Project PlanAutomated Transcript of Record Issuance System

Jovito D. Gabion Jr.III

Chapter I

Introduction

The world is embodied with technology which unlocks to new possibilities and touches new lives molding it anew with innovative ways of living. An individual cannot deny it that wherever he/she goes every corner of it has been influenced with technology’s great power. Computers exist thus, opening new innovation, technologies, and opportunities to different people from different walks of life. The blast explosion of technology in our daily living leads every business to adopt the opportunity in advancing the way they conduct their advancing their respective business processes. New solutions emerge with great power. In the other side, people seldom go to offices to work instead they work directly to their clients in the comfort of their own time and place all because of the new technology integrated with the interconnected global networks, it opens the door that leads to vast possibilities, innovations, and opportunities.

In the world of learning institutions, Academes indulged to Automated Systems especially to World Wide Web to access additional and relevant information to their learning process. Some institutions make use of the new trends of technology as their competitive advantage over other institution thus, attracting more students.

Over the years of stay in Batanes State College which provides quality learning experiences to different people with different ethnicity, the issuance of Transcript of Records were never been so easy for the students who commute kilometers away from the institution. There are a lot of factors that would greatly add burden, one of which is the releasing of TOR. Students should wait for almost 5 days before their TOR will be release depending on how many students requested. Considering the fact that they live kilometers away from the institution and others are living in the other island municipalities, it is not easy for them to travel just to transact with this process.

Through this insight, Batanes State College Automated Enrollment System (Issuance of Transcript of Record) came to mind. The system comprised features, purposes, capabilities and new innovation with clearer solutions that would aid the inconsistencies faced by the students and the registrar. Basically, the system allows the user to add new profile for the transferees and their corresponding subjects.

To look into the system’s capabilities and functions, it allows security of data, backups of files, detection of duplication of data, management of records, management of user accounts and production of reports.

The technology researchers from the Batanes State College of information Technology devote their time and effort to conduct and develop this study. It is necessary that this study should be pushed-through thus, be a solution to the problem the institution facing today. Through the study, it is expected that technology would be one of the competitive advantage of the College and to the students, that they may enjoy the comfort of having a fast, and reliable in processing their transcript of records.

Objective of the Study

General Objective

This study aims in developing an Automated Enrollment System (Issuance of Transcript of Record) for Batanes State College.

Specific Objective

1. To develop an automated system that allowsa. The user to

i. View and search students subjects and gradesii. View system generated reports by category (System log, Transcript of

record) for specific purposes. iii. Manage user accounts (Updates of their account information and password)iv. Backup the system’s database in the specified location

2. To develop an automated system that can do the ff:i. Identifies duplication of dataii. Secure students informationiii. Data security and password encryptioniv. Print Transcript of Record with ease and reliable

Scope and Limitations of the Project

Batanes State College Automated Enrollment System (Issuance of Transcript of Record) is utilized only by one user which is the registrar of BSC to aid inconsistencies of the current system and to advance the way they conduct issuance of TOR from the present situation. The system has its scope and limitations set that guide the developers with the appropriate steps and objectives during the designing and development phases. To look into the scope and limitation of the system, it would be clearer by defining the capabilities and weaknesses of the system based on the main system user.

Basically, the system asked the user to login with the appropriate user login information already set in the database. No confirmation of the identity/registration provided for the main user since the user’s login details of the system is being stored directly to the database by default. After he/she logged in the system, he/she will be directed to the main user interface. This interface has

Basically, the system allows the user to add new profile for transferees and students of BSC. It asked the user to login by his/her given password before he/she can use the full feature of the system. On

the process of confirming the identity of the user, the system checked the database for the user accounts. If the system detected that the inputted username and password match to the user account database, then it is accepted and is directed to the main user interface (UI) of the system. This UI has 4 active menus namely the add new entry, subject enlistment, grading and backup. For deeper understanding, “add new entry” menu allows the user to add new student profile if the student information does not exist in the system database. The second menu is the “subject enlistment” that allows the user to add the subject of the student after his/her information is being inputted to the system database. This section shows the list of subjects under the course he/she enrolled. “Grading” menu allows the user to input the grades of the student in his/her corresponding subjects. This section could identify if the grade of the student is already inputted or not. Finally, the “back up” menu allows the user to backup the system database in any desired location for future use just in case the system database got corrupt.

The system is capable of identifying data redundancy when adding new student profile through their student’s number. It can also identify if the user input numbers in the field that only letters are accepted, and if the user input letters to the fields only that only numbers are accepted. The system is also capable in printing reports essential to the system especially the Transcript of Record thus helping the user in producing report timely, accurate and reliable.

The system is only capable for issuance of transcript of record and not for the actual enrollment process. The system does not include subject scheduling, billing, and adding new subjects.

Review of Related Literature

East Carolina University Online Request for Electronic Transcript

This is the preferred method of obtaining the Transcript in East Carolina University. It is eco-friendly, has the quickest delivery time, and provides with the most visibility to where request is in the process. East Carolina University has authorized Avow Systems, Inc to provide electronic certified PDF transcript containing the highest level of security and authentication available – Adobe®/GeoTust® blue ribbon certification. Requester can order their transcript through the web using MasterCard or Visa. The card will only be charged after the order has been completed.

Southern Connecticut State University

Generally, students who request transcript for themselves will receive an official transcript that is marked issued to student.

Mailed in or faxed in request are usually processed in the order that they are received, within 4 to 5 business days, except during peak periods when the processing time average 10 to 15 business days. They will not process the transcript request if the student still owe Southern any fees or fines. On-line requests submitted through BannerWeb Services are printed on the same day that they are requested, and are mailed in 1 to 2 business days (possible longer during peak periods).

If the requester indicates that the transcript is to be held is for completion of courses-in-progress, processing will occur within ten working days after the final grades are posted.

De La Salle University Online Request for Document

The Transcript of Record is an inventory of the courses taken and grades earned of a student throughout his stay in De La Salle University, including transferred credits from the other schools. The Transcript of Record may be official (with school seal and signature of the University Registrar)) or unofficial. The Transcript of Record may be issued as requested, regardless of frequency and number of copies.

Budgetary Requirement

Purpose Amount

Boarding House 500 x 5 months = Php2500.00

Expenses (Food, Personal, House) x 5 months

Php2500.00

Book Bound (2 Books) Php1000.00

Ribbon (Ink) Php240.00

Bond Paper ( 2 Reams) Php350.00

Others Php1410.00

Total Php8000.00