Essay: Student Organization Website for the Student Organization of Urdaneta City University

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  • Student Organization Website for the Student Organization of Urdaneta City University
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Chapter 1

PROJECT OVERVIEW

Background of the Study

One of the goals of higher education is to prepare students for their profession or occupation. In addition to the traditional classroom environment, there are other opportunities that can help students in promoting their professional interests and developing professional skills (Patterson, 2012).
Furthermore, Student Organization has many opportunities that can help students in promoting their professional interests and developing professional skills. Involvement in student organizations is considered as one of those opportunities for skill development.
Student organizations function as social opportunities for students to network on college campuses and also serve as a significant link for students to colleges or universities experiences (Kuk & Banning, 2010).

Student organizations offer approaches to stimulate learning experience beyond the classroom curriculum. They create networking opportunities among students with similar personal and professional interests and provide the probability of building networks to bigger communities beyond an organization (Hall, 2012).Through participation in student organizations, students can maintain relationships with other individuals that have the same professional interests; develop stronger mentoring relationships with their teachers; gain an ability to think critically, plan appropriately and make decisions. (Hall, 2012)

A Student Organization Website is a web-based tool for Urdaneta City University students to get involve to the student organization of the university to enhance their education well-being by developing knowledge, skills, and competencies through engagement in some of the extra-curricular activities on campus. It has also an information dissemination for disseminating information to the members of an organization. It has also an information system for the organization of every department in the university. The student organization can post news and events to the student organization website via online. Student Organization website can help the Organization of the student in promoting their socializing and maintain relationships with other individuals that have the same professional interests.

As (Kuk & Banning, 2010) stated in their study that colleges and universities should continually study outcomes of being involved in student organizations because these types of organizations serve as social opportunities for students to engage in campus life at colleges or universities.
According to (Simmons, 2013), student involvement promotes degree attainment. Continual participation and networking can stimulate students to negotiate their college experiences successfully.

Moreover, Nikki Wilson (2009), also stated that the students who participate in extracurricular activities generally benefit from the many opportunities afforded them. Benefits of participating in extracurricular activities included having better grades, having higher standardized test scores and higher educational attainment, attending school regularly, and having a higher self-concept. Participants in out-of-school activities often learned skills such as teamwork and leadership while decreasing the likelihood of alcohol use and illicit drug use and related problem behaviors.
(Smith & Chenoweth, 2015) stated that in classroom work, students study models and theories related to leadership, analyze cases, and work in teams), but students appear to thrive when campuses work holistically and encourage students to engage with the wider university and to practice what they learned in classrooms through involvement in co-curricular activities or service learning projects associated with classwork.

Student Organization Website is being developed for the Student Organization of Urdaneta City University to create a wider communication using the efficiency and effectiveness of the information technology.

Oliveira and Martins (2011), stated that these days, information technology (IT) is universally regarded as an essential tool in enhancing the competitiveness of the economy of a country. It is commonly accepted today that IT has significant effects on the productivity of firms. These effects will only be fully realized if, and when, IT are widely spread and used. It is crucial, therefore, to understand the determinants of IT adoption and the theoretical models that have arisen addressing IT adoption. There are not many reviews of literature about the comparison of IT adoption models at the individual level, and to the best of our knowledge, there is a smaller number at the firm level.
Madiha shah (2013) stated that the use of information technology in educational management has rapidly increased due to its efficiency and effectiveness. Management Information Systems (MIS), the main purpose and usage was to improve the efficiency of school office activities. It was used to store student and personnel data. The most concern was being focused on data entry and collation, rather than upon data transfer or analysis. MIS on school administration and management including better accessibility to information. MIS can provide administrators and teachers with the information required for planning, policy-making, and evaluation. These systems can assist the school manager in determining the aims of the school, formulating strategic plans, distributing resources, and evaluating staff performance as well as organizational success.

As related to the statement of Madiha Shah (2013) that the use of information technology in educational management has rapidly increased due to its efficiency and effectiveness,(Layosa, 2011) stated that in this century of computer generation, many organizations rely on fast delivery of information using latest technologies that would allow them to be more productive and efficient. There are many ways in sending messages nowadays and that is by using E-mail services or by using Mobile Technologies. Like in school, Bulletin Boards or sometimes word of mouth are the method use in delivering a message to the student and faculty but sometimes the student or others do not receive the messages because they don’t read the bulletin board often or the information is really failed in reaching them. Sending information to a lot of people using E-mail requires a lot of work and sometimes the information that needs urgent response does not always receive. The culprit of that is because people are not always able to check their E-mail. On the other hand, mobile technology is one of the most effective ways in sending and receiving messages as fast as possible. Because almost all people in the world have their own cellular phone and they usually have them always. The delivery of the messages using this medium is ideal and efficient in sending messages in a lot of people.

(Bharamagoudar et al., 2013), Stated that Student Information Management System (SIMS) provides a simple interface for maintenance of student information. It can be used by educational institutes or colleges to maintain the records of students easily. Student information system deals with all kind of student details, academic related reports, college details, course details, curriculum, placement details and other resource related details too. It tracks all the details of a student from the day one to the end of the course which can be used for all reporting purpose. All these will be available through a secure, online interface embedded on the college’s website. It will also have faculty details, student’s details in all aspects, the academic notifications to the staff and students updated by the college administration.
The relevance of the proposed system in the cited literature is to manage the student information in every organization. And also cited that this study is to know the leadership of one department in every organization.
Nationally, Garcia and Bay (2011), stated that the student organizations in the university have been actively involving themselves in various activities and some have been faring well in terms of achievements and accomplishment of their goals, however, despite the good works and achievements of these organizations, there is still the need to assess the quality of performance of these student organizations in terms of their objectives, their operations and outputs or achievements and programs if coincided with that of the institutional goals. The extent of to which these student organizations contribute to the attainment of institutional goals will also determine how much the school will also help in the enhancement of the student organizations’ programs. The researchers deemed it necessary to assess the student organizations at LPU with the end view of determining their contributions to the development of the students, in line with the school’s vision-mission and institutional goals.
As follow, (Rowena, 2015) stated to her study that Status of Co-Curricular and Extra Class Activities of Student Organizations from Selected Tertiary Institutions in the Philippines explores the co-curricular and extra class activities in Batangas Province and the impact of these activities on students’ development. The descriptive method of research was utilized with the use of a questionnaire as the main data gathering instrument, supplemented by documentary analysis, interview and focus group discussion. Results of the study revealed that all the colleges have recognized student organizations, and its membership except in student government was based on students’ interests. The goals were in line with the vision and mission of the institution and membership fee was the primary source of fund. The respondents assessed that there was an extensive participation of students in co-curricular and extra class activities. The strategies applied were effective and delivery systems were frequently used by the students’ organization. It was found out that the administration was supportive of student activities specifically in the use of physical facilities. The findings revealed that the identified activities contributed to a great extent to students’ mental, social, physical, behavioral and moral development. The strengths of the activities were evident, however, weaknesses were sometimes observed. A management guide to co-curricular and extra class activities was the output of the study.
Evangelista (2011) stated that the University’s Student Information System (SIS) of Nueva Vizcaya State University is a secure, web-accessible interactive computer system that allows user access to grade reports, transcripts, schedule of classes, and remaining balance for the semester and register for classes online. Through the system, students would be assigned a unique identification number. All data to and from the university would use that unique identifier. The use individual student records would: 1) Increase the admissions capacity to follow a student’s progress over time; 2) provide better quality data to drive more enlightened policy decisions resulting in enhanced educational opportunities for all students; 3) reduce data collection burden through the web enabled SIS; and 4) as a tool of parents in monitoring the academic performance of their children.
(Eileen Bayangan-Cosidon, 2016) also stated that the Student Information System aimed to improve the efficiency of the existing Student Information System of Kalinga State University Rizal campus. To attain this objective, an assessment of the existing system was done through observation and interview methods from the Acting Registrar, Campus Secretary, Faculty Members, and students. Results reveal that the existing student information system meet the five requirements: reusability, maintainability, security, usefulness and functionality and evaluation on the system appeal of a quality software only to a “moderate extent”. Moreover, the reliability of the existing system was given a “low extent” rating. Based on the assessment results, the existing student information system was refined to include suggestions such as the inclusion of online query access, online accessibility of student information, and a role-based security in the system. During the try-out of the developed student information system, it was assessed with ‘high extent’ of effectiveness in terms of all system components except for its usability and efficiency which is rated as ‘moderate extent’. The developed Student Information System provided greater satisfaction to the users compared with the existing system for an efficient querying of student information records, keeping the student records in a more secure manner, and it gives more reliable information records of students in Kalinga State University Rizal campus.
The relevance of the proposed system in the cited literature is to manage the membership of one student in the organization, and also cited that the use of this study is to maintain the activities of every organization.
Locally, Escano et al., (2010) stated that having a website in a community or organization enhance the current information dissemination in disseminating the information widely and effectively.
In a research study at Pangasinan State University (PSU) Urdaneta entitled PSU Urdaneta Campus Academic Portal the students are allowed to manage their accounts and change their e-mail address stored in the database it also allows them to send messages to a certain member in addition, the students can also upload files to the group where it belongs. On the other hand, the administrator has control on the entire portal with this, He has the capability to update or delete accounts he can also post announcements and manage the academic calendar (Nunez, 2012).
Pacio (2013), stated in her study Online Student Information System (SIS) of Benguet State University (BSU) the existing student information system of BSU was done manually using paper-based transaction processing system. With the current system, the registrar and accounting staff finds it tedious in searching and preparing reports on student’s information while the Office of Students Affair and Dean’s Staff finds it laborious due to the repetition of processes done in filing and updating of records. As main goals of the school “to generate and disseminate new knowledge and technologies that will promote sustainable resource development and enrich the academic programs of the university” and “to establish competent and effective services geared towards efficiency and economy” the current system is inconsistent with the asserted school’s main goals.
In relation, Marrero (2011) stated in his study entitled “Student Information System for the University of the Cordilleras” that the concept of Information Systems (IS) emerged in the early 1960s. More often, when the information system is defined, the field Information Science is always associated, Information System (IS) is an academic field that deals with the generation, collection, organization, storage, retrieval, and dissemination of recorded knowledge. Furthermore, it is a collection of related components designed to support operations, management, and decision-making in an organization. Generally, Information System is supposed to inform people. Information System supports people or users in making intelligent decisions based upon the information derived from reliable data.
The relevance of the cited literature to the proposed system is to have a student organization website and the use of this study can provide a registration and viewing of the records of the members and officers in every department in an organization.
The Urdaneta City University is a University where Character is Utmost. It is a University that believes in your dream and helps you to make it real.
The general problem of the Urdaneta City University Student Organization is that their process in disseminating information, profiling of student officers are manual.
The proposed system is being developed to replace and to lessen the manual process of the company.
The proposed system can help the university student organization to promote their professional interests and developing professional skills. It can also help the student of the university to track all the news and events of the student organization. Office of Student Affairs can also manage the information of the Student officers via online. The proposed system can also enhance current information in disseminating because the Student Organizations officers, Advisers, OSA, etc. can disseminate information widely and effectively to the registered members of the university.

Company Profile
Urdaneta City University (UCU) started as a rewarding concept of Dr. Pedro T. Orata, world-renowned educator and a Ramon Magsaysay awardee to establish an educational complex that will provide basic education all the way through the higher education in a single compound. It is the first community college in the Philippines, UCU, formerly known as City Colleges of Urdaneta (CCU) and Urdaneta Community College (UCC) was founded in 1966 with the help of Mayor Amadeo R. Perez Jr. and with the strong support of then Sangguniang Bayan using the proceeds of the 1966 town fiesta celebration. Noteworthy was the contribution of Dr. Leoncio Ancheta, first Dean of UCC who assisted Dr. Orata in laying the groundwork for the College’s formal operations.
The College commenced its operation with the provisional permit to open a two-year General Education course granted by the Secretary of Education on February 4, 1966. The Secretary further approved the program for Non-formal Education; hence, a short-term course in agriculture and retail business for adults were also offered to assist them in enhancing their earning capabilities. A four-year Education program was granted in 1968, degrees in Nursing in 1975 while Commerce and Accountancy and Computer education in 1996. It also introduced in its course offering short-term courses in Midwifery (1973), Computer Education (1990) and caregiver Training Program (2002).
When Urdaneta became a city on March 21, 1998, UCC likewise recognized the need to adopt a new name. Consequently, in 2001, Mayor Amadeo R. Perez, Jr. broadened the school’s educational services and changes its name to City College of Urdaneta by virtue of Sangguniang Panlungsod Resolution No. 61 which took effect in November 2001. In 2005, the name was further amended as the City Colleges of Urdaneta.
On January 13, 2004, CCU became the first character School in Region I, inculcating in its students the need, not just for academic excellence, but more importantly, character transformation. Figure 1.1 show the Organizational Chart of Urdaneta City University Student Council.
Vision
A dynamic university that envisions to be a center of development and excellence in producing SMART professionals.
Mission
Committed to establishing a SMART University where stakeholders are:
Service-driven ‘ taking the initiative to provide for the needs of the stakeholders.
Motivated ‘ having an enthusiasm to give one’s best
Achiever ‘ committing one’s self to excellence
Responsive ‘ highly conscious of needs
Transform team player- a dynamic member of the global society
Goals
Actualizing One Vision, One Mission, One Identity as One UCU.

Figure 1.1Urdaneta City University Student Council Organizational Chart.

Conceptual Framework
A conceptual framework is a bit like a recipe or a blueprint. It provides an outline of how you plan to conduct the research for your thesis, but it goes further than that by also positioning your work within the larger field of research. Writing a conceptual framework can not only help to guide your thesis to ensure that your research stays on track, but it also helps to guide fellow researchers or advisers who are analyzing your thesis (M. Meagher, n.d.).
Figure 1.1 Urdaneta City University Student Council Organizational Chart.

Conceptual Framework
A conceptual framework is a bit like a recipe or a blueprint. It provides an outline of how you plan to conduct the research for your thesis, but it goes further than that by also positioning your work within the larger field of research. Writing a conceptual framework can not only help to guide your thesis to ensure that your research stays on track, but it also helps to guide fellow researchers or advisers who are analyzing your thesis (M. Meagher, n.d.).
A written or visual presentation that explains either graphically, or in narrative form, the main things to be studied the key factors, concepts or variables and the presumed relationship among them. It also provides the structure/content for the whole study based on literature and personal experience (R. Vaughan, 2008).
The researchers used Input-Process-Output (IPO) model to present the framework of the study. The input block contains the current procedures and the problems encountered in the manual process of Student Organization in the following areas: information dissemination, the election of student officer, and profiling of the student officers, report generation, club registration, functional and non-functional requirement and software and hardware requirements. The software process model that will be used is RAD (Rapid Application Development) which contains four phases namely Requirements Planning, User Design, Construction and Cutover/Transition phase. The output of the proposed system will be called Urdaneta City University Student Organization Website.
Figure 1.2 shows the Research Paradigm of Urdaneta City University Student Organization Website.

Statement of the Objectives
The study generally aims to design, develop and implement the Student Organization Website as a replacement to their manual process. Specifically, it sought to answer the following objectives:
1. Determine the current processes implemented by Urdaneta City University Student Organization in terms of:
a. Information Dissemination;
b. Election of Student officer;
c. Profiling of the Students Officers;
d. Report Generation; and
e. Club Registration.
2. Identify the problems encountered in the existing process of Urdaneta City University Student Organization in terms of:
a. Information Dissemination;
a. Election of Student officer;
b. Profiling of the Students Officer;
c. Report Generation; and
d. Club Registration.
3. Specify the functional and non-functional requirements of the proposed system.
4. Identify the hardware and software requirements of the proposed system.
Importance of the Study
This project study aimed to design a system for a much broader approach in. The system will benefit the following entities;
To Urdaneta City University. The proposed system will serve as a new edge of the university over other institutions in the use of advance and new technology. This will serve as a marketing strategy of the school in promoting Information Technology as a tool for information, education, and skills. The study will give extra credit to the institution.
To Office of Student Affairs. The proposed system will help them manage all the student organization in university.
To Students Officers. The proposed system that student officer can access the proposed system same as with instructor that they can private chat filtered by department.
To Researchers. The project study enhanced the researchers in analyzing and managing data. It will also help the proponents to develop their programming skills.
To Future Researchers. This study will provide an instrument for their research related activities and will help them gain insight into the study. It will serve also as a source for a new wider scope of the related study.

Scope and Limitations
The study aimed to develop a Student Organization Website for the Urdaneta City University. The Student Organization Website has the module; Information dissemination System, the election of student officer, profiling of student officer, club registration module, and report generation.
The information dissemination system provides a forum for the student organization officers, student organization adviser, deans and office of student affairs. The election of student officer module will allow the student to vote or select a student organization officer where ever they are via an internet connection. The registration module provides a registration for the student membership to the student organization, it also provides club registration that will be approved by the admin or the Office of Student Affairs. The report generation provides a financial report of the student Organization.
The administrator or the Office of Student Affairs will have access to the whole system including administrative rights these includes; adding of news, adding of downloadable forms, deletion, and updating of news posted in the system, the admin also has the power to approve and disapprove in creating a club registration.
The department dean will accept all the requirement to the club registration of student on the said department but they cannot approve it alone. The department dean can also approve or disapproved the election for student organization officers proposed by the student organization adviser.
The student organization adviser will propose the election for student organization officers to be approved by the department dean.
The student organization officers and students can register to a particular club.
Definition of Terms
In order to enhance a clear understanding and interpretation of this proposed system, important terms were defined for the guidance and references of the reader.
Department. According to dictionary.com, a department is a distinct part of anything arranged in divisions.
In the researcher’s study department is the one client to the proposed system.
Organizations. According to Merriam-Webster, an organization is an act or process of organizing or of being organized the organization of his material into a speech.
One of the major client in the proposed system.
Student. According to dictionary.com, a student is a person formally engaged in learning, especially one enrolled in a school or college.
This is one of the respondents who use the proposed system.
Website. According to dictionary.com, a website is a connected on the World Wide Web regarded as a single entity, usually maintained by one person or organization and devoted to a single topic or several closely related topics.
In the proposed system the user of the system will be used this to view the Student Organization.
Student Organization. Is a society or an organization, operated by students at a university or a college institution, whose membership typically consists only of students.
In the proposed system student organization is used to promote community awareness and responsibility through professional conferences, activities, school, and community improvement projects. Also, this is our main topic in our proposed system.
Information dissemination. According to vocabulary.com, the information dissemination means to spread information, knowledge, opinions widely.
In the proposed system the user of the system can disseminate information in the forum.

Chapter 2

METHODOLOGY

Research Design
The researchers utilized the descriptive developmental methodology for the proposed system.
Descriptive research is conclusive in nature, as opposed to explanatory. This means that descriptive research gathers quantifiable information that can be used for statistical inference on your target audience through data analysis. As a consequence, this type of research takes the form of closed-ended questions, which limits its ability to provide unique insights. However, when used properly it can help an organization to better define and measure the significance of something about a group of respondents and the population they represent (R. Penwarden, 2014).
On the other hand, the purpose of developmental research is to assess changes over an extended period of time. This research emphasizes the study of learning as a result of designing unique instructional interventions.
Software development Methodology or system development Methodology in software engineering is a framework that is used in structure, plan, and control the process of developing an information system. Common methodologies include the waterfall, prototyping, iterative and incremental development, spiral development, rapid development, and the extreme programming. A methodology can also include aspects of the development environmental (i.e IDEs), model-based development, computer-aided software development, and utilization of particular frameworks (Roebuck, 2012).
In software application development, agile software development (ASD) is a methodology for the creative process that anticipates the need for flexibility and applies a level of pragmatism into the delivery of the finished product. Agile software development focuses on keeping the code simple, testing often, and delivering functional bits of the application as soon as they’re ready. The goal of ASD is to build upon small client-approved parts as the project progresses, as opposed to delivering one large application at the end of the project (Rouse, 2008).
Rapid Application Development (RAD) a methodology to develop software that requires minimum planning for rapid prototyping. For software developed planning is done by using RAD that is furnished with all the writing of the software itself. As James Martin says, RAD is a lifecycle used for development of software which provides faster development and also gives high-quality software than by using traditional software development lifecycle. RAD facilitates organizations in the development of software faster and it also helps reducing development cost and maintains the quality of software. This technique is attained via a chain of verified methods to develop an application in a distinct line. RAD is in contrast to the structured development methodologies, has short development time but traditional development methodologies or structured development methodologies have long development times. In addition, the later techniques are also difficult to understanding (RiffatNaz and M. N. A. Khan, 2015).
Alberto Sillitti, (2010) also stated that Rapid Application Development like most agile methodologies presents some unique security concerns and most security methodologies are built for traditional development methodologies, which are qualitatively and quantitatively different from agile development methodologies.
Powell-Morse (2016) also stated that Rapid application development (RAD) describes a method of software development which heavily emphasizes rapid prototyping and iterative delivery. The RAD model is, therefore, a sharp alternative to the typical waterfall development model, which often focuses largely on planning and sequential design practices. He also stated that the rapid application development method helps the designers and developers to aggressively utilize knowledge and discoveries gleaned during the development process itself to shape the design and or alter the software direction entirely.
The researchers choose the appropriate systematic approach for the software development which is Rapid Application Development (RAD) because it is a software development methodology that involves methods like iterative development and prototyping. It is the methodology employed in the study. In Rapid Application Development, structured techniques and prototyping are specially used to define user’s requirements and to design the final system. This methodology was chosen by the researchers because of its flexibility. There are four phases of RAD that engage both users and analyst in requirements planning, user design, construction, and cutover. The Rapid Application Development is shown in Figure 2.1

Figure 2.1 Rapid Application Development Model
Requirements Planning. The objectives of the RP stage are to establish a general understanding of the business problems that surround its development and eventual operation, to become familiar with existing systems and, to identify the business processes that will be supported by the proposed application. The RP stage begins with a meeting or series of meetings, between the businesses and IS management. These meetings initiate the development process by establishing a mutual understanding of the objectives of the development project in general and the system in particular. Business executives, end users and IS professionals, then, take part in Joint Requirements Planning (JRP) workshops which progress through a structured set of steps. During this stage, an outline of the system area and definition of the system scope are developed (Powell-Morse, 2016).
In this phase, the researchers sent a communication letter to the Office of Student Affair (OSA) requesting for the approval of the said project. After granting the approval, the researchers conducted an interview to the OSA to determine their processes and types of transactions. Also, the researchers conduct an interview to the different student organization to determine their process in the said student organization.
User Design. During this phase, users are to analyze in detail business activities associated with the proposed system area to analyze in detail the business data associated with the proposed system area to develop the system structure in terms of the automated and manual functions that will comprise the system to develop proposed screen layouts for the most important automated functions to select the appropriate construction approach for the system and to prepare a work plan defining the steps necessary for transition of the system, the effort required to perform these steps, and a schedule by which these steps can be completed. The UD stage produces a detailed system area model, an outline system design, and an implementation plan. End users participating in Joint Application Design (JAD) workshops perform the analysis and design activities associated with this stage (Powell-Morse, 2016).
In this phase, the researchers used Entity Relationship Diagram (ERD)(see Appendix E) for the design of the system and to show the abstract and conceptual representation of data, and Data Flow Diagram (DFD)(see Appendix F), for the overall processing design of the system and used to explain the flow of the system, and the Use Case Diagram (see Appendix G), was used to properly present to users administrator for the system for the different privilege of the manager.
Construction. Focus on program and application development task similar to the SDLC. In RAD, however, users are to complete the detailed design of the proposed system to create and test the software that implements the proposed system to generate a system that operates at an acceptable level of performance to prepare documentation necessary to operates the proposed application to design, develop, and test the required transition software and to perform the steps necessary to prepare for the conversation of the system to production status (Powell-Morse, 2016).
In this phase, the researchers will create prototypes, wireframes, and design of the modules which will serve as the basic in the development of the proposed system. The programmers will use a programming language such as PHP and MySQL for the management of the database. Features, functionalities, and objectives of the system will be based upon to all the gathered information.
Cutover/Transition. The objectives of the TR stage are to install the system in production operation with minimal disruption of normal business activity to maximize the effectiveness of the system in supporting the intended business activities and to identify potential future enhancement. The system developed in the RC stage becomes operational in the TR stage. At this time, the developers prepare existing data for the new system and train users to operate the new application. They also provide support to resolve any problems that arise immediately after the application becomes operational (Powell-Morse, 2016).
In this phase, the researchers will conduct the final testing for the system and instruct to future users of the new system on how it operates. This training is completed before the application is placed into production. The training sessions are based on materials developed during the RC stage and follow the training plan that was developed at that time. The training may include a train-the-trainers program if a large number of users have to be trained or permanent training is required.
Data Gathering Techniques
Gathering such data is a very difficult task in the scene that it needs a lot of processes. Researchers have enough patience so that the gathered data are reliable and useful. It also involves the use of articles and literature to support the valid data formed.
Interview. The interview is one-one directed conversation with an individual using a series of question designed to elicit extended responses, because this method allows you to prove for greater depth or explanation, simple yes/no questions or fixed response question are typically not used. Interviews allow participants to express their thoughts using their own words and organization and thus particularly valuable for gaining insights (Kvale, 2011).
The researchers conducted an interview with the Office of Student Affairs for further understanding of their processes and for the requirements needed in the proposed system.
Internet Research. Is an international, refereed journal the aims to describe, assess and fosters understanding of the role of wide-are, a multipurpose computer network such as the internet (Jansen, 2012).
The researchers used the internet to search for important information that cannot be found in the textbooks. The researchers also used it to find any related studies that will help in the development of the proposed system.
Observation. Can define as the visual study of something or someone in order to gain information or learn about behavior, trends or changes. This then allows us to make inform decisions, adjustments, and allowances based on what has been studied. Observation is a basic but impact aspect of learning from the interacting with the environment (John, 2010).
One way of collecting data is to observe the current manual processes. The researchers used this to be a persistent, logical and careful way of studying and listening to an interaction or occurrence as it takes place.
Library Research. Is a term used for secondary analysis where you use data that someone else has already collect. It involves the investigation of books, journals, periodicals, databases and stored records (Chan, 2012).
The researcher’s research on the thesis in different libraries. The information gathered from the previous studies in any campus related to the proposed system became a big help in improving the features that would be incorporated in the project study.
Source of Data

The primary source of data is the Urdaneta City University. The researchers conducted an interview with the client who the researchers have recognized the most capable to answer the question and could provide information which was relevant in the study.
The secondary sources are the books at the library, the internet and questionnaire filled up by the respondents.
Table 2.1 Table of Respondent
Respondents Frequency
Office of student Affairs 1
Student Organization 15
Dean 1
Adviser of student Organization 10
Total 27

Tools for Data Analysis

Entity-Relation Diagram. This refers to a data modeling technique that can help define business processes and can be used as the foundation for a relational database (Lucid Chart, 2015).
To further understand the relationship between one entity to another entity, the researchers used this tool to understand the process of the website. Also, it will help them to understand how the system flow and how it works.
Data Flow Diagram. Is a graphical representation of the flow of data through an information system. It enables you to represent the process in your information system from the point of data. (Trevor, 2013).
The researchers used Data Flow Diagram to visually illustrate the scope of the proposed system modules and the boundaries to show that the whole system has been considered.
Use Case Diagram. Is a graphical depiction of the interactions among the elements of a system which provides a crystal clear of a presentation which enable system analyst to see all user goals (use cases) and related end-users (actors) (Gibilisco, 2014).
The researchers used this because it is simple and easy to understand that it can portray the different types of users in a system in an approachable manner and get various ways that will enable interaction with the system, through this, the researchers to come up with an overall view of the system.
Database Instance. Database Instance refers to a complete database environment which includes table structure, stored procedures, and other functions. It is normally used when administration tend to describe multiple instances of the same characters (Oracle, 2013).
The researchers used this tool in order to manage and organize the entire data in the database and to prove database performance by decreasing the amount of input/output performed against data files.
Database schema. A database schema is a way to logically group objects such as tables, view, stored procedures, etc. It refers to the organization of data as a blueprint of how the database is constructed (Chapple, 2014).
The researchers used Database Schema to show the transformation of data requirements into a set of data structures that were implemented. Using this tool, the data had been clearly presented and defined in support for the developer database design.
Gantt chart. Gantt charts are useful in planning how long a project should take and helping to sequence the events by laying them out in the order in which the tasks need to be completed. Typically, tasks are shown on the vertical axis, and the project time span is represented on the horizontal axis. Each task has a corresponding bar that shows the time span required for that task. The bar can be filled in to show the percentage of the task that has been completed. Gantt charts also indicate dependencies, those tasks that are dependent upon other tasks (Investopedia, 2015).
The researchers use Gantt chart in developing the proposed system and as the basis for monitoring the improvements in developing the system.

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