Chapter 4

Discussion of Findings

This chapter discusses the information requirements needed in the

development of the system, the procedures to be implemented when using the
system, and the features and modules to be included in developing the Registrar
Records and Document Management System for the University of Nueva Caceres.
The chapter will also discuss the overall design and model of the system.

The information requirement needed in developing the Registrar Records

and Document Management System for University of Nueva Caceres

The proponents have collected numerous information given by the University

Registrar Office that enable the proponents to determine the information
requirements needed in the development of the proposed system. This information
has given a clear view on what is necessary in developing the proposed system.

According to the University Registrar Office, the documents that are being
collected are admission credentials which are required by the University to submit
upon the enrollment of the student. The type of credentials that the office collects
are the following:

I. Student Records
A. Undergraduate
■ Freshmen: F-138, F-137, Certificate of Good Moral Character,
Birth Certificate, Marriage Certificate (if married), 2x2 picture
(White Background).

■ Transferee: Honorable Dismissal, Copy of Grades, Transcript of

Records, Certificate of Good Moral Character, Birth Certificate,
Marriage Certificate (if married), 2x2 picture (White
Background)

■ Cross Enrollee: Permit to Cross Enroll, 2x2 picture (White

Background)
 B. School of Graduate Studies
■ Freshmen: Transcript of Records, Birth Certificate, Marriage
Certificate, 2x2 picture (White Background)
■ Transferee: Honorable Dismissal, Copy of Grades, Transcript of
Records, Birth Certificate, Marriage Certificate (if married), 2x2
picture

C. School of Law
■ Freshmen: Transcript of Records, NBI/Police Clearance, Official
Receipt for C1, 2 pcs, Documentary Stamp, Birth Certificate,
Marriage Certificate, 2x2 picture (White Background)

■ Transferee: Honorable Dismissal, Copy of Grades, Transcript of

Records, NBI/Police Clearance, Official Receipt for C1, 2 pcs,
Documentary Stamp, Birth Certificate, Marriage Certificate (if
married), 2x2 picture (White Background)

II. Enrollment Credentials

A. Adding and Dropping Form
B. Matriculation form
III. Graduation Credentials
A. Duplicate copy of Transcript of Records
B. Duplicate copy of Certificate of Special Order No.
IV. Grades
A. Report of Grades
B. Request to Change of Grade
C. Request to Change of IP Grade

In addition to this, as indicated in the URO Manual of Procedure rev. 2021,

every student will have its separate folder in which the College in Charge will file
their submitted credentials or records. The following labeled information that each
folder contains:

● Student’s number
● Student’s name
● Department
● Course
 ● Year of Admission

According to the University Registrar Office, the following records that can be
requested from their office are the following:

I. Transcript of Records
II. Certificates
● Bonafide Student
● Completed Academic Record
● Completion Certificate in Caregiving
● Permit to Cross Enroll
● NSTP/CWTS Serial No.
● English as Medium of Instruction
● Enrollment
● Good Moral Character
● Grades
● Grading System
● Graduation
● General Weighted Average
● LEBC (Legal Education Board Certification)
● Name Discrepancy
● No Objection (A certificate stating that allows UNC to issue another
transcript)
● PACUCOA (Philippine Association of Colleges and Universities
Commission on Accreditation)
● Qatar (A template form coming from Qatar. This form cannot be altered)
● Request for F-137
● Special Order
● Underprocess
● Units Earned
● Foreign Certification
III. Diploma
IV. Transfer Credentials
 ● Honorable Dismissal
● Certificate of Good Moral Character
● Transcript of Records
V. Authentication
● Transcript of Records
● Certificates
● Diploma
● Matriculation
● School ID
VI. Certification, Authentication and Verification (CAV)

In addition to this, students who will be requesting records from their office
will be required to fill out a request form that will be submitted to the URO. The
following information that URO collects in requesting school records are:

● Student Number
● Last Name
● First Name
● Middle Name
● Department
● Course
● Telephone Number
● Mobile Number
● Email Address
● Address
● Date Filed
● Due Date
● Requested Record
● Signature from:
○ Library
○ Dean
○ OSA
○ Guidance Office
 ○ Career and Placement
○ Accounting

The necessary modules and features to be included in developing the

Registrar Records and Document Management System for University of
Nueva Caceres

The proponents developed a web-based application that will assist the

University Registrar Office in maintaining and managing student records. The
gathered information requirement has been used in order to determine the
necessary features and modules to be included in the development of the proposed
system.

Registrar Records and Document Management System for University of

Nueva Caceres (Registrar)

Login

The login module is used by the Registrar to gain access to the Registrar
Records and Document Management System for University of Nueva Caceres. The
following functionalities includes:

● A login form where the evaluators can enter his/her user ID and password to
gain access to the Records and Document Management System for University
of Nueva Caceres.
● A forgotten password functionality will be included to allow them to change
their password if forgotten.

Profile Management

The account management module is used by the Registrar to manage his/her

account. The following functionalities includes:

● The module will allow them to view his/her personal information.

● The module will allow them to update his/her personal information.
● The module will allow them to change his/her password.
Admin Module

The admin module is used by the Registrar to provide them ease of access in
managing authorized users of the system and generating list reports. The following
functionalities includes:

● The module will allow for registering authorized users of the system
● The module will provide a search functionality for searching registered users
● The module will allow the user to update and delete any registered users
● The module is capable of generating a list of graduates
● The module is capable of generating enrollment list
● The module is capable of exporting generated list
● The module shall allows the user to view all students stored in the database

Registrar Records and Document Management System for University of

Nueva Caceres (Student)

Login

The login module is used by the student to gain access to the Registrar
Records and Document Management System for University of Nueva Caceres. The
following functionalities includes:

● A login form where the evaluators can enter his/her user ID and password to
gain access to the Records and Document Management System for University
of Nueva Caceres.
● A forgotten password functionality will be included to allow them to change
their password if forgotten.

Profile Management

The account management module is used by the student to manage his/her

account. The following functionalities includes:

● The module will allow them to view his/her personal information.

● The module will allow them to update his/her personal information.
 ● The module will allow them to change his/her password.

Request Record Module

This request record module allows the student to generate requests of their
specified record. This module included the following functionalities:

● A request form will be displayed in order for the students to input their
required information whenever they try to make a request. It will also include
displaying records that can be requested as well as their associated pricing.
● The Module will also be capable of computing the total assessment based on
the records that they requested
● The module will be able to provide students with a generated document
containing their submitted information that can be printed.
● It will also provide search functionality that will enable students to find their
submitted request and allow them to get a detailed view of their request as
well as its status.

Registrar Records and Document Management System for University of

Nueva Caceres (College In Charge)

Login

The login module is used by the Evaluators to gain access to the Registrar
Records and Document Management System for University of Nueva Caceres. The
following functionalities includes:

● A login form where the evaluators can enter his/her user ID and password to
gain access to the Records and Document Management System for University
of Nueva Caceres.
● A forgotten password functionality will be included to allow them to change
their password if forgotten.
Profile Management

The account management module is used by the evaluators to manage

his/her account. The following functionalities includes:

● The module will allow them to view his/her personal information.

● The module will allow them to update his/her personal information.
● The module will allow them to change his/her password.

Request Record Management Module

The request record management module will be used by the evaluators in

managing the student generated request made by the student. The following
functionalities are:

● The request record management module will be able to generate a list of all
student requests.
● The request record management module will have search functionality
allowing them to search a specific request
● The request record management module will enable the evaluator to update
the current status of the request.
● The request management module will allow viewing detailed information of
the student’s request.

Student Credential Management Module

The student credential management module is used by the College In Charge

to assist them in keeping track of credential records that are managed and
maintained by their office. The following functionalities includes:

● The module will display a matching list of student based on the search
criteria provided by the records associate
● The College In Charge is allowed to add new students into the system and
upload a scanned credential submitted by the student.
 ● The College In Charge is allowed to preview the credentials of the selected
student
● The College In Charge is allowed to perform updates with the students
information as well as their associated credentials.
● The College In Charge is allowed to make request in accessing a record that
is currently archived.

Registrar Records and Document Management System for University of

Nueva Caceres (Records Associate)

Login

The login module is used by the records associate to gain access to the
Registrar Records and Document Management System for University of Nueva
Caceres. The following functionalities includes:

● A login form where the records associate can enter his/her user ID and
password to gain access to the Records and Document Management System
for University of Nueva Caceres.
● A forgotten password functionality will be included to allow them to change
their password if forgotten.

Profile Management

The account management module is used by the records associate to

manage his/her account. The following functionalities includes:

● The module will allow them to view his/her personal information.

● The module will allow them to update his/her personal information.
● The module will allow them to change his/her password.

Student Credential Management Module

The student credential management module is used by the records associate

to assist them in keeping track of credential records that are managed and
maintained by their office. The following functionalities includes:
 ● The module will display a matching list of student based on the search
criteria provided by the records associate
● The records associate is allowed to add new students into the system and
upload a scanned credential submitted by the student.
● The record associate is allowed to preview the credentials of the selected
student
● The record associate is allowed to perform updates with the students
information as well as their associated credentials.

Records Archiving Module

The records archiving module is used by the records associate to keep track
of all archived records that are currently maintained and managed by the University
registrar office. The following functionalities includes:

● The module will display a matching list of student based on the search
criteria provided by the records associate
● The records associate is allowed to add new records to be archived and as
well as upload its associated records.
● The record associate is allowed to preview the credentials of the selected
student
● The record associate is allowed to perform updates with the students
information as well as their associated credentials.
● The record associate will be able to handle and process requests relating to
granting access to selected archived records.
The new procedures to be implemented in using the Registrar Records and
Document Management System for University of Nueva Caceres

In implementing the web-based application Registrar Records and Document

Management System for University of Nueva Caceres, the current processes used
by the URO will be modified to incorporate the use of the proposed system.

A. Student Credential Management

Figure 1. Process Flow Diagram for the Student Credentials Management

Figure 1 depicts processes in managing students' credentials. The

process starts upon the College In Charge receives the submitted student’s
credentials then verifies any discrepancies with regards to student’s
information. If there are discrepancies found, the College In Charge will
notify the student to resubmit their credentials and the College In Charge will
once again verify the resubmitted credentials. If there are no discrepancies
found, the credentials will be scanned, saves student’s information and
uploads scanned credentials.

B. Records Archiving
 Figure 2. Process Flow Diagram for Archiving Records

Figure 2 shows the process for the archiving of old records and
existing records stored in the system’s database. Old records that have been
retrieved from the stockroom which are to be kept will be scanned and
directly be uploaded to the system’s database. Existing records stored in the
system’s database will just update its status signifying that the record will be
archived.

C. Request and Release of Requested Records

 Figure 3. Process Flow Diagram for the Request Record Management

Figure 3 shows the new process in requesting and releasing requested

records with the use of the system. The new process now allows the student
to access a front-facing portal to which they can generate a request and
allows the evaluator to view, track, search and update the status of the
request.

Requirement Analysis and Specification

 This section will describe the Registrar Records and Document Management
System functional requirements and the system’s behavior. This will also discuss
the non-functional requirements of the system and other required factors that
would contribute in providing a comprehensive description of the proposed system.

Functional Requirements

Module Description

Login ● The system shall provide a login form for

users to enter their login credentials
● The system shall authenticate user’s login
credential and provide error message
when its incorrect

Profile Management ● The system shall allow users to view their

account information
● The system shall allows users to update
their account information

Admin Module
● The module will allow for registering
authorized users of the system
● The module will provide a search
functionality for searching registered
users
● The module will allow the user to update
and delete any registered users
● The module is capable of generating a
list of graduates
● The module is capable of generating
enrollment list
● The module is capable of exporting
generated list
● The module shall allow users to access
 student stored in the database

Student Credential Management ● The system shall allow users to retrieve,

search, and update student records.
● The system shall allow users to add new
student together with their credentials
● The system shall provide authentication
when modifications have been made to the
student records
● The system shall enable users to enter the
search text on the screen.
● The system shall enable users to select
search filter options.
● The system shall display all the matching
lists of students based on the search
criteria
● The system shall notify the users when no
matching list of students has been
generated on the search.
● The system shall enable users to view
detailed information of the student and it’s
associated credentials
● The System shall enable users to request
record from the archives

Records Archiving ● The system shall allow users to retrieve,

search, and update archived records.
● The system shall provide authentication
when modifications have been made to
archived records
● The system shall allow users to print
archived records.
● The system shall enable users to enter the
 search text on the screen.
● The system shall enable users to select
search filter options.
● The system shall display all the matching
archived record based on the search
criteria
● The system shall notify the user when no
matching result has been found.
● The system shall enable users to view
detailed information of the archived record
● The system shall enable user to view any
generated request in accessing archived
record

Request Records Management ● The system shall allow the users to view
generated requests
● The system shall allows the users to
update the current status of the request
● The system shall allow users to set the
release date of the requests document
● Provide a search function
● The system shall generate a list of
generated request based on the search
criteria

Requesting Records ● The system shall provide a front-facing

portal for students in requesting school
records
● The system shall allow students to
generate a request for school records
● Generate a document containing the
request information and allow student to
 print or download the document
● The system shall allow students to view
the status of their requested records.
● Provide a search function for their request

Non-Functional Requirements

Appropriate error messages should be displayed everytime wrong input is fed into
the system

Students will not be able to access the tools for managing records

The system shall provide a uniform look and feel of the web application

The system shall use the database in storing school records, archived records,
requests, and user accounts.

Access to the information should be easily done by the user

The front-facing portal shall take an initial load time depending on internet
connection strength.

System Design

This section will describe the design process of the Registrar Records and
Document Management System such as its components, modules, interface, and
the data that is going in and out of the system. Diagrams related to process flow
will also be included in the discussion of this section. The following diagrams that
will be discussed are process flowchart, context diagram, database design, and data
flow diagrams.

Process flow diagram (CURRENT)

Student Credential Management

F
igure 4. Process Flow Diagram for the Student Credentials Management (Current)

Figure 4 shows the steps involved in managing the student records as

stated by the University Registrar. As depicted in the figure above, the
records are to be stored in an envelope. These envelopes are labeled with the
information about the student for identification such as the name and
department of the student. The envelope will then be immediately stored in
the filing cabinet for safekeeping. As for discrepancies in the submitted
records, the student will be informed for resubmission to ensure the accuracy
of the data being stored.
Accomplishment of Request for School Records

Figure 5: Process Flow Diagram of Requesting Records (Current)

Figure 5 shows the process of requesting school records by the

students as outlined by the University Registrar. It involves directly making a
request to their office, payment verification for those documents, and
releasing the documents once all necessary requirements have been verified.
Some school records that can be requested are transcripts of grades,
certificates, diplomas, transfer credentials, etc. All of which follow the same
steps in requesting them.

Process for Releasing Requested School Records

Figure 6: Process Flow Diagram for Releasing Requested School Records (Current)
 Figure 6 shows the process of releasing requested school records to
the student. It starts with the student presenting his/her releasing form to
the college in charge where it will be checked and verified. After that the
college in charge will get the requested credentials and have the student
receive the requested credentials in the releasing slip and form and
transaction trail. Finally the requested credentials can now be released to the
student.

Records Archiving
 Figure 7. Records Archiving (Current)

Figure 7 shows the processes and steps involved in the archiving of

student records. Much of the school records being archived are from 1948 to
1982 as part of their digitizing project. All of these records are being
retrieved from the stock room then sorted out for records to keep and
disposed of. Records that are to be disposed of will be shred and those to
keep will be scanned using the system Dr. Scan and proceed to file those
records which are sorted by school year.

Process flow diagram (PROPOSED)

Student Credential Management

Figure 8. Process Flow Diagram for the Student Credentials Management

Figure 8 depicts processes in managing students' credentials. The

process starts upon the College In Charge receives the submitted student’s
credentials then verifies any discrepancies with regards to student’s
information. If there are discrepancies found, the College In Charge will
notify the student to resubmit their credentials and the College In Charge will
once again verify the resubmitted credentials. If there are no discrepancies
found, the credentials will be scanned, saves student’s information and
uploads scanned credentials.

Records Archiving
 Figure 9. Process Flow Diagram for Archiving Records

Figure 9 shows the process for the archiving of old records and
existing records stored in the system’s database. Old records that have been
retrieved from the stockroom which are to be kept will be scanned and
directly be uploaded to the system’s database. Existing records stored in the
system’s database will just update its status signifying that the record will be
archived.

Request and Release of Requested Records

 Figure 10. Process Flow Diagram for the Request Record Management

Figure 10 shows the new process in requesting and releasing

requested records with the use of the system. The new process now allows
the student to access a front-facing portal to which they can generate a
request and allows the evaluator to view, track, search and update the status
of the request.

Context Diagram
 Figure 11. Context Diagram of Registrar Records and Document Management System

Figure 11 shows the high level view of our proposed system, the
Registrar Records and Document Management System for University of
Nueva Caceres. There are 4 entities interacting with the system which are
the Registrar who is responsible for registering authorized users, generate
list of graduates, and enrollment list, records associate who has access for
both active and inactive students and manages archiving and disposal of
records, the college in charge manages student records of their assigned
department and processes all of the generated requests of students and
lastly the student who will only use the front facing portal of the system to
generate a request of school records.

Data Flow Diagram

Figure 12. Data flow diagram of Registrar Records and Document Management System for University
of Nueva Caceres

Figure 12 depicts how the information is being processed in the Registrar

Records and Document Management System. It illustrates the flow of data, how it
is being stored and where the data originates. In total there are three major
processes which are: (1) Credentials Management which allows to keep track of all
existing records, (2) Records Archiving, responsible for managing of archived
records, (3) Requesting records allows them to handle and process any generated
request, (4) Generate List of graduates or enrolled students, (5) Register User is
responsible for importing or registering user accounts, (6) Manage Profile will
handle the management of user’s profile.

Child Diagram for Credentials Management

 Figure 13. Child Data Flow Diagram for Student Credentials Management

Figure 13 shows the processes that make up the operations of managing a

student's credentials. The processes that are involved are checking for
discrepancies, uploading, accessing, and updating student’s information, scanning,
uploading, and printing student’s credentials.

Child Diagram for Records Archiving

 Figure 14. Child Data Flow Diagram for Records Archiving

Figure 14 shows a child data flow diagram and the processes involved in
records archiving. The main processes that are involved are inserting the scanned
record and saving it to the database, viewing, updating, and printing an archived
record.

Child Diagram for Requesting School Records

 Figure 15. Child Data Flow Diagram for Request Record Management

Figure 15 shows the processes of requesting specific documents, accessing

and requesting records and uploading specific requested data to the database. view
the information that is requested, updating the current status of the documents,
confirming the release of documents and printing the student's request.

Child Diagram for Generate List of Graduates or Enrolled

 Figure 16. Child Data Flow Diagram for Generate List of Graduates or Enrolled

Figure 16 shows the processes involved in generating a list of graduates as

well as for enrolled students. Once the list generation is done, the user will be able
to export the list to desired file format.

Child Diagram for Registering user

Figure 17. Child Data Flow Diagram for Registering Users

Figure 17 shows the processes involved in registering authorized users of the

system. Registering accounts for students will involved sending email to their school
email containing their login credentials for the system
Child Diagram for Managing Profile
 Figure 18. Child Data Flow Diagram for Managing profile

Figure 18 shows the processes involved in managing the user’s profile

account. The users will be able to view their user information as well as provide
updates on their current user information

Database Design
ER Diagram (Crow’s Foot Notation)

Figure 19. Entity Relational Diagram for Registrar Records and Document Management System

Figure 19 shows the database design for the Registrar Records and
Document management system for University of Nueva Caceres which illustrates
how the data will be stored and structured. In total, there are 10 relational tables
that will be used in storing data. The following relational tables are user accounts,
staff, students, departments, courses, credentials, archives, requests, requested
records and requested archives.

Students table. The students table will be responsible for storing information about
the student. It is linked with a requests table where they can access their generated
request and also they are linked with credentials where all of their submitted
credentials and its information are stored.
Staff Table. The staff table will be responsible for storing information about the
staff. It is linked with the user accounts table which will provide login credentials in
using the system.

User Accounts Table. The user accounts table will be responsible for storing
information of registered users which will be used for logging into the system.

Requests Table. The requests table will be responsible for storing information of
submitted student requests. It is linked with the requested records table containing
the documents requested

Requested Records Table. The requested records table will be responsible for
storing information about the documents that the student requests.

Credentials Table. The credentials table will be responsible for storing information
about the submitted credentials of the students.

Archives Table. The archives table will be responsible for storing information of
records that are flagged as archived documents.

Departments Table. The departments table will store information about the
department. It is linked with the courses table where they offer many courses

Courses. The courses table will store course information. It is linked with student
table where they are enrolled in a course

Request Archive. The Request Archive table will store information about the request
of accessing a specific archived record. It is linked with the staff table where they
are able to generate a request in accessing an archived record.
System Model (Unified Model Language)

This section will discuss the conceptual model of Registrar Records and
Document Management System with the use of graphical notation called Unified
Model Language. Diagrams that will be discussed for this section are class
diagrams, use case diagrams, activity diagrams, and deployment diagrams. With
the use of these models, it can aid in fully understanding and comprehending the
system’s functionality.

Use Case Diagram

Figure 20: Use Case Diagram for Registrar Records and Document Management System
 Figure 20 shows the use case diagram of the Registrar Records and
Document Management System for The University of Nueva Caceres. The figure
above shows 4 actors that interact with the system. These following actors are
Registrar, Records Associate, Student, and College in Charge. The Registrar will be
able to perform admin functions of the system such as registering and managing
user accounts, generating and exporting lists of enrollees and graduates as well as
have access to a list of students currently stored in the database. The Records
Associate will be able to insert new student records to be archived, search students
and archived records, view student information, update student information, print,
update, and delete student’s credentials. The College in Charge can access, view,
search, update, and insert records according to their assigned department. Same
case also applies for accessing and processing generated requests by the students.
They can also make requests for accessing a record that is currently archived.
Lastly the student will be able to generate requests, as well as perform search,
print, and cancel selected requests.
Class Diagram

Figure 21: Class Diagram for Registrar Records and Document Management System

Figure 21 shows the class diagram for the Registrar Records and Document
Management System in describing the relationship between its classes. This
diagram allows us to have a conceptual model of the application without ever
needing to inspect its source code. In general, it shows the names and attributes of
each class and its relationship.
Activity Diagrams

Activity Diagram for Admin Module

Figure 22: Activity Diagram for Admin Module

Figure 22 shows the activity diagram for the Admin Module. It contains
the flows and activities involved in the management of registered user
accounts and generating lists of enrollment and graduates. The following
activities are registering new users, searching, deleting, and updating users
and generating and exporting list of graduates and enrollment list.
Activity Diagram for Student Credential Management

Figure 23. Activity Diagram for Student Credential Management

Figure 23 shows the activity diagram for the student credential

management module. It contains the flow of activities that is involved in the
use of the student credential management module. The following activities
involved are adding new students, searching students, updating student
information, printing selected student credentials, and submitting requests in
accessing archived records.
Activity Diagram for Records Archiving
 Figure 24. Activity Diagram for Records Archiving

Figure 24 shows the activity diagram for the records archiving module.
It contains the flow of activities that are involved in the said module. The
following activities involved are uploading records, updating records, deleting
records, printing records, viewing records, and viewing generated requests
and updating their status.

Activity Diagram for Request Record Management (College in Charge)

 Figure 25. Activity Diagram for Request Record Management

Figure 25 shows the activity diagram for the request record

management module. It contains the flow of activities that are involved in
accessing student’s requests, updating the current status of requested
documents and setting the release date of the requested record.

Activity Diagram for Request Record Management (Student)

 Figure 26. Activity Diagram for Front-facing Portal in Requesting Records

Figure 26 shows the activity diagram for the front-facing module in

requesting records. It contains the flow of activities that are involved in
requesting documents. This is where the students can access the website and
provide the necessary information in requesting records, cancel, viewing, and
printing their request.
Deployment Diagram

Figure 27. Deployment Diagram for Registrar Records and Document Management System

Figure 27 shows the deployment view of the physical and software

components of the Registrar Records and Document Management System. It
comprises different nodes such as the services used, software execution
environment, hardware and their relationship. Since the system is entirely web
base, the end user client node should have a browser in their devices, the
application server will be responsible for hosting the web application of the system
and handle all of its logical functionalities, the database node will contain the
database server which will handle the management and storage of data.