like the Small
and Medium Enterprises, small government units like Local
Government Units, and small organizations like public offices
and non-government offices that aspire to acquire professional
consultancy online from SU.

3.
RESEARCH METHODOLOGY AND
DESIGN
3.1

REQUIREMENTS ANALYSIS:

Requirement Analysis is one of the most radical parts of the

research, for it serves as the constructor of goals and objectives
of the new system that will be proposed and implemented. This
aims to understand the existing methods that are incumbent in
the institution and determine possible problems or errors of the
existing system.
Basically, the existing system for Lyceum of Alabang is manual
and is decentralized. Manual systems are not bad, but it is one of
the reasons of the existing systems errors and miscalculations
due to human errors. Different tasks from different offices are
being done separately which make it hard for the students and
employees to accomplish their concerns in the shortest span of
time. Since Lyceum of Alabang has access to computer
technology, the research project will apply technology to the
institution. The requirements of the research project were
determined by the recorded interview scripts, actual observation
and sample documents provided by the beneficiary.

3.2

RESEARCH INSTRUMENTS:

3.2.1

Interviews

The beneficiary is the main concern of the research project, so

the data gathering methods were mostly done inside the
beneficiarys premises. For the intention of gathering
requirements and data for the proposed system, the institutions
systems analyst, Mr. Regie Ellana served as the interviewee. The
policies and methods of the existing manual system were
elaborated by him and gave the proponents the overview of the
existing manual system.
By the consent of the systems analyst himself, the proponents
were able to get hand of some documents that are being used in
the incumbent system.

3.2.2

Sample Documents

Sample documents were provided by the beneficiary as the

research went on its track. One of these sample documents are
the borrowing forms, inter-office memorandums, softcopy
template of grading sheets and notification of student balances.
The said documents will serve as data description source for the
design and functionalities of the proposed system.

3.2.3

Observations

In order to keep track of the factuality of the data gathered,

observations were made. The proponents witnessed and studied

the real-life processing of the data gathered during the interviews

and sample documents verification. This was also made to
determine the flow of procedures that are being made in the
existing system and identify errors which the proposed system
will be aimed to solve.

Reschedule Event

Fig 1.1 Flowchart for the existing manual venue

START system
reservation

3.3

RESEARCH DESIGN:

3.3.1

Flowchart of the Existing Manual System

Get
Borrowing
Form from
PDD Office

START

Get IOM
(Inter-Office
The
Memorandum
venue is
) from
PDD
available
Ofc
on
the
Signed
Receive
IOM
schedule
Go to
the PersonApproved
Form
In-Charge
of the
IOM ?Form
Venue
Fill out
IOM Form
END

Fill out
Borrowing Form
The
equipment
is
available
Receive
Signed
on the
Go
to
the Property
Borrowing
Approved
schedule?Form

Custodians
Office
Borrowing
Form
END
Y
N

Reschedule Event or
Negotiate Equipments

Fig 1.2 Flowchart for the existing manual

START
equipment borrowing
and reservation system
Get IOM
(Inter-Office
Memorandum
) from PDD
Ofc

Fill out IOM Form

Pass accomplished
form to HR Dept.

Determine kind of
Is theapplied
leave being
IsAre
there

applicant
applicat
a
eligible
substitut
iona
for
papers
e
leave?
Find
lecturer
valid?
substitute
Verifyavailabl
Documents
Inform
lecturer
1 for the existing manual
Fig
leave
e?
Applicant
A 1.3 Flowchart
N

application systemYYY

NN

A2

START
1

Assign
Substitute

Go to the Registrars
Office

Request for Enrollment

Assessment

Grant Leave
Application
Pay for the Printing
Fee

Inform
Applicant
Receive Assessment
Form

Receive
Approved
IOM
Form

Assessment Form

Signed IOM
Form
END
2
END

Fig 1.4 Flowchart for the existing manual

enrollment details inquiry system

Fig 1.3 Flowchart for the existing manual leave

application system (contd)

START

Go to the Registrars
Office

Applies for
transcript of
records?

Pay for the Printing

Fee per page

Y
Request for Transcript
of Records

If ID is
identif
ied as
Studen
t?

Wait for the releasing

of Official Classcards

Classcards

Display Main
Menu and
System
Messages

Receive Transcript of
Records

Enrolment
Information
Inquiry
Selected?

Display
Enrolment
Information

Receive Receipt and

Claim Stub

Wait for the indicated

date of release

A
Y

Grade
Inquiry is
selected?

Student
has settled
accounts?

Display
Periodical
Grades

N
Outputs
Please settle
your accounts

Transcript of
Records

Fig 1.5 Flowchart for the proposed Campus

Information Inquiry Kiosk
END
Fig 1.4 Flowchart for the existing manual grades
inquiry system
1

3.3.2

Flowchart of the Proposed System

START
Tap Smart ID for
ID Number

Display Main
Menu and System
Messages
Faculty
Information
Inquiry
Selected?

Display Faculty
Information

Venue and
Room
Equipment
N
Locator
reservation
Exit?
Selected?
selected?

Faculty
Leave
Venue
and
Display
Input Equipment
Subject
Load
Application
Equipment
Y
Faculty
and Venue
Selected?
Selected?
reservation
Exit? A
Subject
Reservation
selected?
Input Equipment
Input
Leave
details
Load
Display
Room
and Venue
Application
Information
Fig 1.5 END
Flowchart for3 theBInformation
proposed Campus
33
details
Reservation
B
A

Information
Y
NNInquiryY
NY
Kiosk (contd)

Y
N

3.3.3
Data Flow Diagram of the Existing Manual
System
Balances Notice

Student ID
Event Schedule

Student

Assessment Form

Student

Registrar

Subject Enrolled

Student Information

Classcards

MANUAL
INFORMATION
INQUIRY SYSTEM

Payment
Financial Records

Room Location and Info

Faculty Consultation Hours
Enrollment Records

Enrollment Records

Periodical Grades

Grading Records

Financial Balances
Grading Records

Accounting

Financial Records

Registrar
Faculty ID

Fig 2.1 Context Diagram for the existing student

information inquiry

Event Schedule

CAMPUS
INFORMATION
INQUIRY KIOSK

Accounting
Equipment Availability

Leave Application

Equipment Reservation Details

Filled out IOM form

Student

Student Information

Property
Custodian

Property
Custodian

Borrowing Records
Event Schedule

MANUAL VENUE
AND EQUIPMENT
RESERVATION
SYSTEM

Event Schedule

Faculty

Event Reservation Details

Equipment Availability
Venue Availability
Venue Availability

Faculty

Venue OIC

Approved Event
Faculty Information
Application Forms

Faculty Leave Application Details

Schedule

Faculty Teaching Load

Venue OIC

HRD

PDD
Fig 2.2 Context Diagram for the existing manual
venue and equipment reservation system

Fig 2.4 Context Diagram for the proposed Campus

Information Inquiry Kiosk

Substitute Schedule
Filled out IOM

Faculty

Faculty Teaching Load

MANUAL LEAVE
APPLICATION
SYSTEM

HRD
Employee Records

Letter
of Application

Grant/Rejection of Application

2.3 Flow
Context
Diagram
for the
existingSystem
manual
3.3.4 FigData
Diagram
of the
Proposed
leave application system

REFERENCES

[1] Thinking of Going Blond? Consult the Kiosk First, ANNE

EISENBERG, The New York Times, March 28, 2009
[2] Self-service Technology in Airports and the Customer
Experience, Hannah Drenen, University of Nevada, 2011

[3] The Time is Right for Self-Service Kiosks, Greg Rapport ,

http://www.eurokiosks.org/whtpapers_selfservice_kiosks_ra
pport.html