The New Enrollment System of the University

When I was in the university to enroll, I was surprised seeing the tarpaulins posted in its strategic locations. Within the tarpaulins is a diagram of the enrollment system of the university. I was surprised because that was my first time to see those tarpaulins and also the first time the university inaugurated that initiative. How lucky the freshmen students are because it is now easier for them to work for their enrollment given those diagrams that will serve as their guide.

It is now my fifth year in the university and I could say that in its nine key areas, there are several problems that should be addressed and solved. One of the nine key areas is the support to students. It was a nice thing to know that the university had thought of this and come up with a good idea that could really help the students especially the freshmen students and in case the university made changes to the enrollment system. Freshmen students could have a difficulty in enrolling since they are just new in school especially those students who are not from the city. They are not yet familiar with the place and it is difficult for them to identify the next step given that there are several steps to enroll. When I was about to enter the university, we, the enrollees were given a guide on what are the steps to enroll and the amounts to pay. That was very helpful to us. However, the guide was just a sheet of paper and it can be lost. Also, the words cannot be read once it gets wet and cannot be used again. Unlike those diagrams, even if it rains, even if it gets wet, those cannot be ruined and can be used again for the next school year and for more school years to come.

Those diagrams were not made without a purpose. The university made a decision to inaugurate the idea of having those diagrams in order to help the students in enrolling which is the very purpose of those diagrams. Using those diagrams, it should improve operational efficiency. Meaning, the students especially freshmen students can work faster in enrolling. As I still remember, when I was sitting on a bench near the cashier’s office, in front of me was a diagram and I stared at it. In our Systems Analysis and Design 1 (SAD) subject, we were also given assignments to create diagrams for the enrollment system of the university. That was last year before this semester. The first one was to create a use-case diagram, then an activity diagram and a data flow diagram. I even compared my works to the one that was posted. But, as I tried to study the diagram and read the every step, it made me confused. I was having a difficulty in following the steps. I was thinking, if I were one of the freshmen students and reading the diagram, instead of helping me, it would take time for me to understand it and it is a waste of time. I mastered already the steps to enroll so there is no need for me to depend more on the diagrams. But if ever the university decided to change some of the steps, diagrams should be posted and that is the time I have to depend on them. The idea was really good, it was just that based on my observation, the diagram was some kind of ambiguous. Maybe because of the way the steps were organized or the way the diagrams were printed.

From the previous assignments, I searched for the samples for each of the diagrams. I found many samples but they were some features in which they are different. Elements of the system are presented with specific figures but based on the samples I had gathered, some figures were not the same. For example, a use case diagram, based on my readings about it, use cases are presented with ovals, and actors are presented with stick figures. The connecting line between an actor and a use case represents the association to show that an actor carries out a use case. Use cases are the activities or the actions that are carried out by an actor. Some samples coincided to the given information but the other samples were not. How could they come up with those diagrams with different features but they were both use case diagram.

Diagrams are made to show the overall flow of the system in which the activities or the actions that should be taken by the actors or students are shown just like the diagrams posted in the strategic locations of the university. The usual enrollment system of the university for the students second year and above starts with paying the local and miscellaneous fees then should proceed to the adviser for evaluation of grades. The adviser will verify and record the grades of the enrollee, determines the subjects that are allowed to take by the enrollee, and issues PRF. The enrollee should fill up the PRF with all the necessary information and should go back to the adviser for verification and approval. After the PRF has been approved, the enrollee should present it to the encoder for encoding of subjects and for the issuance of COR. If the enrollee is a scholar, he should approach the bookkeeper to verify his account and validate his scholarship card. If the enrollee is a non-scholar, he is required to proceed to the cashier’s office and presents the COR and should pay the amount specified in the COR. The cashier will verify the enrollee’s information, updates the account and issues receipt after the amount is paid. Then the enrollee will be asked to proceed to the registrar’s office to verify and update his account and to register then should proceed to the library to validate the student’s library card.

Not only the diagrams that made me surprised, also the new enrollment system that was made by our professors and was just recently used by the college. When I submitted my Pre-Registration Form (PRF) to the secretary, I was surprised by the system that he was using. The environment was a little bit different from the former one and there were new text boxes to be filled up. The secretary asked me to write down my date of birth and contact number and he entered those in the system. I was amazed and I laughed when I saw my face in the computer. I was just a fresh student that time when that picture was taken and it was totally different. They even said to me that I looked more innocent in that picture than now. I did not see totally the system and never had a chance to test or use it. Of course, I am just a student of the university and I do not have the right to test it or even use it without any permission. So, if I were to evaluate the new enrollment system that was developed by our professors, I can hardly tell. As far as I know, given that the system was already used, it was successfully done.

Last second semester, school year 2008-2009, the university made a decision to tap in-house resources. Our professors in the subject Systems Analysis and Design (SAD) 1 and Software Engineering (SE) 1 were given a task to develop a new enrollment system for the university. They were used to be our professors for the two subjects. However, because of the task that was given to them, they made a decision to give up our class and focus on the task. Me and my classmates were sad and disappointed when we heard the news because we were already used to their teaching methods and we would miss them. When we were given assignments about outsourcing and insourcing on which is better between the two, we were also asked about the decision that made by the university to tap in-house resources if it was good or the other. It was also a good decision. When the university was still using the former enrollment system, they were paying large amount of money for the system. Maybe that was the reason why the university seemed to forget its other problems like its facilities and laboratories and to other key areas as well. Maybe the universities made that decision because they can no longer afford to pay for the former system or just because they had come to realize to why not use the resources inside the university and save money.

There are IT professionals in the university and they are very good and I am very proud of them and glad that they are our professors. Now that the former enrollment system was replaced with the new and improved system, faculty and students can now work with great efficiency. With the new system, it is now easier to locate the student because it was already in the system the student’s contact number and also the address. It is also easier to recognize the student because it was already in the system the student’s picture. The student will wait no more for how many hours for the Certificate of Registration or commonly known as COR to be given after it is printed since the former printer that used to have a ribbon to print was already replaced with the new and improved one. It is now faster to print a COR and other documents. The overall process is now faster. The students can finish their enrollment earlier – the earlier the better. I would like to congratulate the developers of the system – our professors who deserved to be acknowledged. I wonder how much was paid to them.

If I were asked to evaluate the new system and compare it with the former one, I would really ask the university to allow me to test and use the two systems. In that way, I can easily tell their differences, advantages, their bugs as well. I was just wondering, how good the two professors are because as far as I know only the two of them who worked for the system when in fact, as what I have learned from my previous subjects, when we talk of developing a system or software, there are several members of the team. They were able to develop the system mainly the two of them but with the help of others, of course.

Why did the university decided to change the enrollment system? Were there problems with the former system? Was it because of the identified bugs? Was it because the university can no longer afford to pay for the system or both?

Actually, I am not sure of the answers to the questions. I only found out that the university decided to change the enrollment system when the project was given to our professors. I have not seen totally the former system and have not tested it or used it and I never did investigate or ask persons about the issue. Well, when I saw the new system, I also asked few questions about it to the secretary because I was waiting for my COR that time however none of my questions can answer the questions above. But if I were to base it on my observations, maybe the former system was replaced with the new one because they were not satisfied with the system. The system could not still attain the standards of the university or the features that the university wants with the system or just because the university can no longer afford to pay for the former system. I would rather believe the last one.

Here is another question, when we decide to change something, what are the usual reasons? We want something new. We want something better. We want something that can satisfy us. We want that something that can attain our standards. When the university decided to replace the former system, it was expected already that the new system is better than the former one. When I saw the environment of the new system, it was also good. Comparing it with the former one, the new system was better. I was looking at the computer when the secretary was doing the encoding. The interface was good and user-friendly. I am just sad because we have not seen the presentation by the developers of the new system when it was introduced. I was wondering how much was the amount allotted to the project and the amount that the university was paying for when the former system was still in use. I have heard the university was paying a month for that system but I am not sure how much exactly the amount was.

I am used already to the question on which is better, to outsource or to insource. Well, even though I know already what the two are all about and given that I already read some articles about them, I can say that there are still areas which I am not familiar of and have not learned yet. They both have distinct advantages and benefits. So, to help us evaluate the decision made by the university, let us first discuss each of them – outsourcing and insourcing.

When an organization opted to outsource, what are the benefits that will be obtained?Outsourcing can be very beneficial. The project of the organization will be made faster, making it reliable, efficient and in good quality especially when the project was offered to a reliable and a good company or individuals. The everyday tasks of the organization cannot also be disturbed and interrupted and they can concentrate on their works. For system and data security, the organization should be very careful and strict in giving their records and data especially nowadays there are lots of tricks that can be made, lots of threats and lots of attackers. The security has three basic components and these are confidentiality, integrity, and availability. To prevent the organization from harm, they should be well versed with what they are doing and what are the risks that they are facing. The organization should be very keen especially when they opted to outsource because their information, records and data are at risk. As what I have always been said, the one that I like the most about outsourcing is being global meaning the organization’s project can be offered to a company or individuals even if they are both from different countries especially when we speak of the undying vision of the university which is to become globally competitive.

Insourcing can also be very beneficial to an organization. Most of the organizations who opted to insource reasoned out that they could not afford to outsource. Some of the organizations have also said that they do not want to take the risk. They want the organization’s information, its record and data be very confidential and not to put them at risk. Another reason is they have their own IT professionals that are very good and enough to work with their project and by doing this they can spend less.

We always hear the word less amount when we speak of insourcing, what about the other benefits? There are lots of benefits when opted to insource not only spending less amount of money. It is easier for the organization to follow or track the development of the project. It is also easier for the management and project makers to locate one another and to interact with each other. Whenever there are questions and clarifications regarding the project, they can easily and can directly ask and answer. And if ever any problem would occur, it can be solved easily and immediately. Other problems regarding operating cost, any changes in plan, etcetera can be fixed ahead of time. The organization can also be immediately informed about the identified bugs and lastly, maintenance of the project is not a problem since the project makers are already there.

Whether to outsource or to insource, we always look for their advantages and benefits to the organization and which is better for the organization. I have read from an article that says if the organization can hardly decide and is torn between the two, they can hire an analyst or a consultant to help them decide but we are talking another expense. Of course, they have to pay for the service of the analyst or consultant. Mostly, huge firms have been doing this but mostly they do outsource.

The decision made by the university to tap in-house resources was also good. The university spent lesser amount than before. The skills of the IT professionals inside the university were being utilized and developed. The students especially the Institute of Computing (IC) students have learned something from the issue and can help us think and decide in the future when we are already IT professionals. Even though at first, when we found out that our two professors gave up the class for the project, some of us were quite sad and disappointed but we learned from it, especially because we were given assignments related to the issue, we were forced to know more about the issue and its related areas.

Having those diagrams was a very good idea. The operational efficiency is now improved given those diagrams, the new and improved enrollment system together with the new and improved printer that was used recently by the secretary in printing the student’s COR and other documents. Unlike before, freshmen students were having a difficult time in identifying the next step that they could hardly finish the enrollment earlier. Now, with the help of those diagrams, students will be guided, students will also spend less time in waiting for the COR to print and to be given to them because the former printer was already replaced with the new and improved one which is totally different from the previous one. The university implemented lots of new this semester, which add points to the university.

I speak

We are done with our analysis and we are planning to meet early tomorrow for the consultation. I hope and I pray that our paper will be checked tomorrow and that we can proceed to the next phase.

At first, the group decided to use questionnaire as our information gathering technique but then again we decided to change our strategy. We interviewed the editors-in-chief of the following college publications namely:

· The Collegiate Headlight which is the official publication of the university.
· The Eagle (College of Education)
· CT Signs (College of Technology)

We only have two days before end of the week and we are really trying to get all things done. With all the prayers and support coming from our families and friends, motivation and inspirational thoughts from our instructor RSG, we can make it guys! Just pray and have faith in Him (Bro).

GO! FIGHT!

Congratulations to all the graduates and good luck!

IS Plan Implementation

One of my classmates gave me the idea on where to base my answer on what are the steps in order to expedite the implementation of the IS plan since I also have a copy of the PDF file that was given by RSG about Strategic Planning.

Before the implementation of the IS plan takes place, we must already have our plan for the implementation. It is important to plan so that we can prepare and to make it much easier for us to handle the inevitable and unexpected issues that would come up during the process. That is why we are required to plan not only for the implementation of an IS plan but for our future as well.

Given the question, what are the steps in order to expedite the implementation of the IS plan, I would also assume that the question refers to actual implementation of the IS plan since the following steps are to be taken in the implementation of the plan:

The first step is to (1) coordinate with all the persons involved. Persons who will execute the plan need to be informed about the plan and of course on how they are going to execute the plan. The IS team should coordinate with all the persons involved so that whenever there are problems or issues regarding the implementation will be solved immediately and for the implementation not to take long.

The second step is to (2) assign responsibilities and set timelines. Persons involved in the implementation of the plan will be given roles to portray and responsibilities in the form of work plan and staffing plan. Timeline with completion targets will be established for each of the activities involved in the process of implementation. Developing work and staffing plan is important to make sure that there will be an organization of work as well as setting timelines to expedite the implementation.

The third step is to (3) resource the project or initiative and document in the form of detail budgets. Resources not only of money but also of knowledge, of strength, etc. are needed to successfully implement the IS plan. When out of resources, how could the university implement the plan completely and successfully and on time or earlier? Furthermore, it is recommended to make a documentation of the resources including the money spent to recognize how these resources are doing and where they are going. We may not know they are doing not fine and going out of nowhere.

Fourth is to (4) monitor progress to evaluate if the desired outcomes had achieved, to see if still on the trail or if still following the timetable also to find out if there is a progress or not. By checking the details of each of the tasks or summary task, we are better informed on the overall progress of the implementation.

Lastly, (5) correct and revise action plans. The original plan should be examined every now and then for detection of errors. Once errors are detected and revisions are made, the actual results of the revised action plans and the original plan should be compared or evaluated to look for the differences again for the errors, and to mull over what are the changes to be done, and what are the things to be added or subtracted.

Own Version: 1.3

The above figure is a data flow diagram for the enrollment system of the university in which it shows the flow of data of the said system.

Outsourcing vs. In-sourcing (The Second Time Around)

Which is better, to outsource or in-source? This question has been an issue not only in our university but also most especially in the business world wherein there is a high-level of competition among organizations. In MIS 1 (Management Information System), we were also asked to answer the question about outsourcing and in-sourcing that is related to the question I am answering right now. However, same as my first answer I am more into outsourcing side. Why outsourcing? Well I think, when we talk about advantages, outsourcing can give more of it.

Most of the organizations right now are outsourcing. They do outsource to help them do their works and for them to become globally competitive. Outsourcing really is an advantageous to the organizations especially those who lack of modern equipments and IT Professionals. For USEP, I will recommend outsourcing. My classmates already stated the reasons. However, one thing is for sure, the university will be helped to achieve its vision. Although we can say that it takes many cash, it is worth the cost when we speak of the outcome and the benefits. When we do outsource, it does not mean that we are ignoring the IT Professionals inside of the house or university, it is just because we need others to help us improve and achieve our vision. The university can also have focus on its primary role that is to prioritize students. Focus on the primary role is also one of the very reasons why organizations choose to outsource. Organizations can fully serve their clients at its best. With the help of other organizations, problems within the organization that are being outsourced can be solved and the service that they are giving to their clients cannot be interrupted. Talking about service interruption, just like what my classmates have stated above about the recent issue in the university, two of the IC faculties were given a task to develop a new enrollment system for the university. They were supposedly our teachers for the two subjects this semester but because of the task that was assigned to them; they had to give up their classes. Classes for the two subjects were delayed since there was a need of replacement for the two teachers. If the university had chosen to outsource, they would not have to pay for the teachers who substituted the former teachers of the subjects, classes would not have interrupted and time of the students could not have wasted. On the other hand, the opinion of mine is based on the information I have read about the power of outsourcing, its edge and on what I think is right and I do respect the decision that has made by the university.

Own Version: 1.2

Organizational Change

Based on the data I have gathered, among the four types of organizational change, the most radical type is paradigm shifts. The most common is automation and also the easiest. Automation and rationalization of procedures are slow moving and slow changing strategies. These two types of change carry low rewards but offer little risk. In contrast, business reengineering and paradigm shifts are faster; carry high rewards but offer high chances of failure.

Change is constant. Many have changed for the better but others are for worse. Others choose to be adaptive than to be predictive because they have this thought that not all things can be predicted. And it is all because life is a constant change. But for me, I am not really into adaptive side; I choose to be predictive rather. Change makes me nervous at times and I am not that person who can easily adapt but not quite long which is I know wrong but still I am working on it.

To understand each type and to know the reason why paradigm shifts the most radical type let us first define each of them. Automation deals with the use of Information Technology (IT) in order to speed up the process of a certain task. Rationalization of procedures is the reformation of operating procedures, removal of bottlenecks to make the operating procedures of the organization more efficient. Business reengineering is the redesigning of the business processes to improve measure of performance while paradigm shifts is the re-conceptualization or change of the nature of the business and the organization itself.

Talking about paradigm shifts as the most radical type of change, organizations could have major disruption when it is done. Although we could say that it is very dangerous because it talks about extreme change and taking high risk but still many of the organizations use it and also business reengineering. Why extreme change? As defined above, it is because it deals with changing the very nature of the business, the structure of the organization and it also deals with new products or services. Same as other individuals, organizations use paradigm shifts as their strategy to change in order to stay competitive. I have read from an article that because of the global economic pressure, organizations realized that they have to take on the challenges to meet the demands of their shareholders.

All types of change could give an organization a disruption but in two most common types – the automation and rationalization of procedures, usually, it can be managed. For the rest, especially the highly disruptive, most dangerous and most radical type of change which is paradigm shifting, it needs a lot of care and should be done well. And if done well, it can give tremendous rewards.

References:
http://www.santarosa.edu/~ssarkar/cs66fl06/ch14notes.htm

http://eclass.yonsei.ac.kr/ksim/under/note/Ch13.pdf