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


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.


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



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

Strength Weakness Opportunity Threat

Many students accommodated

ITC Commitment support services

Less Error and support

Difficult to project

Future task

Not easy to anticipate student needs





System if operationally feasible

Adaptation to New system



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



Technical Skills

Network Support

Program Innovation

Program enhancement


LAN capabilities

Windows system


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


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.


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?


— 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










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










































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.


(Entity Relationship Diagram)


Key Data

ID (ak)

Student Number(fk)

Non Key Data




Key Data

ID (ak)

Student Number(fk)

Non Key Data


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


Enter Student

Number n

Is student no. correct? y

Student Controller

System Interface


Figure 8 Data Flow Diagram




Student Data


Update Student