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ELECTRONIC STUDENT RECORD MANAGEMENT OF CEBU

TECHNOLOGICAL UNIVERSITY-TABOGON EXTENSION CAMPUS

An Undergraduate Thesis Proposal


Presented to the
Panel of Examiners
Cebu Technological University-Daanbantayan Campus
TABOGON EXTENSION
Poblacion, Tabogon, Cebu

In Partial fulfillment of the Requirements for the Degree


BACHELOR OF SCIENCE IN INFORMATION
AND COMMUNICATION TECHNOLOGY

By

Bacu, Ariel S.
Monteron, Lorieneth D.
Ornopia, Ryan Rey B.
Paglinawan, Bobbie L.
Sebes, Nizah Marie M.

August 2017
APPROVAL SHEET
In partial fulfillment of the requirements for the degree Bachelor of Science

in Information and Communication Technology this thesis entitled

“ELECTRONIC STUDENT RECORD MANAGEMENT OF CEBU

TECHNOLOGICAL UNIVERSITY – TABOGON EXTENSION CAMPUS” has

been prepared and submitted by ARIEL S. BACU, LORIENETH D.

MONTERON, BOBBIE L. PAGLINAWAN, RYAN REY B. ORNOPIA AND NIZAH

MARIE M. SEBES are hereby recommended for acceptance and approval of

conducting this study.

THESIS ADVISORY COMMITTEE

RUBEN M. UNGUI, Ph.D.


Chairman

MARIA THERESA CATAM-ISAN ARVIN B. SALERA, LPT, M. Ed Math


Adviser Member

CLAIRE P. MENCHAVEZ ALERICA B. FRIAS, MAV. Ed.


Censor Member

PANEL OF EXAMINER
Approved by the Panel of Examiner in an Oral Examination that will be
held on September 15, 2017..
Action taken by the panel:

RUBEN M. UNGUI, Ph.D.


Chairman
MARIA THERESA CATAM-ISAN ARVIN B. SALERA, LPT, M. Ed. Math
Adviser Member

CLAIRE P. MENCHAVEZ ALERICA FRIAS, MAV. Ed.


Censor Member

ACCEPTED and APPROVED in partial fulfillment of the requirements for the


degree of Bachelor of Science in Information and Communication Technology.
ACKNOWLEDGEMENT

First of all, we are grateful To the Almighty God for establishing us to

conduct this study.

To our Research Instructor, Mr. Arvin B. Salera and our Research Adviser,

Ms. Maria Theresa A. Catam-isan, we would like to express our gratitude for their

continuous support of our study and research. Their guidance, patience and

share of knowledge helped us throughout the writing of this proposal. We could

not have imagined being independent in this study.

To our parents, who guided us, cared for us, provided us moral support

and sent us to school, we thank thee.

To our family and friends who never left us, gave us advices and

encouragements to keep on the quest, we thank you all. Without those

encouragements we wouldn’t have the strength to keep on.

We also want to extend our deepest gratitude to the people who directly

and indirectly lent their helping hand in this scheme.


DEDICATION

This work is dedicated

To

Our parents,

Whose love, unselfish support and example over many years

laid the foundations for discipline

and

application necessary to do this study.


Table of Contents

Chapter 1

Rationale of the study

Literature Background

Statement of the Problem

Significance of the Study

Research Methodology

Research Design

Flow of the Study

Locale of the Study

Research Procedure

Definition of Terms

Chapter 2

Results and Discussion

Chapter 3

Summary

Findings

Recommendation

Chapter 4

The Output

Bibliography

Curriculum Vitae
List of Figures

Conceptual Framework . . . . . . .

. . . . . 5

Flow of the Study . . . . . . . . .

. . . . . 9

Map of Cebu Technological University

Tabogon Extension Campus . . . . . . .

. . . . 11
Chapter 1

THE PROBLEM AND ITS SCOPE

INTRODUCTION

Rationale of the Study

From birth to death, people generate and consume data (Coronel &

Morris, 2017).

For centuries; paper work has been used by institutions to record

information; however there are drawbacks to this kind of information

management. It takes up much time for storing, sorting, and analyzing, updating,

retrieving and finding records in this way. Institutions, specifically universities and

colleges having this kind of information management have a hard time in doing

such tasks with paper works. Problems usually arise such as data redundancy,

inconsistency, data loss. Also paper works takes up too much space in an office.

With the rising population of students and the fast pace improvement of the

world’s technology, most universities and colleges have switched from manual

database to electronic database.

Databases are used in organizations worldwide starting from small

institutions to big institutions. According to Agarwal (2012), a database is a

collection of information which is designed to store large bodies of information in


an organized and structured manner that makes it easier to manage and retrieve

data. Handling large information means there is a need to improve the

information management if it is poor.

Coronel and Morris (2017) said that data is managed more efficiently and

effectively when it is stored in a database. Electronic database has a handful of

advantages over manual database. Tasks done are much easier, less money is

spent, less storage and less time is consumed when electronic database is used.

Cebu Technological University-Tabogon Extension has just recently

started which means the university has to start from the bottom. As a rising

university, the management is quiet meager. Facilities in the university are

rundown from inside and outside the rooms; lack of computers, security in the

university, nonexistence of library, absence of offices for managing the different

sectors and organizations of the university with regards to student information

and university files and many more. With these problems faced by Cebu

Technological University-Tabogon Extension, the handling of student information

in terms of storage and resources, redundancy and consistency, may be solved

through Electronic Student Record Management, which is an electronic database

which makes managing information of the students easy. It is an easier way of

storing and retrieving information of the students giving less redundancy,

inconsistency and less storage space.

Literature Background
The need to record data goes back to earliest recorded history. Evidences

of attempts to provide permanent records of transactions in Sumerian clay

tablets, in artifacts left by Babylonians, ancient Egyptian hieroglyphics and cave

paintings are seen. Paper records or other written forms have been used for

centuries to record information about family histories, treaties, and other

agreements, household and business inventories, school enrollment, employee

records, payment for goods and services, census data, and many other facets of

life. (Ricardo & Urban,2015 )

A database is a tool for collecting and organizing information. Databases

can store information about people, products or anything else. Many databases

start as a list until it grows bigger and redundancies and inconsistencies begin to

appear in the data. (Raut, 2013)

The data becomes hard to understand and there are limited ways of

searching or pulling subsets of data out for review. Once these problems start to

appear, it’s a good idea to transfer the data to a database created by a database

management system. (Raut, 2013)

Database is designed, created and maintained to serve the information

needs of the people who use the data to perform their jobs. In a typical database,

data is stored in a format that makes it easy to access, either for individual

queries or large reports. (Ricardo & Urban,2015)

There are two kinds of databases; the manual database and the electronic

database. In the manual database, data and information are kept in papers so
the system is paper-based. On the other hand the electronic database, according

to the website Queensland Government, data and information is kept on

computers in which software programs are used to simplify electronic records

and produce meaningful reports.

Electronic databases have advantages over manual databases one of

which is the efficient sharing of data, control of redundancy, data consistency,

improved data standards, better data security, improved data integrity, balancing

of conflicting requirements, better data accessibility, and better backup and

recovery procedures. (Ricardo & Urban,2015)


Electronic database Manual database

Database

Information Management

FIGURE I

Conceptual Framework
THE PROBLEM

Statement of the Problem


This study aims to efficiently manage the student information records of

Cebu Technological University-Tabogon Extension Campus during the Academic

Year 2017-2018 as basis to propose an electronic record management system.

Specifically the study determines:

1. What is the existing enrollment process available for Cebu

Technological University – Tabogon Extension Campus?


2. What electronic student record management system can be

proposed?

Significance of the Study

This is a status study which wants to efficiently manage the student

information records of Cebu Technological University-Tabogon Extension

Campus during the Academic Year 2017-2018. This study will highly benefit the

following group of people:

Students. The outcome of this study will provide the students a trouble-

free and quick way for registration in the school. It will ensure students that the

information given will be safely stored and managed.

Teachers. The outcome of this study will provide teachers an easy and

fast way to access, find, and retrieve information about the students when
needed. It will not be a hassle for teachers to find a certain student’s information

without getting through all the students’ information.

University. The outcome of this study will provide the university an

economic, easy and fast way in collecting and storing information about students

in an effective manner. Less resources will be used for less papers or possibly no

papers will be further used in storing information about the students of the

university.

Future researchers. This research will serve as future reference in

conducting research and added reference material when they will make a

research similar in nature and to have advance knowledge in making their study

more accurate.
RESEARCH METHODOLOGY

This section presents the research design, flow of the study, research

environment and research procedure.

The research procedure discusses how the output of the study w created.

Research Design

This study employed a descriptive research method. The

Flow of the Study

The researchers will identify what the current will identify the existing

enrollment process available for Cebu Technological University – Tabogon

Extension Campus. The researchers will be using Microsoft Access for designing

the output which is an electronic student record management. The output will be

then run to test and identify errors.


Input

-Identify existing enrollment process available for Cebu Technological


University – Tabogon Extension Campus

Process

-Microsoft Access will be used to create the output

Output

-Output will be run and tested

FIGURE II

Flow of the Study


Locale of the Study

The locale of the study will be located in the Cebu Technological

University – Tabogon Extension Campus at Brgy. Poblacion, Tabogon, Cebu.

CTU is considered to be a center of excellence for technology education as it is

ISO 9001:2008 - certified by Anglo - Japanese - American registrars. The Cebu

Technological University – Tabogon Extension Campus was established in the

year 2015, which is one of the many extension campuses of Cebu Technological

University Daanbantayan Campus.


FIGURE III

Locale of the Study


Research Procedure

The Approval Sheet will be submitted to the campus director for the

permission to conduct the study. The output which is the Electronic Student

Record Management will be designed having the following information to be filled

in: last name, first name, middle name, home address, congressional district,

Gender, birthday, birthplace, age, citizenship, religion, civil status, father’s name

and occupation. Mother’s name and occupation, guardian’s name and contact

number, educational background from elementary to college with the name of the

schools, academic electronic year and honors received and the student load.

The created Electronic Student Record Management will be tested and

imminent errors will be debugged to generate and effective record management.


DEFINITION OF TERMS

Database. refers to the collection of student information in the university.

Manual database. refers to the paper works on student information in the

university.

Electronic database. refers to the computerized collection of student information

in the university that will be available in the university.

Electronic Student Record Management. is an electronic database which

makes managing information of the students easy.

Student Information. information about the students in university in terms of

personal information and academic information.


BIBLIOGRAPHY
Agarwal,V.V., (2012). Understanding relational databases (What is a database).
Beginning C# 5.0 Databases. Retrieved from
https://books.google.com.ph/books?id=ABBK9Ls7m-
QC&printsec=frontcover&dq=database&hl=en&sa=X&ved=0ahUKEwiwj4L
d8KHVAhXDppQKHWRsC8YQ6AEIOTAE#v=onepage&q=database&f=fal
se

Coronel, C., & Morris,S., (2017) Chapter I. Database systems: Design,


implementation and management, 12th edition. Retrieved from
https://books.google.com.ph/books?id=elVZCwAAQBAJ&printsec=frontco
ver&dq=database&hl=en&sa=X&ved=0ahUKEwiwj4Ld8KHVAhXDppQKH
WRsC8YQ6AEIUzAI#v=onepage&q=database&f=false
Queensland Government, (n.d). Electronic and manual record keeping. Retrieved
from https://www.business.qld.gov.au/running-business/finances-cash-
flow/records/electronic-manual
Raut, S.V., (2013). What is a database?. Student database management system.
Retrieved from
https://image.slidesharecdn.com/studentdatabasemanagementsystemfinal
e-130618022523-phpapp01/95/student-database-management-system-
10-638.jpg?cb=1375784390

Ricardo, Catherine M., (2015). Chapter I. Databases illuminated, 3 rd edition.


Retrieved from https://books.google.com.ph/books?
id=goiHCgAAQBAJ&printsec=fr ontcover#v=onepage&q&f=false
CHAPTER 2

RESULTS AND DISCUSSION

This chapter presents the results and discussion of data from the

interviews that were done.

Two informal interviews were done to two teaching staff of Cebu

Technological University – Tabogon Extension Campus who has adequate

knowledge on the current existing enrollment system and record management of

the university.

The Cebu Technological University – Tabogon Extension Campus has just

recently started in the year 2015. Some challenges are currently faced by the

university and two of these are the enrollment system and record management of

the university.

Loss of enrollment forms was experienced resulting for filling up another

enrollment form of the loss student’s enrollment form. Every end of semester,

consolidation of student’s name and grades are done; some errors were

encountered like students who were not enrolled in the extension campus were

listed and were even given grades. There were also instances where in students

who were enrolled in the extension campus was not listed in the consolidation of

names and grades. Students are counted using manual counting; this system is

characterized by manual form filing to get bio-data of the students, and later
transfer of the information from manual data, capture forms to computerized

datasheets, therefore, it has led to excessive number of mistakes to the final

displacement of some student forms hence leading to confusion at the time of

consolidating.

This means that Cebu Technological University – Tabogon Extension

Campus has enrollment system and record management which is not good

enough to support the management of the university in terms of student records.

This implies that the university has poor record management. Poor record

management results in difficulties in administering and monitoring an educational

institution and needs an improvement.

This supports Nandutu’s study (2016), who quoted Jonelle (2002) ,who

noted that management information system is vital in assisting executives and

the general workforce in performing tasks related to the processing of information

and Satyanarya (2009) who said that, management information system in

maintenance of student records in the university helps to provide accurate and

timely information necessary to facilitate the decision-making process and enable

the organizations planning, control, and operational functions to be carried out

effectively. Nandutu also stated that poor records management and the lack of

staff development along the entire information cycle are responsible for problems

with management and policy implementation in University.


CHAPTER 3

SUMMARY FINDINGS, CONCLUSION AND RECOMMENDATION

This chapter deals with the summary of the study, finding arrived and

conclusions formulated.

Summary

This study has been chosen to address the enrollment process and record

management of Cebu Technological University – Tabogon Extension Campus.

Some problems are faced by the university in terms of the enrollment process

and student record management. The researchers came upon this topic to

recommend a way to improve the university’s enrollment process and student

record management. Interviews were done to two teaching staff and found out

that the enrollment process and student record management of the university is

unsatisfactory.
Findings

Loss of enrollment forms was experienced resulting for filling up another

enrollment form of the loss student’s enrollment form. Every end of semester,

consolidation of student’s name and grades are done; some errors were

encountered like students who were not enrolled in the extension campus were

listed and were even given grades. There were also instances where in students

who were enrolled in the extension campus was not listed in the consolidation of

names and grades. Students are counted using manual counting; this system is

characterized by manual form filing to get bio-data of the students, and later

transfer of the information from manual data, capture forms to computerized

datasheets, therefore, it has led to excessive number of mistakes to the final

displacement of some student forms hence leading to confusion at the time of

consolidating.
Conclusion

Based on the finding of the study, Cebu Technological University –

Tabogon Extension Campus has enrollment system and record management

which is not good enough to support the management of the university in terms

of student records. Thus, the university has poor record management. Poor

record management results in difficulties in administering and monitoring an

educational institution. Improvement and implementation of faster and reliable

record management is needed. Furthermore, the researchers have come up with

a recommendation.
Recommendation

The researchers have come up with a recommendation in regards to the

problems in the enrollment system and student record management of Cebu

Technological University - Tabogon Extension Campus. A computer-based

system of enrollment process and student record management will help in

improving and providing efficient information to all the student and administration.

CURRICULUM VITAE

NIZAH MARIE M. SEBES


Brgy. Piyo, Tabogon, Cebu
09128921533
nizahsebes.ns@gmail.com

PERSONAL INFORMATION
DATE OF BIRTH : May 1, 1998
PLACE OF BIRTH : Ormoc City
CITIZENSHIP : Filipino
GENDER : Female
STATUS : Single
FATHER : Edgar O. Sebes
MOTHER : Florena M. Sebes
ACADEMIC BACKGROUND
College Bachelor of Science in Information and
Communication Technology
Cebu Technological University
Tabogon Extension Campus, Tabogon, Cebu
2015 – Present

High school New Ormoc City National High School


Bgry. Don Felipe, Ormoc City
2011 – 2015

Elementary Ormoc City Sped Center


Carlos Tan Street, Ormoc City
3rd Honorable Mention
2011 - 2005
CURRICULUM VITAE

LORIENETH D. MONTERON
Managase, Tabogon, Cebu
09979209632
lorieneth.monteron@gmail.com

PERSONAL INFORMATION
DATE OF BIRTH : July 07,1996
PLACE OF BIRTH : Managase,Tabogon,Cebu
CITIZENSHIP : Filipino
GENDER : Female
STATUS : Single
FATHER : Nilo T. Monteron
MOTHER : Clarita D. Monteron
ACADEMIC BACKGROUND
College Bachelor of Science in Information and
Communication Technology
Cebu Technological University
Tabogon Extension Campus, Tabogon, Cebu
2015 - Present

High school Tabogon Roosevelt High School


Ilihan, Tabogon, Cebu
2009-2013

Elementary Jose Malazarte Elementary School


Managase, Tabogon, Cebu
2003-2009

CURRICULUM VITAE

RYAN REY B. ORNOPIA


Brgy. Tapul, Tabogon, Cebu
09984759344
ornopia_ryan@yahoo.com

PERSONAL INFORMATION
DATE OF BIRTH : August 6, 1995
PLACE OF BIRTH : Tuboran, Ubay, Bohol
CITIZENSHIP : Filipino
GENDER : Male
STATUS : Single
FATHER : Armando P. Ornopia
MOTHER : Bernardita B. Ornopia
ACADEMIC BACKGROUND
College Bachelor of Science in Information and
Communication Technology
Cebu Technological University
Tabogon Extension Campus, Tabogon, Cebu
2015 - Present

High school Kal-anan National High School


Bgry. Kal-anan, Tabogon, Cebu
2009 - 2011

Elementary Tabogon Central School


Poblacion, Tabogon, Cebu
2001 - 2007

CURRICULUM VITAE

BOBBIE L. PAGLINAWAN
Brgy. Piyo, Tabogon, Cebu
09067354347
bobbie_paglinawan@yahoo.com

PERSONAL INFORMATION
DATE OF BIRTH : February 1, 1996
PLACE OF BIRTH : San Carlos City
CITIZENSHIP : Filipino
GENDER : Male
STATUS : Single
FATHER : Celso V. Paglinawan
MOTHER : Brigida L. Paglinawan
ACADEMIC BACKGROUND

College Bachelor of Science in Information and


Communication Technology
Cebu Technological University
Tabogon Extension Campus, Tabogon, Cebu
2015 – Present

High school Quezon National High School


Bgry. Quezon, San Carlos City
2012 – 2013

Elementary So. Maglunod Elementary School


Brgy. Quezon San Carlos City
2005-2011
CURRICULUM VITAE

ARIEL S. BACU

Ilaya Taba-Ao, Tabogon, Cebu

09425186851

bacu4803@yahoo.com

PERSONAL INFORMATION
Date of Birth : August 13, 1991
Place of Birth : Tabogon, Cebu
Citizenship : Filipino
Gender : Male
Status : Single
Father : Terencio E. Bacu
Mother : Teresita M. Sorino – Bacu
ACADEMIC BACKGROUND
COLLEGE Bachelor of Science in Information and
Communication Technology
Poblacion, Tabogon, Cebu
2015 – Present

HIGH SCHOOL Daantabogon National High School


Daantabogon, Tabogon, Cebu
2004 – 2008

ELEMENTARY Daantabogon Elementary School


Daantabogon, Tabogon, Cebu
1998 - 2004