SAD 2: Assignment 4

Contrast and discuss the enrolment input form (PRF) with the enrolment university interface. (atleast 1000words, not to include illustrations/figures/diagrams)

Pre-registration form was a simple sheet of paper wherein the enrollees should fill in after the advising process during the enrollment process. This is where the students would write down the course code, course description, schedule, and room of the subject that they are allowed to enroll.  Below is a snapshot of an actual Pre-registration form or enrolment input form from Ms. Joverly Gonzales post.

Basically, it serves as the manual input of students data that will be utilized as the bases of the encoder for saving all the data given in an automated system which is the SRIS (Student Record Information System).Data that can be taken out of this PRF are college name, name, ID number, address, semester, school year, course, class, section, sex, type of student, scholarship, course code, course title, course description, units, section, days and time schedule, and room information.

Another tool used for the enrolment process was an automated system usually manipulated by an encoder. Student Record Information System serves as an interface wherein the encoder would input all the information from the filled in pre-registration form of a student. Below is a screenshot of the actual Student Record Information System. This image was taken in Ms. Joan Rose Dandoy’s post.

 As observed on the above image, the data needed are semester, ID Number, student’s name, address, class, gender, civil status, birth date, contact, email add, religion, year, type, desired career, college/unit, course, major, subject code, subject name, subject description, unit, room, time, and days. There are buttons that enables the encoder or the college secretary for instance to view students grade, subject enrolled and official add and drop subjects.

Comparing the two, obviously PRFs are used by students while the SRIS is used by the encoder. It’s comparing a manual system against an automated one. As what I have observed, there are data needed on the automated system that are nowhere to be found on the enrolment input form. Basically, the PRF serves as a guide for the encoder. Every data filled in on the pre-registration form are used as an input on the automated one. However, data such as civil status, birth date, email add, religion, desired career, and major are not present on the pre-registration form which means that not all fields are necessary since the PRF don’t give such data. If we look on the PRF, there are fields such as scholarship and section that are not present on the automated system. The major problem between the two tools is the inconsistency of data fields. Though we all know that PRF is a tool used for manual operation and the SRIS is a tool used for automation, it is still necessary that there should be a consistency on the data fields.

After a thorough observation, I would suggest that it would be more convenient that both tools would embrace similar fields. Data given by the PRF should be the exact data needed by the SRIS. Another thing is on how those fields should be placed. It’s more convenient if both tools would have similar placement of the fields. Even if they are different in operation, it would be best that what you see on the manual operation would exactly be the same on the automation. Advantages of doing so are consistency, more convenient, and avoid unnecessary data.

Pre-registration form and the Student Record Information System are really a big help on the enrollment process. Through the enrolment input form, the encoder doesn’t need to ask individually the enrollee about the data needed by the system. Though the automated system will automatically generate the subjects that the student can enroll, it’s still a big help as a guide for the encoder to assure that what was generated are all correct.