Evaluation on Enrollment System

Assuming you were tapped by the university president to evaluate the new enrollement 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…

This Past days I’ve been working busy on my enrollment for the first semester subjects that I will account on for this 3^rd quarter and 4^th quarter of the year. This is my 5^th year in my course as a BSIT student in USeP I can say it sucks to be in the school but its my fault that made my fortune to stay long in USeP(I Was Planning To Fail…). And talking about USeP and its enrollment system, recently I was shock how enrollment system was changed and I can say it was a mayhem though it was neutralized by the help of some of the security guard who are posting to deal with the crowd. Its very advantage to me that I’m already a senior to know the every step and procedure on enrollment system; thinking that it would be easy to me to get finish on my enrollment. Despite does advantage I was delayed by the long chain of student who are falling in line to the registrar and bookkeeper(For Scholar). Its unusual to us as a IC to student to get stuck on th e registrar, because the population of our college is minimal compare to the other colleges because on the last semester it was a piece of cake doing assessing my enrollment because we just fall in line to our respective registrar; unlike, these current system that there are no respective registrar that we are heading but all registrar output entertain all student who are in the enrollment procedure.

Part of my subject that I had enrolled these semester was System Analysis and Design 2(SAD) talking about SAD, enrollment system was one of the issued topic that had risen in our case study during our assignment in SAD1, our mentor assigned us to make a Data Flow Diagram , Use Case Diagram, and a Activity Diagram for the late enrollment system, I analyzed the process for enrollment system and made my own idea on how it worked by simply showing it on a diagram form. The process of the enrollment system was simply easy if you could just understand. But looking back on the current system that are currently implemented, if you could just analyze the situation of the flow of the new system you can actually say that it was synchronized unlike before. To account also on the work of the developer of the current system we should also look to the time alloted to them, the resource and information that they gather, and the budget on implementing these system and the other factor example like the person who are in charge for the use of the newly system, these factor should also be consider. Also, these current system wouldn’t be able to innovate without the permission of the University, it’s the major cause that made way to the implementation of the newly enrollment system. Lets dissect more to the story on how these issue of current enrollment system came to life. Lets begin to the question why did the University change its enrollment system and what was the reason to it. In my own opinion on the previous years the University use the outsourcing method to arrange the enrollment system, In behalf today the University use its in house source method to resolve the problem, I believe that the University had choose the right decision in dealing with the problem of enrollment because instead of spending a month to the outsiders why would not try to make squeeze the resources inside the campus, these would surely save lots of bucks for more other projects of the school.

If I would be tapped by the university president to evaluate the new enrollment system as what I explained earlier, I believe that the developer of the new system is closely near to the end of line in finishing the touch of the system and I can say that these system is a pre-birth that I am sure that there would be a lot of maintenance and update of the system because as I had witnessed there are some technical error occur during the enrollment period, though the error is tolerable with regard also to the awareness of the staff who is using the newly system that they might had oriented already, unlike before previous system that when error occur, they had to call the technician or the maintenance assigned on the university as what I testified a year ago, good thing right now that are able to fix the bug and now to act when it occur. You can say that it must be a advantage on the part of using In-house source because instead of calling a maintenance person assigned when minimal error occur it is appropriate to teach the user on how to act and fix with these bugs of error. I can say also that since it uses In-house resource why would not try to help each other inside company rather than involving other outside. There are a lot of improvements I can say in these current system though I’m not speaking it bias because as what I had observe also, I myself as a student of the University of Southeastern Philippines is the primary validation of these enrollment system because I myself undergo on this process which involve these newly system though they say its quite awkward that these current system implemented because of the hustle it cater, but on the part of the new gate project are open on the school why would not try to look on the other side of it that it benefit a lot major projects for the school to satisfy the needs of the student. There would be a lot of hook ups if I would be able to suggest but I guess my suggestion would be futile because I believe that the developer had much more plan than I could be possibly think though only my small suggestion is that since they already started these whole enrollment system why would not also include the Grading System of the adviser since they are using the Microsoft Excel in tracking the grade of the student since it is a part of the step also of the enrollment system the College which list also the advisory of the student which is the second part of process after you would pay all the miscellaneous in the campus. Because every time I ask for a PRF(pre-registration form) on my adviser, before they would signed the PRF they would make check up first if my grades if they are complete and to validate also requirement of the preceding subject these process waste time and effort of the adviser though these part is also important because it is the consultation time of the student to their adviser what would be the best way to enroll they’re subject specially if you are a irregular student. I believe these connect also to the whole enrollment system because providing security that the student are required to proceed to enroll with the particular subject must be have a database also that are connected to adviser, to the college secretary which responsible for the pre-COR(Certification of Registration), and the Registrar. I believe that these system would make things convenient not only to the adviser but to the student also not to ask again to have a print for the transcript of record, because I think that it would delay the whole process of enrollment system if these thing would be innovate for a new system linking the grades of every student to adviser, secretary of the college, and registrar would surely make cause for upgrading the enrollment system.

I enrolled my subject last June 02, 2009 for my first semester, and as I had observed on those enrollment time I encountered a tremendous line which started from the bookkeeper up to the second floor of the CAS building also the line of the registrar there are a lot of student falling in line to be officially enrolled, to cater the rush of the student security guards are assigned to help neutralized the area of the cashier which is located at the ground floor of the CAS building. And if I would be able to evaluate the crowd of the student it was a mayhem without the help of the guards but as the consistent of neutralizing the enrollee it was perfectly managed. I can say it was perfect task also to do to use the resource of the security instead of doing they’re usual task patrolling the school they were assigned in maintaining the floor. I believe in using all the resources inside the university would make things easier than before because its not only lessen the budget but it also helps to spark out the potential of every person in charge in the university other than student. Somehow it was well organized all the staff was at their best as expected on their job and guards was on their post, I believe that the crowd of the student was able to lessen if the student were enroll during their year level because the mix match of the that year causes the snake line, though it was not fault of university, it would be better if the day of enrollment are followed. Nothing to comment at all I believe all the potential of worker of the university are being utilized well and did they their job well.