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0 Research Description As several years to come, the population of the Scholarship Grants of Commission on Higher Education in Region III is still mounting in figures; the problems arise from the current practice of the Commission regarding the process of monitoring and recording of their scholarship data. As computers advanced technology develops all of us do certain things through as faster as we can, with the use of computers and Internet. The researchers came up with an idea to create a system that can help them manage records easily. This research study focuses on the effects of putting the records of the Scholars of Commission on Higher Education of Region III into Web based application. It will also improve the monitoring system in the commission; this will serve as a back up file for the commission to make it easier for them to find and/or file records of their scholars. This proposed system will manipulate all the scholarship records of Commission on Higher Education in Region III, however it will be focusing more on the Study Now, Pay Later Plan, this is an educational program of the government designed to promote democratization of access to educational opportunities in the tertiary level to poor but deserving students through financial assistance in the form of an educational loan. This Research study aims to design a Record Management, Payments Monitoring of Scholarship grants and the status of the scholars.

1.1 Overview of the Current State of Technology


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Records Management Systems it provides essential document management programs to help your production better handle the ongoing requirements for managing, storing, archiving and retrieving important records and documents. It will provides the latest in techniques and technology combined with good old customer service that positions us as one of institution most established and reliable fullservice information management companies. The business of records and information management continues to become increasingly complex as new technologies emerge and companies change the way they do business. Thats why its important to consider new and alternative ways to manage your companys information. Records and information management partners can help you improve your service and lower your costs. The researchers help to develop the manual way of keeping the record of the Commission on Higher Education of Region III. This study will generally benefit the Commission for a faster way of filing and looking for files for years to come and it will make computing and calculation manageable for the payments of the Study Now, Pay Later Scholars.

1.2 Research Objectives This section of the study discusses the general and specific objectives of the study based on the rationale as well as the aims indicated in this study. 1.2.1 General Objective The main objective of the study is to develop a system that will manage and monitor all the scholarship records of Commission on Higher Education in Region III using Web Based application. 1.2.2 Specific Objectives To design a preliminary prototype that will be used in the scholarship records of Commission on Higher Education in Region III. To formulate a computation of the Study Now, Pay Later Plan in an accurate, consistent and expeditious manner. To develop the complete process and design of the propose system. To implement the automated process that will help them in manipulating their scholarship records. To evaluate the efficiency of the system based on the following criteria. a. User-friendliness b. Functionality c. Reliability
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d. Accuracy e. Performance Speed

1.3 Scope and Delimitations of the Research The discussion on this research will be based on the rationale as well as the aims and objectives indicated in this study. 1.3.1 Scope The study will start from the month of July 2010 until January of 2011. The proposal will only be applied to records the scholars of Commission on Higher Education of Region III. The study will only cover the problems observed by the researchers involving the computation of balance for SNPL, managing the records of all the scholars and notifying the scholars of SNPL through letter generation. 1.3.2 Delimitations The study will not cover the records and files of the employee of the Commission on Higher Education of Region III. The proposal will not cover the other Regions of Commission on Higher Education III.

1.4 Significance of the Research This research study focuses on the effects of putting the records of the Scholars of Commission on Higher Education in Region III into Web based application. This study aims to generally benefit the Commission on Higher Education of Region III, specifically the Scholars, Accountant, Scholarships Coordinator, Cashier, Supervising Education Program Specialist, Regional Director of Commission and System Administrator for a faster way of filing and looking for files for years to come. It will improve the monitoring system in the Commission; this will serve as a document file for the Commission to make it easier for them to find and/or file records of their scholars. This will help the Supervising Education Program Specialist, Scholarship Coordinator and the Regional Director into monitoring their records for a long period of time, presumably for years since its already automated and Web based. Not only will they Commission on Higher Education of Region III have their records in one file computer but they also can have it shared to their other networks, for more easy access in their units. It will also help the students who want to be a scholar of Commission on Higher Education of Region III to easily know the requirements for a certain scholarship plan. The system will make computing and calculation manageable and accurate for the Accountant and the Cashier, since the payment for this said scholarship grant of Study Now, Pay Later Plan, can be done as early as after graduation. But two (2) years after the scholar graduated, the 6% simple interest will automatically start. And so, with this system, it would be a great comfort for the Accountant and Cashier to be able to look and
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file the scholars documents, and eventually, this would be of great help for them in accessing other data that they need. Moreover, it will help promote the enhancement and development of the system in the Commission on Higher Education of Region III and this might lead the other institutions in our region to develop their systems as well. 1.5 Research Methodology This section of the study discusses the methods and step by step procedures used in creating the proposed system. The strategies used are gathered and analyzed to be able to develop the study. This chapter gives details about the methodologies in creating the system. The system processes used is the SDLC waterfall model in a strict Waterfall model, after each phase is finished; it proceeds to the next one. Reviews may occur before moving to the next phase which allows for the possibility of changes (which may involve a formal change control process).

1.5.1 Requirement Analysis All possible requirements of the system to be developed are captured in this phase. Requirements are set of functionalities and constraints that the end-user (who will be using the system) expects from the system. The requirements are gathered from the end-user by consultation, these requirements are analyzed for their validity and the possibility of incorporating the requirements in the system to be development is also studied. Finally, a Requirement Specification document is created which serves the purpose of guideline for the next phase of the model. In this phase the researchers were able to identify the system to be developed. The researchers were able to understand why the system should be developed and they were able to identify all the requirements needed in developing the system. The researches were also able to conduct interviews on the people who are using the current system and what are their expectations on the proposed system. Identifying the problems and objectives is also involved in this phase. 1.5.2 Design System analysis leads to design decision, which exactly determines how the system operates in terms of process, data, hardware, network infrastructures, user interface, and other important factors in the system environment.

In the designing phase the researchers created the data flow diagram of the current system and the proposed system and constructing the data dictionary. The researchers were also able to design the logical and physical design of the proposed system. 1.5.3 Coding & Unit Testing On receiving system design documents, the work is divided in modules/units and actual coding is started. The system is first developed in small programs called units, which are integrated in the next phase. Each unit is developed and tested for its functionality; this is referred to as unit testing. Unit testing mainly verifies if the modules/units meet their specifications. 1.5.4 System Integration As specified above, the system is first divided in units which are developed and tested for their functionalities. These units are integrated into a complete system during Integration phase and tested to check if all modules/units coordinate between each other and the system as a whole behaves as per the specifications. After successfully testing the software, it is delivered to the customer. 1.5.5 Operation and Maintenance This phase is keeping the system up to date with the changes in the organization and ensuring it meets the goals of the organization by building a help
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desk to support the system users and having a team available to answer questions, and finally implementing changes to the system when necessary. In this phase the researchers were consulted when the system needs to be updated and system. 1.6 Research Design The researchers will use descriptive method in developing the new system of their study. The descriptive method is designed for the researchers to gather information about the present existing conditions of the previous system. As stated the principal aims in employing this method is to describe the nature of a situation as it exist at the time of the study and to explore the causes of the particular phenomenon. (Travers, 1978) Gay defines descriptive research as involving collection of data in order to test hypotheses or to answer questions concerning the current status of the subject of the study. By this definition itself the researchers are guided in determining and reporting the problem of the present system the way the current system is working. The data gathered and facts that are collected will be useful in helping the researchers adjust and meet the existing problem solving the nature of the study. The descriptive method is used here to see the inefficient flow of data in the current system which descriptive method will assist the researchers in how to accomplish the desired output and purpose of their study in the shortest available time. It is also necessary to use expost-facto according to Sevilla stated by Gay (1976) that expost-facto
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they were able to answer different questions from the users of the

method in which it means from after the fact, in the simple terms it means the researchers investigates a problem a problem by studying the variables in retrospect. It will show comparative observation and solution in processing of data from the existing system from the proposed system. 1.7 Research Instruments Interview The researchers also work in executing research instruments were in the researchers conducted interviews to the staff of Commission on Higher Education in Region III. The researchers were able to gather information through direct conversation to the respondents of the system who has the knowledge of the subject to be studied. It is essential to know all the information in order to have the specific goals in developing the system. Observation This method will also be used as Sevilla stated that observation, in its simplest form is the process where by the researchers watches the research situation. In this method the researchers will get a lot of first hand information about the present condition of the organization. This tool is best suited to analyze the aspects and problems of the current system and in the process the researchers will know how to develop and plan the proposed system.

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Questionnaires The researchers will be using questionnaires in gathering information to acquire specific data valuable on the problem of the study. These questionnaires will be personally asked by the researchers, each question was based on the existing problem of the locale and question determined the validity of the proposed system and its efficiency. The proponent randomly selected 10 students from SPCF, Accountant, Scholarship Coordinator, Cashier and Supervising Education Program Specialist of Commission on Higher Education in Region III as the evaluator of the proposed system. Library Research Many researchers believe that the library research method is the most adequate and comprehensive methodology. The availability of the different and diversified references will locate in books, encyclopedia and dictionary. The researchers used this approach to formulate relatively significant details of the system. Internet Research The researchers were able to gather information using the internet method to research additional information and ideas that will satisfy all the needs in resources to have the specific goals in developing the system. Likert Scale The researchers were able to use is this kind of scale to used as there guidelines in questionnaires, and is the most widely used scale in survey research, such that the term is
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often used interchangeably with rating scale even though the two are not synonymous. When responding to a Likert questionnaire item, respondents specify their level of agreement to a statement. 1.8 Definition and Terms The following terms are defined to better understand the study. It contains both operational and conceptual definition words. In bold face are defined conceptually, while words in italics are defined operationally. Records Management - is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records. Monitoring - the act of observing something and keeping a record of it. Scholarship - A type of financial aid, in the form of a grant that does not have to be repaid by the recipient. Scholarships are most often given to students for one of two reasons; achievement in academics or other areas, or financial need. Recording - an act of making a written or electronic record of the data collected. Loan - an arrangement in which a lender gives money or property to a borrower, and the borrower agrees tore turn the property or repay the money, usually along with interest, at some future point(s) in time. Usually, there is a predetermined time for repaying a loan, and generally the lender has to bear the risk that the borrower may not repay a loan (though modern capital markets have developed many ways of managing this risk).
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Study Now, Pay Later - This is an educational program of the government designed to promote democratization of access to educational opportunities in the tertiary level to poor but deserving students through financial assistance in the form of an educational loan. Automated - is the use of control systems and information technologies reducing the need for human intervention. Records is a group of related fields treated as a whole.

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2.0 Review of Related Literature or Studies The chapter presents literature and studies that are relevant about the present study in developing the proposed system. It includes important quotation from the past researchers that will be a great help to the researchers in acquiring more knowledge about the subject matter. 2.1 Manual System Jim A. Jaspe has stated in his studies that: Manual System should be replaced by computerized systems for further improvement of tasks. Faster availability of a more accurate and up-to-date records will be provided by the automated system. The researchers study the concept of replacing the manual system to computerized systems makes our work faster and easier to be obtained. Like in Commission on Higher Education in Region III, they need a faster way to access their datas so that they can provide some information to the scholars and to their employees as well. The use of computer has a vital role in facilitating and upgrading every task, thus minimizing clerical cost and workloads. According to Gutierez, Pura Garcia in their press club they presented that: Billing can be formed automatically on selected accounts individually according to your requirements. The system allows you to over side the amounts, assign discount, percentage and miscellaneous charges for a complete billing control.

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The billing helps employees to easily compute the balances and see all the transactions of a particular scholar. The system allows the employees to assign interests and other miscellaneous charges. It can also help the scholars to determine their remaining balances and to know when they need to pay them. 2.2 Inventory Management and Accounting information System for Response Corporated Record keeping methods, created in response to the development of trade commerce are preserved from ancient and medieval sources. Doubleentry record keeping began in the commercial city-states of medieval Italy and was well developed by the time of the earliest preserved doubleentry books, from 1340 in Genoa. The Venetian monk Luca Pacioli wrote the first published accounting work in 1494. Although it disseminated rather than created knowledge about the double entry. Maxwell, believed a basic problem in managing an establish is producing the right and timely reports for every single division or departments clearly, it is almost possible to provide immediate and accurate reports for every department, so an automated machine is though I designed to do a vital role in the management filed for easy report generations. (Maxwell, 1990) Another review of literature study of Maxwell showed that it is a problem in managing a report in a department if they are operating manually. The Commission on Higher Education in Region III using the manual way of looking
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for their report, the commission manages to have their computerized systems not only to replace manually operated but also to obtain more timely and accurate information in order to boost their reports generation faster. (Maxwell, 1990) 2.3 Record Management In the past, records management was sometimes used to refer only to the management of records which were no longer in everyday use but still needed to be kept - 'semi-current' or inactive records, often stored in basements or offsite. More modern usage tends to refer to the entire lifecycle of records from the point of creation right through until their eventual disposal. (Fresko, 2010) The record management is play a vital role in the system of the Commission on Higher Education in Region III for a faster way of filing and looking for files for years to come, it will also improve the monitoring system in the commission as they use the manual way of keeping their files; this will help the commission to make it easier for them to find the records of a certain scholar. 2.4 Payment System Larry Long stated that, Payment System is fast bearing the ultimate strategic weapon in the business world. New and innovated use of computer and payment systems are being implemented everyday. Even so business community is still in the early stage of automation. Each company has a seemingly endless

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number of opportunities to computer & information technologies to achieve its edge. (Long, 1991) According to Benton E. Gup, business concerns require a certain amount or cash to carry out their daily transactions. This cash is held because of transaction motive. One of the fundamental activities in this study is updating and payment. Updating is used generally to describe various processes that maintain the currency of data. And payment is the total amount of investment within a given period. (Gup, 1983) The proposed system covers the payment system for the commission as the basis of the study in able to make computing and calculation accurate for the Commission. As the Commission offer a Study Now, Pay Later Plan, they encounter some problem in computation as they use the manual way of calculating the balances of the Stud Now, Pay Later Scholars, with this system it will help the accountant and the cashier to process the payments faster and easier by automatically compute the remaining balances of the Stud Now, Pay Later scholars. 2.5 Information System It is surprising facts that there are many more companies still do not use the Internet. It is even more surprising that some of them are still using their twenty-year-old computer information system. Company information system is a set of interrelated component that collect, process, store, and disseminate
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information to support companies managerial team in decision making, coordinating, controlling, and analyzing. Upgrading the computer information system is not an option in this technology-driven era; it is a requirement. Companies that use an up-to-date information system to gather, assimilate, and evaluate internal as well as external information are gaining competitive advantage over other firms. Management is quicker to cater to customers needs and complaints. With the growth of communication networks, there are almost no barriers between the firms management, employees, customers and suppliers. Networked computing systems have made new modes of work possible. Similar to the information system the commission should manage the information of the scholars that they handled. As the technology arises the commission must improve the manual way of keeping the scholars information. 2.6 Loan A loan is a type of debt. Like all debt instruments, a loan entails the redistribution of financial assets over time, between the lender and the borrower. In a loan, the borrower initially receives or borrows an amount of money, called the principal, from the lender, and is obligated to pay back or repay an equal amount of money to the lender at a later time. Typically, the money is paid back in regular installments, or partial repayments; in an annuity, each installment is the same amount. The loan is generally provided at a cost, referred to as interest on
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the debt, which provides an incentive for the lender to engage in the loan. In a legal loan, each of these obligations and restrictions is enforced by contract, which can also place the borrower under additional restrictions known as loan covenants. Although this article focuses on monetary loans, in practice any material object might be lent. Acting as a provider of loans is one of the principal tasks for financial institutions. For other institutions, issuing of debt contracts such as bonds is a typical source of funding. The loan is use in our research as the basis of our study since; at the present times, many students dont have their money to pursue their studying in higher level of education. The Commission on Higher Education offers the Study Now, Pay Later plan which is a form of load that allows the student to borrow money for their study. In the part of the Commission they have a scholarship program named Study Now, Pay Later Plan in this program the scholars will pay the loan two years after they are graduated on college. 2.7 Mail Merge Mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source. This helps to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings from a word processing document which contains fixed text, which will be the same in each output document, and variables, which act as placeholders that are replaced by text from the data source. The data source is typically a spreadsheet or a database which has a field or
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column matching each variable in the template. When the mail merge is run, the word processing system creates an output document for each row in the database, using the fixed text exactly as it appears in the template, but substituting the data variables in the template with the values from the matching columns. This technique of merging data to create mail shots gave rise to the term mail merge. The system has the concept of mail merge in a sense that it will produce a large numbers of documents that can be sent to different receiver. It has placeholders that replaced be text from the data source. The database has a field that matches each of the variables in the template. This template helps the commission to notifying the scholars thru Letter concerning their responsibilities. 2.8 Summary The researchers speak how the important the automated process works for the reason that it will less our job and make it faster and easier. As the records management is involve it will aid the problem concerning in keeping a records by putting it on an automated process. This will serve the commission in term of their Scholarship Records in the practice of identifying, classifying, archiving, preserving student records. It is field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about transactions in the form of records. 3.0 Theoretical and Conceptual Framework
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This section of the study, discusses the theories applied to the proposed system. 3.1 Record Keeping Theory Record keeping already has a strong affinity with structuration theory. Both are about routines for action. The words themselves are gerunds implying processes, and the recordkeeping continuum can similarly be expressed through gerunds - creating, capturing, organizing, and pluralizing records. The complexity we are facing is only amenable to solutions through the establishment of new recordkeeping routines, and Giddens, as a theorist, is an explainer of the routine. His theory is not the grand theory of the past. It concerns itself with processes, with routines for action and the way these are changed or confirmed recursively over time or across space. (Frank Upward, 1997) The researchers use the record keeping theory in a manner of improving the process of organizing the records. As the process anxiety it is will generally benefit the commission if their records will be place in a new record keeping routines as Frank Upward says, the records will be secure if they are place in a centralized database in a system.

The figure 3.2 shows the diagrammatical representation of the Conceptual Framework showing the input variables, processes taken to come up with the target output of the system.
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The paradigm represents the flow of the study and reflects how the study was undertaken. The first part of the paradigm described the input of the system; the inputs will be based on the information of the scholars, the loans of the scholars of the Study Now, Pay Later Plan, all the scholarships programs of Commission and the information of who take the pre assessment evaluation. In the process cycle, the system will verify all the records who took the pre assessment evaluation if the probable scholars if they are qualified for the said scholarship program just for screening purposes. In the part were computing of loans by the scholar of the Study Now, Pay Later Plan the system will automatically update the remaining balance by deducting first the amount paid by the scholars to the 6% interest before deducting to the principal. Their will be a generating of the report of the scholars by their Information and Billing Statement. Through this the researchers were able to develop a Scholarship Record Management system. In the output, the system has a SMS, Email and Letter notification for the balance of SNPL scholars. The system also will provide a result for those who took the pre assessment evaluation.

Input

Scholars information Loans of the SNPL scholars scholarship programs Pre Assessment Application

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Process

Computing of SNPL scholars loan verifying of pre assessment generating scholars reports(Informati on of the Scholars, Billing Statement and Letter Notification)

Output

Balance of the SNPL scholars SMS, Email and Letter Notification Result for Pre Assessment

Figure 3.2 Paradigm of the Study 4.0 A Web CMS for CHED R3 with SNPLP Scholarship Management and Monitoring System 4.1 System Overview

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The proposed system is a web-based application that allows the Commission on Higher Education of Region III to manage and monitor the status of their scholars. The system has the capability to generate report like Information of the Scholars. Applicants has the capable to assess his/her self thru the online pre assessment evaluation for them to know if they are qualified for the said scholarship program, the applicants can also download the scholarship forms and the requirements of the scholarship program. On the part of the accountant and cashier the proposed system also provides a module in which the payments of the scholars will automatically computed. The proposed system also provides a module that can back up the records of the scholars of Commission on Higher Education of Region III by means of 1 click file backup system. The system has a capability of notifying the scholar of Study Now, Pay Later Plan on their balance by sending an SMS and Email Notification.

4.2 System Objectives To design a system that will monitor all the records of scholarship grants of Commission.
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To calculate loan payments of the Study Now, Pay Later Scholarship Plan. To have an easier way of notifying the scholars thru SMS and Email about their responsibilities.

To design a module that has a pre-assessment evaluation for screening purposes To make report(s) generation faster and accurate (Scholars Information and Billing Statement).

4.3 System Functions The proposed system is divided into four major modules, System Administrator, Scholarships Coordinator, Accountant page and User page. Each page is divided into different modules that can only be access the user who has the appropriate access level. Figure 4.3.1 shows the accounts page here you can check the balance of the SNPLP Scholar by searching his/her scholar id. At the time that you find his/her record you can compute the balance of the SNPL scholar.

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Figure 4.3.1 Accounts Page Figure 4.3.2 shows the control panel page where the back-end user can back up the records of their scholars by clicking the Backup Database Link. In the part of the admin he/she can manage or add user account through the manage accounts and the admin can change the set up of the user page in terms of designs and button of the web by clicking the web system setting.

Figure 4.3.2 Control Panel Page Figure 4.3.3 shows the cashier page where you can check the balance of the SNPLP Scholar by searching his/her scholar id. The cashier is the one who assign in the payment part where the scholars of the SNPLP can pay their balance.

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Figure 4.3.3 Cashier Page Figure 4.3.4 shows the Pre assessment records page in this sheet you can browse the records of all who took the pre assessment evaluation. You can see also all the records of the qualified scholars and send them an Email and SMS notification; and same process for the not qualified scholars.

Figure 4.3.4 Pre Assessment Records Page Figure 4.3.5 shows the records here you can check the information of the scholar by searching their award no. or full name. The result will post when you click the search button, you can edit if you want to replace old information and delete a record if you have a mistake in adding a record.

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Figure 4.3.5 Records Page Figure 4.3.6 shows the scholarship page where you can see the entire scholarship program that the commission offers and browse some information like the requirements, application procedure and financial benefits about the scholarship program.

Figure 4.3.6 Scholarship Page Figure 4.3.7 shows the user can see the information about the Commission on Higher Education Region III about the background, mandate, organizational structure etc.

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Figure 4.3.7 User Home Page Figure 4.3.8 shows the page where in the user can see the information on the higher education system overview and the different region of the Commission.

Figure 4.3.8 User Higher Ed Page Figure 4.3.9 shows the Polices page where the user can view the policies of the Commission on Higher Education.

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Figure 4.3.9 User Policies Page Figure 4.3.10 shows scholarship page where the user can download the forms and requirements that the user needs when applying a scholarship program on the commission. In part of that you will see also the pre assessment link where you can evaluate yourself if you are qualified or not on the said scholarship program.

Figure 4.3.10 User Scholarship Page Figure 4.3.11 shows the user services page where the user can browse all the services that the Commission offers.

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Figure 4.3.11 User Services Page Figure 4.3.12 shows the pre assessment page where the user can evaluate his/her self if they are qualified or not for the said scholarship program. After taking the pre assessment evaluation form they will be a notification that will send on their Mobile and Email.

Figure 4.3.12 User Pre Assessment Page

4.4 System Scope and Delimitations 4.4.1 System Scope The proposed system covers the following functionality in each major modules of the system:
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Searching of the scholars records by award number and full name. The system contains pre-assessment for those who want to apply for scholarship

Approval of the online pre-assessment evaluation of the student. It can compute the balances for the Study Now, Pay Later Grants The applicants also can download the forms that they are needed to fill up and requirement for the scholarship plan. Sending of SMS and Email Notification for the Study Now, Pay Later Scholars

Viewing, encoding, and printing of Information of the Scholars, The system will serves as the official website for Commission on Higher Education in Region III.

4.4.2 System Delimitations The proposed system is limited to following constraints: The proposed system only has five user access levels.

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The system focuses mainly on the Study Now, Pay Later Scholarship Plan

4.5 Physical Environment and Specifications The researchers propose to use the following available hardware and software requirements for the system development and implementation. 4.5.1 Computer Hardware to be used in Development Hardware Resources Hard Disk Drive Memory Module Processor Speed Video Card 40Gb 256Mb Intel Pentium4 1.8GHz 128Mb 80Gb 1Gb Dual-Core 2.3GHz 512Mb Minimum Available

4.5.2 Computer Software to be used in Development Software Resources Macromedia Dreamweaver Php Language CS3 Adobe Photoshop CS3 Adobe Flash Xammp Server

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4.5.3 Computer Hardware to be used by the client Hardware Resources Hard Disk Drive Memory Module Processor Speed Video Card 40Gb 256Mb Intel Pentium4 1.8GHz 128Mb 80Gb 1Gb Dual-Core 2.3GHz 512Mb Minimum Available

4.5.4 Computer Software to be used by the client

Software Resources Operating System Web Browser/s

Recommended Windows based OS Firefox 3.0 / Internet Explorer 6.0 / Google Chrome 4.1

Required Plug-ins

Shockwave Flash Plug-in 4.6 Architectural Design

This section discusses the architectural design of the proposed system. The Architectural design helps the researcher the idea about the general structure of the system. It serves as the back-bone of the proposed system. The proponent used the Entity34

Relationship Diagram to design the database structure of the system; the proponent used the Program Flowchart to graphically illustrate the step-by-step procedure being done by the system and the Data Flow Diagram to demonstrate the flow of the data from one process to another.

4.6.1 Entity Relationship Diagram (ERD) of the Proposed System

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4.6.2 Data Structure

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4.6.2.1 Table: scholar_info tbl_scholar_info stores all the basic information of CHEd scholars.

Field scholar_id award_no firstname lastname middlename gender age contact email brgy_st town_city province congress_district

Type int varchar varchar varchar varchar varchar int varchar varchar varchar varchar varchar varchar

Size 200 255 255 255 255 255 2 50 50 255 255 255 255

Description Scholar ID Award Number First Name Given Name Middle Name Gender Age Contact Number Email Address Barangay Street Town City Province Congress District

4.6.2.2 Table: course tbl_course stores all the courses that CHEd offers. Field award_no course Type varchar varchar Size 200 50 Description Award Number Course
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4.6.2.3 Table: mode tbl_mode stores all the scholarship plans that CHEd offers. Field award_no mode Type varchar varchar Size 200 50 Description Award Number Scholarship Mode

4.6.2.4 Table: region tbl_course stores the region that CHEd handle. Field award_no region Type varchar varchar Size 200 5 Description Award Number Region

4.6.2.5 Table: school tbl_school stores all the school in Region3. Field award_no institutional _name institutional_code Type varchar varchar varchar Size 200 50 50 Description Award Number Institutional Name Institutional Code

4.6.2.6 Table: status tbl_status stores the current status of the scholars. Field award_no status Type varchar varchar Size 200 200 Description Award Number Status
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4.6.2.7 Table: transaction tbl_transaction stores all the transaction made by the cashier. Field award_no transaction_type Type varchar varchar Size 200 200 11 255 255 Description Award Number Transaction Type Amount Paid Date Time

amount int date varchar time varchar 4.6.2.8 Table: announcement

tbl_announcement stores all the announcement posted by CHEd. Field award_no title message date_posted status Type int varchar varchar varchar varchar Size 11 2000 1000 1000 1000 Description Award Number Announcement Title Announcement Msg Date Posted Status

4.6.2.9 Table: back_end_user tbl_back_end_user stores all the system accounts of CHEd. Field award_no username password Controls Accounts Cashier pre_assesmemt Records Add_record notification Type int varchar varchar int int int int int int int Size 20 50 50 5 5 5 5 5 5 5 Description Award Number Username Password Control Accounts Cashier Pre Assessment Records Adding Records Notification
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4.6.2.10 Table: web_interface tbl_web_interface stores all the background design and banner that CHEd upload in the system. Field Type ID int banner varchar bg varchar status varchar 4.6.2.11 Table: date_grant Size 255 255 255 255 Description Id Banner Background Status

tbl_date_grant stores the date where CHEd grant a scholar. Field award_no Mode date Type Varchar varchar date Size 200 255 Description Award Number Mode Date

4.6.2.12 Table: loan tbl_loan stores all the added loan made by the CHEd.

Field award_no loaned interest SEMESTER

Type varchar varchar varchar varchar

Size 200 200 1000 200

Description Award Number Loan Interest Semester

4.6.2.13 Table: cmo tbl_cmo stores all the CMO made by CHEd Field ID filename Type int varchar Size 2 200 Description Id Filename
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title link_title description

varchar varchar varchar

200 200 200

Title Link Title Description

4.6.2.14 Table: pending tbl_pending stores all the data who took the pre assessment evaluation. Field ID name Maiden_name age gender BRGY_ST TOWN_CITY PROVINCE citizenzhip contact email pending mode date lastname Annual sent sms Type int varchar varchar int varchar varchar varchar varchar varchar varchar varchar varchar varchar date varchar varchar int int Size 255 255 255 2 255 255 255 255 255 20 50 50 50 50 50 2 2 Description User ID First Name Middle Name Age Gender Barangay Street Town City Province Citizenship Contact Number Email Address Pending Mode Date Lastname Annual Salary Sent Sms

4.6.2.14 Table: position_user


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tbl_ position_user stores all the position of the CHEd system user. Field Position Value Type varchar int Size 255 200 Description Position Value

4.6.3 Program Flowchart of the proposed system

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Figure 4.6.3.1 Home Page Flowchart

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Figure 4.6.3.2 Main Page Flowchart

Figure 4.6.3.3 Control Flowchart

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Figure 4.6.3.4 Accounts Page Flowchart

Figure 4.6.3.5 Flowchart Cashier Page

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Figure 4.6.3.6 Pre Assessment Page Flowcharts

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Figure 4.6.3.7 Browsing Page Flowchart

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