Automated Student Data Management System: A

Case Study of Rizal Technological University

Registrar

In Partial Fulfillment of the

Requirements for the Degree of
Bachelor of Science in Computer Engineering

by

QUIÑONES, CARL JOSEPH N.

TABLE OF CONTENTS
INTRODUCTION
Human behavior develops through different stages of life where environment was
involved weather it is positive or negative. In 2019, Gallup released a Global Emotions
Report which Philippines were ranked as the most emotional country around the world.
They conducted a survey aged 15 and above in to two sets of questions regarding
Filipinos day-to-day experiences. Positive experience index questions checked on
whether respondents smiled or laughed a lot, were well-rested, treated with respect,
learned something interesting, and experienced enjoyment the previous day. Negative
experience index questions, meanwhile, asked respondents whether they experienced
physical pain, worry, sadness, stress or anger. Among the emotions, stressed level
reached 35% while the anger levels increased to 22% hitting a new high record from the
2018 record.

Stress is found everywhere. It is just around the corner. It simply cannot be

avoided because it is part of being human. In fact, a lot of people experience stress
every day. Blona (2005) claims that students experience stress trying to cope up with
the demands of adapting to the academic environment. Like in college, students must
fulfill requirements to pass. In some cases, dealing school transactions of documents on
universities are time consuming that causes more stress to students. Though its
process is not as simple as it seems, it requires manpower for managing.

Schools was consists of different department that divided works to fully function. In
such offices, the office of the Registrar is responsible for handling student information
and gathering them during enrollment. This information includes each student’s
background information, student medical history, courses taken student attendance at
lectures grades, performance record, and other information needed by the school.

Today, the success of schools depends on its ability to acquire accurate and timely
data about its operations, to manage this data effectively, and to use it to analyze and
guide its activities. Several forms and reports are used in day to day processing of
results. A database can integrate these several components hence resulting in
improved and more efficient operations (Greenwald et al., 2005; Connolly and Begg,
2004).
 Student Database System deals with all kind of student details, academic related
reports, college details, course details, curriculum, batch details and other resource
related details too. It tracks all the details of a student from the day one to the end of his
course which can be used for all reporting purpose, tracking of attendance, progress in
the course, completed semesters years, coming semester year curriculum details, exam
details, project or any other assignment details, final exam result; and all these will be
available for future references too.

This study encourages the office of the Registrar of Rizal Technological University
(RTU) to implement the automated student data management system where students,
registrar office, and facilitators have access to it for faster transactions.

Statement of the Problem

Information plays a vital role in the development and growth of every

organization. Currently, the various departments manage student information
independently in their own ways. There are no common, standardized process and
program for capturing, processing and storing student’s information. This has kept
student information disintegrated in different departments and information provided to
the various departments by the students is characterized with discrepancies.

Sadly, Rizal Technological University has the students to fulfill required

documents. The students have the process manually. Such filling in a form, compute
their average on each semester, and put it to a brown envelope. As a sign of
ownership, students are required to put their name and its student number. This
situation is very frustrating and impedes smooth operations and decision making
process. In other word, this process of gathering and collecting data was time
consuming and possible for student information become missing.

A past student who needs a transcript will have to travel all the way to the
school before he could access it because the current system is so weak to the extent
that it is unable to provide this document online.
 The problems facing the current manual system are data redundancy, difficult
to update and maintain, inconsistent data, insecurity, difficult to impose constraints on
various data file and difficult to backup.

Implementing the researchers’ proposed Automated Student Data

Management System may prevent problems from above.
Objective of the Study

The main objective of the study is to develop an Automated Student Data

Management System for the office of the Registrar of Rizal Technological University.

Purpose of the Study

This study intended to make life easy. Easy facilitating and access of records of
students across departments are the main purpose of the proposed system. The system
allow the registrar of Rizal Technological University to edit, update and list personal and
academic details of students that will enhance efficient management of student’s
information. Also, students will have the access to the system that will also allow them
to track their academic information. This will go a long way to help students and
registrar works smoothly.

LITERATURE

The goal of this chapter is to explain the theory of database management

system development which will be applied in the development of Automated Student
Data Management System for Rizal Technological University office of the Registrar.
The following issues will be presented respectively.

Nowadays, companies and other establishments rely on computers for data

management. Computer brought jobs work faster, accurate, and efficient. But the fact
is, in today’s modern age many organizations still do not adapt the high technology.
They prefer to do some jobs manually because they are not computer literate enough
in terms of programming software.
A Database Management System (DBMS) is computer software designed for
the purpose of managing databases based on a variety of data models. A DBMS is a
complex set of software programs that controls the organization, storage,
management, and retrieval of data in a database. DBMS are categorized according to
their data structures or types, sometime DBMS is also known as Database Manager.
It is a set of prewritten programs that are used to store, update and retrieve a
Database (Gerald C. Okereke, 2009).

Before computers, the 1880 Census in the US took over 7 years to process the
collected data and to arrive at final report. In order to shorten the time it takes for
creating the Census, in 1890, Herman Hollerith invented the “Tabulating Machine”. This
machine was capable of systematically processing data recorded on punch cards. It
took only 18 months and on a much smaller budget the census finished.

Punch cards offered a fast way to enter data, and to retrieve it. Herman Hollerith
is given credit for adapting the punch cards used for weaving looms to act as the
memory for a mechanical tabulating machine. The first computer programs were
developed in the early 1950s, and focused almost completely on coding languages and
algorithms where databases played important part in the recent evolution of computer.

Charles W. Bachman (1960) designed the Integrated Database System, the

“first” DBMS. IBM, not wanting to be left out, created a database system of their own,
known as IMS. Both database systems are described as the forerunners of navigational
databases. Later on, as computers developed speed and flexibility, and started
becoming popular, many kinds of general use database systems became available.

School Management System (SMS) consists of tasks such as registering

students, attendance record to control absentees, producing report cards, producing
official transcript, preparing timetable and producing different reports for teachers,
parents. Doing all that manually was time consuming and storage room can’t make it to
looks organize unlike storing data at the computers. Automation of the SMS would be a
great help to replace human with a machine that perform more quickly. By automating
the system, documents that took large storage room can be stored on a few disks.

However, the registrar of Rizal Technological University in not automated which

staffs and students generate transcripts and reports manually. Office of the registrar
stored the data given by the students at a file cabinet that may cause lost files.
Preventing the current process, the researchers promote the Automated Student Data
Management System.

METHODOLOGY

The researchers give a brief description of the methodology used to develop

the proposed system. The main methodology involves feasibility study, data
collection, system analysis and design, developing and implementing Student Data
Management System. The data considered necessary to build the system were
collected and analyzed. The methodology is very important to ensure that the new
system would give benefits to the school.

Data Collection

The required data including department details, course details, student

personal details, semester details, exam details etc. were collected. The data
collected would help identify attributes, relationships, classes, entities/objects that
describe, relate and interact with the system.

The data collection tools and techniques that were used are as follows:

Survey
The researchers used online survey. According to Roberts and Allen (2015), the
use of online surveys as a method of data collection has become more widely used in
recent years. Surveys are an appropriate data analysis tool in qualitative research
(Gulliver, et.al., 2018). Written surveys in qualitative research allow for data collection
that is based on already held knowledge (Pery, et.al., 2015). The use of surveys in this
study allowed the researchers to gather data from a larger group of students.

Interview

Interview is a powerful tool for data gathering since it allows the interviewer to
probe and clarify a number of issues. Face to face interview was used to interact with
the registrar and the users of the proposed system to obtain the data required for the
Automated Student Data Management System.
Data Analysis

Data gathered from online survey conducted by the researchers was analyzed.
The survey was compromised of respondents’ profile and the rest was questions
about level of satisfaction. Likert Scale was used to determine if the respondents were
very highly satisfied, highly satisfied, satisfied, poorly satisfied, or unsatisfied with the
statement that was provided.

Analysis of Current Student Information Process

Purpose of the current Student Information Process analysis are:

 To identify problems inhibiting the current student information process

 To know how data is being managed

 To examine the methods used in current student information process

 To now the flow of the data when being process

Currently, RTU Registrar manages student information manually after the student
passed the required data needed for academic purposes. To prevent time consuming,
this was studied by the researchers to get some useful information for developing an
efficient Automated Student Data Management System.

Proposed System will Consists of the Following:

Security

The Automated Student Data Management System will ensure that the data
are secured by assigning a unique password and username. The registrar, faculty,
and student of RTU will be allowed to access the system. The administrator account
can be accessed by the registrar and student account can be accessed by the
student using their student number like what RTU Portal had. In case the user forgot
their password the system offers a “forgot password?” in which the user can select
this menu and answer the secret question or code that the user only knows.
Registration Verification

This module allows users to enter the required information including username,
password, first name, last name, middle name, address, birth date, and position (if
student, alumni or faculty member of RTU). This will serve as the personal record of
the users. The system will verify this information first before the authorized users can
enter the system. Duplication of users in the system will completely be eliminated due
to a very rigid verification method. However, once the student successfully register to
the system, the student may log in using student number and chosen password.

Fig. 1. System Diagram

The above figure showed the users namely registrar, faculty, and student who
can access the Automated Student Data Management System. The registrar and faculty
have automatic access right to manage and maintain student detail while the student
can only view their own details.

The Fig. 2 displays the student and alumni required data to register into the
system as well as the expected procedure when requesting transaction. Requirements
and Procedures to Process guide student and alumni for the smooth process and grant
time saving.
 Fig. 2. Student Data Design

Disadvantages of the System

Operating system failure or virus can cause the system to crash at any point in
time. Backup system is very important. Even secured system was developed, the two
users namely faculty and registrar could view all or some specific information from the
student. This means that if the user is a registrar then he can be able to modify the data
given by the student.

For better understanding at the system, the researchers design a clear blueprint
that showed the relationship of student and registrar’s access to the proposed system.
See Figure 3 below.
 Fig. 3. Student and Registrar Relationship Diagram

RESULT

After the data gathered and analyzed using statistical tools, the researchers
begun to interpret and honestly answered the problem of the study. Base on the survey
answered by the respondents, the level of satisfaction of implementing Automated
Student Data Management System were discussed.

From an online survey conducted by the researchers where student of Rizal

Technological University give their level of satisfactions namely Very High Satisfied,
High Satisfied, Satisfied, Poorly Satisfied, or Unsatisfied with the statement that was
provided regarding the implementation of Automated Student Data Management
System. As the result, most of the respondents give Very High Satisfied on having the
proposed system. This means that developing the proposed system and implement it
at RTU was needed to replace the current system which is manually processing of
data.

CONCLUSION
 This study entitled Automated Student Data Management System: A Case Study
for Rizal Technological University Registrar was highly recommended to implement
after giving feedback as Very High Satisfaction by the respondents. It has been shown
that automation of the system may guarantee the likeness of the student as the process
of collecting, gathering, and retrieving of data was easy and efficient.

Integrating the use of technology and database provides prudent solutions to

address the problem associated with manual system. Errors, losing of data, and time
consuming was taken care of.

RECOMMENDATION

To enhance the efficiency of the study, the researchers have listed the
recommendations for future works.

 Researchers who are interested in building database system should be

encouraged to work on other aspects that are related to the study. This study
may serve as reference.
 Rizal Technological University may consider this study to have plan on replacing
the current system on processing data.
 Other Schools may take into account the study when organizing an easy way of
data management of students.
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