A Case study Project In partial fulfillment
Of the requirement for the degree
Master of Information Technology
Project Manager
Mark Anthony P. Cezar
Group Member
Flouriscelle Manimrim
Marlon Cruzate
Albert Cajigas
October 12, 2010

ACKNOWLEDGEMENTS
First and Foremost
We would like to thanks
Our database teacher Ms. Armando for giving our group the chance to improve our grades by providing us time to finish this case study research.
We are truly inspired by her attitude towards us for making us smile in those small gesture and of course the knowledge, tips on how to become tough in
Our field, to our family and dearest God, for the strength and support.

Introduction
Olivarez College, Tagaytay is a private, non
–sectarian, and stock–profit educational institution conceived and established in the belief that providing educational opportunities for the masses is the best legacy one can offer to the
Filipino nation and the world.
Olivarez College witnessed its birth in Dr. Arcadio Santos Avenue, Sucat
Road, Parañaque City in April 30, 1976 through the efforts of the Olivarez spouses, Dr. Pablo R. Olivarez and Dra. Rosario L. Olivarez. Being medical practitioners and aware of the great demand for nurses in the Philippines and abroad, they, first established the Olivarez School of Nursing.
In 2003, 27 years after its foundation, the Board of Trustees of Olivarez
College decided to put up another campus in Tagaytay City. According to the
President of Olivarez College, Dr. Pablo Olivarez, Olivarez College in Tagaytay
City, would serve as an agent for the strategic development of Tagaytay City, with education as the key to the advancement of its educational, cultural, moral, economic and social well –being.
Located in the sprawling Olivarez Plaza, the College offers the following four-year degree courses: Bachelor of Science in Nursing, the flagship course of the College, Bachelor of Science in Business Administration major in Marketing
Management, Bachelor of Science in Hotel and Restaurant Management and
Bachelor of Elementary Education. Aside from these CHED programs, the

College also offers two TESDA programs: six-month Caregiver Program and twoyear Computer Technician Course These programs are periodically revised to be sensitive to the every changing demands of the information driven world.
Although only six years in operation Olivarez College
–Tagaytay has already gained a favorable reputation among the people of the provinces of
Cavite and Batangas. “Educating the Mind, Body and Soul,” is the motto of the
College, Just like its mother school, Olivarez College-
Parañaque, the College is committed to provide quality yet affordable education.
“Educating the MIND, BODY, SOUL” goes the Olivarian Motto. These words capsules the Olivarez College Tagaytay Philosophy of Education committed to the development of the critical mind capable of intelligent decision – making and analysis; physical fit body that is well versed with arts, skills and athletics. A sound mind and body make up a total person with a spirit that is in communion with Christ ideals, and one who is dedicated in the service of God, country, and man.

Company Information

Name of Company: Olivarez College Tagaytay

Laboratory Facility: 50 Computer

Location:Olivarez College Tagaytay

Area: Olivarez Computer Laboratory serving 715 student of Olivarez
College for Academic and research activities

Number of Student user per day:30 to 150 different students used the laboratory computer a day average of 20 to 40 user per hour

Number of Computer Laboratory Support: 1 Student Assistant 2 Computer
Technician serving Olivarez Offices.

Operating System Platform: Windows XP with Windows NT as File Server
The student computer facility use to be a farming place for students who are doing their research work. Aside from research student also allow to use the laboratory when typing, doing some academic related task in computer. To fulfill and serve better with the student needs the laboratory operation extend their schedule from Monday to Saturday 8:00 am to 6:00 pm and unlimited use of computer for Olivarez College Student as long that there are no class schedule.

Statement of the Problem in the Existing Manual System
Scenario 1
Log in and Out of Student in the Computer Laboratory
With the existing system using the Log book, some user able to miss to log in and out after using the computer units.
Scenario 2
Unnecessary program that is limited for student use
Computer user tends to exaggerate their use of computer and tend to open some unusual program that is part of the operating system. What makes it worst when they open system program files and accidentally deleted some of the system files and create error to the System.
Scenario 3
Prone to Viruses
When the system and other related program has no specified information system plan. The security level decline to operate well. This causes malfunction and need to be reprogrammed or troubleshooting.
Scenario 4
Limited Manpower Support
If the bugs occur many times since the computer laboratory personnel has only two computer technician support that also cater the offices in terms of technical support. Possible scene will delay some computers to be accessible by the student.

Figure 1 Cause and Effect Diagram in the Existing System
Student Machine
Program Crash
Irresponsible use
Corrupted System files
Existing
System
Data Fraud
Availability of
Technical Support Slow Operation
Delay Maintenance
Manpower Method
Departments Involved
1. Information Technology Center
-Responsible for research and improvement of modern technology that could extend the operation of the college when it comes to technology services and automation.

Table 1 Areas of Consideration
Many students accommodated
ITC Commitment support services
Less Error and support
Difficult to project
Future task
Not easy to anticipate student needs
Improve
Connection
Improve
Automation
System if operationally feasible
Adaptation to New system
Technology
SWOT ANALYSIS
The SWOT analysis shows the pros and cons of the new system as implemented as compared to the old existing system. The group visualizes the system modification to improve and eliminate errors that encountered in the previous application or method use.
The Planning Phase
Information Technology Center Head Mr. Mark Anthony P. Cezar and with his skilled technical support combined their skills to enhance the manual method to automate the operation when it comes to log in and log out as well as

modification of the windows interface to limit all programs that serve as threat , disable download and to avoid deletion of system files.
The Conceptualization Phase
Updates the system to let student do their obligation by using their ID number to log in and out to the system.
Limits the use of unnecessary program.
Disable the student in accessing social network sites
Disable the student in downloading files
Disable the student in accessing network and system tool
Shows only programs that is relevant to their academic knowledge
The student must:
Log in and out to the system by using their ID Number
Information Technology Personnel
Monitoring the system using monitoring software serve as back up
Monitoring system
Materials:
Manpower

Technical Skills

Network Support

Program Innovation

Program enhancement
Machine

LAN capabilities

Windows system
Software

Microsoft Access

Microsoft Visual Basic

Tweak and GPEDIT

Animation Software

System Introduction
The system named Computer Controller Operating System (CCOS) version 3.0 to which development started in September 2009 up to its revision stage. The system has capable to enter student ID number and view the redesign system interface. The system acquired to be developed to improve the recording of student user and to lessen all possible software threat that could paralayze the operation.
System Features:

Monitor Log in and Log out of student

Provide summary for number of user in semester

Limit other program that is not related to academic

Limit downloading of files

Disable access to social networking sites

Administrative tools to switch to another system user

Auto shutdown of computer when no entry for 60 seconds

Provide summary of student user per day

Module that will store new student entry to the system

Back up viewing monitoring of the system

Network based system with back up server

Powerful manipulation of database
Problem Solved

Save paper operation

Manual record keeping

Monitoring of the system

Excessive Technical error

Solve tedious manual operation

Security

Hardware support issues

Reports monitoring
The System met the objectives not only for the institutional modernization but improve the student morale and experience new technology using the redesign computer controller operating system. This benefits both student and Computer
Laboratory personnel by depending technicalities matter to computer by means of automation.

DATABASE DESIGN
Types of Database Connection:
 Centralize – all information reside in one database
 Distributed
– information can be distribute among local database connected through a network.
The system ideally use centralize server to ensure the security of all the data stored. This also allows also the administrator to have a control security level access of the program when modification is needed.
During planning phase, four major activities are performed.
 Review the existing operational system

Prioritize the system project request.
 Prepared resources that is already available Money, Labor and skills.
 Meet and discuss with the development team to develop the database project.

Approve by the College Administrator to adapt the new system.
Figure 2 Centralize Database Server
Why Centralize Database?


Complexity
— extra work must be done by the databases to ensure that the distributed nature of the system is transparent. Extra work must also be done to maintain multiple disparate systems, instead of one big one.
Extra database design work must also be done to account for the disconnected nature of the database — for example, joins become prohibitively expensive when performed across multiple systems.
 Economics
— increased complexity and a more extensive infrastructure means extra labor costs.
 Security — remote database fragments must be secured, and they are not centralized so the remote sites must be secured as well. The infrastructure must also be secured (e.g., by encrypting the network links between remote sites).
 Valuable broad marketing info/history -- With all the information centralized, it is much easier to develop reports that show the broad range of activities that your members are engaged in. With multiple databases, records need to be matched , de-duping needs to occur, and the opportunity for duplicate records is greatly increased.

Valuable broad marketing info/history -- With all the information centralized, it is much easier to develop reports that show the broad range of activities that your members are engaged in. With multiple databases, records need to be matched , de-duping needs to occur, and the opportunity for duplicate records is greatly increased.
 Ease of training (it's the same system for everything) -- Another benefit of a centralized system is that the learning curve for users is greatly reduced . If all processes are in the same database, then users need only learn one system, not multiple systems.
Figure 3 Student Interaction to computer
Student
PC1
PC2
PC3
PC4

2
3
4
5
Each student can use by the student as long as the computer unit is available,of course they are only allowed to use their own computer acess code or their student number.
Design Phase
(Data Dictionary)
No. Data Field Name
1 PRIMARY-ID
Length
4
Type
N
STUD-NAME
STUDENT-NUMBER
STUDENT-YEAR
STUDENT STATUS
100
15
1
4
C
N
N
N
6
7
8
9
LOG-IN
LOG-OUT
MONTH
YEAR
10
10
10
10
D
D
D
D
10
11
DATE
REMARKS
12
50
D
C
The database field originally consists of 35 fields but after modification and study the fields go down to 11 fields only. The advantage of this strategy is to have close deal with the system, easy maintenance and data control.
DESIGN PHASE
(Entity Relationship Diagram)
Student
Key Data
ID (ak)
Student Number(fk)
Non Key Data
Name
Year-level
Administrator
Key Data
ID (ak)
Student Number(fk)
Non Key Data
Remarks

System Design Environment
Figure 4 Loading Form In this phase all of the systems files loaded technical in the system. This will also give time the system to prepare all the computer resources.
Figure 5 Log in form this phase enable the student to enter their student number. The timer indicate the time given for the student to store his student access code, if the student fails for the time given the computer will shut automatically.

Figure 6 System Interface As shown in the figure above this is only the interface that the student will view other functions and system modification were disabled by the program.
Figure 7 Administrator As shown in the figure above this is one of the privilege being an administrator. He is able to change or add new student user account.

Figure 7 System Flowchart
Start
Enter Student
Number n
Is student no. correct? y
Student Controller
System Interface
End
Figure 8 Data Flow Diagram
Student
1
Process
Student Data
2
Update Student
Database
Administrator