1

Chapter I
THE PROBLEM AND ITS BACKGROUND

Introduction

Through the different stages of civilization, man has

always tried to look for ways to simplify work. It has been
ascertain that computers are now becoming incredibly
popular throughout the world. There have been a lot of
changes in the things around us owing to the fast
advancement of technology. Computers have indeed done their
share as one of the tools to help man do things better and
faster, and it does so in a very efficient manner.
Nowadays, computers have been essential to almost everyone;
it is widely used in almost every area of human endeavor.
They serve various essential functions that improve our way
of life. Its four basic functions in common are input,
processing, storage and output. Indeed, a computer is a
very versatile machine and exceptionally beneficial in all
facet of work.

Fast and accurate reservation services have been a

great demand in a progressive place. This is because many
people seek for quality services even when far from their
places. As a result, the modern technology world has gone
into various level up stages.

Catholic church sacraments especially marriage require

a long period of time for preparation from reservation to
the set date of the event. Because of this, people tend to
seek for faster reservation process to make more time for
the preparation of the event.
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Hence, there must be a system that will work out to

make reservation faster, more accurate and convenient.

The proposedsystem “Parish Event Scheduling and Record

Management System with Android-based Online Scheduling Apps
of Saint Isidore Parish Church” could be the systematic and
effective control of records (both paper and electronic)
throughout their life cycle from creation or receipt
through to the time of their disposal. With the new

.system, records would be accurate and reliable, can be

retrieved speedily and efficiently, andkept for no longer
than necessary thus resulting to faster process of
reservation and other transactions.

Objectives of the Study

The main objective of this study is to develop a

Parish Event Scheduling and Record Management System with
Android-based Online Scheduling Application that will give
the parish priest the ability to view his schedules anytime
and anywhere and allow the reservee to ask for reservation
without going to the actual office.

It specifically aims to provide:

1. a user-friendly system that involves lesser maintenance

costs.
2. a system that reduces the associated risks with regards to
data management and security.
3. To avoid time and effort consuming, resulting into a number
of work accomplish.
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4. To provide the application for reservation without going to

the parish office.
5. To provide the coordinator an application for viewing
schedules anytime and anywhere.

Significance of the Study

The Study will contribute to develop Parish Event

Scheduling and Record Management with Android Based Online
Scheduling Application of St.Isidore Parish Church Aurora,
Isabela.The implementation of the new system would be
beneficial for the entire St. Isidore Parish Church
community, from Planning and ParishOffices and to all the
future reserve of the church.
The Study will benefit The Following:

To The Church

The result of the study would provide more efficient

and effective processing of data and it would help them to
lessen their work to accomplish.

To The Priest

The parish priest would be able to view the events

schedule faster anytime and anywhere by using his android
phone.

To The Researchers

To gain more knowledge and experience in interacting

with the community and to enhance their self to the fields
of Technology information.
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Conceptual Framework

Church offers like wedding ceremony, baptismal, burial mass

and other various services. The church is still doing the
manual recording of the schedules. They have first to check
there records on what days are available so that no
conflict will take place. Of course it will take time and
the clients have many appointments they can go back for
another time to settle the schedule. To avoid this
happening an online Parish Event Scheduling and Record
Management System with Android Based Online Scheduling
Application would be of great help with the aid of
internet, they can just visit the website and register
through it. On the site they can set a schedule and inquire
for the requirements. The data will be sent through phone
number. So, the processing would be faster. The client
could save time, money and effort. The researcher proposed
an Online Parish Event Scheduling and Record Management
System with Android Based Online Scheduling Application for
an easy way of reservation.

Research Paradigm
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INPUT PROCESS OUTPUT

- Gather -Analyze the Implementation
data/information manual record of the “Parish
of new applicant management of the Event Scheduling
availing Schedule existing System and Record
used in the Management with
-Upload transactions Android Based”
duplicates of the
Schedule - Identify the
problem
-enter
information of - Conceptualize
the officiating an alternative
priest and parish solution
secretary
- Develop and
-enter amount of establish the
payments Centralized
Schedule and
Record Management
System for
Catholic Churches

FEEDBACK

Scope and Delimitation

It will focus on providing aParish Event Scheduling

and Record Management System with Android Based Online
Scheduling Application using android, and it enables to
tack services and aims to provide accurate and reliable
process on every transaction especially in parish
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eventreservation and it limited only to the parishioners of

Saint Isidore Parish Church.

Definition of Terms

Android. It is the mobile phone platform for reservation

and viewing schedule.

Church. It is the field where the system will be

implemented.

Disbursement. It is used to monitor the consolidated parish

expenses every week, month and year from the general and
construction fund.

MIT App Inventor. It is the computer software application

which will be used to create the android application.

MySQL. It is the database management system which will help

in the management of the records in the database.

MySQL Database. It is the database where the records will

be stored and managed.

PHP. It is the computer browser-based platform for online

reservation.

Record Management System. It is one of the main functions

of the system where information records will be organized
in the database.

Reservation.It is the process where the reservee asks for a

set time and date for holding a parish event and ends with
the approval of the parish coordinator.
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Scheduling. It is one of the main functions of the system

where date and time of the event will be set.

VisualBasic.Net. It is the programming language which will

be used to create the computer application of the system.

Statement of the Study

This Study aims to come up with a design and develop a

Parish Event Scheduling and Record Management System with
Android Based Online Scheduling Applications of Saint
Isidore Parish Church.

Specially, It aimed to answer the Following:

1. How is the flow of the manual system?

2. How is the flow of the proposed system?
3. How secured are the data in the present manual system
compare with the proposed system?
4. How efficient the manual system with that of the proposed
system?

CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDIES
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Local Literature

According to National Statistics Office (Civil

Registry System) or the NSO-CRS (1995) NSO had already
foreseen the increase in the demand for its services. NSO
also realized that in order to respond to that future need
and accomplish its vision of improving the quality of life
of the Filipinos through the generation of vital statistics
critical to the implementation of development policies and
programs, computerization must be undertaken to improve the
civil registry system and the organization’s computing
capabilities. In early 2000, the demand for the issuance,
authentication, and certification of civil registry
documents has already increased to an average of 10,000 to
12,000 requests daily. This situation is compounded by the
burgeoning volume of civil registry documents that must be
handled by NSO, and of statistical reports required from
its office by different government institutions for their
development programs.
According to The Civil Register System (CRS) is
similar to the Centralized Baptismal Certification and
Record Management System through its goals. The goal of the
National Statistics Office (NSO) is to automate their
transactions through the CRS particularly in issuing
authenticated birth, marriage and burial certificates.
Likewise, the proposed Centralized Baptismal Certification
and Record Management System for the Diocese of
Bayombongpossess the same goal in automating the baptismal
records of the Catholic devotees. Both are application
based and is working through a client-server situation.
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Bituinabi, (August 2010), 658 Apartelle Online

Reservation System.Short term base lodging is the main reason
that a hotel has been established. In the Philippines,
wherein many foreign people go and have a vacation, hotel
is always their first destination to have relaxation after
long hours of travel in an airplane. Because of the rapid
increase of foreigners visiting the Philippines for a
vacation, a common sight is the establishments ad
sophisticated hotels for competitive advantage.
Lagman D, (September 2012), Web-Based
Reservation System for Hacienda Gracia Resort and Hotel. A
resort is a place used for relaxation or recreation, where
visitors are being attracted to take
their holiday or vacation. It refers to places, towns or
sometimes commercial establishments operated by a single
company. On the other hand, a hotel is differentiated as an
establishment that provides paid lodging on a short-term
basis. Computer programmers are continuously developing a
system application to better serve resort or hotel guests
because some hotels and resorts are becoming fully
automated while others are still striving for the similar
setting.
Villafania (2007) reported that in the Philippines, the
Commission on Higher Education (CHED) has initiated programs to
secure academic records. CHED and the National Printing Office
(NPO) have signed a memorandum of agreement (MOA) on the
Securitization of Academic Records for college anduniversity
graduates beginning school year 2007. The move is part of
CHED’sdrive to stop the use of fake diplomas and school records.
CHED former chairman Carlito Puno said the MOA aims to secure
authenticity of academic records such as diplomas, transcript of
records and special orders from all colleges and universities in
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the Philippines. Thus, protect the image and integrity of Filipino

College students to potential employers both locally and
internationally. Puno emphasized further that the MOA would boost
the competitive edge of the graduates in the labor market for it
will ensure the integrity of credentials of the graduates while
protecting the reputation of higher institutions of learning.
AISIS Online (2006) posted a precise definition of
Ateneo Integrated Student Information System (AISIS) serves
as the portal for Ateneo students, faculty and staff.
Through the AISIS Online officially enrolled Ateneo
students may view pertinent school information including
their Individual Program of Study (IPS), grades, class
schedules and the like. Students may also eventually enlist
using AISIS Online. Ateneo faculty and staff with access to
AISIS, on the other hand, may submit grades and access
their class schedules from outside the campus.
According to the Online-Student Information System of
Benguet State University (2013) it would be a new way of
record management and transaction processing that would
achieve efficiency on processing student information. It
would be a great help to the administrative personnel,
academic personnel, grantors or stakeholders, and students
in updating, retrieving and generating student data.
Pacio (2013) on her thesis entitled “Online Student
Information System of Benguet State University” gave
emphasis that as main goal of the school “to generate and
disseminate new knowledge and technologies that will
promote sustainable resource development and enrich the
competent and effective services geared towards efficiency
and economy” which is inconsistent with the existing
student information system of the Kalinga State University
Rizal campus.
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Richard (2012) emphasized that information about

students is vital, but time‐consuming to manage and it is
essential that the most effective tools be used to aid both
staff and students go about their work and studies. The
Cambridge Student Information System (CAMSIS) replaced
various student records system used by the colleges,
departments and universities. CAMSIS provides comprehensive
and accurate information about student body and also
improves data quality, reduce the administrative burden
dramatically and provides better services to both academic
staff and students.
According to Marrero (2011) in his study entitled
“Student Information System for the University of the
Cordilleras” stressed that the concept of Information
Systems (IS) emerged in the early 1960s. More often, when
information system is defined, the field Information
Science is always associated, IS is an academic field that
deals with the generation, collection, organization,
storage, retrieval, and dissemination of recorded
knowledge. Furthermore, it is a collection of related
components designed to support operations, management, and
decision making in an organization. Generally, IS is
supposed to inform people. Information System supports
people or users in making intelligent decisions based upon
the information derived from reliable data.

Local Studies
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According to Bacala and Reano (2010) An Online

schedule System was proposed to replace the manual
searching in Cavite Maritime Institute in order to advance
an organized flow of transaction and an ease of work
concerned on how the manual searching performs throughout
the institution’s operations. The Administrator has the
right to update, add and delete records at the same time,
tracing the constraints and evaluation of then manual
system essential. Online-based schedule system also
provides the users to view their schedule as long as the
user or the student is enrolled in the institution and also
connected through the internet.
Based on Harvent School (2011),Harvent School in
Dagupan City, composed of elementary and High school level.
The school puts premium top system. The Scheduling process
is the initial stage in gathering bon fide accurate student
information necessary to establish student permanent
records. The system provides the access to the students to
see their school records such as students’ personal
information and grades. The system will work only in their
facility; the school principal serves as the admin and the
school also provides their top security system to avoid
information leakage.
According to Aquino (2011), Importance of computer
application is increasing day by day. In the latest decades
of the millennium winning organization are those which are
willing to integrate business strategy and computer
information technology in plying their respective trades.
The use of computer information technology results for them
to be able to develop products fast and make decisions
fast, ability to have fluid organization structures, able
to cope with the demanding work force and external
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environment by the rapid development of innovative

approaches and lastly using information system confirms the
company’s mission vision. The school use the information
systems in the way of implementing a scheduling system.
This results for them to search more accurately and easy.
Based on Bohol island State University(2012-2013),
Study tested the functionality of Automated class
scheduling system in terms of speed, data handling ,
security , Scheduling , stability and adaptability in
making class schedules. This study was conducted in Bohol
Island state University Main Campus, Tagbilaran City during
the second semester of school year 2012– 2013. The
respondents of this study were the 6 expert instructors in
the field of computer programming. They tested and
evaluated the functionality of the program in terms of its
design, and accuracy, data handling security, stability and
adaptability of the software. Separate set of questioners
were given to two groups of respondents. The study
concluded that the manual and the automated system is more
functional because of its extra features which solve
primary problems in creating class schedules.
Based on the researcher (2011), a web based-schedule
viewing system for VERITAS Parochial School (VPS) in Manila
was developed to help its students search in a more
efficient way without hassles. It is with the web-based
viewing schedule system for VPS that this style of
searching may be achieved. This new type of system offers
its students new option for searching at VPS. By logging
on to VPS website. One can register and search the
information of the faculty for a school year. With these
the student has the right to view his/her room, subject and
instructor, because the user created an account via
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registration. Only the school-admin can create their

student account, the registration of accounts is only
created inside the school.
Meanwhile Bohol island State University2012-2013 is
sighted to Mercy Daracan =The respondents of this study
were the 6 expert in the field of computer programming.
They tested and evaluated the functionality of the program
in terms of its design, and accuracy, data handling
security, stability and adaptability of the software.
Separate set of questioners were given to two groups of
respondents. The study concluded that the manual and the
automated system is more functional because of its extra
features which solve primary problems in creating
schedules.
MeanwhileHarvent 2011 is sighted to Mercy Daracan
=The parish puts premium top system. The Scheduling process
is the initial stage in gathering bon fide accurate student
information necessary to establish Customer permanent
records. The system provides the access to the customers to
see their Schedule. The system will work only in their
facility; the Registrar serves as the admin and the student
serves as the client and the system will automatically
provides a top security system to avoid information
leakage.
Cabang et al. (2003) developed the ‘computerized
Students Record Monitoring System of Siniloan National High
School”, Computerized Student data will be exceedingly
helped to the user through continuous management of the
School. It could help the registrar for a less effort
services in the institutions especially in updating,
printing and deleting student’s record.
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Alina et.al (2009), in this work entitled “Network-

based student Permanent Record keeping and Enrollment
System of Balian National High School”. This System was
made to lessen the time and effort exerted by both student
and school employees. It is also made to give accurate
reports and keep records of every students every students
and for easy and fast way of enrollment.
According to Ella (2012) The system allows students to
choose courses they want to take with the available class
schedules. This allows students to make up their time
schedules for different class courses without time schedule
conflicts. After the allotted enrollment period, the system
runs and assigns slots to students. With the Online
Registration System, students could log in, check their
schedule, and set desired changes and pay online without
having to stand in a line and rushing to meet deadlines to
accomplish all the transactions required for enrollment.

Foreign Literature
Gary P. Johnston (2005) said that Electronic Record
can be viewed by many people at the same time. This has
benefits in terms of access: users in different places can
discuss the same record, or different users can use the
same record for different purposes.

Gary P. Johnston and David V. Bowen, (2005) identified

the basic benefits of Electronic Record, there are that a

process (work) is done more easily (less effort required);

it is done more quickly; it is done with better quality; it

is easier to find out about it afterwards. Expanding on

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this, measurable benefits could be summarized as being for

the individual users when the information is available

whenever the user required.

Kate Cumming and Cassie Findlay (2010) that the

strategies which are drawn for the managing electronic
records guidelines provide some simple but in effective
means which are know your information. Other than that,
design your systems so that they can support your business
systems are not designed to maintain long-term. And also
talk to people. Then, limit the number of file formats you
use and use file formats. It also disposed of digital
authorized retention and disposal requirements and knows
where all your information is.

(Olsgaard, 1989) = The concerns of information science

are many, but for this study, it is the discipline which
emphasizes the need to develop scientific principles
governing the storage and retrieval of information.
Information specialists regard the organization and storage
for retrieval of information as the most familiar area of
information science.

SUNY, (1999) reported that with the shift from paper

to digital information, many organizations find that their
current electronic records are not sufficient to support
the evidentiary needs of their business functions.

According to Andy Moore, (2004) few of us think about

recordkeeping as a corporate responsibility. We assume that
someone else is taking care of that. There is only the
vaguest awareness that systems exist to properly retain and
dispose of business documents and communications. But we
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are extremely familiar with how we file and recall the

things we need to do each of our jobs. I would be lost
without Outlook folders, but I couldn’t care less about
records management.

(M. Cantonas, 2008) Manual system is retrieving,

maintaining, security and filling of records consume lot of
time and effort. There are some cases wherein misplaced of
records are taking place because of the years gone by.
Furthermore, these files were only kept in envelope, folder
or wooden racks. There are also instances when the right
information is given to the wrong person, which may affect
quality of service.

(Gordon Smith, 2007) = Senior Scheduling System is a

powerful tool designed to help create school’s master
schedule. The schedule created by the scheduling system can
be analyzed, adjusted and rerun an unlimited number of
times until the desired results are achieved. The power of
Scheduling system will greatly reduce the time it takes to
create school’s faculty schedules.

According to GAO, (2003) most electronic records

including databases of major federal information systems
remained unscheduled that is, their value had not been
assessed, and their disposition to destruction or archives
had not been determined.

According to Cox (1994), there is no single

comprehensive definition that incorporates both the
function and purpose of records management in the
traditional approach and electronic environment. The
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records management professionals and information scientists

have not, as yet, had an acceptable broad theoretical model
to what constitutes a valid core of records management.

Foreign Studies

Akotia (2000) in the Ugandan Ministry of Finance on the

management of financial records, the staff should be
trained because skills needed to manage the basic elements
of electronic records programmed and understood the
functional requirements for record keeping. Studies by
Kemoni&Wamukoya 2000; Iwhiwhu 2005, and Egwunyenga 2009
confirmed that the staff lack of basic skill to handle ERMS
and they should be trained by their employer.

(C.F. Niederriter, 2007) Faculty overloading has been a

known and documented problem since as long as the 1993 –
1992 school years, this fact adds to the teacher’s work
burden as well as their availability for fruitful
interaction with the students. Our proposed software will
alleviate this burden and allows the teacher more time
teaching and interacting with the student. This will allow
the teacher to feel more job satisfaction as well giving
the student the feeling of a more personalized education
within the system. Open standards Appointment Scheduling
System is primarily designed for Institutions of Higher
Education (IHE), but can easily being corporates into web
solutions for a variety of business lines. The core
functionality of the system allows designating faculty and
staff to set schedule of availability and designate
individuals enter the system and schedule appointments as
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needed with the faculty and staff.Software with automatic

scheduling for teachers workload that can be easily access
by faculty members will be handy to everyone.

According to John Hop kin’s University (2011-2012)

Homewood (John Hop kin’s University S.Y. 2011-2012)
prioritize the scheduling system resource to be used as
fully efficient as possible. The schedule system provides
equitable access to a variety of rooms, time management and
faculty information, as well as to provide the students to
search more information on their own.

Based on Southern California Community College (2012) ,

The Southern California Community College Long Beach City
College has gone live with a Cognos-Based faculty and
student scheduling management system that was designed by
Irvine, CA-base professional services firm e2e Analytics.
Prior to installing the new system.LBCC, which has two main
campuses and multiple satellites that support nine schools
and 34 departments. The school’s scheduling management
system budgeting and planning up to three months to
compile, consolidate, and implement. Updating and checking
of faculty and students Information was inspired by the
advancement of modern technology. The researchers gathered
data necessary in the scheduling system for the success of
the study providing benefit of the employees and students
so they can have access and have access and have the
ability to manage information directly and conveniently.

Based on the study of Los Angeles College (2013),Before

the new semester of 2012 School Year, The
SouthernCalifornia Community College andLong Beach City
College has gone live with a Cognos-Based faculty and
 20

students schedule management system that was designed by

Irvine, The schools schedule management system planning and
implement and updating and checking of faculty and students
Information was inspired by the advancement of modern
technology. The schedule system management is also used to
view and give the access to the students search their
rooms, subjects and faculty members in the school.

Ngoepe and Ngulube (2014) conducted a study that

investigated the strategies and practices for preservation
and accessing records of the African Independent Churches
(AICs) in South Africa. The findings of the study revealed
that there is overreliance on oral communication and
traditions, lack of awareness on the importance of archives
management, and unavailability of archives repositories in
the AICs to preserve records.

Garaba (2013) conducted a survey in South Africa to

ascertain the collection stewardship strategies in archival
repositories within religious archives in Piternaritzburg.
His study revealed the poor state of religious archives in
Piternartzburg due to acute underfunding that threatens the
survival of the records. The study recommended
establishment of a religious group to assist in fostering
best practices in archival management. It mainly focused on
the non-active stages of archives which can be constructed
as a major limitation.

Garaba (2015) conducted a study in 2013 to establish the

inter-connectedness between records and archives management
practices within the Pietermaritzburg Cluster of
Theological Libraries (PCLT). The study revealed disharmony
 21

with regard to records and archives management practices

that has led to incomplete documentary records in custody
of the PCLT. The study further indicated that the corporate
memory of religious archives within PCLT was threatened due
to incompleteness of documentary records in their custody.

Ajiboyeet al.(2016) conducted a study in Nigeria that

examined records management practices in the administration
of the Church of Nigeria (Anglican Communion). The findings
of the study indicated the various records management
practices that the church engaged in including creation,
maintenance, access, use, preservation and final disposal
of records. The findings of the study also revealed the
joint influence of records management on the administration
of the Church of Nigeria (Anglican Communion).

Thornborow (2007) conducted a study that examined records

management within non-conformist churches; namely, the
Methodist Church in Great Britain, the Religious Society of
Friends commonly known as Quakers, the United Reform Church
and the Baptist Union of Great Britain. In his findings, he
identified disconnection between records management
practices at national and local levels within the Methodist
Church of Great Britain. The findings of the study
indicated that in the Methodist Church, formal records
management was carried out at the national levels and there
was low awareness of importance of proper record keeping at
the local levels.
Synthesis

In synthesis and significance, the purpose of review

related literature and studies is to study other online
 22

system and analyze the system. By studying other system can

help to develop a more complete and efficient system. These
studies discuss to apply in developed system. Good features
of the studied online system in developed system.
After studied the related literature and studies, it
is conclude that every system has its strengths and
weakness. The purpose of those online reservation systems
is basically the same, which enables customers to make
online reservation. Anyway, some systems provide other
useful functions for customers in addition to online
reservation. Thus, the online reservation system is hoped
to provide May useful information. The developed system not
only includes the existing functions of an online
reservation system, but also added in more features to
enhance its functionality.

CHAPTER III

METHODOLOGY

Research Design

This study entitled "Parish Event Scheduling And

Record Management System with Android-based Scheduling
Apps" is a qualitative research that attempts to accumulate
existing information and data regarding the current Manual
scheduling and record management of St.Isidore Parish
Church. Trochim stated that "a key reason for doing
 23

Qualitative research is to investigate and become more

experienced with a particular phenomenon of the
researcher's interest in order to deliver a detailed
description. The researcher decided to use the qualitative
approach in order to verify current problems in the event
scheduling and record management that has become a big
problem for the Priest and parish staff.

Source of Data
In identifying the problems of the study, requirements of
the system and basis for creating documentation, the
researcher made use of an interview with the propose
company personnel. The researcher was also given a chance
to observe the transactions at the church.

Instrumentation
The instrument used was a research type to gather the
needed data for the studies by interviewing the person in
charge to the study.

Data Gathering Procedures

The following data gathering procedures were used in
the study as they are beneficial enough in building the
system.

The proponents interviewed all the persons involved in

making the event scheduling and record management system of
subjects. Problems encountered and different suggestions
 24

gathered werecarefully analyzed to improve the event

scheduling and record management system.

Tools For Data Analysis

The proponents gathered data from different books,
magazines, Internet and published and unpublished materials
regarding event scheduling and record management system in
Our Lady of the Pillar library in San Manuel.

Data gathered were carefully compared and examined to

identify its efficiency in the enrollment process.