BIBLIOGRAPHY ARJAY S. BACDAYAN, MERSON S....
BIBLIOGRAPHY
ARJAY S. BACDAYAN, MERSON S. BILAG, AUBREY M. DULNUAN, SUNSHINE A.
PACUYAN and KEVIN JOHN P. REFORBA, March 2012. SCHOLARSHIP INFORMATION
SYSTEM OF THE DEPARTMENT OF SCIENCE AND TECHNOLOGY- CAR.Benguet State
University, La Trinidad, Benguet.
Adviser: FREVY P. TEOFILO
ABSTRACT
The Scholarship Information System of the Department of Science and Technology-
CAR is a networked- based information system. It aimed to identify the information
requirements in the existing processes of DOST scholarship management, to identify the
problems encountered in the existing management of DOST scholarship, to identify the current
processes that needed to be automated in the DOST scholarship management, to identify the
security measures that are appropriate in managing the DOST- Scholarship Information System
and to identify the perceived benefits of the Department of Science and Technology-CAR,
scholars and researchers.
The project used the Rapid Application Development methodology in developing the
system.
The proponents came up with a system that provides solution to the problems
encountered. The system allows the SEI personnel to log-in in the system and have the authority
to efficiently manipulate, track and monitor the scholars information and automatically compute
the necessary computations regarding about the scholar which addresses the unsecured and
unorganized record keeping, inefficient retrieval and updating of the scholars record, slow and
time consuming operations of reports, manual and inaccurate computations of financial releases
and GWA.
Scholarship Information System Of The Department Of Science And Technology‐ Car /
Arjay S. Bacdyan, et al. 2012
TABLE OF CONTENTS
Page
BIBLIOGRAPHY.……………………………………………………………… i
ABSTRACT……….. …………………………………………………………… i
TABLE OF CONTENTS …………………………………………………….…. ii
INTRODUCTION ……………………………………………………………… 1
Background of the Study ……………………………………………….. 1
Statement of the Problem …………………………………………..…… 7
Objective of the Study …………………………………………….…..… 8
Significance of the Study ………………………………………….….… 9
Scope and Delimitation ………………………………………………… 10
Definition of Terms ………………………………..………………..…… 11
METHODOLOGY ………………………………………….………………….…....14
Software Development Methodology …….……………………………..14
Data Gathering Techniques ………………………………………….…..17
Sources of Data ………………………………………………………… 18
DISCUSSIONS AND FINDINGS……………………...…………...….……… 20
Current Operations of DOST-SEI CAR …………..…………….………… 20
Problems Encountered in the Existing System ……………………...… 33
The Process in the Proposed System …………………..………………… 35
The Entity-Relationship Diagram ……………………………………… 36
Database Schema……………………………………………….….….… 37
Use Case Diagram ………………………………………………….…… 49
Security and Control Measures to be Adopted ……………………….… 41
Perceived Benefits …………………………………….……………...…… 42
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS……..……….. 43
Summary …………………………………………………………….…..43
Conclusions ………………………………………………………….…. 45
Recommendation ………………………………………….…..…..….…. 47
LITERATURE CITED …………………………………….…………..…...…… 48
APPENDICES………………………………………………….….…………..…… 49
Letter to Company ..………………………………..………..…………… 49
Certificate of English Critic ……………………………...……………..…... 51
Application Form for Oral/Project Defense …………………………….. 53
Sample Forms …………………………….…………..…………….….……… 55
Company Profile ……………………………………..………………… 64
User’s Manual…………………………………………..………….…… 68
Curriculum Vitae……….………………………………………………….… 100
1
CHAPTER I
INTRODUCTION
Project Title
The project is entitled “Scholarship Information System of the DOST-
CAR.”
Background of the Study
In this technology driven era, information has become a valuable
organizational asset. Decision makers now understand that information is not just
a byproduct of conducting business, rather, it fuels the business to a greater
profitability. Organizations have steadily become global and widespread.
Information system within an organization will be no longer an option. It is a
necessity in determining success (Hoffer, et al., 2002).
Information System (IS) is a computer system that supports end users,
giving them success to the information. Information system is a set of interrelated
components that collect, process, store and disseminate information to support
organizations, especially the government sectors. The growing demand for
information and the explosive growth in the information technology have work
hand in hand to bring about the evolution to database system. Database is used to
manipulate, and retrieve in nearly every type of organization including business,
healthcare, education, government and libraries (Ponniah, 2003).
Information system can be employed in scholarship processes. This may
provide them the ability to track down students who are receiving allowances and
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tuition fee discounts in a computerized manner. Sorting, retrieving and updating
of records are covered by Information System. Thus, making the processes more
efficient.
The State Minorities Finance Corporation LTD. in Andhra Pradesh
(APSMFC) initially used a manual system for the implementation of scholarships,
but this proved to be extremely time consuming and was prone to errors and
duplication. Given the constraints, they have launched the Online Scholarship
Management System (OSMS) for scholarship application, review and dispersal.
Each step in the offering of the scholarship is automated with colleges registering
themselves and their courses and students applying for their application online.
The funds after proper verification are transferred through online banking.
Through their respective Unique ID, college and students can track their
applications. The automated and online scholarship management system avoids
duplication and errors and ensures end-to-end, transparency, speedy and accurate
delivery of scholarship reports for the minority communities (Andhra Pradesh
State Minorities Finance Corporation Ltd. [APSMFC], 2008).
On the other hand, the University of Wisconsin- Madison, under the
college of Agricultural and Life Sciences (CALS) Academic Student Affairs
office had been using a Scholarship Allocation and Distribution System for years.
The system provides more accurate and comprehensive information in all stages
of the scholarship allocation and distribution system. Knowledge of the system
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has been formalized and is shared by several different staff members (CALS
Scholarship Allocation and Distribution System, 2009).
In the University of Washington, Student Financial Aid Office, manual
process of compiling information about the funds and the students who receive
them is cumbersome, time-consuming, and frustrating. Scholarship administration
is currently de-centralized, with a variety of departments and units across the
three campuses storing information separately. There is no single system or
database which the Office of Development can use to collect the data needed to
perform their duties. Because of this scenario, they have implemented the
Scholarship Processing System that provides the necessary date, information
flow, and structure to optimize scholarship processing for all campuses and units.
The system also provides better access to operational data for all process partners
would allow enhanced coordination of awards to students, more effective use of
limited funds across campus, increased reporting capabilities and improved
compliance with University policies (University of Washington Scholarship
Processing System, 2006).
Moreover, the TeachNZ uses automated system that process scholarship
payments. The payment system makes it easier for the scholar recipient and for
the TeachNZ to process scholars allowance and fees payments. The system also
limits the delivery of academic transcript or other documentation from the
qualified scholars. Every TeachNZ scholars will automatically receive
information about their academic results for the year, enrollment status and
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confirmation that they have completed their teaching qualification and their
completion date (TeachNZ, Ministry of Education, 2012).
In Indiana University, COMPASS Scholarship Selection and Awarding
Process have been implemented. Formerly, scholarships were awarded by
different campuses and departments using a number of diverse systems which are
difficult for students to find and difficult for departments to administer. Fiscal
reporting often occurs long after the awarding period. The ramifications of these
are that some exceptional students are not receiving scholarships for which they
are eligible. Upon the completion of the system, administrators will be able to
award and manage scholarships with greater ease from one central system. They
will be able to award scholarships to more students and be able to effectively
report to donors. Students will be able to apply for scholarships without difficulty
from one central location (Indiana University, 2008).
Also, West Bengal State Centre in India uses Pre Matric Scholarship
Monitoring System (PMSMS) software that helps the administration extend
all financial assistance given to SC, ST and OBC category of people under
different schemes. Processing of applications and issue of the financial assistance
can be effectively done promptly and accurately. Thus, the assistance intended to
be extended can be done in time. Discrepancies detected could be pointed out
quickly so as to provide corrections in within stipulated timeframe. Tedious
calculations could be done at ease without indulging in errors (National
Informatics Centre, West Bengal State Centre, n.d).
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Furthermore, the Chinese Professional Club of Houston is currently using
Online Scholarship Application. The new system allows applicants to apply for
available scholarships online and update their applications. In this way, applicants
save time and effort in applying for their scholarship. The online scholarship
application system helps in avoiding delay disbursement, inaccuracy and
subjectivity in awarding scholarships (Chinese Professional Club of Houston,
2009).
In the Philippines, Caraga State University is using CSU Scholarship and
Admission Examination (CSAE) Information System and Scholarship
Information System which is accessible to students, faculty members, staffs and
officials with appropriate user accounts composing of usernames and passwords.
The CSU Scholarship and Admission Examination (CSAE) Information System
provides examinee, parents or any internet user who want to inquire the result of
the NORMISIST/CSU Scholarship and Admission Examination (NSAE).
Scholarship and admission office also utilizes the Scholarship Information System
to add and manipulate record of the examinees. On this manner, the system
provides degree of accessibility and security in manipulating the records of
examinees (Caraga State University, 2011).
In the Cordillera Administrative Region (CAR), Soriano (2009) explained
that the Commission on Higher Education – Cordillera Administrative Region
(CHED-CAR) is managing the records of scholars given by the different
institutions. These records are easily sorted and organized through the use of
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spreadsheets. In addition, universities/schools are determined to use information
system for scholars. Universities like Benguet State University uses automated
system in which information about the applicants and scholarships, allocating and
tracking awards, notifying recipients and donors of awards for a given semester
may be viewed on various reports to support additional processes (Benguet State
University, 2010).
The Science Education Institute of the Department of Science and
Technology-CAR uses MS Excel in storing and editing information about
scholarship information as well as generating status reports. Also, the SEI
personnel manually tallies the scholars information among the excel files and hard
copies in order to generate the scholars monitoring sheet. Doing these things take
time and effort, thus, the generation of reports will be delayed specially the
release of stipends and benefits of scholars around the region.
The DOST-SEI scholarship information system would help mainly in
lessening the laborious task done by the SEI personnel in managing scholars
information. Allocation of stipends and allowances, tracking of scholars record
and generation of reports would be much easier, accurate and comprehensive.
There would be an automatic consolidation and evaluation of the scholars
scholastic performance. Deliverables such as reports and monitoring sheets are
created with greater accuracy and in a more timely fashion.
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Statement of the Problem
The proposed system sought to provide solution to DOST-CAR
Scholarship Information Processes.
Specifically, the proposed system sought to answer the following question:
1.) What are the information requirements in the existing processes of DOST
scholarship management?
2.) What are the problems encountered in the existing management of DOST
scholarship?
3.) What processes need to be automated in the DOST scholarship
management?
4.) What security measures are appropriate in managing the student
Scholarship Information System?
5.) What are the perceived benefits by the following:
a.) Department of Science and Technology-CAR,
b.) Scholars and
c.) Researchers?
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Objectives of the Study
The proposed system aimed to design and develop the computerized
Scholarship Information System of the Department of Science and Technology-
Cordillera Administrative Region (DOST-CAR).
The following were the specific objectives:
1.) To identify the information requirements in the existing processes of
DOST scholarship management.
2.) To identify the problems encountered in the existing management of
DOST scholarship.
3.) To identify the processes that need to be automated in the DOST
scholarship management.
4.) To identify the security measures that is appropriate in managing the
student Scholarship Information System.
5.) To identify the perceived benefits by the following:
a.) Department of Science and Technology-CAR,
b.) Scholars and
c.) Researchers.
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Significance of the Study
The project intends to provide innovative and effective way to manage the
records of scholars. It will help in promoting good working environment and
motivation among the employees of the institution and will be favorable and
beneficial to the following:
DOST-CAR. This will maximize the use of computer technology provided
by the government in automating manual operations in order to respond clients’
needs well. The database will serve to be the storage of all the needed information
about the scholars like personal information, scholastic record and the scholars
profile that can help the SEI personnel to add, search, update, categorize, manage
and generate the scholars information in an efficient manner.
DOST-CAR Scholars. The system would be the student’s gateway to their
recent and previous academic performance and status. Faster processing of reports
through the proposed system makes the scholars stipends and certificates to be
issued immediately.
Researchers. The study will allow the researchers to apply what they have
learned and address the study by applying tools, techniques and experiences
through the different activities involved in the analysis and design of the study.
This will also enhance further their knowledge and skills in software development
and other field of expertise.
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Scope and Delimitation
This study mainly focused on providing a network-based system between
two computers within the office of DOST-SEI that enables the SEI personnel to
generate information efficiently and aimed to provide accurate and reliable
processes on every transaction.
The Scholarship Information System included personal and academic
records of the scholar, including subjects enrolled, units and final grades. With all
these information present, the developed system was able to provide automatic
generation of reports such as: Monitoring Sheet, General Weighted Average
(GWA), Summary of scholar’s status report and scholar’s list report.
Moreover, the system included the information with regards to the total
amount of fees and discount a scholar can avail every semester for every type of
scholarship the scholar is accounted to. The system also included the tracking and
monitoring of the scholars received benefits, academic performances and status,
filed leave of absence or has sent letter of appeal to the central office during and
after the scholar’s studies.
Security mechanisms were incorporated into the system to prevent access
and mishandling of information from unauthorized users. The system only
covered Department Of Science and Technology – Cordillera Administrative
Region.
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The system focused only on the manipulation, sorting and storing of
scholars records. The system did not cover the scholarship application processes
and hardware problems that may occur.
Definition of Terms
The following terms present an operational definition that would aid the
reader or researcher with a wider comprehension and a better perceptive about the
study.
Computer System. A program that helps computer users to manipulate
information with ease.
Database. This contains the electronic information of the scholar.
End User. Are the people that will be using the system that is being
developed.
Final Grade. Is the rating of every scholar at the end of the semester.
General Weighted Average. It is computed after consolidating all subject
grades. It is the basis in determining the students’ academic performance.
Grade. The corresponding achievement of student assessed and computed
by the teacher.
Hardware. Are equipment and peripherals that make up the computer
system.
Information System. Set of interrelated components that collect, process,
store and disseminate information about the scholarship management.
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Manipulate. To work with the data or information about the scholars.
Network-Based System. Are systems or programs that run within the
department.
Personal Information. Are organized data about the scholars basic
information.
Record. A collection of related items of information about the scholars
which is treated as a unit by computer.
Report. An organized information that are being generated for the use of
the SEI -personnel and being sent to the DOST’s central office.
Retrieving. To read data from the database and present it to the end user
in efficient way.
Scholar. A student availing the scholarship program of DOST – CAR.
Scholarship. A sum of money awarded to outstanding students to help
them on their studies.
Scholars Information. Refers to the personal and academic records of the
scholar.
Security. The measures that must be done and considered to secure the
safety and confidentiality of scholar’s personal and scholastic information.
Security Mechanism. Ways of providing safety and protection to the
scholar’s information.
SEI. Science Education Institute, which oversees the over-all management
of DOST scholarship program.
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Software. Are programs and application that run on a computer.
Software Development. The phase where the proponents start building the
application about the Scholarship Information System.
Sorting. It is the process of listing information in an orderly manner.
Spreadsheet. Allows the SEI – personnel to create tables and financial
schedules by entering data into rows and columns arrange as a grid on a display
screen.
Stipend. A fixed amount of money paid at regular intervals for the basic
needs of a scholar.
Unit. Measure of academic instruction or subject that are use to get the
general weighted average of the scholar.
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CHAPTER II
METHODOLOGY
This chapter presents the methodology used in designing and developing
the system. It also includes the data gathering techniques and sources of data that
the proponents use in conducting the study.
Software Development Methodology
A Software Development Methodology refers to the framework that is
used to structure, plan, and control the process of developing an information
system. A wide variety of such frameworks have evolved over the years, each
with its own recognized strengths and weaknesses (CMS, 2008).
Rapid Application Development is an approach to building computer
systems which combines Computer-Assisted Engineering (CASE) tools and
techniques, user-driven prototyping, and tough project delivery time limits into an
effective, tested, reliable formula for excellent quality and productivity. The RAD
significantly raises the quality of finished systems while reducing the time it takes
to build them (“RAD”, n.d.).
Rapid Application Development (RAD) is a lifecycle designed to give a
larger extent high-speed development and superior-quality results than those
achieved with the traditional life cycle. It is designed to take the maximum
advantage of dominant development software (“RAD”, n.d.).
The RAD emphasizes a very short development cycle. It is a high speed
adaption of the linear sequential model. If requirements are well understood and
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the project scope is controlled, the RAD process enables a development team to
create a fully functional system within very short time duration typically 60 to 90
days (Roger S. Pressman, 2001). Figure 2 shows the phase of the RAD
methodology.
Requirements
Planning
Implementation
Identify
Work with
Build the
Introduce the
Objectives and
users to
system
new system
Information
design system
Source: Kendall and Kendall,
Figure 2. Different phases of RAD
There are three broad phases of RAD that engage in both analysts and
users in assessment, design and implementation of the new system.
Requirements planning. In this phase, system analyst congregates with the
project coordinator or manager to create specific objectives from the desired
program. Strategies for development and tools for development are also laid out
for the new system. As for business organizations, this is an important stage in
view of the fact that the projected answer to business concerns will be laid out for
the first time. The activity primed is the gathering of requirements for the new
system. It is on this phase that the proponents conducted different data gathering
techniques to gather useful data from the SEI personnel to know the current input
and output which will be needed for the creation of the scholarship information
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system. Also this phase helps the proponents to have a better understanding in the
flow of data in the current system.
RAD design workshop. It is the heart of the interactive development
process. The RAD design workshop phase is a design refinement that can be best
characterized as a workshop. This phase effectively utilizes programmers and the
analyst to build and show visual representations of the design and workflow to
user. Feedbacks and suggestions are welcomed and considered as well as the
bases on of the additional processes and commands.
It is in this phase that the proponents focused on the relationship between
the current transactions of the company and how the system responds to them.
Also this is the stage where the proponents will be starting to create the proposed
system. The prototype of the system will be formulated in conformance to the
business functions of the company. The Entity-Relationship Diagram and
Database Schema are also designed in order to further analyze and review the
system. Software and hardware requirements are also to be specified. Designs and
reviews for the software implementations are evaluated for system consistency
during this phase.
Implementation phase. As soon as the system is built and refined, the new
system or the part of the system are tested then introduced to the organization.
The implementation phase of the RAD has improved speed of development
through rapid prototyping, better end-user utility, simplicity, and usability of
Graphical User Interface (GUI) design and in many ways, it is less stressful.
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It is in this phase that the proponents would implement the proposed
system to the company and would test it for further revisions and improvements.
The specifications and effectiveness of the proposed system would determine the
final decision of the company whether to adapt the proposed system or reject it.
Data Gathering Techniques
Data gathering provides the degree of reliability for the answer to the
thesis statement. This is because of the fact that the statistical numerical data will
be extracted from the analysis process. Such condition puts a level of importance
to data gathering since an analysis cannot be executed without valid data sets. The
proponents used the following techniques in gathering data.
Interview. Conducting interviews play a vital part to furnish ideas in
accomplishing a study. Interviews identify the current inputs and outputs of both
user and administrator. Gathered information may also compromise the
suggestions, revisions and requirements of the current system. The proponents
conducted an informal interview to the SEI personnel where the interviewers are
free to ask questions as the session goes and depending on the responses of the
interviewee. Information’s are written down and patched up after the interview.
Brainstorming. Brainstorming is conducted by having an assembly or
group meeting to discuss and study the gathered data and information. The
proponents assemble during their free time and discussed and analyzed the data
that were gathered to better understand the current system.
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Use of secondary data. The secondary data includes of a copy of sample
forms, reports and other necessary documents and files which are related to the
study. The proponents collected reports and manual handbook about the
scholarship program and use it as their basis and guide in creating the proposed
system.
Sources of Data
Interview. The proponents conducted an interview with the SEI personnel
and scholars’ to gather information of the current process on scholarship program
of the DOST-SEI as well as to gather requirement for the new system.
Brainstorming. Brainstorming was done by having an assembly with the
proponents on their workplace. By sharing each of their own ideas, the proponents
talk about “what are the problems”, “what are the best solutions”, “what are the
processes needed to be improved” and the like.
Use of secondary data. To further understand the current operations of the
existing system, the proponents requested sample of monitoring reports, status
reports and S&T scholar’s Hand outs. The use of the secondary data gathered will
be used in designing the database.
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Why did we choose Rapid Application Development (RAD) as a methodology?
The following were the reasons for considering RAD methodology:
a.) Flexible and adaptable to changes.
b.) Appropriate for small projects.
c.) RAD involves user participation thereby increasing chances of early user
community acceptance. There’s a strong and continuous participation of
the project sponsor who keeps giving feedback in the whole process. In
which the end user satisfaction level is higher when the end result is
produced.
d.) It is a big cost saver in terms of project budget as well as project time and
cost due to reusability of the prototypes, virtualization of system related
routines, the use of CASE tools and other techniques.
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CHAPTER III
DISCUSSIONS AND FINDINGS
This chapter provides a discussion and graphical representation of current
operation and Ishikawa Diagram of the current system of DOST-SEI CAR. The
Entity- Relationship Diagram, Database Schema and Use Case Diagram are also
inclusive in this chapter.
Current Operations of DOST-SEI CAR
The Science Education Institute of the Department of Science and
Technology (DOST-SEI) mandated to develop a scientifically and technologically
literate citizenry and accelerate the development of Science and Technology
human resources needed for socio-economic development. To fulfill these
mandates, SEI undertakes, among others, undergraduate scholarship programs
specifically DOST-SEI Merit Scholarship Program, RA 7687 Science and
Technology Scholarship Program.
DOST-SEI Merit Scholarship Program, formerly known as the NSDB or
NSTA Scholarship, begun in 1985. Merit scholars pursue priority courses in the
basic sciences, engineering, other applied sciences and science and mathematics
teaching at identified universities. Merit scholars must belong to the upper 5% of
the high school graduating class, a natural-born Filipino citizen, of good moral
character and be a qualifier of the S&T scholarship program.
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RA 7687 Science and Technology Scholarship Program provides for
scholarships to talented and deserving students whose families’ socio-economic
status does not exceed the set cut-off values of certain indicators. Qualifiers must
pursue priority fields of study in the basic sciences, engineering, other applied
sciences and science and mathematics teaching. RA 7687 scholars must be a
member of the top five percent of the regular high school graduating class or a
member of the graduating class of a DOST-SEI-identified or DepEd-recognized
science high school, a natural born Filipino citizen, a resident of the municipality
for the last 4 years as attested by the barangay/school records, of good moral
character and a qualifier of the S&T scholarship examination.
Junior Level Science Scholarship (JLSS) Program. These are scholarship
grants to qualified third year students who are enrolled in priority fields of study
in engineering, basic and applied sciences, science and mathematics teaching at
identified universities and colleges. JLSS program have two component
scholarships namely, Project GIFTS for the Disadvantaged – RA 7687 and Junior
Level Science Scholarships-Merit. JLSS scholars must be a regular third year
student in a priority S&T course at a identified university, have a grade of 83% or
better in Math and Science and no failing grade in any academic subject, not be
more than 21 years old, not be a recipient of any other scholarship except tuition
fees supplement and pass the qualifying examination and second level screening.
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The current operation of DOST-SEI scholarship program starts by sending
of application forms provided by the DOST- Central Office to different schools
which will be distributed to the students. Application forms can also be
downloaded at the DOST website, www.sei.dost.gov.ph. Interested students will
fill out and then submit the forms to the DOST-SEI or to the school principal.
After the forms are evaluated, the applicants’ type of scholarship will be
classified. Then, test permit shall be mailed to the applicant or school principal for
distribution for the applicants. In case the test permit are not received before the
examination day, the examinees may check with the DOST- Regional office a day
before the examination and proceed to the nearest designated test centers. Figure
3.1 illustrates the current process for the application of DOST scholarship
program. Figure 3.2 shows the current operation for the applicant taking an
examination.
Sends
To
To
Sends back
SCHOOL
DOST‐SEI
APPLICATION FORM
Sends back
Sends back
Download
Give
STUDENT AND PARENT
Figure 3.1 Application of Scholarship Program
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Sends
To
EXAM PERMIT
DOST‐
STUDENT
Gather and
Evaluate Exam
results
Takes Exam
TEST CENTER
Figure 3.2 Applicant taking examination
Final selection of awardees to the different programs shall be based on the
result of the S&T Scholarship Examination and/or grades should satisfy the
program requirements and have been duly endorsed by a school authority.
The names of the awardees are usually published in leading newspapers
and posted in the SEI website at http://www.sei.dost.gov.ph.
Once selected as a qualifier, the applicant will be given a notice of award
informing them of the schedule and venue of the orientation. The applicant and
applicant’s guardian must report to DOST-SEI for the orientation on scholarship
policies and signing of the Scholarship Agreement and must bring Community
Tax Certificate for the current year and affidavit of guardianship, notarization fee,
documentary stamps and scholars latest 2” X 2” picture. In case there is a need for
verification of citizenship, the applicant is required to submit birth certificate.
Before signing the Scholarship Agreement, the scholars, together with their
parents/guardian, will decide if they will avail of the scholarship, will NOT avail
Scholarship Information System Of The Department Of Science And Technology‐ Car /
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24
or will defer. If the scholar decides to avail of the scholarship, he/she will
accomplish and sign the Scholarship Agreement. If the scholar will not avail they
are to sign the reply slip and must submit it to the Regional Office. Qualifiers who
will defer his/her scholarship slot must sign the Deferment Form. Deferment of
the Scholarship slot will be good for a maximum period of one academic year.
Qualifiers who fail to enroll in a DOST-SEI priority course/identified school after
a year will be automatically forfeited to his/her scholarship slot. Figure 3.3
illustrates the process of selecting awardees.
.
Date and venue
Sends
of orientation
DOST‐SEI
NOTICE OF AWARD
STUDENT
STUDENT WITH HIS/
HER
PARENT/GUARDIAN
Decides
Avail
Not to avail
Defer
SCHOLARHIP PROGRAM
DEFERMENT FORM
Figure 3.3 Process on selecting a scholar
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Aside from the Scholarship Agreement, the following forms must be
accomplished: personal data sheet, information sheet, scholars’ oath and
additional undertaking of scholar. Implementation of the scholarship award and
release of financial assistance shall commence only upon signing of the
scholarship agreement and compliance of the grade requirement/submission of
required documents. Merit scholarship awardees are required to accomplish a
Household Information Questionnaire (HIQ). The result of the evaluation form
will determine the applicants’ scholarship category which is full, partial or
special.
During the regular academic year, scholars will receive tuition fee
discounts based on the statement of account/bill/official receipt but not to exceed
P6,000.00/semester/trimester/quarter term, book allowance for prescribed
textbooks and essential supplies worth P5, 000.00/academic year, transportation
expense, clothing allowance worth P500.00 given during the first semester of first
years and monthly living allowance during actual study, for 10/11 month duration
of an academic year.
During the summer term, scholars can avail financial assistance if he/she
is required to enroll per his/her curriculum/program of study. Scholars will
receive tuition fee discounts not to exceed P1, 500.00, book allowance not to
exceed P500.00 on reimbursement basis with original receipts and living
allowance good for 2 months.
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Along with the scholarship privileges are some certain duties and
obligations. Scholars must open an e-account with the Land Bank of the
Philippines and submit his/her account number to DOST-SEI. All financial
assistance except tuition fees are released to the scholars LBP bank e-account.
Figure 3.4 illustrates the process of releasing allowances.
To
E‐CARD
To
Give
Will open
Save
MONEY
SCHOLAR
LAND BANK
Will give
Will give their
reports for the
account number
DOST‐SEI
Figure 3.4 Releasing of allowances
Scholars are required to submit periodic reports like registration form at
the beginning of the semester/trimester/quarter term, report of grades in all
subjects enrolled in at the end of the semester/trimester/quarter term, special
reports which includes curriculum or program of study, travels abroad, summer
practical training reports, problems encountered, changes, if any, in field of study,
school, home address, civil status, legal guardian, comments which may be
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relevant to the scholars study and such reports that may be required from time to
time.
Scholars must comply with the grade requirement at all times. First year
scholars must have an annual weighted average 2.75 or better if enrolled in the
UP system, 2.5 or 85% or better if enrolled in another college/university and no
failing grade in any academic subject for all semester/trimester/quarter terms or
summer term. Second year scholars must have a semestral weighted average of
2.75 or better if enrolled in the UP system, 2.5 or 85% or better if enrolled in
another college/university and no failing grade in any academic subject for the
semester/trimester/quarter term or summer term. Third, fourth and fifth years
scholars must have a passing grades in all academic subjects provided that the
scholar will take regular load and complete the course within its prescribes period.
Figure 3.5 illustrates the current operation for the submission of grades.
Submit
to
SCHOLAR
ACADEMIC REPORTS
DOST‐SEI
Validate and Save
the academic
reports
COMPUTER
Figure 3.5 Current Operation for the submission of grades
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In case the scholar failed to pass the grade requirement, he/she can appeal
for the continuation of his/her scholarship through a letter where the scholar can
site reason/s why he/she acquired the academic deficiency/ies. Reconsideration is
granted on a case to case basis. The scholar shall be issued a DOST-SEI
memorandum regarding the status of his/her scholarship grant base on the
evaluation of his/her academic performances.
The National Technical and Selection Committee (NTSC) may
recommend the continuation of the scholarship grant on a case to case basis for a
graduating scholar or a scholar who fails to meet the grade requirement but in
good academic standing during the preceding years of his/her scholarship.
Scholars can be allowed to drop one 3-unit subject in a semester with the
permission of DOST-SEI and submit a copy of the official dropping slip duly
approved by the proper school authority. Figure 3.6 illustrates the current
operation for the scholar with academic deficiency.
Appeal for
Sends
continuation
SCHOLAR
LETTER
DOST‐SEI
Evaluation
Forward the
letter for
Send the
evaluation
Evaluation to
CENTRAL
REGIONAL INTERIOR
OFFICE
AGENCY COMMITTEE
Figure 3.6 Current Operation for the scholar with an academic deficiency
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Scholars may enjoy supplementary scholarship from school/university
regardless of financial source (except for government) as long as it is coursed
through the school/university. An on-going scholar may transfer to a private
scholarship but shall be required to render service in the country for a period
equivalent to the number of years he/she received financial assistance from
DOST-SEI after graduation. DOST-SEI Scholars cannot enjoy other government
scholarship simultaneous with DOST-SEI scholarship or any other scholarship
award that interferes with the scholar’s contractual obligation under the S&T
scholarship.
Scholars are also allowed to go on a Leave of Absence (LOA) provided
that the scholar will submit letter of request and university approval. The
maximum duration of the leave is one academic year, and the expiration date shall
be immediately before the start of the ensuing semester and a report is submitted
immediately upon the scholars return to school, which will be used as a basis in
determining the resumption of the scholars privileges. If the scholar exceeded the
maximum period of LOA, the scholar shall refund the total financial assistance
received plus 12% interest. Figure 3.7 illustrates the current operation for the
scholar who wants to go on LOA.
Submit
To
LETTER OF REQUEST
SCHOLAR
AND UNIVERSITY
DOST‐SEI
APPROVAL
Figure 3.7 Current Operation for the scholar who wants to go on LOA
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Scholars are allowed to transfer school and/or shift to another priority
course only in meritorious cases. The requirement in transferring school will be a
letter of request, certification of admission to new course/school, certification of
accredited subject in the new course/school, certification of year level in the new
course/school and certification of grades in all semesters enrolled. At the very
latest, shifting of course/transferring to another school can be allowed during the
first semester of the scholars third year under the scholarship. If request is
approved, the scholar and scholars guardian shall sign the Amendatory
Agreement which shall be made an integral part of his/her Scholarship
Agreement. Scholar can enjoy scholarship privileges for the duration of the
prescribe period of the second course inclusive of the year/s the scholar received
financial assistance while enrolled in his/her first course/school. Figure 3.8
illustrates the current operation for the scholar who wants to transfer to another
priority course.
Submit
To
SCHOLAR
LETTER OF REQUEST
DOST‐SEI
AND DIFFERENT
CERTIFICATES
REQUEST APPROVED
BY DOST
THE SCHOLAR AND HIS/HER GUARDIAN
MUST SIGN THE AMENDATORY
AGREEMENT
Figure 3.8 Scholar who wants to transfer to another priority course
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On the summer before the scholars last year in college, the scholar must
undergo practical training in any DOST laboratories of agencies, research
institutions, industries or private companies. The minimum training period is 240
hours. Stipend for the duration is provided after completion of the training
program and submission of the Summer Practical Training Program (SPTP)
requirements.
After graduation, scholars are given P1, 000.00 for their graduation
allowance, an outright grant given to RA 7687 graduating scholars and merit
graduating scholars under the full category. Scholars shall render service in the
country on a full time basis, preferably in the scholars home region, along his/her
field of training for a minimum period equivalent to the length of time he/she
enjoyed the scholarship. Scholar can work either in a government agency,
industrial establishment or private company in the country. Scholars must submit
yearly report which includes accomplishment report on academic/professional
advancement due on or before the 30th day of December every year for a period
equivalent to the number of years the scholar enjoyed the scholarship. After
completion of service obligation, the scholar must submit certification/s of
employment covering the number of years required. If the scholar is self-
employed, he/she can submit a copy of the DTI Business Registration, Mayor’s
permit, Income Tax Return or any proof of taxes paid and certification indicating
the number of workers employed. Then the DOST-SEI will issue a final clearance
obligation to the scholar.
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DOST-SEI reserves the right to terminate the scholars’ scholarship if the
scholar fail to maintain the grade requirements or fail to comply with any of the
terms and conditions of the Scholarship Agreement. If the scholar lost his/her
scholarship during the third/fourth or fifth year, the scholar shall either refund the
total financial assistance he/she received as a scholar with 12% interest or render
service to the country for a period equivalent to the numbers of years enjoying the
benefits after graduation. The scholar shall refund with 12 % interest the total
financial assistance received if the scholar willfully abandoned the scholarship,
did not pursue S&T priority course, breached the contract, grossly misbehaved,
renounced citizenship and failure to render service to the country.
A scholar may be allowed to defer service obligation to pursue further
studies but is required to submit a letter request for the deferment and a copy of
the letter of acceptance to a graduate school. If the scholar will be pursuing
graduate studies abroad, he/she must post a surety bond or submit a Deed of
Undertaking before a temporary clearance is issued. A scholar who joins the
Philippine Military Academy (PMA) may not be required to refund the total
financial assistance he/she received with 12% interest provided that said scholar
will pursue academic major in Computer Science/Information Systems or General
Engineering or other S&T related courses at PMA. Provided further, that his/her
military service shall be along science and technology for the period equivalent to
one year of service for every year of enjoyment of scholarship or a fraction
thereof.
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Problems Encountered in the Existing System
The following were the specific problems encountered in the current
operation by the DOST-SEI personnel with regards to gathering and updating
scholarship records, generating reports and distribution of financial assistance
awarded to all scholars.
Manual Data Entry and Manual Computation of GWA. Generations of
reports were done through encoding in the spreadsheet basing on the prior record
compiled. Computations of general weighted average (GWA) were done
manually.
Insufficient Retrieval and Updating of Scholarship Records. The retrieval
and updating of the scholars records were done manually. The SEI personnel must
locate the record from the filing cabinet or manually search the information on
every spreadsheet.
Unsecured File Keeping. Data and information saved and stored on the
computer units can be accessed by any person due to limited security.
Accessing of Files is Time Consuming. Since the current operation is
manual it would take time for the DOST-SEI personnel to look over through bulk
files in searching of specific scholar records. Manpower is limited and often leads
to work overtime in order to complete task.
Storage. There is one envelope/folder provided per scholar and cabinet for
a different scholarship program. The folders and envelopes are stored inside a
cabinet which occupies too much space.
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Figure 3.9 shows the different problems encountered in the existing
system of DOST-SEI.
Figure 3.9 Ishikawa Diagram
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The Process in the Proposed System
After studying the details of existing system, the next plan of action is to
propose a new system. Thus, the proponents proposed a network-based system
which will fulfill all the requirements of the department easily and will serve as a
solution to the problems faced by the manual system. The network-based system
can be a great help to the SEI staff to exercise an effective and timely decision
making.
The proposed system allows the SEI personnel to log-in in the system and
have the authority to manipulate, track, and monitor the scholars who received
benefits, academic performances and status whether the scholar is outside the
country, filed leave of absence or has sent letter of appeal to the central office
during and after the scholars studies. The system automatically computes the
General Weighted Average (GWA).
Figure 3.10 illustrates the data that were captured for the proposed system.
Scholarship Information System Of The Department Of Science And Technology‐ Car /
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36
( tuition_fee, book_allowance, pe_ms_soep, January,
February, March, April, May, June, July, August,
September,
October,
November,
December,
transportation,semester, ojt, sy, graduation_fee, total)
(status_id, status)
STIPEND
STATUS
1,N
1,N
given
(status_start, status_end, sem, sy,
granted
to
to
FR, remarks)
1, 2
1,N
(scholar_id, yearlevel, firstname, lastname,
(program_id, program)
middlename, gender, birthday, address,
( record_id, grade, semester,
1,N
taken
PROGRAM
prov_address, contact_no, year_award,
sy, GU, ave, GWA, remark)
( subj_id, subj_code,
by
account_no, picture, legal_parent,
subj_desc, unit, type)
1,1
SCHOLAR
ACADEMIC_RECORD
SUBJECT
(change_id, fromCourse,
1, N
1,1
1, N
1, 1
0,N
1, 1
toCourse, fromSchool,
toSchool)
1, 1
(province_id, province)
TRANSFER
incurred
has
has
1,N
1,N
by
PROVINCE
1, N
( school_id, school_abrv, school_name,
location, schooltype, grading_type)
(course_id, course_code,course_desc, type)
SCHOOL
offers
COURSE
1,N
1,N
36
Figure 3.10 Entity Relationship (ER) Diagram
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37
The following were the schema derived from Figure 3.10
DATABASE SCHEMA
SCHOLAR (scholar_id, school_id, course_id, program_id, prov_id, status_id,
yearlevel, firstname, lastname, middlename, gender, birthday, address,
prov_address, contact_no, year_award, account_no, picture,
legal_parent, relationship, remarks)
FK: school_id
references
SCHOOL
nulls not allowed
course_id
references
COURSE nulls
not
allowed
program_id references
PROGRAM nulls not allowed
prov_id
references
PROVINCE nulls not allowed
status_id
references
STATUS
nulls not allowed
Delete restrict
Update restrict /cascade
ACADEMIC_RECORD (record_id, subj_id, scholar_id, grade, semester, sy,
GU, ave, GWA, remark)
FK:
subj_id
references
SUBJECT
nulls not allowed
scholar_id references
SCHOLAR nulls not allowed
Delete restrict
Update restrict /cascade
SUBJECT
(subj_id, subj_code, subj_desc, unit, type)
COURSE (course_id, course_code, course_desc, type, school_id)
FK: school_id
references SCHOOL nulls
not
allowed
Delete restrict
Update restrict /cascade
SCHOOL (school_id, school_abrv, school_name, location, schooltype,
grading_type)
PROGRAM (program_id, program)
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38
PROVINCE (province_id,province)
STIPEND (scholar_id, tuition_fee, book_allowance, pe_ms_soep, January,
February, March, April, May, June, July, August, September, October,
November, December, transportation , semester, ojt, sy, graduation_fee
,total)
FK: scholar_id references
SCHOLAR nulls not allowed
Delete restrict
Update restrict /cascade
TRANSFER (change_id, scholar_id, formCourse, toCourse, fromSchool,
toSchool)
FK: scholar_id references
SCHOLAR nulls not allowed
Delete restrict
Update restrict /cascade
STATUS (status_id, scholar_id, status_start, status_end, sem, sy, FR,
remarks)
FK: scholar_id references
SCHOLAR nulls not allowed
Delete restrict
Update restrict /cascade
DEFERRED (stud_id, lastname, firstname, middlename, date, address, status)
MEMBER (member_id, firstname, lastname, login, password, userlevel)
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39
In order to visualize the proposed system, the use case diagram is used to
provide how the system way works. This also shows the users interrelate to the
system.
The User management (use case) as shown in Figure 3.11 shows how the
SEI personnel register an account before they can log in the system to view,
search, view/edit/add scholars, to view/edit/add scholarship programs, and to
generate reports. The login system provides security to the system. The
administrator notifies the SEI personnel if an account is successfully created. The
SEI personnel can request for a new password if in case needed. These are all
being monitored by the administrator. The administrator will also be capable to
block/unblock and drop selected SEI personnel if they have failed to log in the
system.
Password
User
Request new
SEI Personnel
Password
Log in
Administrator
Create/Edit/
Monitor user
Drop
Guest
Account
Block
Unblock
Figure 3.11 Use Case Diagram
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40
After the registration, The SEI personnel can now perform their own roles
in the system. The SEI personnel can now add/edit scholars report, edit/add
scholarship programs, view, search and can now generate reports.The
administrator can do all the capabilities of the SEI personnel, except for the
dministrator can update and back-up the database, and can create and drop
accounts. The capability only of guest are to view and search in the system.
Figure 3.12 shows how the users view, search and generate report in the system.
View and search
scholars’ records and
scholarship records
Add/edit scholars’
records
Guest
Add/edit scholarship
programs
Add
Course
Add School
Edit
Administrator
Generate Reports
SEI
Personnel
Edit Settings
Scholarship
Update/back‐
Add/Drop
up database
User
Update
Figure 3.12 Use Case Diagram
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41
Security and Control Measures to be Adopted
Security Inscription. Protecting data against unauthorized access is very
important thus programs and data must be secured by issuing username and
password. The system provides SEI personnel to have a secure access to the
system.
Control Measures. This is a common role of a computer system, to provide
different accessible transaction methods to its different stages of users, which are
as follows;
1. Administrators. The administrator has full privilege in accessing and
performing operations in the system; his role is to maintain the security
integrity of the system. The administrator does the editing, adding and
backing up of database.
2. DOST-SEI Personnel. The SEI personnel do the adding, editing but not
backing up and deleting of database.
3. On-the-Job Trainees. The OJT’s can only search and view the database.
Audit Trail. The system provides information of users who logged-in, shows
list of usernames, the action done and time stamp for every transaction they
performed. This helps the user to track what transaction is done during each user
log-in. This enables the reconstruction and examination of the sequence of events
and/or changes in an event.
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42
Perceived Benefits
Perceived benefits by the DOST-SEI Personnel. The system will maximize
the use of technology provided by the government in automating manual
operations in order to respond clients’ needs well. The database would serve to be
the storage of all the needed information about the scholars like personal
information, scholastic record and the scholars profile that can help the SEI
personnel to add, search, update, categorize, manage and generate the scholars
information in an efficient manner.
Perceived benefits by the DOST-SEI Scholars. The system will be the
student’s gateway to their recent and previous academic performance and status.
Faster processing of reports through the proposed system make’s the scholars
stipends and certificates to be issued immediately.
Perceived benefits by the Researchers. The study would allow the
researchers to apply what they have learned and address the study by applying
tools, techniques and experiences through the different activities involved in the
analysis and design of the study. This would also further enhance their knowledge
and skills in software development and other field of expertise.
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43
CHAPTER IV
SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
The chapter presents the summary, conclusions and recommendations for
the system.
Summary
The proposed Scholarship Information System of Department of Science
and Technology-Science Education Institute (DOST-SEI) in Cordillera
Administrative Region (CAR) had specifically identified the following;
1. Information requirements in the existing processes of DOST scholarship
management.
2. Problem areas in the existing DOST-SEI system.
3. Process in the proposed system.
4. Security measures that is appropriate in managing the student Scholarship
Information System.
5. Perceived benefits by the following:
a. Department of Science and Technology- CAR,
b. Scholars and
c. Researchers.
The information requirements are personal and academic records of the
scholar, including subjects enrolled, units and final grades, with this information,
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44
the General Weighted Average (GWA) are computed and scholars list and status
report are provided.
The problems encountered in the existing process DOST-SEI system
includes the unsecured and unorganized record keeping, inefficient retrieval and
updating of scholarship record , time consuming and slow generation of report,
manual and inaccurate computations of financial account.
The proposed system allows the SEI personnel to log-in in the system and
have the authority to manipulate, track, and monitor the scholars received
benefits, academic performances and status whether the scholar is outside the
country, filed leave of absence during and after the scholars studies. The system
also automatically computes the General Weighted Average (GWA) of scholar’s
grades.
The security measures that are appropriate in managing the student are user
management, wherein there is a DOST-SEI administrator, DOST-SEI personnel.
The beneficiaries of the system are the Department of Science and
Technology-CAR, Scholars and researchers.
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45
Conclusions
The study was focused on the design and development of Scholarship
Information System of DOST-CAR. Based from the results drawn from
conducting the project, the following were the conclusions made;
1. The information requirements are personal and academic records of the scholar,
including subjects enrolled, units and final grades, with this information, the
General Weighted Average (GWA) is computed and scholars list and status
report are provided.
2. Based from DOST-SEI current operation, the problems encountered in the
existing DOST-SEI system are accessing of files is time consuming since the
system uses MS Excel as their system database, thus they need to open a lot of
files to update records and files one after the other. Manual tallying of records
and manual searching and sorting of records become burden because records
are in different Excel files and some reports need to be counted manually and
the personnel should memorize the title of each report. Lots of data needed to
be saved as well, since Excel was not made to function as a database of a big
system.
3. To give solution to the problems, the proponents create a system that allows the
SEI personnel to log-in the system and have the authority to manipulate, track,
and monitor the scholars received benefits, academic performances and status
whether the scholar is outside the country, filed leave of absence or has sent
letter of appeal to the central office during and after the scholars studies. The
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46
system also automatically computes the General Weighted Average (GWA) of
scholar’s grades. The system covers also the generation of clearances.
4. The security inscription DOST-SEI that provides the administrator and DOST-
SEI personnel to have a secure access to the system. Control measures are also
considered to provide different accessible transaction methods to its different
stages of users which are the administrator, DOST-SEI personnel and On-the-
Job Trainees.
5. The system can help DOST-SEI CAR to maximize the use of technology
provided by the government in automating manual operations in order to
respond in clients needs well. The database will serve to be the storage of all
needed information about the scholars like personal information, scholastic
record and scholars’ profile that can help the SEI personnel to add, search,
update, categorize, manage and generate the scholars’ information in an
efficient manner. For the DOST-Scholars, the system would be the gateway
to their recent and previous academic performance and status. Faster
processing of reports through the proposed system makes the scholar stipends
and certificates to be issued immediately. Through this system, the
researchers can apply what they have learned and address the study by
applying tools, techniques, and experiences.
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47
Recommendation
The Scholarship Information System of DOST-CAR will definitely
improve the efficiency, consistency and accuracy in managing records, thus
transforming it to quality service to the employees and scholars of DOST-SEI. It
is highly recommended that the proposed system will be given consideration for
the implementation in the near future. This can be done through the following
recommendations:
1. A pilot test shall be conducted to all users of the system to describe
more recommendations and improvement of the system.
2. Scholarship Information System of DOST-CAR shall be implemented
so that the perceived benefits of DOST-SEI Personnel, scholars and
researchers will be recognized.
3. Security and control measures shall be followed to secure and maintain
the system.
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48
LITERATURE CITED
A. Books
Hoffer, et al. (2002), Modern Database Management, Upper Saddle River, NJ:
Prentice Hall
Ponniah (2003), Database Design and development: An Essential Guide for IT
Professionals, New Jersey: John Wiley and Sons, Inc.
B. World Wide Web
Andhra Pradesh State Minorities Finance Corporation Ltd. [APSMFC] (2008):
Online Scholarship Monitoring System
www. indiagovernance.gov
Jensen, Janine (2009): CALS Scholarship Allocation and Distribution System
www.quality.wisc.edu
Lewis, Kay S. (2006): Scholarship Processing System
www.washington.edu
TeachNZ, Ministry of Education (2012): Scholarships
www.teachnz.govt.nz
University Information Technology Services (2008): COMPASS Scholarship
Selection and Awarding Process
www. uits.iu.edu
Das, Shri (n.d): Backward Class Welfare- Post Matric Scholarship Monitoring
System (PMSMS)
www. nicwb.nic.in
Chinese Professional Club of Houston (2009): CPC Online Scholarship
Application
www.cpchouston.net
Caraga State University (2011): University’s Online Services or the Web-based
Information System
www.casnr.carsu.edu.ph
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APPENDIX A:
Letter to the Company
APPENDIX B:
Certificate of English Critic
APPENDIX C:
Application for Oral/ Project Defense
APPENDIX E:
Company Profile
APPENDIX F:
User’s Manual
APPENDIX D:
Sample Forms
APPENDIX G:
Curriculum Vitae
Form 1: Information Sheet
Form 2: Monitoring Sheet
Form 3: List of All Scholars with Respective Status
Form 4: Summary Status of Scholars
Form 5: Book Allowance and Stipends for Scholars Report
Form 6: Personal Data Sheet
COMPANY PROFILE
Address
Department of Science and Technology - Cordillera Administrative
Region, Km. 6 La Trinidad, Benguet
Company Profile
On January 30,1987, the then National Science and Technology Authority
(NSTA) was re-organized into the Department of Science and Technology
(DOST), paving the way for the creation of DOST Regional Offices through the
country.
The Cordillera Administrative Region was created by virtue of Executive
Order 220, 1987, consisting of the provinces of Abra, Benguet, Mt. Province
(formerly from Region I), Ifugao, Kalinga-Apayao (formerly from Region II).
This was followed by the establishment of the DOST-CAR regional office
through Administrative Order No. 36 and 180, series of 1987.
On July 31, 1990, the Provincial Science and Technology Centers
(PSTCs) were created through RA 6959. DOST-CAR has established its PSTCs
in Abra, Benguet, Ifugao, Kalinga-Apayao, and Mountain Province in December
1991.
The last PSTC to be added is the Apayao S&T Center when the former province
of Kalinga-Apayao was split into two in February 1995, through RA 7878.
Contact Person
Nancy A. Bantog- DOST OIC Office Director.
End- User
The users of the Scholarship Information System of DOST-CAR are the
following:
Administrator
SEI
Personnel
Guest/
OJT’s
Mandate
Executive Order No. 128 mandates that the DOST shall provide central
direction, leadership and coordination of scientific and technological efforts and
ensure that the results there from are geared and utilized in areas of maximum and
social benefits for the people.
DOST-CAR, as an implementing arm of the Department shall:
• Carry out the science and technology policies, plans, programs and
projects, laws, rules, regulations
• Provide S & T services to the people
• Coordinate with other government agencies and with local government
units in the region on S & T matters.
Mission
To pursue comprehensive and sustainable science and technology
programs geared towards the development of livelihood opportunities and
improvement of the quality of life in the Cordilleras.
1
CHAPTER I. Introducing Scholarship Information System of the DOST- CAR
A. System Requirements
HARDWARE
• Pentium IV 1.2 gigahertz (GHz) processor or faster
• At least 128 megabytes (MB) of RAM (256 MB is recommended)
• Video adapter and monitor with Super VGA (800 x 600) or higher
resolution
• At least 64 megabytes per second (mbps) of LAN card/ Network Adapter
• External Drive ( for back up)
SOFTWARE
• Google Chrome
• Firefox 3.0
• Internet Explorer
• PHP
• MY SQL 5.1.13
2
B. Introduction
DOST-SEI CAR Scholarship Information System provides services to
the DOST-SEI personnel. The Network System let the department personnel
monitor students' academic performance in an easier manner. The system
would facilitate all transactions that are done with regards to application of
scholarship, releasing of allowances and management of scholar request,
appeal or query. Generation of report, updating, organizing and accessing
records would be covered by the system. Transaction and records can be
modified and searched by the user.
C. How This Book is Organized
This manual assumes that you are already familiar with the windows
environment. If not, you will have to familiarize yourself with the concept and
use of windows, icons, menus and pointer. You should know the basics of
windows application such as minimizing, maximizing, closing of windows,
using the mouse and short-cut keys, the function of clicking and double
clicking the mouse and turning on and off the computer. This manual is
organized as follows:
3
Chapter I: This part presents all about the DOST-SEI CAR Scholarship
Information System. The introduction and definition of terms are
also included here.
Chapter II: This part includes the system requirements, installation
steps, system inputs and outputs and the different controls
involved in the system.
Chapter III: This shows the topic on how to operate the system.
D. Definition of Terms
The common terms in the manual are discussed below. It is best for
you to familiarize yourself first with the terms before trying to learn how the
system works and how to use it.
Combo
Box. Combines the features of a textbox and list box. This
control allows the user to select an item by selecting it from the list.
Command Button. These are the controls on the form which when we
clicked would initiate an action in order to accomplished certain task.
Form/Interface/Window. This is the window that appears in the screen
displayed which serves as your worksheet or as medium for the
communicating system. It is where you enter, update or view data and produce
print outs of the record you needed.
4
List View. Display items using one of four different views. You can
sort columns by clicking on the column header.
Menu
Bar. Contains the menu in which the user can pick to do an
operation.
Picture Box. Can display a graphic from bitmap, icon or metafile as
well as JPEG or GIF.
Radio
Button. Preset a set of two or more choices to use. Option
Button should always work as a part of the group. Selecting one option button
immediately clear the other entire button in the group.
System. Refers to the whole application that is used to accomplish and
facilitate the management operations.
Tab Control. Provides a group of tabs, each of which acts as a
container for the other forms. Only one tab is active in the control at a time,
displaying the controls it contains to the user while hiding the controls in other
tabs.
Text Box. Accepts user inputs such as name, address etc.
5
CHAPTER II. Getting Started________________________________________
A. Installing the DOST-SEI System
1. From the installation package first install the WAMP server executable
file. Follow the instruction and run the server.
2. Copy the DOSTSEI folder from the installation package and paste it
on the www folder of WAMP in drive C:.
3. From the task bar select WAMP server icon > phpMyAdmin.
4. Create new database named database. Then, click Import>browse the
database.sql file > click go.
5. To run the system make sure the system is running.
6. Again, select WAMP server icon > Localhost> click the DOSTSEI
folder under Your Projects. Security window will appear after clicking
the folder.
B. Looking at the Work Area
The menu bar consists of the menus for performing specific task.
These menus are described below.
1. Scholar Menu- This menu shows all scholars and ongoing scholars in the
system.
6
2. Library Menu- Show the all list of Programs, Schools, Courses, Subject and
Provinces.
3. Reports Menu- Show list for Status Reports, Summary of Current Scholars,
Graduated and Deferred transactions.
4. Financial Assistance Menu- Show summary of Financial Assistance for each
Start and End of Semester.
7
5. Maintenance Menu- Back-up and Restore Database
6. User Accounts Menu- Show all accounts of clients.
7. Help Menu- A menu where you can find the general guide of the system. This
menu will help you to familiarize the system.
8
C. Level of Security of Account
This is a common practice for computer system to provide different
accessibility methods to its different levels of user. The following menus are
shown according to the levels of security of the account log-in.
1. Administrator
He administrator has a full control of the system. In additional this
account is used in case of absence of staff and their work must be
done. The Administrator is responsible for creating new system users,
backing-up and restoring of database.
2. SEI Personnel
The SEI personnel have full control of the system except in
creating new system users, backing-up and restoring of database.
3. Guest
Guest can only view the system.
9
CHAPTER II. USING THE SYSTEM_________________________________
This chapter covers the steps using the system.
I. Log-in
To start up the system:
The form Log‐ in will
first
appear
upon
opening the system.
Anyone who doesn’t
have an account that is
configured
by
the
administrator
could
not use the system.
a. Enter valid user name and password.
b. Click Log-In Button
to enter into the system. If the user’s input
doesn’t match, a message box will appear.
10
a) How to Add and Edit User Account
Note: “Only the system administrator has the authority to add and
edit User Accounts.”
a) To create a new account, click User Account Button
in the Menus.
b) Click
to enable the Create User Box.
c) Fill out the form then click Submit Button
. A message “One record
added.” appears. Upon clicking the Ok button, the transaction is being
saved in the table.
d) The Administrator can edit the account by clicking the account from the
table then click Edit Button.
e) Click Submit Button
to store the changes.
f) Click Cancel Button
to discontinue the transaction.
11
1. How to Edit your Password
a) In changing your password, click
on underlined
account name on the header.
b) You can now enter your new password.
c) Click Submit Button
to store the changes.
d) Click Cancel Button
to discontinue the transaction.
2. How to Log-Out
a. Click Log-out Text Link
to exit the user from the
system. The form which the user is currently working on will be
closed.
12
II. Main Menu
1. If the username and password entered are valid, the system takes you
to the Main Menu or Main Working area. If not, you will have to try
again for you to log-in.
2. The Main Menu is composed of Menus, familiarizing them will help in
mastering the user’s manual.
A. Scholar
If you wish to add, view or edit information of scholars from the
system, follow these steps:
1. How to Add a New Scholar
a. Click Scholar Menu >> All scholar >> Add Scholar.
This form will show upon clicking Add Scholar Text Link.
13
b. Enter all information requires. (Required fields are denoted with *)
c. After entering the required fields, click on Submit button
.
The record will be added to the database.
d. Click Cancel button
to discontinue the transaction.
Or
a. Click Scholar Menu >> Add Scholar Button
.
1.1. How to Attach a Picture
a) Click on the Browse button Browse Button
.
b) An open file dialog box will appear.
14
c) Choose where the picture is located.
d) Click on the picture.
e) Click Open.
2. How to View List of Scholars
a. Click Scholar Menu >> All Scholars
2.1. How to Sort List of Scholars
a. Select a Program on the Program List.
b. Select a Province on the Province List.
15
c. Select a School on the School List.
d. Select Course from the Course List.
e. Select Scholar Year Level from the Check Box.
f. Enter Year Award.
16
g. Click Show Button
to View the Sorted List of Scholars.
2.2. How to View On- Going Scholars as of Start and End of the
Semester.
a. To view all current Scholars at the start of the semester, click on
the Scholar Menu>> OnGoing Scholars >> Start
b. To view all current Scholars at the end of the semester, click on the
Scholar Menu>> OnGoing Scholars >> End
3. How to View Scholar’s Academic Record
17
a. Click Academic Record button
by scholar name.
b. Scholar’s Academic form will appear.
3.1.1. How to Add Scholar’s Subject
a. Click Add Subject Drop Down
.
b. Enter all information required.
c. After entering the required fields, click on Submit button
. The
subject will be added to the scholar’s academic record.
d. Click Cancel button
to discontinue the transaction.
4. How to View and Edit Scholar’s Profile
a. Scholar Menu>> Click Edit Button
by scholar name.
b. Scholar’s Profile Form will appear.
c. Enter the new information.
18
d. Click Submit, a message box will appear to confirm that the
information has been successfully edited.
e. Click OK.
5. How to Show Scholar’s Stipend
a. Click Scholars Menu >> Academic Record
>> Stipends Tab.
b. Scholar’s Stipend Form will appear.
6. How to Show Scholar’s Clearances
a. Click Scholars Menu >> Academic Record
>> Clearance Tab.
b. Scholar’s Clearance Form will appear.
7. How to Search Scholar’s Name
a. Click Scholars Menu >> type scholar’s first name or last name in the
text box.
b. Click Search Button.
19
B. Library
If you want to add, view or edit information under Programs, Schools,
Courses and Provinces, follow these steps.
1. How to Add, Edit and Delete a Program
a. Click Library Menu >> Program >> Add Program >>
b. Enter New Program Name.
c. After entering the required fields, click on Submit button
. New
record will be added to the database.
d. Click Program
to view all List of Programs.
e. Click
by program name to edit.
f. Click
to Delete. (Note: You cannot delete a Program if it is in use.)
20
2. How to Add, Edit and Delete School
a. Click Library Menu >> Schools>> Add School >>
b. Enter all information required. (Required fields are denoted with *).
c. After entering the required fields, click on Submit Button
. The
record will be added to database.
d. Click Cancel button
to discontinue the transaction.
f. Click
to view all list School.
g. Click by School name to edit.
h. Click
to Delete. (Note: You cannot delete a School if it is in use.)
21
3. How to Add, Edit and Delete Course
a. Click Library Menu >> Courses >> Add Courses>>
b. Enter all information required. (Required fields are denoted with *).
c. After entering the required fields, click on Submit Button
. The
record will be added to database.
d. Click Cancel button
to discontinue the transaction.
e. Click
to view all list of Courses.
f. Click
by Course name to edit.
g. Click to Delete. (Note: You cannot delete a Course if it is in use.)
22
4. How to Add, Edit and Delete Subject
a. Click Library Menu >> Subject >> Add Subject >>
b. Enter all information required. (Required fields are denoted with *).
c. After entering the required fields, click on Submit Button
. The
record will be added to database.
d. Click Cancel button
to discontinue the transaction.
5. How to Add, Edit and Delete Province
23
a. Click Library Menu >> Province >> Add Province >>
b. Enter all information required. (Required fields are denoted with *).
c. After entering the required fields, click on Submit Button
.
The record will be added to database.
d. Click Cancel button
to discontinue the transaction.
e. Click Province
to view all list of Provinces.
f. Click
by Province name to edit.
g. Click to Delete. (Note: You cannot delete a Province if it is in
use.)
C. Reports
Report will help you view Status Reports, Summary of Current,
Graduated and Deferred Scholars according to their School, Program,
Courses, Provinces and Status.
24
1. How to view Status Reports
a. Click Report Menu >> Status Reports
All List of Scholars with their Respective Status will be shown.
b. Search Status Reports according to Program and Status of the scholar at
the start or end of semester.
1.1 How to Sort Official Reports.
a. Choose a program on the program list.
b. Choose a Status on the Status List.
c. Click on the Show button to view.
25
1.2. How to View Summary of Status Reports
a. Click Reports menu>> Status Report >> Summary of SR
b. Click on Schol-Scholar
on the side menu to view the total
number of scholars in each School.
c. Click on Schol-Province
to view the total number of scholars in
different provinces according to scholar’s type of Program.
26
d. Click on Schol-Course
to view the total number of Scholar’s
enrolled in a particular Course according to scholar’s type of Program.
e. Click on Programs
to view the total numbers of scholars in
each type of Program.
f. Click on Schools
to view the total number of Scholars in each
School.
27
g. Click on Courses
to view the total number of Scholars in
different type of Courses.
h. Click on Provinces
to view the total number of scholars in
different provinces according to scholar’s status.
2. How to View Current Scholars
a. Click Report Menu >> Current Scholars
28
b. All List of Current Scholar will appear below.
c. Click on Alumni
to view Graduated Scholars.
d. Click on Shift/Transfer
to view Shifters and Transferees.
e. Click on Defer
to view Deferred Scholars.
29
3. How to Export Reports to CSV File
a. Click on Export table to CSV Button
.
b . Click OK button as dialog box will appear.
c. Click SAVE to save the CSV file.
D. Financial Assistance
Financial Assistance will view all Benefits and Stipends of Scholar
every Start of Semester.
1. How to View Financial Assistance
a. Click Financial Assistance Menu
b. Click on
to view scholar’s Financial Assistance break down.
30
c. Click on
to provide Final Clearance to Scholar. Check symbol
will indicate that the scholar has been cleared.
E. Maintenance
The Maintenance Menu will allow the user to change every range
of semesters and let the user to back up the system.
1. How to Change Semester Range
a. Click on Maintenance Menu
.
b. Click on
c. You can now select a particular month for the start and end of
semester.
d. Click edit button
to modify the range of semester.
e. Click save button
to save changes.
2. How to Back-up the System
a. Click on system link
.
b. Click on the back up button
to back up the system
31
D. Help
Help
menu
will
show
the
general guide on how to use the system.
This menu will assist user to familiarize the system.
1. How to View Help
a. Click on Help Menu
.
b. Select Getting Started Tab
to review how to start the
system.
c. Select Using the System Tab
to view list of instructions
on how to use the system.
d. Click on the Title
to view details.
AUBREY M. DULNUAN
San Jose, Caba, La Union
rehka0126@yahoo.com
PERSONAL INFORMATION
Birth Date
:
April 01, 1990
Birth Place
:
Itogon, Benguet
Parents
:
Jaime C. Dulnuan
Gertrudes
M.
Dulnuan
EDUCATIONAL BACKGROUND
Elementary :
San Jose National Elementary School
Caba, La Union
Secondary : San Jose National High School
Caba, La Union
Tertiary : Benguet State University
La
Trinidad,
Benguet
MERSON S. BILAG
NE. 040 Jappa, ShilanLa Trinidad, Benguet
mersonbilag@ymail.com
PERSONAL INFORMATION
Birth Date
:
December 19, 1990
Birth Place
:
A.C.N.V.
Parents
:
Orid W. Bilag
Myrna S. Bilag
EDUCATIONAL BACKGROUND
Elementary :
Alfonso Castaneda Elementary School
Lublub,
Nueva
Vizcaya
Secondary : Alfonso Castaneda National High School
Lublub,
Nueva
Vizcaya
Tertiary : Benguet State University
La
Trinidad,
Benguet
ARJAY S. BACDAYAN
FA 325 Km. 3, La Trinidad, Benguet
Arjay_bond007@yahoo.com
PERSONAL INFORMATION
Birth Date
:
July 29, 1992
Birth Place
:
Buguias, Benguet
Parents
:
Felipe D. Bacdayan
Teresita
S.
Bacdayan
EDUCATIONAL BACKGROUND
Elementary :
Loo Elementary School
Buguias,
Benguet
Secondary : BSU - Bugias Campus
Buguias,
Benguet
Tertiary : Benguet State University
La
Trinidad,
Benguet
KEVIN JOHN P. REFORBA
FA 226 Km 4 La Trinidad, Benguet
getyourfreak_on@yahoo.com
PERSONAL INFORMATION
Birth Date
:
January 17, 1992
Birth Place
:
La Trinidad
Parents
:
Juan L. Reforba
Helen P. Reforba
EDUCATIONAL BACKGROUND
Elementary :
LucbanElementarySchool
Secondary : Benguet National High School
Tertiary : Benguet State University
La
Trinidad,
Benguet
SUNSHINE A. PACUYAN
KA-60 Cruz, La Trinidad, Benguet
shine.pacuyan@yahoo.com
PERSONAL INFORMATION
Birth Date
:
May 19. 1991
Birth Place
:
Poblacion, Buguias, Benguet
Parents
:
Buddy Shane Pacuyan
Marissa
Atas
EDUCATIONAL BACKGROUND
Elementary
:
Tinoc Central School
Poblacion,
Tinoc
Secondary
:
Buguias National High School
Poblacion,
Buguias
Tertiary : Benguet State University
La
Trinidad,
Benguet
Document Outline
- SCHOLARSHIP INFORMATIONSYSTEM OF THE DEPARTMENT OF SCIENCE AND TECHNOLOGY- CAR
- BIBLIOGRAPHY
- TABLE OF CONTENT1
- CHAPTER I
- CHAPTER II
- CHAPTER III
- CHAPTER IV
- APPENDICES
- USER MANUAL
- cuurvitae