assignment 2

NEW AND TRANSFEREES
1. UGTO 2. OSS (SCHOLARS ONLY)
-ENCODING OF STUDENT INFO -SCHOLARSHIP APPLICATION
-ID# ASSIGNMENT - RELEASING OF SCHOLARSHIP CARD


 







 










 

OLD STUDENTS






 


 






 
  OFFICIALLY ENROLLED




 


SHIFTEES






 





 
 


  





 
OFFICIALLY ENROLLED
The above diagrams are the current flow of the new enrollment system being implemented in the university. Assuming that I was tapped by the university president to evaluate the new enrollment system implemented in this semester, the following are my observations/comments and suggestion to improve it: In the “OLD STUDENT ENROLLMENT” first, the student accounts where the students needs to be cleared in their accounts. I observed that during enrollment, there are still students who fall in line in the student accounts to have their clearance signed. Sometimes there are two staff assigned to entertain the students who fall in line in the student accounts, there are also times that its only one. So, if there’s only one staff to entertain the students who will have their clearance signed and the students who fall in line in student accounts for the posting their accounts (in short scholars), it will take a lot of time to entertain them all. So I suggest that there should be at least two staff in the student accounts to have their service faster and students will not get tired of waiting for 48 years to be served. Second, the advising or the pre-registration well not all the time that advising/ pre-registration takes too long but there is a time that students are confused who is the adviser maybe because they are not informed. So I guess that the list of advisers should be posted in the faculty to be able for the students to know who will be their adviser. It is because I think that since advising and pre – registration is included in improving the enrollment system so I also look on that area. Third is the cashier, in fairness the service of the cashier now is quite faster than the past service. There are security guards who guide the students in falling in line and even give them a priority number to secure the students that there are no “singit” portion that will happen. And as I saw it, it is really good if there are some security guards to guide the students in falling in line so the “singit” thing will be minimize if not eliminated. Fourth is the registrar, as I experienced it, it took a lot of time in making it to the registrar. It is because of the lengthy students falling in line. I’m very surprised because back at the former enrollment it takes time to finish paying into the cashier but when you finish paying you will have no hard time in the registrar. But now you will have hard time falling in line in the registrar than in the cashier. I think the reason why it turns out to be like that is that all the students are all falling in line in only one or two or three staff to be officially enrolled while in the former enrollment all colleges have their respective staff to serve the students to be officially enrolled. But now, as I said a while ago that there is only at three staff to serve the students and sometimes there are circumstances that there will be one left to served the students. In my own experience, I started falling in line to the registrar at around 1:30 PM and when I was already finish at the registrar I was shocked because it’s already around 4:00PM. See it consume a lot of time falling in line in the registrar and that’s not the end part of the enrollment, you still have to go to the library for the library card validation. So to avoid a lot of time consuming, I suggest that the former enrollment in the registrar part will implemented again. The registrar will be again by college or department so that the time will less consume. This will only cause problem if the registrar lacks of staffs. By then, I have an alternative solution it will still be by college or department. Every college or department that has a large population of students will have a staff to take care of them. But to those college/department that has less population will be combined into one staff of the registrar. It is to avoid the lacking of staff.
Aside from the “OLD STUDENT” enrollment, the “NEW STUDENT” is also included. According to my observation and from the use case diagram shown above, enrollment for the new students is a bit organized than the past enrollment for the new students. Actually, I forgot what or how does the enrollment worked when I’m still a freshman of the university. What I actually remember is the long lines to every offices of the school. If I remember it right, enrollment started in UGTO where there’s something papers to be filled up. I think those are student’s information. Afterwards, the students needs to go to their respective local council to fill up another form (it’s still for student’s info and I think it’s for the record of the local council) and pay the necessary billings like LC fee, headlight, OCSC, insurance and etc. After the two mentioned, the student will now go to their adviser to be advised and then write their subjects into the pre-registration form then have it encoded. Of course they have to fall in line for their subject to be encoded. Then, they will go to the cashier to pay their matriculation. After that they will go to CWTS/ROTC to have their subject validated. After a long period of time when they already finish paying, they will go to the registrar and pass all the documents needed such as the rquirements mentioned above. Lastly, they will go to the library to fill up something for their library card. Today’s freshmen enrollment is a bit different from the past. It is because after filling up the form given by the UGTO, if they’re not scholars they will not have to go to the student’s accounts, they will proceed to the CWTS/ROTC for registration and sectioning. Then they will proceed to their respective adviser for pre-registration and encoding of their subjects. After that, go to cashier for paying their matriculation. Then, they will to the registrar to submit the requirements and lastly, to library to fill up the form for their library card. 
 I didn’t know if the freshmen, aside from filling up the form given by the UGTO they will still fill up a form given by the local council and the library. If what I’m thinking is right then, maybe it should be better if the freshmen will only fill up one form given by the UGTO and the other offices who want also to have a copy of the students’ information. The other offices will just link to the UGTO to get informations of the students. So that the frehmen will have no hassles in filling up those forms and it will minimize paper work. It can also minimize file handling. But if what I’m thinking is wrong that the current freshmen only filli up one form then, let it be. The developers perhaps know about this and took an action about it. I guess same manner happens when the new students arrive at the registrar. And if that happens I’ll suggest again the same thing I have discussed above. But if it’s not, then good for them because they didn’t have to wait for 48 years just to be served. But I think that they also have the same burdens as the old student when it comes to the registrar. Well, it will be unfair if the process of their enrollment will be different from the old students in the registrar’s office. It will really a blood bath if they have a different service (heheheh joke). So I think that all of us share in the same shoes. So if possible I really want to change the process in the registrar.
 Actually, to be honest I don’t know the difference between the current enrollment and former enrollment of the shiftees. It is because I haven’t experience it. But whatever it is I know it’s different from the former one. Well they changed it, right? So there must be some differences, the problem is I don’t know what it is.
 I know that aside from the process, there is also a difference in the internal components of the program or databases being made by the developers. In technical aspects, I was not so sure if I’m sharing it the right way or still I’m commenting again the process. But we’ll let’s just see if I’m taking the right path of the technical aspects.
 I have already talked about the process of the current and former enrollment system now; we will look for the technical aspect or its inner components. The former enrollment, I think that the database is being used by the encoder per college, the cashier and the registrar. But there’s one thing that I’m curious about. It is about the hard copy that the registrar obtain when the students’ COR has been sealed as “officially enrolled”. I know I’m still talking about the process. I just forgot to talk about it above and since Im very curious about it, I have to discuss it. So back to the topic, I was thinking if what’s the reason of that COR’s hard copy. Other side of me thinks that it’s for the error checking, but if they did it for the error checking then what’s the essence of the database being stored to their office? It’s for the students’ record, isn’t it? So, why no used it to its purpose? Why not eliminate the hard copy for the registrar since they have the data being stored in the computer? If that is eliminated, then they can save a lot of paper and of course money. No hassles for file handling. There will be no boxes of CORs being stored in a room or something. Even the enrollment now, the registrar still gets a hard copy of a students’ COR, which really puzzles me. They are now the one who prints the COR but still want a hard copy of it. I don’t know what the purpose of it is. I suggest that maybe it’s good if they only print a copy for the student as they go to the cashier. So that they can check if all the encoded subjects are correct. After that, the registrar will only print one copy of official COR for the student. Wait, I think the reason behind why the registrar also prints a copy for themselves is that they needed a proof that the student really enrolled the following subjects and if I remember right the registrar let the students sign the printed COR. Well, correct me if I’m wrong.