URDANETA CITY UNIVERSITY
GRADUATE SCHOOL
A Term Paper on
Local Governance & Regional Administration
And National Development goals & their applications
Presented to
Edwin B.R. Gbargaye
Professor
In Partial Fulfillment
Of the course
Project Planning & Management
By:
Jofil Z. Lomboy
MPA Student
INTRODUCTION:
Urdaneta City University formerly known as Urdaneta Community College was originally
established on February 22, 1966. The institution primary purpose was not only to provide
cheap but quality education to the people but also quality service to students and graduates. It
is A.Y. 2003-2004 when the institution implemented computerized enrolment; it was first
handled by Mr. Ficer M. Dofredo and now the Dean of the College of Computer Studies. During
this year everything seems to be a trial & error situation since this is the first time the College
adopted a computerized enrolment. As expected, a lot of data redundancy error occurred, so a
lot of adjustment has to be made in order to correct these errors. In year 2005, the enrolment
system was administered by Mr. Steve L. Figuracion and it was this time that I was hired here in
this institution as an encoder to the enrolment section. Again a problem occurs when the server
hard disc bug downed due to certain viruses and malwares and nothing has been retrieve.
Suddenly the system administrator during that time doest have any other back-up files, so the
registrar’s office is now back to zero data.
Because of this incident Mr. Steve L. Figuracion decided to resign and unfortunately I
was chosen to replace him from his office and replace him also from carrying the burden caused
by that sudden incident. With the help and support of some of my colleagues’ we had been able
to solve the problem through backlogging.
As time goes by, I have updated the enrolment system and did a lot of improvements,
but I guess it is still not enough in order to render a better service to the people. And I think this
could be than by creating a more reliable computerized enrolment system and by integrating it
to other offices inside the University like the guidance office, cashiers office, accounting office,
etc.
The proposed system facilitates in keeping track of the students records, transactions
and other activities of the students regarding the enrollment, financial aspects and other more.
The system generates reports needed by the students, offices and the faculty like the Official
Receipt, Certificate of Registration, and the students Master List.
The following are the main objective of the proposed system.
To speed up monitoring of student records and transaction
Improve the file management of Registrar’s Office for easy Back-upping and retrieval of
the student records.
Improved enrollment procedures that will decrease working time.
Decreased data redundancy.
Incorporate other offices in the University to the only one system server.
The Office of the University Registrar is the depository of highly important and delicate
documents of students and graduates. This is the place where the students go from the first day
of enrolment until they graduate and even after they have graduated.
The office caters to more than 6,000 enrollees every semester.
Vision:
To render quality service at all times
Mission:
To keep and protect the integrity of records of all UCU students and graduates
BRIEF HISTORY OF URDANETA CITY UNIVERSITY
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 higher education in a single compound, Its humble beginning
contrasts its current status as a fast growing and lone local university in the province of
Pangasinan. It started maximizing available resources to provide education to knowledge-
hungry youth and young adults, believing on the principle of EDUCATION FOR ALL!
Indeed, as the first community college in the Philippines, UCU, formerly known as City
Colleges of Urdaneta (CCU) and Urdaneta Community College (UCC) is a concrete and
genuine proof of Dr.Orata's solid expression of his great love, faith and concern for the poor but
capable and deserving Filipino youth who cannot afford collegiate schooling in the cities.
Believing that the rural people are entitled to equal opportunities for and access to higher
education with those in the cities, he founded the UCC in 1966 with 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. As a
archetypal of the community colleges of United States of America, the College started with an
enrolment of one hundred forty-four (144) students, who came from the rural areas. Apparently,
most of the first students earned their way through college by driving tricycles before and after
classes, working in the farms, serving as part-time maids and salesladies.
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, short-term courses in
agriculture and retail business for adults were also offered to assist them in enhancing their
earning capabilities.
After two years, the first batch of General Education, 84 members, graduated. This paved the
way to the opening of a four-year Education program which was granted in 1968.
Adhering to the philosophy of keeping pace with the changing needs in the academe, UCC
offered degrees in Nursing in 1975, 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).
Undoubtedly, the College is a unique institution. While it is a
higher learning institution of the Urdaneta City, it remains self-
sufficient to a steady growth. During its infancy, the facilities of
the Urdaneta Community High School now known as Urdaneta
City National High School (UCNHS) were utilized for its
operation. This was based on Dr. Orata's principle of resource maximization and not to wait and
stay idle while government is contemplating the provision of basic services. Otherwise, school
children and public high school students in very remote places all over the country might be
waiting until doomsday for a chance to go to school or to continue their schooling.
As the College grows and gains wide acceptance not only among the people of Urdaneta but
even in neighboring towns, provinces, and cities, it survived supremely well so that it was able
to acquire and build its own facilities.
As the first community college in the country, UCC proved its worth despite its limited resources.
Many times, the College managed to be one of the top performing higher learning institutions in
the field of education, nursing and midwifery not to mention the high rate of board passers for
the past few years. With this, it continues to attract students as far as Abra, Aurora, Isabela,
Ilocos, Nueva Vizcaya, Tarlac, Quezon, Mt. Province, Pampanga and other neighboring
provinces.
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 changed its name to City College of Urdaneta by virtue of
Sangguniang Panlungsod Resolution No. 61 which took effect on November 2001. In 2005, the
name was further amended as the City Colleges of Urdaneta. From the time of its birth up to
present the College continues to serve as a reservoir and source of manpower needs for the
city, nearby towns and for neighboring provinces.
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.
With four (4) decades of service, UCU now boasts of an enrolment of more than 6,000 students.
From the borrowed classrooms, the College has now expanded to seven buildings. A newly-
refurbished library, student centers, a multi-media library, and renovated rooms are just some of
the features that UCU could now lay claim to. As the only local university in the province where
people can avail an inexpensive tertiary education the University is located in San Vicente West,
Urdaneta City on a one and a half (1.5) hectare of land which continue to expand with seven (7)
academic buildings catering to varied curricular programs of the five (5) colleges. As a local
university it continues to serve significantly as a potent source for the labor market.
PROPOSED ENROLMENT, REGISTRATION AND STUDENTS ACCOUNTS SYSTEM
This contains the actual and customized features and repot of the propose Enrolment,
Registration and Students Accounts monitoring system (ERSA) for the University.
Enrolment, Registration and Students Accounts Monitoring (ERSA) System for
Urdaneta City University
Systems Overview
The system will have the following components:
Module User
1. Data Structure Registrar’s Office
2. Students Records Registrar’s Office
3. Scheduling Registrar’s Office
4. Assessment Accounting office
5. Cash Cashier’s Office
6. Enrolment Registrar’s Office
7. Accounts Receivables Accounting Office
8. Grades Registrar’s Office
9. Security System Administrator
10. Network Monitor System Administrator
11. Data Back-up & Retrieval System Administrator
12. Data Migration System Administrator
13. Report Generator All Users
14. Control Panel System Administrator
It will have the following general features:
The system will be connected in a network to prevent duplication entries.
Specific modules will be installed in the computer(s) of the target user(s). Multiple
users for a specific module are allowed. For example, the cash module can be
installed in 3 computers in the cashier’s office to allow them to simultaneously
accept payments, print receipts and generate report in real-time
Each module will be protected by passwords to ensure that only authorized
employees can use the system.
Old Database(MsAccess)
Data MigrationModule
(User: System Administrator)
REPORTS(For Registrar, Accounting,
Cashier, System Administrator)
New Database(MySQL)
Data StructureModule
Cash module(User: Cashier)
Student RecordsModule
SchedulingModule
EnrolmentModule
GradesModule
Assessment Module
Report GeneratorModule
(User: ALL)
A/R Module
SecurityModule
Network MonitorModule
Data BackupModule
Control PanelModule
The modules will be installed on machines with Windows XP operating system
but is also compatible with other operating systems.
SYSTEM OVERVIEW:
(Data Migration flow chart)
System Modules Description:
1. Data Structure Module (User: Registrar’s
Office)
It will record, edit and delete the following records:
Term (1st, 2nd, Summer Semesters)
Year Level
Department
Course
Subject and Unit (Decimal units shall be allowed)
Instructors
Rooms
Fees
Payment Option (Prelim, midterm, Final, etc.)
Scholarship type
Block Section numbers
School Signatories
Signatory positions
Minimum and maximum students per subject
The System shall retrieve and manipulate these data to support different features and
generate reports.
2. Students Record (User: Registrar’s Office)
It will record, edit and delete student records (Name, Address, Course, picture File,
grade, etc.)
3. Scheduling Module (User: Registrar’s Office)
It will combine records from the DATA STRUCTURE MODULE to create the subject
schedules. A subject shall be a combination of term, course, subject, unit instructor, and
room. It shall be used to generate all subjects for the particular course and semester.
Inquiry as to the limit of each subject shall be allowed.
4. Assessment Module (User: Accounting Office)
This module shall be used to generate and compute fees corresponding to the subjects
chosen and approved for enrolment.
5. Cash module (User: Cashier’s Office)
This module shall be used by the cashier to accept payments from students and print
official receipts.
6. Enrolment Module (User: Registrar’s Office)
All subjects approved for student’s enrollment shall be encoded in this module. It will
also handle changing and dropping of subjects. To facilitate enrollment, the system shall
use auto-complete feature when searching for student ID and subject code. It can allow
the same subject code to be re-used for succeeding semesters.
7. Accounts Receivables Module (User: Accounting Office)
This module shall be used to generate the accounts receivables of students.
8. Grades Module (User: Registrar’s Office)
Grades of students shall be encoded in this module during or at the end of the semester.
9. Security Module (User; System Administrator)
Access to different modules and feature shall be controlled here.
10. Network Monitor Module (User: System Administrator)
History of user access and processes shall be accomplished with this module.
11. Data Backup and Retrieval; Module (User: System Administrator)
Database backup and retrieval shall be accomplished with this module.
12. Data Migration Module (User: System Administrator)
The old database (MsAccess) shall be converted to new database engine (MySQL)
using this tool.
13. Report Generator Module
All reports for the system administrator, cashier, accounting and the registrar’s office
shall be generated with this module.
14. Control Panel
The system administrator uses this module to access the entire module mentioned
above.
Systems Reports:
1. Registrar’s Office
Instructor’s Load Report
Room Schedule
Offered Subjects per Course
Block Section Report
Schedule of Fees per Course
Certificate of Matriculation (C.O.M.)
Students Grades per Semester
Certificate of Grades per Semester
Certificate of Grades per School Year
Transcript of Record
Number of Students Enrolled by Department
Number of Students Enrolled by Course
Number of Students Enrolled by Subject
Number of Students Enrolled by Sex per Subject
Number of Students Enrolled by Sex per Course
Number of Students Enrolled by Sex Semester
Number of Students Enrolled by Block Subjects
Dropped Subjects
Dissolved Subjects
2. Accounting Office
Accounts Receivables
Payment history
Assessed Subjects for Enrollment
3. Cashier
Daily cash Collection by Category (Tuition Fee, miscellaneous, Lab. fees, etc)
with O.R. number
Monthly Cash Collection by Category
Quarterly cash Collection by Category
Annual Cash Collection by Category
4. System Administrator
Data Backup history
Data Retrieval History
Current Users Log Report
User's log History
ADVANTAGES
Reduced data redundancy
Reduced updating errors and increased consistency
Greater data integrity and independence from applications programs
Improved data access to users through use of host and query languages
Improved data security
Reduced data entry, storage, and retrieval costs
Facilitated development of new applications program
Reduced total time enrollment procedures.
SYSTEM REQUIREMENTS
Since the proposed system is used for records safekeeping and research information
system it requires the proper computer hardware and its peripherals. The computers should be
a high end type of unit (Dual core to Quad core). The items are very important in the selection
process since the prime concern of the user is a system that meets the odds of obsolescence.
PROJECT COST:
The various cost of implementing a computer system is very much important in planning
of a certain project. The summarized forms of the cost involved are the following:
1. Cost of the computer system
2. Cost of supplies
3. Cost of supporting facilities
4. Maintenance cost
MAINTAINING THE SYSTEM
Take an active role in all system implementation, training and management.
Run daily and weekly audit reports and follows up to ensure data is accurate and in the
approved format
Maintain and protect confidentiality with regards to all aspects of Data Security
Make sure that you have an external back-up and updated daily.
