Chapter 4

CNSC COMPUTERIZED FACULTY LOADING SYSTEM

This chapter presents an analysis and interpretation of data gathered regarding the

existing manual faculty loading of CEIT and CAS, the length of time that each

transaction process is completed, the problems encountered by the person-in-charge &

faculty in using the existing system, and the advantages of having a Computerized

Faculty Loading System. Suggested features of the information system, system

alternatives, cost and benefit analysis in both existing and proposed with its comparisons

were also included. It contains also the intangible benefits, design process, protocols for

security, upgrades and enhancement, programming language and other supplementing

software and system requirements.

Details of analysis focused mainly on the problems encountered in using the

existing manual faculty loading system and the possible measures or modifications that

must be taken into consideration to improved the faculty loading process.

The Existing Faculty Loading System of CNSC

Camarines Norte State College is composed of four (4) Colleges wherein the

process of faculty loading is done manually in every department. Before the end of

semester the College starts the preparation of class schedules and request for additional

instructors from other Colleges who will handle other minor and/or major subjects. The

Department Head is responsible in preparing faculty loads of every instructor under his

department wherein instructors submit a list of subjects he prefers to handle for a

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particular semester. The subjects are mostly major subjects. The Department Chairman

evaluates the subjects and submits it to the College Secretary for the consolidation

process.

The College Secretary is in-charge in making class schedules. Before he/she

prepares class schedule, he/she considers the response on the request from other colleges

together with the class schedule of the available instructors. The Secretary prepares the

schedule considering the number of hours of every subject number of students, and

availability of classrooms. In assigning instructors for that particular subject, the field of

specialization, number of instructors, number of workloads of each instructor and faculty

designation are also considered. When the schedule is finalized, Individual Teaching

Load Form is generated and distributed to the faculty. The College Secretary prepares the

Teaching Load Summary Report. Although schedule is finalized, there were instances

that adjustments and other changes take place.

Problems Encountered in the Existing System

The Existing Faculty Loading System of CEIT were found to experience

problems in the part of its manual procedure.

Based from the information gathered during interviews conducted by the

proponents of this study, it was found out that the main problem is the conflicts on the

class schedules of students and instructors in the said College.

According to the College Secretary, one of the respondents of this study, due to

lack of instructors, they have to request additional instructors from other Colleges,

specifically, from the CAS which is considered as the Service College.

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The process of requesting additional instructors leads to the delay of creating

schedules. The College Secretary tends to wait for the response of the Service

Department. It takes a lot of time before the CAS can give the list of available instructors.

Thus, creating of final schedule depends on the response given by the Service

Department.

Upon receipt of the response, it is the only time for the Secretary to make

schedule. Because of its manual process, difficulties occur on his part. In scheduling,

he/she considers the number of hours of the subject, the unit, and whether the subject has

laboratory or only lecture. In faculty loading, he/she also considers the major field of

specialization of the instructor and the corresponding number of workload depending on

the instructor’s designation.

Using the manual process in creating schedule, inevitable conflicts occur. This

time, the secretary makes the necessary adjustments to make the complete and final

schedule.

Alternative Solutions

This system arrived at these possible solutions described below.

A. Maintain the Existing System

This solution simply means adapting the existing system. Some modifications are

included to minimize the problems cited in the analysis. The following are the

modifications to be considered:

• The College must hire additional instructors

• Prepare schedule as early as possible before the classes begin

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• Provide additional classrooms

• Provide additional information storage such as CDs for the security of records

B. Adapt the Computerized Faculty Loading

This solution uses a computer with software or program in response to the needs

of existing system. This is primarily constructed and developed for Scheduling and

Faculty Loading of College of Engineering and Industrial Technology which will

automatically create a complete schedule. This system will eventually generate a fast,

efficient and reliable computerized process. Using this system, conflicts on schedule will

be minimized; adjustments will not be necessary, this likewise lessens the task of the

person in-charge.

To highly and effectively use the program, training must be provided for the

persons who will be authorized to use the system. If adapted, there will be some

modifications and revisions to the existing faculty loading process.

Best Solution

With the use of information gathered through interviews as perceived and

analyzed by the proponents of this study, problems encountered by the College’s manual

faculty loading process are determined and alternative solutions are cited with their

corresponding Cost and Benefit Analysis and Resource Requirement.

As such alternative solutions are analyzed and compared, it lead to the

establishment of this optimum solution-CNSC Computerized Faculty Loading System.

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This may be the possible solution to the problems encountered. There is a great

possibility that conflicts will be minimized and process will be more efficient.

This Computerized Faculty Loading System will be very beneficial to the

College, students and instructors and to the persons- in-charge in faculty loading.

Description of the Proposed System

This section is a description of the proposed Computerized Faculty Loading

System. It details the overall specification and functional requirements of the proposed

system. The system play roles such as: create schedule automatically and provide

accurate output in faculty workload distribution. It will assist the College and the persons

involved in generating reports and summary of teaching loads. Conflicts of schedule can

be minimized. The process will be much easier and will require lesser time in preparing

the class schedules.

The College Secretary and the Dean of the respective Colleges are the authorized

users. Password may be set to allow their access on the system. Setting of password is

useful in protecting files and preventing anyone from manipulating data.

In this proposed system, instructors are still required to submit a list of preferred

subjects to handle to the department head. The Department Head evaluates the subjects

and pass it through the College Secretary. Then, the College Secretary makes a request

for instructors from the CAS. The Secretary waits for the response of the Service

Department. Upon receipt of the response, the Secretary will manually plot the

schedule of faculty being requested directly on the computerized system. A form is

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provided wherein the Course code, Description, unit, day and time and the name of the

faculty will have to be encoded.

To create the computerized schedule, the system will require the user to set the

semester and the school year. It will generate schedule and faculty teaching load. The

Secretary will finalize the schedule and distribute the teaching loads to the faculty. He

also prepares a summary of teaching loads.

Features

This Computerized Faculty Loading System can process scheduling and faculty

workloads distribution using a computer. The program designed is packed with various

functions necessary to answer the needs of the system. It is user friendly, with high

efficiency and accuracy. It can do all required tasks, with well display screens and

adequate capacity. It is of high accuracy, with high speed processing accompanied by

effective and accurate result. Its performance has fast response time, with efficient output,

efficient storage of data and back up. It is easy to use, with satisfactory user interface.

Other features

The system can automatically generate schedules and teaching loads, minimize

conflicts, organizes files and records and provides security for the protection of files and

documents. It also increases the speed in searching of files, provides more accurate

output in faculty workload distribution, supports rapid, efficiency and effective

scheduling and faculty loading process and can easily generate reports.

Cost and Benefit Analysis

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Cost and Benefit Analysis is the systematic gathering of technical and financial

data about a given business situation or function. Information gathered and analyzed

through this method assists decision-making about resource allocation.

Table 2 shows the cost of the existing system while the cost of the proposed

system is shown in Table 3. In Table 2, total cost is P199, 429.00. P216, 629.00 is the

total cost of proposed system shown in Table 3.

Table 4 shows the Break-Even Analysis or the comparison of cost and benefits

which details the total benefit for five years.

A Cost and Benefit Analysis specifies financial inputs and expected returns from a

given project. It compares ‘with’ and ‘without’ situations. The result of this analysis can

be used to evaluate alternative options.

Table 2. Cost of the Existing System

Particulars Cost
A. Material / Equipment Cost
2 Filing Cabinet (P5,000.00 each) P 10, 000.00
1 Computer Set 30, 000.00
P 40, 000.00
B. Miscellaneous
Bond Paper P 640.00
Folders 96.00
Ball pen 30.00
Paper Fastener 225.00
Paper Clips 60.00
Staple Wire 70.00
Ink (Black & Colored) 2, 200.00
1 Stapler (big) 180.00
1 Puncher (big) 600.00
CDs 120.00
Maintenance 1, 000.00
P 5, 221.00
C. Human Factor (College Secretary)
Salary (SGP12) P 147, 408.00
Allowance (P4,000/Month) 24, 000.00
P 171, 408.00
Total Cost Of Existing System P 199, 429.00

Table 3. Cost of Proposed System

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Particulars Cost
A. Equipment Cost
Computer Maintenance P 1, 000.00
B. Miscellaneous
Bond Paper P 640.00
Folders 225.00
Ball pen 96.00
Paper Fastener 60.00
Paper Clips 30.00
Staple Wire 70.00
Ink Refill (Black & Colored) 900.00
P 2, 021.00
C. Human Factor (College Secretary)
Salary (SGP12) P 147, 408.00
Allowance (P4,000/Month) 24, 000.00
P 171, 408.00
D. Software Cost P 25, 000.00

Total Cost Of Proposed System P 216, 629.00

Table 4. Break- Even Analysis

Year Cost of the Existing Cost of the Existing Benefits

1 216, 629.00 199, 429.00 17, 200.00
2 227, 460.45 209, 400.45 18, 060.00
3 238, 833.47 219, 870.47 18, 963.00
4 250, 775.14 230, 863.99 19, 911.15
5 263, 316.90 242, 407.19 20, 909.71

Assumption:
* Assume that the total cost of both existing and proposed system will increase by 5% yearly.

Protocols for Security, Upgrades and Enhancement

In developing the CNSC Computerized Faculty Loading System, security is one

of its important features. This provides protection of the system from any possible illegal

access to the data.

A level of user in the system will minimize the number of users who are

authorized to use it. Through log- in verification, it will come up with a security level that

will determine the authorized user to access the system.

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The number of users will be limited to two types: the Administrator, who is in-

charge of using the CNSC Computerized Faculty Loading System as well as the overall

application of the system like adding, editing and updating. The other user is the guest

who can only perform searching and have limited access to the system unlike the

Administrator who is allowed to access the whole system.

This security precaution will be observed to reduce the risk of security breach.

The implementation details will also be withheld for security purposes of the proposed

system.

Programming Languages and Other Supplementing Software

The proponents used the Microsoft Visual Basic 6.0 as programming language in

developing the system and the MySql as database for their proposed project. Other

applications like Adobe Photoshop for editing images are also used.

System Requirements

CNSC Computerized Faculty Loading System utilizes one computer for the

system setup. The hardware specifications are enumerated in Chapter 3.

At least 1.2 Gigahertz Pentium 4 Processor speed is needed to accommodate

various amount of data to be processed.

512 MB of Random Access Memory (RAM) is needed to facilitate its purpose

and for the system to generate transaction processing. However, 256 or 128 megabytes of

Random Access Memory (RAM) can also be used.

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40 Gigahertz of Hard Disk memory or data storage is necessary to hold large size

of data.

Windows XP Professional is often used because of its versatility. The system will

be built in a platform that runs on the same operating system. But it is also applicable to

run in Windows 98 SE, ME, NT4 and 2000.

The program is made in a screen resolution of 800 x 600 to project an effective

visual appearance. The monitor to be used must display convenient resolution of viewing

the interface of the system.

Keyboard and mouse are necessary as input devices.

Printer is necessary for printing reports and documents that will be processed by

the system.

Resource Requirements

The user must have the skill or background in computer, must be familiar in

scheduling and faculty loading process and must be trained in using the system

Table 5. Evaluation of the Existing Manual System

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Problems Frequency Weighted Adjectival

Mean Interpretaion

VS S A G P
1 2 3 4 5

a. Present Status of the Existing Manual 2 2 5 0 0 2.5 S

Faculty Loading System
b. Rate of efficiency of existing system 0 1 3 6 0 3.5 A
when it comes to duration of time
c. Accuracy of faculty workload 0 2 7 1 0 2.9 S
distribution
d. Flow of effectiveness of the faculty 1 4 3 2 0 2.6 S
loading process
e. Generation of reports 2 8 0 0 0 1.8 VS

Legend:
VS – Very Satisfactory G – Good
S – Satisfactory P – Poor
A – Average

Table 5 shows the evaluation on the Existing Manual System. Results are Very

satisfactory in generation of reports, Satisfactory in Status, effectiveness and accuracy of

the existing manual faculty loading system, Always on the efficiency of existing system

when it comes to the duration of time on the process.

Table 6. Problems Encountered by the Existing System

Problems Frequency Weighted Adjectival

Mean Interpretation
A O Sm S N

1 2 3 4 5

a. Availability of instructors 6 0 1 3 0 1.3 Always

b. Consume much time and efforts in the process 5 1 3 1 0 2 Often
c. Conflicts on schedule 1 0 0 0 0 1 Always
d. Limited number of instructors 6 0 1 3 0 2.1 Often
e. Limited number of rooms 1 0 0 0 0 1 Always

Legend :
A – Always S – Seldom
O – Often N – Never
Sm – Somtimes
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Table 6 presents the problems encountered in the manual faculty loading process

of CNSC. Limited number of rooms and conflicts on schedules are always encountered

by the respondents.

Table 7. Features of the Proposed System

Features Frequency Weighted Adjectival

Mean Interpretation
SD D S A SA
1 2 3 4 5

a. Minimize conflicts 0 0 0 1 9 4.9 Agree

b. Increase the speed 0 1 1 0 8 4.5 Agree
c. Organizes files and records 0 0 1 1 8 4.7 Agree
d. Provides security for the protection of files 0 1 1 2 6 4.3 Agree
and documents
e. Increase speed in searching files 0 0 2 1 7 4.5 Agree
f. Provides more accurate output in faculty 0 0 1 2 7 4.6 Agree
workload distribution
g. Support rapid, efficiency and effective 0 0 1 1 8 4.7 Agree
scheduling
h. can easily generate reports 0 0 0 1 9 4.9 Agree

Legend:
SD – Strongly Disagree A – Agree
D – Disagree SA – Strongly Agree
S– Satisfied

Table 7 presents the features of the proposed Computerized Faculty Loading

System. All Respondents agree to the benefits that the proposed system can give.
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End Notes

Herson L. Ibasco, [Link]., Computerized Graphical Land Assessment System,

Unpublished Undergraduate Thesis, Camarines Norte State College, 2007.

Romeo A. Abanes, [Link]., CNSC Computerized Library System, Unpublished

Undergraduate Thesis, Camarines Norte State College, 2006