ღ۞.Altius, Citius, Fortius.ღ۞

Assuming you were tapped by the university president to evaluate the new enrollment system implemented this semester, enumerate your observations/comments and suggest possible areas and ways where improvements can be made. Your observations/suggestions should be properly validated with facts and literatures...(you may start with the diagrams posted in the strategic locations of the university)... (1000words)


Enrollment system of OLD Student of USeP.
1. first is Paying of fees (Local Council fee, Obrero Campus Student Council fee, collegiate headlight fee and Insurance),
2. second (For scholars) Validate scholarship at the Office of Student Services,
3. third go to your college adviser, submit or present all necessary documents, and secure a Pre-Registration form,
4. fourth Fill up the Pre-Registration form and have your adviser to sign it,
5. fifth submit the Pre-Registration form to the encoder and secure Certificate of Registration,
6. sixth (For scholars) Verify student accounts at the bookkeeper. (For non-scholars) Pay tuition fee at the cashier,
7. seventh complete enrolment by getting stamped “Officially Enrolled” at the Registrar,
8. lastly validating the library card.

For freshmen and new students :




1. first go to UGTO and fill up student records,
2. second paying of fees (IC Local Council fee, Obrero Campus Student Council fee, collegiate headlight fee and Insurance),
3. third For scholars) Apply for a scholarship at the Office Student Services, Enroll in ROTC or CWTS,
4. fourth go to your college adviser, submit or present all necessary documents, and secure a Pre-Registration form,
5. fifth filled up the Pre-Registration form with the sign of the adviser,
6. sixth submit the Pre-Registration form to the encoder and secure Certificate of Registration,
7. seventh (For scholars) Verify student accounts at the bookkeeper. (For non-scholars) Pay tuition fee at the cashier,
8. eighth submit all necessary documents/requirements and complete enrolment by getting stamped “Officially Enrolled” at the Registrar,
9. ninth apply for a library card.
Comment on the picture:

The flowchart as you can see, it display the process but the way the figures being presented there are some minor flaws to re-check and fix.

1. The arrows are not uniform; they are in different sizes which is somewhat ambiguous for we have learned that symbols in flowchart have different meaning. Likewise, different sizes means having a different meaning.
2. There are so many actors which are unnecessary.

Suggestion:
1. Use a uniform arrow.
2. Use only actors that illustrate the appropriate individual.


All universities have a common enrollment system, the students must have to fill-up the subjects to enroll and have it encoded, and pay for all and any enrollment fees, but the difference and distinct between the USeP and other universities is the practice of implementing the enrollment system. Here at USeP, enrollment system for us is really a big burden for it lapses to two or more days before you will get admitted. How come? In some other schools enrolling yourself is a just a piece of cake but in USeP it seems as punishment. Is it a payment for a low tuition fee? It is actually not the intention of the university but they are so blind to see what the problem is and how to solve it. Here in USeP having an unorganized enrollment system is common view or scenario, so it might be the reason why until now it still becomes irresolvable issue.
Admission in USeP is really irritating to everyone before and even now. When I was in first year, I really shocked how chaotic, messy and disorganized the enrollment was. You have to line yourself in every transaction and the line is really very very long, and being a first year I am so blind about what was going on. I kept on asking what next where I can find those offices. It is irritating knowing that you don’t know things and having numerous students fall in line for each transaction. The most annoying part in the enrollment is those students who are noisy complaining and gossiping which pissed off the staff and people who are catering the services. So when both clash it’s become another reason for the delay. On the other hand, the hotness adds up the infuriating condition of the crowd.


That was before but now it still the same as before, improvement is really hard to determine. I was happy when they said that there is a new enrollment system for USeP. That time I thought the problem about the enrollment would be addressed now, but still processing the enrollment takes a day or more. Change there are saying and implemented seems so useless. The changes I see now are the following:

 New, bigger and nice registrar’s office.
 New computers in the registrar’s office.
 New Chairs in front of cashier’s and registrar’s office.
 Tarpaulins and pamphlets are posted in the wall about the enrollment process.
 The registrar gives the final COR.
 New Integrated Enrollment System .

My Suggestions are the following:
1. In my own perception the reason on the delays of enrollment is having much process that can be combined or merged into one transaction, to help student line no less than two transactions.
How to do this?
“Pictures”
1. I want to suggest that instead of having an advising during enrollment why not doing it after releasing of grade. In part of the student as earlier you know your standing is easier to accept. In this situation student can decide to go on or not. While in part of the adviser, he can advise thoroughly the student what proper action to do and give a relevant possible suggestion at the same time student can also have a thorough understanding and view clear what the best thing to do.
2. I suggest that aside on the respective colleges have the encoded of subject, why not doing it in the cashier area.
3. We can observe that cashier have the heavier job, so I suggest that additional staff is recommended for every college.
4. All student fees would be payable only in the cashier, through this student will only pay fees in just one place and it will be written directly in the COR.
5. The student can immediately process the validation of ID as well as stamping on the COR and receiving student clearance be easy and less hassle.
6. After doing so, the student can now get his library card ID be validated immediately.
All of this suggestion is based on my point of view.

Additional inputs:
Actually this steps of evaluation I found out on the entry on the past sad2 student her name is riza eve gador in her entry on their sad2 subject assignment 2. After reading her entry I am awaken that I must not only focusing on the physical aspect on evaluating the enrollment system cause I know that involve the currently system being use. I must involve the database but honestly I know nothing about the database of the school. So I will present the following things to consider on how to evaluate the database. According to her, she didn’t know who the author of this article is, because she had read it on the notepad. The article tackles about “What to look for in a Database System”.


1. Does the system appear easy to use?

Assuming you received a demo disk or watched a product demonstration, you should be able to get a feel for how to use the system. Are the instructions on the screens easy to understand? Are there clear menu selections? Is there a logical flow of steps or processes to follow? Can you use the mouse to give instructions or move from one screen to another? Are the instructions written in English as opposed to "computer-ese"? These are a few of the things to look for in evaluating how user-friendly the system is.

2. Does the system have adequate installation and reference documentation?

Will you be able to install the system yourself or will the vendor provide this service? Are there adequate, clearly written instructions provided? Is there user or reference material included with the software? If possible ask to see written documentation before you purchase.

3. Is the database relational?

A relational database (as opposed to a flat file) means you can have multiple jobs in process at the same time, while keeping track of each one. For example, with a relational database, you are able to have dozens of active jobs, each at a different stage. At any time, you can locate a particular job, identify the respondents and the client associated with it, and edit information pertaining to the job. And even after the job is closed, you can revisit that job and identify all the details of the job, including the respondents who participated in it. A relational database has obvious advantages over a flat file.

4. Does the system have features that will save you time and money?

Look for the extra features that can boost your productivity. Mailing labels and reports are useful. Pre-formatted recruiting lists and/or sign-in sheets will save you time. Client invoicing is a handy option. If you can identify at least one feature that will save you a significant amount of time that database system will probably be a sound investment.

5. Is the database written in an application that is widely used and has a good reputation?

There are dozens of database applications on the market today. They vary tremendously in cost, ease of use, and popularity. Some database applications have very specialized uses. If the database system you purchase is written in one of the more popular applications (e.g. Access, Paradox, SQL Server), you will gain several advantages. First, your vendor or developer will have better access to technical support. This will benefit both of you if there's a bug or problem your developer has not previously encountered. Second, it will be easier for you to exchange data with other applications such as a word processing program or spreadsheet. Finally, using a popular application will give you peace of mind if you have an emergency and your files need to be recovered or restored. You are more likely to find help locally if your database system is written in one of the more popular applications.

6. Can the system import and export data to and from other applications?

Suppose you acquire a computerized list of respondents, along with their addresses, dates of birth, and other demographic information. Rather than manually entering each record into your database system, you might prefer to import the information directly into your database. A system that imports and exports data in the form of text, spreadsheets, for these purposes can save hours of data entry time.

All the mentioned above is a great help when evaluating a database system this is also helpful in our SAD subject.